FAQs

REGISTRATION AND PAYMENT QUERIES

When and where is the 2020 RCGP Annual Primary Care Conference & Exhibition?

The 2021 RCGP Annual Primary Care Conference & Exhibition will take place on the 11-13 February 2021 at:

Scottish Event Campus Ltd
Glasgow,
Scotland,
G3 8YW

What are the conference opening hours?

Wednesday 10 February * 17.00 – 19.00
Thursday 11 February 08.00 – 18.15
Friday 12 February 08.00 – 18.45
Saturday 13 Feruary 08.00 – 13.00

*Please note that we will be opening the registration desks from 17.00 – 19.00 hrs on Wednesday 10 February for delegates who arrive early in Glasgow. 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’.

If you are registering a group of 5 or more delegates please contact rcgp@haymarket.com to receive a group discount code. Please note: Group bookings can only be processed if each individual is attending for the full 3 days of the conference.

How can I pay for my registration?

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 is 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 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 Thursday 28 January 2021.

Can I cancel my registration?

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

Cancellations received will be refunded at the following rates:
On or before 10 November: full fee less a £45 administration fee.
Between 11 November and 4 January: 50% of the registration fee
From Tuesday 5 January: 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, dependent 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 Friday 11th September 2020.

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 traveling 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 traveling to the UK with a partner or associate who is not intending to attend the conference with you, we recommend they visit https://peoplemakeglasgow.com/ or https://www.visitscotland.com so that they can plan their trip in advance while you attend the conference.

Is it possible to register onsite?

Yes, onsite registration is currently possible, however, we recommend completing your registration before arriving onsite. If you would like to register and pay onsite we will require payment by credit card (MasterCard and Visa only). Please note we do not accept cash or cheque payments onsite.

If this causes difficulty then please speak to a member of our registration team onsite.

Please be aware that onsite registration may change, subject to COVID-19 restrictions.

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 remaining spaces will be offered on first-come, first-served basis.

When will I receive the joining instructions for the event?

Two weeks prior to the event you will be emailed your joining instructions. If you have not received this information, please email rcgp@haymarket.com with your booking reference number.

ATTENDING THE CONFERENCE

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 SEC Glasgow, 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.

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:

Wednesday 10 February * 17.00 – 19.00
Thursday 11 February 08.00 – 19.00
Friday 12 February 08.00 – 19.00
Saturday 13 February 08.00 – 13.00

*Please note that we will be opening the registration desks from 17.00 – 19.00 hrs on Wednesday 10 February for delegates who arrive early in Glasgow. There are no conference social events or conference sessions taking place on Wednesday.

There will be dedicated Poster Queries and Social Events desks once you pass the front registration area.

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 4 of the SEC Glasgow and will be open at the following times:

Thursday 11 February: 08:00 – 17:30
Friday 12 February: 08:00 – 16:45

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

For more information about the RCGP poster programme please visit: https://www.rcgpac.org.uk/posters-about

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 floorplans
– 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 SEC Glasgow is fully accessible, with automatic doors at both the East and West entrances. Every hall in the SEC Centre is at ground level, making every event easily accessible for wheelchair users.

You can find further information by following this link: https://www.sec.co.uk/visitor-information/accessibility

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. 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?

We are working with our official housing partner, The Glasgow Convention Bureau, to provide suitable accommodation, which is safe and follows guidance from the World Health Organisation. We will update delegates and members with information as soon as possible. Please check back here for more information about booking accommodation.

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

Is there parking at the SEC Glasgow?

There is a multi storey car park at the SEC which is operated by City Parking LLP. Payment can be made by cash or credit/debit card on arrival or before departure.

Is there a taxi rank at the SEC Glasgow?

There is a Glasgow Taxis pick-up and drop-off point outside The SSE Hydro which is adjacent to the SEC.

Is there a cash machine at the conference venue?

There are two ATMs on the concourse (next to the Box Office) of the SEC Centre.

Is there a Parent Room at the conference?

There is a dedicated Parent Room for the care of young children by their parents / guardian, including breastfeeding. Please speak to the registration staff or Student Volunteers 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 the Auditorium. Baby changing facilities are available throughout the venue.

Your partner/carer should speak to the registration desk on arrival. He/she will be permitted to bring the child to the room to meet you.

Is there a hearing loop at the SEC Glasgow?

There is a hearing loop facility in the auditorium and, in order to make use of this system, delegates should turn their hearing aids to ‘T’.

Is there a Prayer Room at the SEC Glasgow?

There is a dedicated multifaith Prayer Room.

Is there a cloakroom at the SEC Glasgow?

There is a cloakroom located on the SEC with additional space available for luggage on Saturday. The cloakrooms are attended by a member of SEC Glasgow Liverpool staff at all times; please note, however, 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 bursaries available to attend the conference?

There are a wide range of funding opportunities for GP Specialty Trainees and GPs to attend the RCGP Annual Conference & Exhibition. This includes awards based on a particular abstract (poster) topic, the GP Speciality Trainee Awards and poster prizes. You can find further information here – https://www.rcgpac.org.uk/awards/

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 8 February.

What is the conference’s environmental policy?

The conference is working towards limiting its impact on the environment through careful consumption of energy and resources. This includes, among others, electronically circulating meeting materials, not producing unnecessary conference materials and choosing environmentally-friendly products, as well as providing healthy food and hosting meetings and social events in central locations. for full details please visit: https://www.rcgpac.org.uk/sustainability-at-the-conference/

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 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 website 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 one week 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, Sales Director, at joy.clarke@haymarket.com.

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

Please contact rcgp@haymarket.com