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.
You can find out more about the exciting array of sessions at the conference in our online programme, including details of the programme highlights.
At the following links you can also find out more about:
Information about getting to Newcastle, including travel, accommodation, and letters of invitation for visas, can be found in our guide to planning your attendance.
Information about health and safety at the conference, including Covid-safer protocols, can be found below.
The conference venue
This year the conference will be hosted by Newcastle University. It will be held in the Henry Daysh, Percy, and Herschel buildings on the Newcastle University campus just a short distance from the city centre.
When you arrive: the Registration Desk
When you arrive at the conference, please come to the Registration Desk 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 in the Herschel Building concourse, next to the Curtis Auditorium.
The Registration Desk will be open:
08.15-20.00 on Tuesday 30 August, Wednesday 31 August and Thursday 1 September
08.15-15.00 on Friday 2 September
Staff and conference volunteers can be identified by their red or blue lanyards. Please do not hesitate to ask them for assistance at any time.
If your institution grants you Eduroam access, you can use this to connect to the Wi-Fi from anywhere on the Newcastle University campus. We strongly recommend you set this up before you arrive.
If you do not have access, please let us know on reception and we will get you set up.
Certificates of attendance
Certificates of attendance can be requested here. These will be provided in digital copy after the conference.
Request your certificate of attendance
Catering at the conference
Tea and coffee
Tea and coffee will be available for registered delegates during the morning and afternoon breaks, and served at the following locations:
Herschel Building Concourse
Henry Daysh Building First Floor Foyer
Henry Daysh Building Sixth Floor Foyer
As part of our sustainability policies we are again not providing single use bottled water. Water will be available at the tea and coffee serving points and at lunchtime. We will also add details here very shortly of water refilling stations on the Newcastle University site. We encourage all delegates to bring and use refillable water bottles.
Lunch is included in the in-person delegate fee. This will be served from the Boiler House from 12.30-14.00. Lunch is a grab and go box, 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 either vegetarian or 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.
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. A list of planned receptions is below.
Tuesday 30 August
Wednesday 31 August
Thursday 1 September
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!
And at the end of the conference please drop off your lanyard at Registration, we will wash them and use them again!
Restaurant discounts for conference delegates
NewcastleGateshead Convention Bureau have obtained the following discounts and offers for conference delegates. You will just need to show your lanyard/name badge at the restaurant.
Offer: 10% off drinks, 20% off food.
T&C: Sunday-Friday. Not in conjunction with any other offer.
Offer: 20% off food menu.
T&C: Excludes sharing food platters.
Dobson & Parnell
Offer: Complimentary glass of fizz with three course set menu or tasting menu.
T&C: Please pre-book and quote conference when booking, show conference lanyard/name badges on arrival (not available on Saturday evening).
Gusto Italian Newcastle
Offer: Complimentary glass of Prosecco per person.
T&C: Must show lanyard/badge. Prosecco can be substituted for a soft drink (Pepsi Max, Diet Pepsi, lemonade). Main meal much be purchased by guest to receive complimentary drink.
Please ask at the conference helpdesk if you would like a private space for prayer, for breastfeeding/baby changing, or for other reasons.
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 you to wear your lanyard and name badge at all times.
In case of a medical incident, please contact the Registration Desk. 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 Substantial meaning a terrorist attack is likely. Please remain vigilant and report any unattended or suspicious items to Newcastle University events staff or the conference organisers.
You should not come to the event 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 event.
We encourage all attendees to use masks when indoors or in poorly ventilated spaces, and to respect those who choose to wear masks. We will have additional masks at the conference helpdesk for those who wish to wear one.
The space in which the event is being held has adequate ventilation for the number of attendees.
In addition to the guidance above, Newcastle University have also provided the following information about their Covid-safer policies, which have been reviewed and updated in accordance with government guidance.
Ventilation - Our building ventilation systems are designed in accordance with building standards and continue to be adequate to minimise the spread of respiratory infections, including COVID-19 aerosol transmission. There are differing ventilation strategies in place across our estate including both mechanically ventilated spaces and naturally ventilated spaces.
Mechanically ventilated spaces have been programmed in accordance with Health and Safety executive guidance. Any recirculating systems in our buildings have been switched to fresh air. In addition, the timing of systems have been altered to purge at least 1 hour before and after occupation in accordance with HSE COVID guidance.
Naturally ventilated spaces are provided with a sufficient supply of fresh air by opening windows, doors and vents. Windows must be closed by the room users at the end of each working day. Fire doors should not be propped open.
Face coverings - Face coverings are no longer required within university buildings or teaching spaces. However, you are welcome to wear one if you feel more comfortable. Please also respect those who wish to continue to wear them.
Cleaning - Cleaning regimes will continue to concentrate on key areas of highest use.
Handwashing - Handwashing facilities or hand sanitisers are provided in certain areas on campus. Signs are available to help encourage usage and good hygiene practices.