Frequently asked questions from participants
Below you can find information to assist with your attendance at Royal Society scientific meetings.
Registration
Travel
Accommodation
Hospitality
Cancellations/refunds
After the meeting
If you have any further queries, please contact the Scientific Programmes team.
Registration
Can you register for my colleagues?
Unfortunately we are unable to register for your colleagues. Please direct them to the meeting webpage where they can register.
There is a waiting list, will I be able to get a place?
Places on the waiting list are allocated on a first-come, first-served basis. If a place becomes available we will let you know as soon as possible.
Can you provide me with a letter for my visa application?
We would be happy to provide you with a letter of support for your visa application, please contact us on the contact emails above with your name and affiliation, and the title of the meeting in the subject line.
How do I register for a Theo Murphy meeting?
Registration is through the meeting’s webpage, however, many Theo Murphy meetings are by closed registration. To register your interest, visit the relevant meeting’s webpage to complete an invitation request, outlining your expertise and reasons for attending. Your request will be sent to the scientific organisers to consider. Should they approve your request to attend, you will be sent a link to register for the meeting. Please note attendance is at the discretion of the scientific organisers.
Travel
Are you able to book my travel?
The Royal Society is not able to book travel for attendees at our meetings.
How do I reach the Royal Society?
Guidance on how to get to the Royal Society, London can be found on our Contact us information page.
For guidance on public transport, particularly the London Underground and bus system please visit the Transport for London webpage.
Accommodation
Can you recommend accommodation close to the Royal Society, London?
There are many reasonably priced hotels in the local area and other areas of London that may be found via hotel websites but we are unable to recommend any specific hotel.
I am attending a Theo Murphy meeting, do I need to book my accommodation?
If you would like accommodation for the meeting you will need to arrange this. You will receive information on how to book accommodation in your confirmation email following registration.
Can my family join me at a Theo Murphy meeting?
Unfortunately the venues used for these meetings do not have facilities to accommodate children on site during the meeting and for overnight stays, therefore it is not recommended to bring your family to join you. If you do need your family join you on your trip for this meeting, please discuss details of this with the Scientific Programmes Officer coordinating the meeting using the email address above.
Partners do not usually attend meetings but may be accommodated if required. You will need to cover any costs incurred for double occupancy including accommodation and catering costs.
Hospitality
How do I book catering?
If you registered without booking catering, please return to the registration page to add this on.
I have a dietary requirement, can you accommodate this?
Please provide your dietary requirement or any other requirements in advance of the meeting (including vegetarian). If you are unsure you have done this, please contact us using the email address above, with the name of the meeting in the subject line. Please ensure you provide us with any dietary requirements at least a week in advance to ensure we can accommodate them.
I don’t want to book catering, is this a problem?
For Discussion and Science+ meetings lunch is optional therefore participants are able to register to only attend the meeting.
For Theo Murphy meetings we advise participants to book catering when registering for the meeting. Catering must be booked and paid for in advance for Theo Murphy meetings.
Can I pay for my catering at the meeting?
For Discussion and Science+ Meetings a limited number of lunches will be made available to purchase on the day from the registration desk. Payment can be made by cash only. For Theo Murphy meetings, this must be booked and paid for in advance.
Cancellations/refunds
I am no longer able to attend the meeting, how do I cancel my registration?
Please contact us using the email address above with the title of the meeting in the subject line if you are no longer able to attend.
Participants are eligible for a full refund for any catering purchased if they cancel more than 7 working days prior to the meeting. Please inform us you require a refund when you cancel your place.
I am no longer able to attend a Theo Murphy meeting, can I get a refund for my accommodation?
Please contact the Scientific Programmes Officer working on your event to discuss this.
I am on the waiting list, but am no longer able to attend. How do I cancel my registration?
Please contact us using the email address above with the title of the meeting in the subject line if you are no longer able to attend. Your name will then be removed from the waiting list.
I am no longer able to attend the meeting, can a colleague attend in my place? Can I transfer my catering booking?
If there is a waiting list for the meeting, priority will be given to those already on the waiting list.
If there is no waiting list, we can transfer your catering booking to your colleague if you let us know at least 3 working days in advance of the meeting. This information should be sent to the relevant email address above along with the meeting name and name of the participant you are transferring your booking to.
After the meeting
Can you send me a certificate of attendance?
A certificate of attendance can be emailed to you, to arrange this please contact us using the email address above with your request. Please include the name of the meeting you attended when requesting a certificate of attendance.
When will the recordings be available?
The recordings of talks at the meeting will be available within 2 months of the close of the meeting.
When will the related journal for the meeting be available?
The publication of journals related to the Royal Society meetings vary in time of their release, the Publishing team will contact all participants at the meeting once the issue related to the meeting you attended is released so please look out for this.