FAQs | RCGP Annual Conference 2025

When and where is the 2025 RCGP Annual Conference and Exhibition?

The RCGP Annual Conference and Exhibition 2025 will take place in-person on 9-10 October 2025.

Venue address for in-person attendees:

ICC Wales

Coldra Woods

Newport

South Wales

NP18 1DE

United Kingdom

Information about travelling to ICC Wales can be found on the website here.

Virtual delegates will be emailed joining instructions with a link to access the virtual platform a week in advance of the conference.

What are the conference opening hours?

Thursday 9 October 09.00– 17:30

Friday 10 October 09.00 – 17:30

*Please note that we will be opening the onsite registration desks from 16.00 – 19.00 hrs on Wednesday 8 October for in-person delegates who arrive early in Wales. There are no conference social events or conference sessions taking place on Wednesday.

How do I register a group?

If you are looking to make a group booking for the conference, at the beginning of the registration process please choose one of the following: ‘Registration contact is not attending, but there are other attendees’ or ‘Registration contact is attending along with other attendees’.

How can I receive a group discount?

Group discounts are available on all tickets, both at the discounted and standard rates. When booking in groups of 3-5, you are eligible for a 10% discount, and for groups of 6 or more, a 15% discount will be applied automatically at checkout. Please note that ticket sharing is not permitted. For any booking queries, contact rcgp@haymarket.com.

How can I pay for my ticket?

If you have opted to pay via invoice the booking confirmation email will include a copy of the invoice (plus VAT as applicable). The full conference fee must be paid, in clear funds and in accordance with the instructions set out in the invoice, within 30 days of the date of the invoice or before the event date, whichever is earlier. If your company uses Purchase Order Numbers, please supply this at the time of booking as failure to do so may cause problems with your booking. If at a later date you wish to pay your invoice by credit card, please call the phone number at the bottom of the invoice. Payment for your place at the event must have been cleared before your registration badge will be emailed to you.

If you have opted to pay via credit card upon registration you will receive an email confirmation from Stripe and a VAT receipt will be emailed to you.

If you are booking within 6 weeks of the event we will require payment by credit card. Please note that we only accept MasterCard and Visa. American Express cannot be accepted.

If this causes difficulty then please contact our customer services team on +44 (0) 208 267 4064 or email rcgp@haymarket.com. Please note we do not accept cash or cheque payments.

When will I receive confirmation of my booking?

Once you have made your conference registration, a booking confirmation will be emailed directly to the delegate. Please check your junk mail to ensure this email has not been blocked. If you have not received this information, please email rcgp@haymarket.com

You will also receive an email two weeks prior to the conference with all the final information.

Can I transfer my place to someone else?

Substitute delegates are welcome at no extra charge but we require you to advise us of any substitutions (including full contact details, dietary and accessibility requirements) no later than Monday 29 September 2025.

Are one-day tickets available?

One-day only tickets are available for all in-person.

Can I cancel my booking?

Cancellation of registrations must be received in writing to rcgp@haymarket.com.

Cancellations received will be refunded at the following rates:

On or before Thursday 17 July 2025: full fee less a £45 administration fee.
Between Friday 18 July and Thursday 28 August 2025: 50% of the registration fee
From Friday 29 August 2025: we regret that no refund can be made.

Any cancellations that still have payment outstanding will be liable for either the administration fee, 50% of the registration fee or the full registration fee, depending on the date and time of the cancellation.

Do I need a VISA?

If you are an Overseas Delegate and require a letter of invitation to the conference to support your Visa application, please email rcgp@haymarket.com to request this.

Please ensure you include your full name, passport number, passport expiry date, date of birth and nationality in your email. We also require you to specify the consulate or embassy you wish your letter to be addressed to. See here for a list of embassies and consulates: www.gov.uk/world/embassies

Please note we are not able to provide invitation letters to those who are not planning to attend the conference (e.g. partners). Invitation letters can only be provided to those who have registered and paid for the conference.

Does my registration fee include access for my accompanying partner?

No, a single delegate pass does not include access for accompanying partners. If you are travelling to the conference with a partner or associate, please ensure they have registered for their own delegate ticket prior to the event.

If you are travelling to the UK with a partner or associate who is not intending to attend the conference with you, we recommend they visit

https://www.visitwales.com/things-do/events so that they can plan their trip in advance while you attend the conference.

Can I book my sessions in advance?

Yes, we recommend that you select the sessions you would like to attend in advance via the registration login. Please note that at the conference priority is given to those delegates who have pre-booked sessions. Once all pre-booked delegates have been seated then the remaining spaces will be offered on a first-come, first-served basis.

Please note, session booking is not required for virtual delegates.

When will I receive the joining instructions for the event?

In person delegates will receive joining instructions two weeks prior to the event. If you have not received this information, please email rcgp@haymarket.com with your booking reference number.

Overseas delegates

Overseas delegates travelling to the UK are now required to obtain an Electronic Travel Authorisation (ETA). Visitors to the UK, including children, who do not need a visa for short stays in the UK will require permission to travel through an Electronic Travel Authorisation.

ETAs will be mandatory for travel to the UK and are being introduced in several stages for different nationalities, over the next few months.

Please see the link below, where visitors can find official information and apply:

https://www.gov.uk/guidance/apply-for-an-electronic-travel-authorisation-eta

Each individual delegate is responsible for ensuring they have their own correct authorisation to enter the UK. As such, we are not able to provide any individual advice, but would encourage you to direct queries to the official links above, which also include the option for visitors to web chat with the appropriate authority.

When will I receive my conference badge?

Upon arrival please head towards the registration desk where you will be provided with a badge. Please ensure that you wear your badge at all times.

In the event that you lose your badge, a replacement must be obtained at registration. In addition, some of the exhibiting companies may ask to scan your badge. Please be aware that by doing this you will be providing your basic contact details; akin to handing them a business card.

Where can I find information about travelling to ICC Wales?

Part of the Celtic Collection, the impressive International Convention Centre Wales is a major new venue for UK and international events located within the grounds of the Celtic Manor Resort, adjacent to Junction 24.

The venue's address is The Coldra, Catsash Rd, Caerleon, Newport NP18 1DE.

We've put together a map of the ICC Wales and surrounding area including where to stay, restaurants and the locations of coach stops.

Find more information on how to place your journey here.

When is the registration desk open?

The registration desk will be located on the ground floor and will be staffed by the RCGP events team during the following hours:

Thursday 9 October 08.00 – 18:00

Friday 10 October 08.00 –18:00

*Please note that we will be opening the registration desks from 16.00 – 19.00 hrs on Wednesday 8 October for delegates who arrive early in Wales.

There will be a dedicated Poster Queries desk in the ePoster area in the exhibition hall.

What is the dress code?

The dress code for the conference is smart casual and comfortable shoes are recommended.

Where is the exhibition located?

The exhibition will be located in Main Hall of ICC Wales and will be open at the following times:

Thursday 19 October: 08:00 – 18:30

Friday 20 October: 08:00 – 15:30

Where do I view the Scientific Posters?

The eposter programme will be located in the exhibition hall. The eposters area will be numbered and displayed by category. Oral poster presentations will be taking place in the Mini Theatres throughout the conference.

The event app will also list all the posters and include PDFs of posters if submitted by the authors.

Is there a conference app?

We will be providing a conference app for delegates to use during the conference. The app will provide the following features:

– Connect with fellow attendees one-to-one and in open discussion forums

– Share experiences via the social feed

– Personalise your agenda

– Interactive floorplan

– View speakers, poster abstracts, sponsors and exhibitors

You will be contacted when the app is available to download. Please note that the app is not accessible for those who have not registered for the event.

Is Wi-Fi available?

Wi-Fi access at the venue is complementary and widely available.

Is the conference venue accessible?

ICC Wales is fully committed to ensuring that they are accessible to every visitor, all the time. ICC Wales has been designed to allow those with additional needs the opportunity to enjoy and use the convention centre.

For information regarding accessibility please see here

What if I have special requirements?

If you have any particular requirements, disabilities, access, or any other needs we should be aware of, please do let us know when you register for the event. Alternatively, please email rcgp@haymarket.com.

Are lunch and refreshments included in the registration fee?

Yes, all refreshments and lunch are included in the price of an in-person ticket. Lunch and all scheduled refreshment breaks will be served from designated points in the exhibition hall.

Can special dietary requirements be accommodated?

At the time of booking your registration you will be prompted to disclose any dietary requirements. If these change after your booking has been made, please contact rcgp@haymarket.com.

How do I book accommodation?

Our official housing partner, MICE has secured accommodation at preferential rates in a number of hotels ranging in cost, all within a short distance of ICC Wales. This is a flexible service which allows you to book accommodation to suit your needs and budget. Special rates have been negotiated at a number of accommodation options close to the conference venue. For more information, please visit the accommodation page.

Please note that accommodation and travel costs are not included in the delegate booking.

Is there parking at the ICC Wales?

Underground parking is available at International Convention Centre Wales, with additional parking available at sites throughout the resort. Charges apply for parking in all areas.

Please see here for more information regarding parking.

Is there a cash machine at the conference venue?

There are no cash machines at ICC Wales. Additionally, ICC Wales is a cashless venue so only card payments are accepted.

Is there a Parent Room at the conference?

Yes there will be.

Is there a Prayer Room at ICC Wales?

We are committed to creating a space that respects and honours the diverse needs of our attendees. A multi-faith prayer room will be available onsite for anyone who requires a quiet, private space for prayer or reflection.The room is designed to accommodate individuals from all faiths and belief systems, offering a peaceful environment for meditation, worship, or quiet contemplation during the conference.

The room is located to the right of the main entrance, accessible via the atrium.

A Karva Chauth session will also be taking place on the floor 2 mezzanine, from 16:00-16:30 on Thursday 9 October. Please visit the social events page for more information.

Is there a quiet room?

We understand that conferences can be stimulating and overwhelming. That's why we are pleased to offer a dedicated Quiet room at our event. This quiet and sensory-friendly space provides a calm environment for delegates to take a break, relax, and recharge away from the busy atmosphere of the conference. Equipped with comfortable seating, soothing lighting, sensory tools, and essential amenities, the Quiet room ensures that your wellbeing is prioritized while you enjoy the event.

The quiet room will be located in meeting room 5 on the ground floor.

Is there a cloakroom at the ICC Wales?

Yes there will be.

Do I need insurance?

We recommend that delegates arrange for insurance against loss to their property or any loss or damage that delegates themselves may cause at the conference. The conference does not cover individuals against cancellation of bookings or theft of belongings.

Are there any awards or bursaries available?

First Prize for the Discover GP student poster competition will be awarded a £150 Amazon voucher and a maximum of four highly commended winners will each receive a £50 Amazon voucher. Poster authors for this award must be students (undergraduate) or foundation doctors (FY1 and FY2 – Postgraduate).

The winning poster for the RCGP Adolescent Health Care award will be provided with a discretionary prize of £250. To enter either award, please specify on your poster submission. Full details can be found here.

Will there be photography at the event?

There will be photography and/or video production taking place during the conference and the resulting images may be used for promotional purposes on-line and/or in printed materials. Delegates who do not wish their images to be included in this material should contact the organisers by email at rcgp@haymarket.com prior to the event by Monday 6 October 2025.

What is the conference’s environmental policy?

The RCGP and Haymarket have worked tirelessly to use recycled, recyclable and/or sustainable materials wherever possible. Signage is produced in reboard where possible. Delegate Handbook and delegate bag has been moved online to the App to reduce paper.

More information about the conference and venue sustainability policy can be found here.

What help is available if I have an emergency or require first aid?

In the event of an emergency please contact a member of staff from Haymarket, the RCGP or ICC Wales, who are located on all levels and at the registration desk on the ground floor. In the event of a fire alarm, please leave your belongings and exit via the clearly marked emergency exits, where stewards will guide you to the meeting point. Do not use the lifts.

Will my data be shared with sponsors and partners?

RCGP event sponsors and partners may want to share information and news about products and services with you, if you attended their sponsored session. Haymarket Media Group, organisers of RCGP conferences and events, takes your privacy seriously. Sharing your details with sponsors and partners is always your choice and you will always be provided with a clear opportunity to indicate if you would prefer us not to share this information during registration. If you would like to change your preferences please email us via rcgp@haymarket.com.

Please note that badges may, with your permission, be scanned by exhibiting organisations in the exhibition hall and prior to sponsored sessions. If you allow your badge to be scanned, you agree for those organisations to contact you about their products, events and/or services - some of which may be promotional in nature. This will act as an active opt-in, whereby it will overrule your preferences selected during the registration process.

If you do not wish to be contacted by sponsors and exhibitors you may decline to have your badge scanned when visiting stands in the exhibition hall or attending sessions. You can withdraw your consent at any time by contacting the sponsoring organisation directly.

Code of conduct

Please click here to see our full event code of conduct

Will I receive a Certificate of Attendance (CPD)?

Certificates of attendance will be issued after the conference and sent to your registered email address. This conference is self-accredited. There is no set amount or min/max of credits to receive; it depends on how many sessions you attend but typically one hour of learning = 1 CPD credit

You can view the programme to get an idea of how much you could accumulate. We also recommend that you keep note of the sessions you attend at the conference by adding them to your personal schedule on the official conference app.

If you attend one of the pre-booked dedicated CPD training sessions, you will receive a separate certificate of attendance for this session.

Can I get copies of the materials presented at the conference?

We ask all of our speakers for permission to publish their presentations on the official conference app for you to download post-event. Not all of our speakers give us permission to do so. What we are legally permitted to publish online, will be made available to you as soon as the speakers have released their updated versions. This tends to be within 1-2 weeks of the conference itself.

What sponsorship and exhibition opportunities are there?

To find out how to become a sponsor or exhibitor and to hear about our customised packages which offer you a full range of promotional opportunities, please contact Joy Clarke, Sales Director, at joy.clarke@wonderly.agency.