At the in-person conference
What to expect at the in-person conference.
We are looking forward to welcoming you to the Annual Conference.
This page provides more information about arrangements for those attending in-person. If you are attending the conference online, please see our guidance on planning to attend the virtual sessions and event.
At the following links you can also find out more about:
Information about getting to London, including travel, accommodation, and letters of invitation for visas, can be found in our guide to planning your attendance.
For all other questions, contact ac2026@rgs.org
The conference venue
This year the conference will take place in London, at the Royal Geographical Society (with IBG) and Imperial College London.
Arriving at the conference
When you arrive at the conference, please come to the Registration Desk and Helpdesk to collect your name badge, lanyard, and lunch tickets. You will require this to access all conference sessions and to get tea/coffee and lunch.
The Registration Desk and conference Helpdesk are located near the main entrance of the Royal Geographical Society (with IBG) on Exhibition Road.
The Registration Desk will be open:
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noon-8.00pm on Tuesday 1 September
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8.00am-8.00pm on Wednesday 2 September
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8.00am-8.00pm on Thursday 3 September
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8.00am-3.00pm on Friday 4 September
Conference organisers, recognisable by their green lanyards, and geography ambassadors, recognisable by their red lanyards, are able to help at anytime. Please do not hesitate to ask for their assistance.
Getting help at the conference
Conference organisers will be based at the two Helpdesks throughout the day. To seek assistance, please report to a Helpdesk. Further details on locating the Helpdesks will be provided later in the summer
Conference staff, recognisable by their green lanyards, will be based across the conference site. Please free to approach an organiser at any time.
Geography ambassadors, recognisable by their distinctive 'globe' t-shirts and their red lanyards, will be situated throughout the conference site each morning to help direct you and answer your questions.
If you need help before the conference, seek help by contacting the conference organisers via email ac2026@rgs.org
Reporting problems
To report a problem during the conference, please speak an organiser at a Helpdesk.
If you experience or observe behaviour(s) that contravene(s) the code of conduct during the conference, please ask an organiser (wearing green lanyards) to speak with Catherine Souch or another senior Society member at the Helpdesk. You can contact the Helpdesk digitally to report problems by calling or texting +44 (0)20 7591 3022 or emailing harassment@rgs.org
WiFi at the conference
If your institution provides you with Eduroam access, you can use it to connect to Wi‑Fi at Imperial College London. We strongly recommend setting this up before you arrive.
Further details on accessing Wi‑Fi at the Society will be shared in the summer.
Catering at the conference
Tea and coffee
Tea and coffee will be available for registered delegates during the morning and afternoon breaks.
Water
As part of our approach to delivering a more sustainable conference, we are again not providing single-use bottled water. Water will be available at the tea and coffee serving points and at lunchtime.
We encourage all delegates to bring and use refillable water bottles.
Lunch
Lunch is included in the in-person delegate fee. Lunch is a grab-and-go lunchbox, which you exchange for one of the lunch tickets in your delegate badge.
To help cut down on food waste (by limiting the number of uncollected special diet boxes), all lunch menu options will be vegan. If you have indicated additional dietary requirements during conference registration, the catering team will let you know which option is suitable each day, or where you can collect your named special diet lunch box.
Receptions and socials
Unless specifically marked 'invitation only', delegates are invited to join any advertised drinks receptions. We will ensure that non-alcoholic options are available at all receptions and encourage delegates to be responsible with their alcohol consumption. View the list of planned receptions.
Recycling
We are committed to reducing the resources used at the conference by sourcing supplies and food locally where possible, using recycled and recyclable materials, and reducing, reusing and recycling conference materials to every extent possible. We urge all delegates to recycle discarded materials. Please do not contaminate the recycling by mixing food with recyclable materials!
At the end of the conference, please drop off your lanyard at Registration: we will wash them and use them again!
Joining online-only sessions at the in-person conference
This section provides guidance on joining online-only session as an in-person delegate.
Accessing online sessions
To join an online session, find the session you are intending to join in the online programme, then click 'view stage' under 'ways to watch' (the box to the right of the session description). You will be taken to the online 'stage' and, from there, given the option to 'click to join' the livestream.
Quiet spaces for online participation
There will be quiet spaces available at the conference venue. If you are struggling to find somewhere suitable, please come to a Helpdesk for advice.
- We will have headsets available to borrow from the conference Helpdesk, though we also encourage delegates to bring their own. Delegates must use headsets/headphones for joining sessions, to avoid disrupting other delegates.
- Space will be allocated on first come, first served basis, with no need to pre-book.
- If there are no spaces available and you urgently need to join a session as chair or presenter, please come and see us at the conference Helpdesk (if possible at least 20 minutes ahead of the session start time)
Certificates of attendance
Certificates of attendance can be provided by the conference organisers upon request. These will be provided in digital copy after the conference. Further details on how to request a certificate will be made available later on in summer.
Quiet spaces at conference
During the conference, please ask at the conference Helpdesk if you would like a private space for prayer, for breastfeeding/baby changing, or for other reasons.
Contact ac2026@rgs.org if you have questions about accessing quiet spaces before the conference begins.
Health and safety at the conference
Only registered attendees will be allowed into the session rooms and social spaces at the conference. The Society retains the right to refuse entry and/or to ask anyone to leave. We ask that you wear your lanyard and name badge at all times.
In case of a medical incident, please contact a helpdesk. Members of the RGS-IBG team are First Aid trained. In the case of an emergency please contact the emergency services by calling 999.
Please be aware of emergency fire exits and should alarms sounds, follow the evacuation policy.
The current threat level in the UK is severe meaning a terrorist attack is highly likely. Please remain vigilant and report any unattended or suspicious items to RGS-IBG event staff or the conference organisers.
COVID-19
You should not come to the conference if you have been asked to self-isolate or if you, or someone you live with, has symptoms. We will not admit attendees if they present with symptoms. We encourage all delegates to test themselves before coming to the conference.
We ask all attendees to respect those who choose to wear masks. We will have additional masks at the conference helpdesk for those who wish to wear one.
Programme
Read our information about the conference programme, including programme start and end times.
How to find buildings and rooms
Navigate the conference venue with our handy step-by-step guides.
Making the most of the online platform
Learn how to make the most of the online platform for this year's Annual Conference, provided in partnership with Ex Ordo.
Presenting at the conference
Find out more about presenting at the conference.
Guidance for session Chairs
Find out more about chairing a session at the conference.
Guide for newcomers
Advice and support for those new to the conference.
How we run the conference
Read our information about how we run the conference.
Code of conduct
The Society's annual conference code of conduct applies to all delegates and participants.