Preparing for the Conference
Booking accommodation
A number of single ensuite rooms have been reserved on the Warwick University campus (in Arthur Vick or Jack Martin accommodation blocks) for conference delegates from Sunday 7th September to Thursday 11th September, at a rate of £66.50 per night (bed and breakfast).
Your registration confirmation emails will include a link to the dedicated booking webpage where delegates can select and pay for the amount of nights they require. Once confirmed, you will get details for car parking if you require it. You are required to arrange your own accommodation.
We are aware some delegates have received an email from gtravelservice[dot]com asking them to provide travel details. This company is not affiliated with the conference and delegates should not reply to the email or provide any information.
Traveling to the conference
The conference venue, The Oculus, is located on the University of Warwick’s campus. Information about getting to the venue can be found on the Venue page of the website. There is parking available on campus for conference attendees. More information will be shared in August once in-person registration has closed.
Preparing your presentation or talk
You can find general guidance and technical guidance for your talk or session on our webpages.
Preparing your poster
Posters should be A0 sized (841 x 1188 mm) and portrait orientation is preferred. More information about how to format your poster can be found on the guidance page. Information about where to hang your poster will be available at the registration desk and in the poster session room.
At the Conference
Where is the conference taking place?
The conference will take place at the Oculus Building, University Road, Coventry, CV4 7SH.
How accessible is the venue?
The Oculus Building, University of Warwick (CV4 7SH) is fully accessible for wheelchair users and provides step-free access throughout the venue. More information about physical and online accessibility can be found on the Accessibility page of the conference website.
What will the weather be like?
Daytime temperatures in Coventry in early September range from 9°C – 16°C (61°F – 67°F). Evening temperatures usually hover around 10°C – 11°C (48°F to 52°F). September has changeable weather, so there may be long periods of sunshine, or many rainy days.
Is there a dress code for the conference? What should I wear?
There is not a dress code. We encourage you to wear what you would be comfortable in, knowing that the conference is a professional setting and you’ll likely be meeting lots of new people. If its helpful context, many attendees usually wear jeans and a t-shirt.
I have an RSECon lanyard from a previous year. Should I bring it again this year?
Yes! To help us reduce our environmental impact, we’d encourage returning attendees to bring their existing RSECon lanyard if they still have it. Don’t worry if you don’t have one – we’ll have plenty available at registration for anyone who needs a lanyard.
How can I access the online portions of the conference?
The online portions of the conference will be available via the Zoom Events platform. Attendees will receive instructions about how to log on to the platform in the weeks before the conference.
How will information be shared during the conference?
There will be a dedicated RSECon25 Slack workspace, that should be used for all communications during the conference. Please note that this workspace is separate from the main RSE Slack. Invitations to this workspace will be sent to registered attendees in August.
Updates from the conference committee (e.g. important announcements, changes to the schedule, etc) will be posted to the RSECon25 Slack throughout the event. That workspace will have several channels pre-populated, and members can create their own as needed throughout the conference.
Please join the Slack a few days before the conference begins, and take a few minutes to browse and join channels.
Will the conference be recorded or photographed?
We will be recording most sessions via the Zoom events platform. Those recordings will be made available via the SocietyRSE Youtube channel after the conference concludes. Most slides will also be published via a dedicated Zenodo community.
We will also have a professional photographer during the conference. The photos will be used for social media and a conference gallery. If you do not want to be photographed, please contact us at the conference registration desk – a specific lanyard will be provided for those who registered ‘no’ for photos or video recording (photos captured during the conference will subsequently be reviewed, to remove any containing the designated lanyards prior to publication).
What is the ‘distributed social’?
The distributed social allows members of the RSE community to spread out across the University of Warwick campus and surrounding areas, enjoying activities that suit their preferences. We’ve curated a list of activities and invite you to join the one that appeals to you the most.
You might be excited about making new connections, or wanting to catch up with old colleagues. Perhaps you’re attending RSECon with your team and want to use this time to socialize, or simply looking for some downtime after two busy days of conferencing. There’s something for everyone.
Each event is self-organised and the costs are covered by attendees. Each activity will have a dedicated channel in our RSECon25 Slack workspace. Please use the Slack workspace to proactively develop plans for all who would like to participate. Most of our proposed ideas have a dedicated channel, each with the prefix #social-.
We understand that social events can be a bit intimidating for some. We’re committed to making sure everyone feels welcome and able to fully participate.
What can I do in Warwick when I’m not attending the conference?
There are a wide range of social events planned, including the distributed social on Wednesday that will provide a chance to explore the university and the surrounding area. If you want to spend some more time exploring or are spending some extra time in Coventry, Warwick conferences has information about things to do on campus and the local area.
General Questions
I love the conference logo – can I get branded RSECon25 merch?
Yes! We have opened our merchandising store. Check it out to see the range of t-shirts, hoodies and other conference merch (including the ever-popular unicorn logo).
I still have a question, how do I get in touch?
You can email us at [email protected].
You can reach the Conference Steering Committee on the RSECon25 Slack workspace – come join the chat and ask the conference committee any questions via #helpdesk.