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2024 Conference Joining Instructions

The RES are looking forward to welcoming you to the Annual Conference. We have laid out the following information to help you prepare for your attendance.

Date: Monday 25 March – Wednesday 27 March
Registration opens: Monday at 09.45 GMT

Queen’s University Belfast

University Rd, Belfast, BT7 1NN

Campus Map

Registration is located in the Peter Froggatt Centre (PFC). Keynote Lectures will take place in the Whitla Hall.  

Please note: the area in which the conference is taking place is a shared space between delegates and University students and staff.  

The registration desk will open at 09.45 on Monday 25 March.  

Campus Map

On arrival at Queen’s University Belfast, make your way to the Peter Froggatt Centre (PFC) where you will be welcomed by our student volunteers.  The students will scan your QR code (this is on your booking confirmation email) then collect your delegate badge.  

Note: Based on your conference booking, badges are colour coded to represent access levels and social event attendance. A key will be available on the registration desk so you can check your access level.  

Your delegate badge should be worn in order to access the conference facilities and ALL social events.

Cloakroom and Luggage Store
There will be a cloakroom in the PFC Atrium (close to registration desk).  On Wednesday, we will have a luggage store for larger bags in the foyer of the Whitla Hall (Main auditorium). Whilst the cloakroom and luggage store (Weds only) will be staffed at all times, items are left at your own risk.

APP
Given the excellent feedback we received in 2023, we will again be using a conference app. Within the app you can:

– create your own profile within the attendee list
– send messages other delegates
– view the conference programme
– build your own personalised programme
– view keynote speaker profiles
– learn more about sponsors and exhibitors.

Our APP launches on Monday 18 March.

Programme
View the latest conference programme and download papers here.

Please wear your badge on arrival at all social events

With sustainability in mind, we are being careful and accurate with all our catering in order to reduce waste. Therefore, if your circumstances have changed and you cannot attend a social event you have previously booked,  please let us know so that we can avoid wastage. (Your conference booking email shows you what you have booked)

Social Events
You will note your conference badge has a colour code which represents your access level, this includes social events. Please ensure you have your conference badge with you to access the social event venues. If you forget your badge, join the desk queue on arrival, where staff will check your booking. 

When you booked to attend the conference you selected the social event(s) you are planning on attending, this is the information we will be using for catering numbers and access levels.

If you have purchased additional social event tickets for a guest, your own badge will reflect that additional ticket.

Please note, numbers are limited for the gala dinner on the Tuesday evening, if you have not booked but would like to attend, please make yourself know at the registration desk, and we will endeavour to accommodate you.  If you can no longer attend the gala dinner, please inform us as soon as possible via events@res.org.uk.

Social event calendar

Welcome drinks reception and poster presentations
Monday 25 March (18.30 – 19.45)
Belfast City Hall, Donegall Square North, Belfast, BT1 5GS

The Deputy Lord Mayor, Councillor Áine Groogan will be welcoming us all to Belfast. A drinks reception with light canapes will incorporate poster presentations. Delegates are invited to vote for the best poster via a QR code.

City Hall is a 15-20 minute walk from the university campus or a 5 minute bus ride.  You can take the Metro city bus, either Service(s) 8A/8B/8C/8D take you to Donegall Square.

Gala Dinner – including award/prize presentations
Tuesday 26 March (19.00 – 23.00)
Titanic Belfast, 1 Olympic Wy, Belfast BT3 9EP

The evening will start with a welcome drink in the atrium of Titanic Belfast, after which we will move to the upper level, overlooking the iconic slipway with far reaching views across the historic dockyard and the city beyond. 

During the dinner, Mary S. Morgan, President of the RES, will present a number of prizes and awards. 

There is a bus called the Belfast Glider (G2) which takes you from the city centre to Titanic Belfast in less that 15 minutes.  Get on the Glider at May Street or Wellington Place.  The last bus from Titanic Belfast back to the city centre is at 23.15.

Most hotels are located close to Donegall Square, Donegall Square is also where the City Hall is located. 

To travel from the city centre/Donegall Square to Queen’s University, you can use the Metro city bus, either Service 8A/8B/8C/8D – you can join the bust at Donegall Square East.  To walk from Donegall Square to the University campus, it takes 15-20 minutes.

For Tuesday evening’s gala dinner at Titanic Belfast. There is a bus called the Belfast Glider (G2) which takes you from the city centre to Titanic Belfast in less that 15 minutes.  Get on the Glider at May Street (opposite the main entrance to City Hall) or Wellington Place (Behind City Hall).  The last bus from Titanic Belfast back to the city centre is at 23.15. If traveling from the University campus directly to Titanic Belfast, you will need to get the Metro city bus into the city centre first, therefore, allow 30 mins for travel to the dinner.

For further local public transport information, please visit Route Maps (translink.co.uk)

If you are presenting or chairing a general or special session, please read the following carefully.

Chairs notes are downloadable here.

Equipment

Please bring your own laptop due to the IT security systems at Queen’s. Laptops can be connected to the equipment within your session room, via the provided HDMI cable. 

We recommend one presenter adds all presentations to one laptop to keep the flow of the session going, rather than swapping machines after each person presents.

If you cannot bring your own laptop, or have issues on the day, there are in house PC’s, however, the presentation software available on these machines is limited to Adobe. Queen’s students or RES staff will have IT log in details if required.

Expect the following within the room you are allocated:

  • A screen or monitor
  • HDMI cable to connect your own laptop
  • A PA/microphone (in larger rooms)
  • Chairs and tables for delegates (in various configurations)
  • (A PC if required – accessed via a student or RES staff login).

Room allocation

The room you have been allocated for your session is available within the conference programme: OA Virtual conferences (oxfordabstracts.com) or in the conference app, once launched. 

(Note – room allocations may need to change up until the day of the conference, so please check on the day of your session via the conference app)

Assistance

We have a team of student volunteers who will be on hand to help with any troubleshooting.  In addition, there will be a “floating” AV technician available, ask one of the student volunteers for help and they will contact the AV team as required.

Timings

Please arrive to the room you’re allocated 15 minutes before the session starts.  On arrival, set up your presentation and meet your fellow presenters/chair. 

Special sessions are 1 hour 15 minutes, and the time will be divided accordingly by the session coordinator amongst the presenter(s).

General sessions – the order in which you speak is available within the programme.  The last-named presenter acts as the chair.  If there are 4 papers within your general session, each paper will have 15 minutes to present allowing 15 minutes for Q&A.  Some sessions will have 3 papers, please reallocate the time accordingly.

Certificate of attendance

If you need a certificate to prove your attendance at conference, you can request one either at the conference via the Registration Desk or after the conference by email events@res.org.uk. Note: certificates are electronic and will be email to the address you gave on registering for the conference.

For those wishing to view the Poster Session, all posters will be on display during the Welcome Reception on Monday evening at City Hall.  Poster presenters will be on hand to chat with you and all delegates are invited to vote for the best poster.  The award for the Best Poster will be presented at the end of the Welcome Reception.

Guidelines for Poster Presenters

Congratulations to those selected to present a Poster during the Welcome Reception, we received a large number of submissions, beyond our capacity to host, we will expand our offering in future years.  Please note the following:

  • Please print and bring your poster with you to the conference
  • Your poster must be printed A1 in size and can be portrait or landscape
  • Blue tak will be provided for fixing your poster to the board
  • Please arrive at 17.45 to set up your poster. On arrival, take the stairs to the Great Hall on the first floor.  RES staff will be on hand to help you
  • Be set up and ready to speak to delegates from 18.15
  • Please remove your poster at the end of the evening and take it with you.

Each poster board will be numbered but not allocated to an individual poster, therefore take any board on arrival.

  • QR codes will be pinned to each board, we will invite delegates to scan the QR code and vote for the best poster
  • Professor Mary S. Morgan, RES President will announce the winning poster at the close of the evening.

(Note: all poster boards have been allocated and those presenting have been informed, applications are closed)

Dietary requirements: If you added a dietary requirement to your booking form, please be assured you will be catered for at the conference.  All lunches are buffets and will include vegetarian and vegan options or contact staff for specific pre-ordered dietary needs.  At the gala dinner, please make yourself and your requirements known to your server on sitting down for dinner.

Accessibility: Venues are fully accessible but if you have any issues or concerns, please visit the registration desk. 

Fire safety and security: In the unlikely event of an emergency or fire, please exit via a fire door.  We understand that its unlikely there will be a fire alarm test during the conference.  There is a team of security staff on campus and any of the student volunteers or RES staff can contact them should you require assistance or have a matter to report.

The RES have considered sustainability and the impact of the conference.

Water: please bring with you a refillable water bottle to use throughout the conference.  There are water fountain’s in the PFC foyer, second floor and outside the main lecture theatre.  

Coffee/Tea cups: Queen’s will be handing out reusable cups for you to use throughout the conference.  You can keep hold of one cup for the entire conference or, hand it in for another at anytime.  The RES will be charged £3 per cup for any unreturned, please return your cup at the end of the conference. 

Catering: We are using recycled and/or recyclable items throughout the conference were possible to reduce waste.  We aim to cater for as close to exact delegate numbers as possible, reducing food waste. In addition we will donate unused food from conference lunches to students who are on campus via a “Student Fridges Scheme” run by the University to ensure nothing is wasted and students have access to fresh produce.

Delegate bags: items have been sourced from existing merchandise, all of which have a useful purpose and no new production was required.

The conference is smart casual. The conference gala dinner is smart but not black tie.

If you need anything in advance of the conference, please contact Georgina Jenkins, RES Events Manager on events@res.org.uk.  During the conference, the registration desk and RES stand will always be staffed for any queries. We have a fantastic team of student volunteers in white RES t-shirts.  Volunteers are able to contact RES staff quickly should you need to speak to anyone during the conference.