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Frequently Asked Questions

BCUR General

What are the dates of the conference?

The conference is on Monday 19th and Tuesday 20th March 2012.

What is the deadline to register for the conference?

The deadline to register for the conference is Friday 2nd March.

Will registrations be accepted beyond this date?

Final numbers for food and accommodation need to be provided 2 weeks before the conference. If you would like to register for the conference and the registration deadline above has passed you will need to contact the BCUR team at bcur.2012@warwick.ac.uk to see if there are any places still available.

When will the programme for the conference be available?

The programme is currently being put together and will be available week beginning 27th February.

What are the general timings of the conference?

The conference will begin at 11am on Monday 19th March (with registration between 9.30am and 11am) and end at around 6.30pm on that day. In the evening there will be a conference dinner at a venue on the Warwick campus. Sessions will begin again at 9am on Tuesday 20th March and the conference will end at around 4.30pm on that day.

What is the conference dinner?

The conference dinner is a chance to meet up, socialise and network with your fellow conference attendees. The dinner will be a buffet at Bar Fusion, which is on the first floor of the Rootes Building, with a drink included in the price.

 

Conference Payments

How can I get funding to attend the BCUR conference?

In the first instance students should approach their Department or their University more widely to request help to fund their attendance at the BCUR conference. Once such options have been exhausted please contact the BCUR team if you have been unable to obtain funding or you are unable to fund yourself and we will do everything we can to help you to gain funding to attend.

My University has funded my attendance at the conference but can I pay for the conference dinner separately?

Yes. If you want to pay for dinner separately you need to do so here: Conference dinner payment (£20)

I am being funded to attend the conference, can my attendance be paid by invoice?

Yes. You will need to upload a copy of the purchase order or supply the purchase order number when you register for the conference.

I am a Warwick student and my Department is paying for my attendance at the conference by internal transfer. How do they pay?

If your Department is paying by internal transfer you still need to register for the conference. In addition you need to ensure that the budget holder emails BCUR.2012@warwick.ac.uk with the relevant cost code and the names of those for whom payment is to be made.

I have applied for the Warwick BCUR fee waiver. When will I hear if I have been successful?

The closing date for applications to the Warwick BCUR fee waiver is Monday 13th February. Decisions will be made regarding the successful applicants by the end of that week and you will be emailed to let you know whether your application has been successful or not.

 

Presenters

How do I know which day I am scheduled to present my paper?

This information will be available in the provisional programme which will be available in mid-February.

What if I am presenting and I can only attend on one day of the conference?

It is possible to register for just one day of the conference. If you can only attend on one day please let the BCUR team know as soon as possible so that we can ensure that your presentation is scheduled on the correct day.

I am a student giving a spoken paper - how long should my talk be?

Your paper should be a maximum of 15 minutes long, including questions.

Do I need to send a copy of my paper to the BCUR team before my talk?

It would be helpful if you could send a copy of your presentation, if you plan to use PowerPoint or any other AV equipment, to the BCUR team by Monday 12th March. Please also ensure that you bring a copy with you on the day you are presenting.

What audio visual equipment will be available to me for my talk?

A projector, screen and computer will be available in all rooms. If you need any more equipment for your presentation please contact the BCUR team.

I would like to make changes to the abstract I sent to the conference, can I do that?

Yes, but any changes you make must be sent to the BCUR team by the end of February.

I would like to change the title of my presentation, is that possible?

Yes, but any changes you make must be sent to the BCUR team by the end of February.

I am presenting a poster at the conference - what size should my poster be?

Your poster must be A1 size and can be either portrait or landscape.

Do I need to send a hard copy of my poster to the BCUR team?

No. You need to bring your poster on Monday 19th March and ensure that it is displayed by the time conference registration begins at 9.30am.

Do I need to provide an electronic copy of my poster too?

If you would like your poster to be considered for inclusion on the BCUR website please email a copy to the BCUR team.

 

Location and travel

Where in Coventry is the University of Warwick?

Just five miles from Coventry city centre we are sited at the hub of the motorway network that includes the M40, M69, M1, M6 and M5. The Conference Park is on the main campus of the University of Warwick, which is easily accessible by road, rail and air. You can download further information from the website at www.warwickconferences.com, following the link ‘how to find us’.

What is the Conference Park?

This is the name given to the facilities provided by Warwick Conferences on the main University campus. The central building used for dining, bars and meetings is Rootes Building.

Where is the nearest Mainline Rail Station?

Coventry Intercity station is only 4 miles from the University. A taxi would cost approximately £11.00 from Coventry station to the University campus. Birmingham International Railway Station is also close to campus and a taxi from this location would cost approximately £27.00.

Is there a taxi rank on campus?

Taxis are available outside Rootes Building at most times of the day. Alternatively you can contact Rootes Reception for more information and relevant phone numbers.

Can I travel by bus from Coventry Railway Station or Bus Station?

The Number 12 bus runs from Coventry Bus Station via Coventry Train Station to the University.

Is car parking free or do you have to pay?

Complimentary car parking is available for conference delegates in the allocated car parks on campus (7, 8a and 15). When you enter the car park, take the token (or ticket in car park 8a) from the machine at the entrance, which you will need to validate at Rootes Building Reception. Disabled parking spaces are available close to the entrance of main buildings. As a University campus, from time to time these car parks become full and when this happens alternative parking will be available, which you will be directed to. We advise that you allow sufficient time for up to a ten minute walk to get to your destination on the Conference Park from the car parks. Some of the car parks are not adjacent to the registration and accommodation areas, it is therefore advisable once you have parked, for you to take your luggage to the Rootes Building where you will be able to leave it with the team in the left luggage facility. You can view the location of the car parks on our campus map: http://www2.warwick.ac.uk/conferences/howtofindus/colour_map.pdf

If I have a minibus or high sided vehicle – where can these be parked?

Some of the conference car parks are multi storey – but you can park in the ground floor (outside section) of Car Park 15. It would be advisable to let the BCUR team know of your requirement for specific car parking.

 

Accommodation

What time can I collect my bedroom key?

Check in for the Conference Park is from 1500 hours onwards. Keys are collected from Rootes Reception, unless you have been notified of a different location by the BCUR team.

What will happen if I arrive after 11pm and Rootes Building is closed?

Rootes Reception is manned until 2300 hours. If you are planning to arrive later than 2300 hours, please call in advance to Rootes Reception to arrange key collection from the main gatehouse. Call 024 7652 2280. Once Rootes is closed there is clear signage on the main door explaining the process for late arrivals.

Where can I leave my luggage if I do not yet have access to my room or have checked out?

Luggage can be left at the left-luggage facility on the ground floor of the Rootes Building near the main entrance. Ask either at Rootes Reception or the left-luggage facility itself for more information.

When do I have to check out?

Rooms need to be vacated by 9.30am on your day of departure. Please inform Reception on arrival of any difficulties you may have in the unlikely event of an evacuation from your accommodation (e.g. hearing or mobility difficulties). 

Will we stay in Halls of Residence?

All Conference Park accommodation is student style either a standard or en-suite room.

Do any of the residences have lifts?

Some residences do. If you have a particular requirement then please let the BCUR team know.

What electrical supply is available in the bedrooms?

Electricity is supplied at 220/240v and 50 cycles AC. Most foreign appliances will require an adaptor or transformer. Adaptors are available to buy at the Costcutter supermarket on the main University campus.

Are there any laundry facilities on campus?

The launderette is situated between Rootes Building and Rootes residences, opening times are available from Rootes Reception for self-service washing and drying. There are also laundry facilities available in some of the residences. All machines require the correct change and you will need to provide your own washing powder and fabric softener.

 

Facilities on campus

What Leisure facilities are there and do delegates have access?

Delegates may use the majority of the University's Leisure facilities free of charge providing they take along their bedroom key or delegate name badge as a means of identification. The towel from your bedroom can be taken to the Sports Centre, or alternatively you can hire an additional towel at the Sports Centre for £1.65. Please see http://www2.warwick.ac.uk/services/sportscentre/ for further details.

What religious services are available on campus?

The Chaplaincy is a vibrant space for all members of the University community and visitors. To gain access to the Chaplaincy, please ask at Rootes Reception for details.

Are there any cash machines or banks on campus?

There are branches of NatWest, Barclays and Santander, which all have cash machines in the Students Union Building (directly next to Rootes Building).

Where can I access my emails?

Conference Park delegates are able to bring their laptops onto Campus and connect to the Internet (free of charge) from their bedroom using an Ethernet cable. Free computer access is available in Rootes Reception from 0700-2300 hours or alternatively you can access the wifi network around campus once you have obtained a login code from the Information Point in Rootes Reception.

If I am having mobility problems is there anything you can do to help?

The Team have access to mobility scooters for our conference delegates; please ask at the Information Point in Rootes Reception for more information.

What should I do if I am not feeling well?

Please contact Rootes Reception on 02476 522280, who will ensure a message is given to the BCUR team. We do not have a resident doctor available for Conference delegates, but in the event you require medical attention, this can be done via our 24 hour Security Team on 02476 522083. Alternatively there is a Walk In Medical Centre in Coventry.

Is there anywhere on campus I can buy toiletries or get pharmacist advice?

There is a chemist located in the Students' Union Building and Costcutter retail supermarket also sell a variety of items. These buildings are located next to Rootes Building.

 

Food and drink on campus

I have a particular special dietary need – can you manage this?

The Conference Park Team can manage all special dietary needs if they are aware of the requirement in advance. Please ensure you communicate this to the BCUR team before arriving at Warwick. Once on campus, please ask any of the team in the restaurant for more information or guidance.

 

Local Area

Where are the nearest shops to campus?

There are a number of retail shops on campus including Costcutter Supermarket, Chemist, Bookshop and Hairdressers, for any other requirements:

  • Cannon Park Shopping Centre is within 10 minutes' walk and has a large supermarket and several smaller retail shops
  • Central Six Retail Park is a ten-minute car journey (next to Coventry Railway Station) and has a large chemist and some good-sized high street stores

For more information on your specific requirements please ask at Rootes Reception.

 

Other useful information

What signage should I look out for on campus?

  • University Signage – these are positioned around campus highlighting all Academic Buildings and social spaces – they are white rectangular blocks
  • Warwick Conferences signage – these are swing signs used to highlight car parking spaces and spaces used for conferences. Look out for the conference logo.