Welcome to the Speaker Logistics page for this year’s annual conference. Below you will find information on everything you need to arrange your attendance at the event.

  • Speaker Guidelines
  • Speaker Sessions file (download from right side menu)
  • Funded Speaker Package Policy (download from right side menu)
  • Expenses Form (download from right side menu)
  • Conference app – new for 2017

Pre-Show Information

Contacts & Deadlines

Registration & Bio/Photo

Travel & Accommodation

Session Details

Presentation Production Guidelines

Polling your Audience - Session Engagement

Primary Contacts
Operations & Attendance: Event Team rcgp@haymarket.com
Session Content: Colin. Cooper@haymarket.com

Deadlines
17 April – Registration & bio/photo submission
8 September – Confirm use of polling in session
22 September – Supply polling questions
22 September – Supply final presentation

You should have received an email inviting you to register for the event from rcgp@haymarket.com.

This email contained a unique link to your registration record. If you do not have a copy of this email, and have not yet registered for the event, please email rcgp@haymarket.com and a new email can be sent to you.

When registering you had the option to attend for free on the day that you are speaking, or purchase a reduced priced ticket for the full conference for £150+VAT. You can amend your registration at any time to upgrade to the full conference pass.

If you have not yet provided your 100 word bio and photo (file size min 500kb), please log back into your registration via the confirmation email, or alternatively email your details rcgp@haymarket.com

Accommodation
If you are a funded Concurrent session speaker you are provided one night’s accommodation free of charge. Please use the link below to book your accommodation at the Pullman Liverpool.

www.reservation-highway.co.uk/gpvip17

Please note that you will be asked to provide a credit card on check out, even if you are only booking your one free night. This is to guarantee the room. You will only be charged if you do not show up. Otherwise the event will make payment and you will have nothing to pay on check out. If you are booking multiple nights, you will see this complimentary night as included in the price of your total booking. Again, so long as you check in to the hotel, on check out this room will be removed from your final bill.

Travel
If you are a funded speaker, please refer to the policy for detailed travel reimbursement information. This can be downloaded from the links on the right side of this page.

If you work for the RCGP please do not use Click Travel to book your travel. Haymarket (the organisers) cannot refund from Click Travel. Please book your travel direct and claim it back using the expenses claim.

For details about your speaking sessions, please refer to the “RCGP Annual Conference Speaker Sessions” file, downloadable from the right side menu on this page.

Your session has been allocated a room. Please note this room may change. You will be sent an email one week prior to the conference to confirm the final room details for any session in which you are partaking.

If you have any questions about the content of your session, whether you need to prepare slides, the length of time dedicated to Q&A etc, please speak with your session lead. If you are the session lead and have questions, please email Colin Cooper, as per your previous correspondences.

At 15, 10 and 5 minutes before the end of the session, a member of the organising team will hold up a countdown sign at the back of the room. Please ensure your session finishes on time. Many of the rooms are used during the breaks or need to be cleared for the next session.

Presentations should be created in 16:9 widescreen. All the conference rooms have widescreen screens or TVs. If you opt for the traditional 4:3 format, you will have black lines down each side of your presentation.

Speakers should save their presentation onto a USB memory stick. As digital media can easily be damaged we strongly recommend that speakers make a ’backup’ copy of their presentation.

To assist the technicians with the identification of presentations, they should be saved with the Session ID as the last part of the file name i.e. D6.ppt

The first slide should be a title slide stating speaker name, presentation title and affiliation. Please use the template provided. This can be downloaded from the right side menu on this page.

Graphics, written or tabular material must be of adequate size to be clearly visible to all delegates, even at the back of the hall. In general, text should not exceed 5-6 lines of bold print containing 6-7 words per line. If a larger amount of information needs to be presented, it should be split into several slides. When choosing fonts for your presentation ensure these are supported by Microsoft office. If a non-standard font is used within a presentation this will result in a substitute font being inserted by PowerPoint. This will at best make your presentation look a little odd and at worst unreadable.

Slides are easier to read when there is a high contrast between the text and the background (e.g. white/yellow letters on a black/dark blue/dark green background). Avoid using black text. Essential information should be large and bold.

Make sure that the slides are not too crowded. As a guide, stand back ten times the screen width and read the slides. Line graphs and simple drawings are more effective than tables of figures. Slide transitions should be simple and consistent.

Ensure that any movie or sound files are included with the presentation on the memory stick. There may be compatibility issues when running a PowerPoint for Mac Presentation on a PC and Apple Keynote Presentations must be converted to a Power Point Format. It is advisable to try the PowerPoint presentation on a PC prior to the conference.

Audiences increasingly ask for more engagement with speakers and sessions. To help facilitate this, the conference will be using a session engagement tool via the conference app. They will select the correct room and then see questions pop up on their screen when activated during your presentation, and can submit questions to you throughout the session.

Concurrent session speakers have the option to submit questions for polls and take questions from the audience via Sli.do. The audience can “like” questions to raise their ranking in the list of submitted questions, which can help you answer the hottest topics arising from your subject matter.

If you wish to use the app to run polls or take questions from the audience, please confirm to rcgp@haymarket.com no later than 8 September. If you only wish to use it to take questions for the audience, you do not need to provide any further details.

You will need to provide your questions for polls no later than 22 September. You should email a copy of your presentation and the questions to rcgp@haymarket.com to ensure we set up the questions correctly. We are unable to add images to the poll. If the audience need to study images to answer the question, your presentation slide will remain on screen whilst the question is on their mobile device.

On-site Information

On Arrival

Speaker Preview Room

Projection & AV Facilities

Registration opens 8am, Thursday – Saturday

On arrival, you will see a dedicated Speaker Registration Desk on the left side.

If you have not pre-printed your badge please go to this desk. If you have pre-printed your badge (sent via email) you can proceed direct to the event entrance where a member of the event team will provide you with a Yellow speaker lanyard, and you can collect your event guide / bag.

Any member of the team can direct you to the Speaker Preview Room. If you have specific questions regarding your session, please speak to Speaker Registration Desk personnel.

The Speaker Preview Room is Room 7, located on Level 2 with the conference rooms.

All speakers making a presentation should visit the Speaker Preview Room at least 2 hours prior to the start of the session they are participating in, or the day before an early session. You will not be able to preview your presentation in the conference room ahead of your session.

Speakers who do not require the use of audio-visual aids should still check in with the technicians in the Speaker Preview Room so that this can be noted.

Speaker Preview Room staff will assist in checking presentations and will instruct Speakers on the use of the audio-visual controls and set-up within the session rooms. If speakers have any doubts about procedures, they can seek advice from the technical staff within the Speaker Preview Room.

Large screen data projection facilities are available in each session room. All screens provided will be 16:9 widescreen format and the native display resolution of the data projectors is 1280 x 720 Pixels. Each session room is equipped with a laptop running Windows 10 and PowerPoint 2013. This is compatible with previous versions of PowerPoint.

Please do not bring any other presentation formats as we cannot guarantee that the software will be installed on the system. Speakers are advised not to use their own Computers, Tablets or Phones for their presentations, as there is insufficient time between papers to connect and disconnect individual devices.

Please contact us if you are unable to provide your presentation for use on a conference laptop.

It is essential that presentations be checked in the speaker room as early as possible to ensure compatibility with the hardware provided.

Each conference room will have a mic at the lectern. Please contact us if you plan to move around during your presentation and require a lapel mic. For panel discussions, handheld mics will be provided.

Conference App

In 2017 we are launching a new app to support the conference. The app can be downloaded to your smart phone / tablet or accessed via a web browser on many devices.

The app is designed to help you structure your time at the event, act as an engagement tool in sessions, connect you to fellow speakers, delegates & exhibitors, and enable you to share your experiences of your time at the event.

The app is currently in development. More information will be released in July. As a speaker you will be given early access to the app. You will have a speaker profile and the opportunity to add supporting documentation to your session and provide your slides as a PDF, if you wish. We hope you will join us in promoting use of the app.