FAQs

REGISTRATION AND PAYMENT QUERIES

When and where is the 2019 RCGP Annual Primary Care Conference & Exhibition?

The 2019 RCGP Annual Primary Care Conference & Exhibition will take place on the 24-26 October 2019 at:

ACC Liverpool
Kings Dock, Liverpool Waterfront
Liverpool, Merseyside
L3 4FP

What are the conference opening hours?

Wednesday 23 October * 17.00 – 19.00
Thursday 24 October 08.00 – 18.15
Friday 25 October 08.00 – 18.45
Saturday 26 October 08.00 – 13.00

*Please note that we will be opening the registration desks from 17.00 – 19.00 hrs on Wednesday 23 October for delegates who arrive early in Liverpool. 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 Friday 10th October 2019.

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 Monday 12 August: full fee less a £45 administration fee.
Between 13 August and 1 October: 50% of the registration fee
From 2 October: we regret that no refund can be made.
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 10th October 2019.

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://www.visitliverpool.com/ or https://www.liverpoolconventionbureau.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 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 is causes difficulty then please speak to a member of our registration team onsite.

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 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.

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 23 October * 17.00 – 19.00
Thursday 24 October 08.00 – 19.00
Friday 25 October 08.00 – 19.00
Saturday 26 October 08.00 – 13.00

*Please note that we will be opening the registration desks from 17.00 – 19.00 hrs on Wednesday 23 October for delegates who arrive early in Liverpool. 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 poster programme will be located within 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.

What if I have special requirements?

The ACC Liverpool is fully accessible. The temporary Liverpool Waterfront car park is adjacent to the venue with dedicated accessible spaces. There is a ramp and lift access to conference rooms and halls internally. The auditorium features accessible bays and there are accessible toilets on all floors. ACC Liverpool also has hearing induction loops available.

You can find further information by following this link:https://www.accliverpool.com/visiting-us/the-venue/accessibility/

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

All ACC Liverpool staff are familiar with the contents of the food served. Dedicated Allergy Champions are on hand at every station and identifiable by their bright green shirt. If you have special dietary requirements speak to an Allergy Champion and they will provide you with a dish that accommodates your requirements.

How do I book accommodation?

Our official housing partner, Inntel, has secured accommodation at preferential rates in a number of hotels ranging in cost, all within a short distance of the ACC Liverpool.
The following hotels have been nominated to host different communities at the conference:
IBIS Hotel Albert Docks – AIT’s community
Hampton by Hilton – First5 community
Staybridge Suites – Families

To book accommodation for this event, please visit: https://www.rcgpac.org.uk/accommodation/

Is there parking at the ACC Liverpool?

Pay and display onsite car parking is available at the temporary Liverpool Waterfront Car Park off Queen’s Wharf, with accessible spaces and open 24 hours a day.

There are a number of other car parking options available including a nearby retail complex, with 3,000 spaces spread across three sites. Options include car parks open 24 hours.
For further information please see the ACC Liverpool website here: https://www.accliverpool.com/organising-an-event/whats-on-site/parking/#main

Is there a taxi rank at the ACC Liverpool?

A taxi rank is located on the riverside of the venue. You can view a map here to find the drop-off/pick up point.

Is there a cash machine at the conference venue?

A cash machine is situated in the Galleria and does not charge for withdrawals.
Business Services Located in the Galleria, the E.ON Business centre is open throughout the event.

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 Auditorium A. Baby changing facilities are available in the toilets, located close to the room.

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 ACC Liverpool?

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 ACC Liverpool?

There is a dedicated multifaith Prayer Room.

Is there a cloakroom at the ACC Liverpool?

There is a cloakroom located on the Galleria. Additional space will be made available for luggage on Saturday. The cloakrooms are attended by a member of ACC 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.

How do I volunteer?

The RCGP Student Volunteer Programme is a great opportunity to attend sessions and meet practitioners across the three days of the conference, in return for helping out.

The programme is open to all undergraduate students and FY1 / FY2 doctors interested in a career as a GP.

You can find further information about the programme will be online soon.

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 22nd October.

What is the conference’s environmental policy?

The RCGP and Haymarket have worked tirelessly to use recycled, recyclable and/or sustainable materials wherever possible. All printed materials carry the FSC logo. Signage is produced in reboard where possible. Delegate bags have been responsibly sourced. The RCGP Membership Stand is created from a modular re-usable framework to reduce wasted materials. The information in the Delegate Handbook has been moved online and to the App to reduce paper. All food is locally and responsibly sourced. Please use the appropriate rubbish 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.

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 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 , for sponsorship information or for more information on exhibiting please contact Tim Mustin, Exhibition Sales Manager, at tim.mustin@haymarket.com

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

Please contact rcgp@haymarket.com