We want the PGR Festival to be welcoming, flexible and accessible to as many people as possible. We recognise that access needs can be wider than disability alone and may include neurodivergent needs, mental health and wellbeing needs, long-term health conditions, caring responsibilities, cultural and faith needs, commuting constraints, and other circumstances where reasonable adjustments are helpful. We also acknowledge that what supports one person may create barriers for another, so our approach is to offer flexible options and respond to individual requests wherever we can.
The Festival is planned as a hybrid event, enabling people to attend online or in person, whichever best meets their needs. The programme is designed to support “dip in and out” attendance (including a mix of in-person and online participation across the day). We have also scheduled key Festival highlights around the lunchtime period to maximise access for those who can only attend during lunch or for part of the day.
We have chosen the Oculus because it is centrally located on campus and is generally accessible (e.g., step-free routes, lifts, ramps and accessible travel links). The Festival schedule includes regular breaks and shorter session blocks, and we will provide quiet spaces, including a designated quiet room for those who need it. Catering will be provided as a late brunch and afternoon refreshments (rather than a traditional lunch), supporting a flexible attendance model.
If you have access requirements or would like to discuss reasonable adjustments to support your participation, please contact the Doctoral College in advance: doctoralcollege@warwick.ac.uk. We will do our best to help.
Attendance and flexibility
Yes. The Festival is planned as a hybrid event, so you can attend online or in person, whichever works best for you.
Yes. The programme is designed to allow you to dip in and out, whether online, in person, or a combination of both.
Yes. You can attend some sessions in person and join others online, depending on your needs and availability.
To maximise accessibility for people who can only join during lunch, have caring responsibilities, commuting constraints, or limited availability.
Recordings and accessing later
Some sessions will be recorded for asynchronous access. Recordings are planned for:
· Welcome session
· Showcase presentations
· Closing plenary / Research Journey Panel
Development sessions are not currently planned to be recorded.
Yes. Recordings of the sessions listed above will be made available afterwards.
The team is exploring an online exhibition space to enable remote access to poster and exhibition content. One option under consideration is a short, recorded audio/video summary for each poster (format to be confirmed).
Breaks, fatigue, and well-being
Yes. Sessions are structured in shorter blocks (approximately 40 minutes) with movement time between sessions and scheduled breaks (including brunch and an afternoon break).
Yes. A designated quiet room will be available for those who need a calmer environment during the Festival. This will be identified by the sunflower symbol. Additional quiet spaces may also be available for general comfort breaks.
The designated quiet room will be reserved for those who need it for accessibility/well-being reasons. Other quieter areas may be available for anyone who needs a short break.
Venue access, navigation, and travel
The Oculus is centrally located and generally accessible (e.g., step-free routes, ramps and lifts).
Yes. Disabled parking is available close to the Oculus.
Yes. The Oculus is centrally located and accessible via public transport links on campus.
Yes. There will be people available on the day to help direct attendees, and signage
will be used where possible. The Oculus also has an interactive map that can support navigation.
Yes. If this would help you, please contact the Doctoral College in advance as part of your reasonable adjustments request: doctoralcollege@warwick.ac.uk.
Communication, participation, and Q&A options
Where possible, we will provide alternative ways to participate (e.g., online chat or Q&A for hybrid sessions and/or written questions).
For online sessions delivered through Teams, live transcription can be enabled. If you are attending in person and would benefit from live transcription, you may be able to join the online stream on your device to access the transcript in real time.
The Oculus offers a range of features that support accessibility needs (including hearing support). If you have a specific requirement, please contact the Doctoral College in advance: doctoralcollege@warwick.ac.uk.
Interpreters, translation, and language support
Yes. The Festival is free to attend, and carers/support workers/companions are welcome to join to support access needs.
We do not expect to provide translation for different spoken languages. Attendees are welcome to bring their own translator if required.
This is not currently confirmed as a standard provision. If a registered attendee requires BSL interpretation as a reasonable adjustment, the team will discuss options and feasibility. (This information can be updated if provision is confirmed.)
Caring responsibilities, support workers, and companions
Yes. The Festival is free to attend, and carers/support workers/companions are welcome to join to support access needs.
Yes. The hybrid model and “dip in/out” programme structure is designed to support flexible participation around caring responsibilities and other commitment
Faith, cultural needs, and prayer space
If space allows, the team will aim to provide a prayer space. If not, campus prayer facilities are nearby (not far from the Oculus). This will be confirmed once room allocations are finalised.
The Festival team is mindful of calendar considerations. If you have a specific cultural/faith need you would like us to consider, please contact the Doctoral College in advance: doctoralcollege@warwick.ac.uk
Catering and dietary requirements
Yes. Catering is planned as a late brunch and afternoon refreshments (rather than a traditional lunch), to support a flexible, accessible schedule.
Please share dietary requirements in advance (via registration form or by contacting the Doctoral College), and we will do our best to accommodate.
Yes. If you have specific dietary/medical needs, you are welcome to bring your own refreshments.
Reasonable adjustments and contact details
You will have the option to indicate access needs during registration. You can also contact the Doctoral College in advance to discuss reasonable adjustments: doctoralcollege@warwick.ac.uk.
A brief description of what would help (e.g., seating preference, step-free route support, live transcription needs, quiet space access, breaks, etc.) is very helpful.
Please contact the Doctoral College: doctoralcollege@warwick.ac.uk
