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Conference delegates networking over lunch in the garden

Planning your in-person attendance

This page provides information for those planning to attend all or part of the conference in-person.

You can also plan your attendance in the conference's virtual spaces.

This year's in-person elements will take place in London at the Royal Geographical Society (with IBG) and Imperial College London.

Learn more about the conference venue

If travelling to the conference from outside the UK, read the latest government advice and guidance on travel restrictions and entering the UK. Delegates attending the conference in person will be expected to abide by this advice.

On this page

Accommodation

Accommodation is not included in the conference registration fee and delegates are responsible for making their own arrangements. The conference organising committee cannot recommend or book accommodation for delegates.

During July to September, Imperial College London opens its student halls of residence to provide accommodation for groups and individuals.

Hotel options within a 25‑minute walking distance of the Society include:

The following accommodation search options may also be helpful

The postcode for the Royal Geographical Society (with IBG) is SW7 2AR. The postcode for Imperial College London is SW7 2AZ.

Important: only use official booking websites or travel agents to book your accommodation. Use travel booking services provided by your institution wherever possible. Be vigilant of emails claiming to offer accommodation packages and do not respond to, or click links contained within, unsolicited emails.

If you have questions, please email ac2026@rgs.org to contact the conference organisers.

Travelling to London

London is easily accessible by a number of modes of transport. More information is available on the Visit London site. Other helpful sites for planning your travel in and around the UK include National Rail Enquiries and Trainline.

Visas

All conference delegates who need a visa to enter the United Kingdom are advised to arrange this as early as possible.

Proof of registration to support a visa application can only be provided by the Society after the delegate's submission has been accepted for the conference programme, the full in-person registration fee has been paid, and complete contact details from a recognised institution have been provided. We will send an electronic copy of the letters; printed and signed originals will be sent via post upon request.

Request proof of in-person registration

The invitation letter from the conference organisers is not an official invitation to enter the UK. Delegates are expected to organise and pay for all their expenses.

Internet access at the in-person conference

If you are based at participating Higher Education institutions across the UK, Europe and a number of other countries, please sign up for Eduroam in advance of the conference and set this up on your devices. This will allow you to connect to the Imperial College London network for free.

Guest internet access will be available for attendees to use at the Society throughout the conference. 

Bystander training

We are offering all delegates the opportunity to attend bystander training ahead of the conference. This will cover how to identify harmful behaviours and act as an active bystander in the context of the conference environment.

This will be delivered online via Teams by Lisa Brooks-Lewis, Deputy Director of EDI Services at Loughborough University. The two-hour session is being offered twice:

  • Tuesday 21 July, 9.30am-11.30am BST
  • Monday 10 August, 3.00pm-5.00pm BST.

Sign up to attend

Crèche

The conference organisers are pleased to offer registered conference delegates a crèche service for children up to 11 years old. The crèche is provided by Little Hens Childcare, an Ofsted-registered provider, whose staff are all first aid-trained, reference-checked, and DBS-checked.

The crèche will operate daily from 8.30am-7.00pm, from Wednesday 2 September to Friday 4 September, allowing delegates to attend sessions with time for drop-off and pick-up at the start and end of each day. The crèche will be located close to the conference session rooms.

We are currently operating a waiting list for the crèche. To be added to the waiting list, please get in touch at ac2026@rgs.org

Please note that delegates will be required to complete registration before a booking is confirmed.

Acceptance letters

We regret that we are unable to contribute to the costs of conference registration or attendance (travel, accommodation or any other expenses) for any conference delegate other than invited chair's plenary speakers, beyond the Research Group guest scheme.

The conference organisers are able to issue a letter confirming the acceptance of your contribution to the programme to support a funding application from your institution or another body.

Request a letter of acceptance (DOC)