Registration and payment queries

When and where is the 2024 RCGP Annual Primary Care Conference & Exhibition?

The RCGP Annual Primary Care Conference & Exhibition 2024 will take place both virtually and in-person on 3-4 October 2024.

Venue address for in-person attendees:

ACC Liverpool

Kings Dock, Liverpool Waterfront

Liverpool, Merseyside

L3 4FP

Information about travelling to ACC Liverpool 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 3 October 08:00 – 17:35

Friday 4 October          08:00 – 17:20

Please note, that conference timings are subject to change. Please check the website for the latest agenda.

How do I make a group booking?

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’.

Booking in groups of 3-5 are eligible for a 10% discount and bookings of 6 or above are eligible for a 15% discount. Discounts will be applied automatically at checkout.

We can only accept card payments for bookings under £800. For group bookings above £800, payment is available via invoice until Thursday 5 September 2024.

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 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.

You will also receive joining instructions by email one week prior to the event start date.

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 23 September 2024.

Are one-day tickets available?

One-day only tickets are available for all in-person ticket types except Student and Foundation Year tickets. Virtual tickets provide access to the digital platform for both days of the conference, plus 3 months on demand. One-day tickets are not available for virtual delegates. Please visit the website here for more information about ticket prices.

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 11 July 2024: full fee less a £45 administration fee.

  • Between Friday 12 July and Wednesday 22 August 2024: 50% of the registration fee

  • From Thursday 23 August 2024: 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. 

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 23 September 2024.

Can I change my ticket from in person to virtual? Or from virtual to in person?

If you would like to amend your ticket type, you must cancel your original ticket and then re-book your new ticket online. All cancellations must be received in writing via rcgp@haymarket.com.

Please note, funds from your cancelled ticket will be reimbursed within 5-10 working days and any cancellations will be subject to cancellation fees:

  • On or before Thursday 11 July 2024: full fee less a £45 administration fee.

  • Between Friday 12 July and Wednesday 22 August 2024: 50% of the registration fee

  • From Thursday 23 August 2024: we regret that no refund can be made.

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. The RCGP Annual Conference and Exhibition is for healthcare professionals only. Anyone who is not a qualified healthcare professional will not be permitted to attend. 

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://liverpool.gov.uk/leisure-and-wellbeing/events/tourist-information-at-liverpool-one/ or https://www.cultureliverpool.co.uk/ so that they can plan their trip 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. Virtual delegates will receive joining instructions one week before the event. If you have not received this information, please email rcgp@haymarket.com with your booking reference number.

Attending the conference in-person

When will I receive my conference badge?

Two weeks prior to the event you will be emailed your e-ticket. Please ensure that you have printed out your e-ticket or have it available on your smartphone/device and have it ready when you arrive at the ACC Liverpool, in order to scan your barcode and print your badge. Members of staff will be on hand on-site to help should you have any questions about this process.

Your name badge will include details of any sessions you have booked. It will also list your pre-booked social event tickets and will serve as your entry ticket to these events. 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 ACC Liverpool?

Liverpool is accessible from all parts of the UK, Europe and the rest of the world. Road, rail, air and sea routes bring you within minutes’ walking or driving distance from ACC Liverpool. The venue's address is Kings Dock, Liverpool Waterfront, Liverpool, Merseyside, L3 4FP. And you 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 3 October 08:00 – 17:35

Friday 4 October          08:00 – 17:20

There will be dedicated desks for queries, including questions about Posters and Social Events.

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 Hall 2 of the ACC Liverpool and will be open at the following times:

Thursday 3 October     08.00 – 17:35

Friday 4 October          08.00 – 17:20

Where do I view the Scientific Posters?

The poster programme will be located in the exhibition hall. The posters will be numbered and displayed by category. Oral poster presentations will be taking place in the Mini Theatres throughout the conference. The full agenda is available to view online. We recommend booking sessions in advance to avoid disappointment. 

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 (please note session booking is not available via the app)
  • 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?

The ACC Liverpool is fully accessible by wheelchair to all public areas by lift; this also includes the main auditorium. The exhibit hall and conference rooms are also served by escalators. If you have any special access requirements, please let a member of the organising team know.

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 Concierge, has secured accommodation at preferential rates in a number of hotels ranging in cost, all within a short distance of the ACC Liverpool. 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 click here.

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

Is there parking at the ACC Liverpool?

There are a number of secure car parking options available for visitors to ACC Liverpool nearby. Pay and display onsite car parking is available with accessible spaces and open 24 hours a day. 

Our accommodation partner, Liverpool Convention Bureau, have teamed up with Q Parks to offer 10% off parking across 6 different locations in the city centre. More information can be found via the accommodation booking page, or you can book directly here. Please use discount code: MEETLIV10

Is there a taxi rank at the ACC Liverpool?

The drop off/pick up point is on Monarch’s Quay, adjacent to the venue. A taxi rank is located on the riverside of the venue.

Is there a cash machine at the conference venue?

The nearest cash machine is in the Royal Albert Dock, on Gower Street, approximately a two minute walk from the venue.

Is there a Parent Room at the conference?

There is a dedicated parent room dedicated to the care of young children by their parents/guardian, including breastfeeding. Please speak to the registration staff who can direct you to the room. This room contains a live video feed from the Auditorium stage, playing the Plenary sessions and any concurrent sessions held in Hall 1A. Baby changing facilities are available in the Ladies toilets, located close to the room.

Is there a hearing loop at the ACC Liverpool?

The venue has an infrared hearing system and this is in Hall 1 and rooms 3, 4, 11 and 12. In order to make use of this system, delegates should turn their hearing aids to ‘T’. A necklace can also be collected from guest relations. If you have any questions prior to the conference, please contact the customer service team on rcgp@haymarket.com

Please speak to a member of the team at registration if you require assistance while onsite. 

Is there a space I can Pray at the ACC Liverpool?

Room 16 on Level 2 conference rooms is a dedicated multifaith Prayer Room. Please note, this room does not have running water available.

Is there a cloakroom at the ACC Liverpool?

There is a staffed cloakroom at the conference venue. This cloakroom is provided at no charge to participants however, please note that items are left at your own risk.

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, and by Monday 23 September 2024.

You may also speak to a member of the onsite team, available in the registration area.

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 sustainably or reused where possible. Delegate materials including Conference Handbook and delegate bags have moved to the official Event App to reduce paper and production materials. Catering menus have been selected with sustainability in mind, with a focus on more plant-based and locally sourced ingredients. Please use the appropriate recycling bins within the ACC Liverpool. The ACC Liverpool team hand-sort all of their waste for recycling and, wherever possible, 100% of waste is recycled and reused. The ACC Liverpool only sends a minimal amount of waste to landfill.

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 the ACC Liverpool, who are located on all levels and at the registration desk in the ground floor foyer, on the RCGP stand or catering points in the Exhibition Hall, and within seminar rooms. First aid support is available onsite; please ask an ACC Liverpool steward who will be able to assist you. 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 and make note of any announcements.

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.

Attending the conference virtually

Do I need any specific software or hardware to access the online event?

All you need is a good wifi connection or mobile data to access the online event platform / app. You do not need to download anything or have a web camera to participate. 

For the best user experience, we recommend using Google Chrome, Firefox or Safari internet browsers. Internet Explorer and Edge are not recommended. The online event platform can also be accessed via a mobile or tablet device, but we recommend using a desktop or laptop to make the most of your experience. 

Please check your organisation security policies to ensure pop ups are not blocked as this functionality is required for the live sessions.

Where can I view the scientific poster programme?

ePosters are available to view via the event platform / app . This will include a PDF ePoster, abstract, author details and (where applicable) a pre-recorded poster presentation. Subject to presenting author permission, you will also be able to contact the presenting author directly about any questions. ePosters will be numbered and displayed by category. ePosters are also available to view on the ePoster screens located in the exhibition hall at the conference.

Will my personal information be displayed on the online event platform?

Your personal information is collected via the online registration form. Unless otherwise selected, attendee name, job title and company names will be visible in the networking area. When you first log on to the event platform, you will be given the option to opt out of these settings and hide your personal information. You can also disable incoming direct messages and edit your personal profile. You can also select whether you want to show additional contact information such as email address, phone number and social media. This information will not be shown unless selected.

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 have joined or viewed their sponsored content. 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

After the conference

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 the session(s) you attended.

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.

Sponsorship and exhibiting at the conference

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, Commercial Director, at joy.clarke@haymarket.com.

My question has not been answered here, who do I contact?

Please contact rcgp@haymarket.com.