Frequently asked questions from speakers, chairs and organisers
Below you can find information to assist with your participation as a speaker, chair or organiser at a Royal Society scientific meeting.
Registration
Travel
Childcare
Accommodation
Hospitality
After the meeting
Registration
Do I need to register?
As a speaker, chair or organiser you are automatically registered for the meeting. Please ensure you have replied to your formal invitation email from the Royal Society to confirm your participation and provide the information requested.
Travel
What expenses am I entitled to?
Your expense contribution will have been outlined to you in your original invitation email. To check what expenses you are entitled to, please refer to that or contact the Scientific Programmes Officer coordinating your meeting.
We advise that you book your air and/or train travel as soon as you have confirmed your participation in the meeting to maximise your travel expense contribution provided by the Society. Please ensure you read the travel policy before booking your travel. Please book refundable travel wherever possible.
The Society can provide financial support to meeting organisers, chairs and invited speakers for any additional care costs that arise when attending a Royal Society organised meeting or event. For more information and for details on how to make a request please contact the Scientific Programmes Officer coordinating your meeting.
How do I claim for my travel expenses?
On the day of the meeting you will be given an expense claim form. Please complete this and return to the Scientific Programmes Officer working on your event within a month of the event. UK-based speakers are required to provide original receipts for their expenses. Speakers based overseas will receive a travel grant, and so are not required to provide receipts.
Are you able to book my travel?
The Royal Society is not able to book travel for attendees at our meetings including speakers, chairs and organisers. The Royal Society will make a contribution towards your travel expenses which can be claimed back after the meeting.
Will there be a shuttle bus arranged from the hotel to the Royal Society, London?
No, there will not be a shuttle bus arranged for travel between the hotel and the Royal Society, London. Guidance and maps for using the London Transport system to travel between the hotel and the Society can be found on our Contact us information page. Alternatively you may like to walk or take a taxi.
Can I give my talk remotely?
It is possible to give your talk remotely. If you would prefer to do this and attend the meeting online, please contact the Scientific Programmes Officer working on your event.
Childcare
Can I request financial support for additional childcare costs as a result of my attendance at the meeting?
The Society can provide financial support to meeting organisers, chairs and invited speakers for any additional care costs that arise when attending a Royal Society organised meeting and event. For more information, please see the Childcare policy.
Accommodation
Do I need to book my accommodation?
The Society will arrange accommodation for you from the evening prior to the start of the meeting. Accommodation is arranged at nearby London hotel for Discussion Meeting speakers, and onsite for Theo Murphy meeting speakers. Exact details of your check-in date and hotel details can be found in your initial invitation email from the Scientific Programmes Officer coordinating the meeting. If you are unsure of this, please email your Royal Society contact who will be happy to confirm your arrangements.
Can my family join me at Theo Murphy meetings?
Unfortunately the venues 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. Partners may be accommodated, however, speakers will need to cover any costs incurred for double occupancy including accommodation and catering costs if the Childcare policy does not apply.
Hospitality
Is catering provided during the meeting?
Yes, speakers, chairs and organisers are provided with catering at the meeting. The exact arrangements can be found in your initial invitation email from the Scientific Programmes Officer coordinating the meeting.
Discussion and Science+ meetings
Speakers, chairs and organisers are provided with lunch on the two days of the meeting, plus a private speaker dinner is arranged on the evening following the close of the first day of the meeting, which is held at the Royal Society, London.
Theo Murphy meetings
Speakers, chairs and organisers are provided with full catering throughout the meeting from an arrival buffet on the night prior to the meeting.
I have a dietary requirement, can you accommodate this?
Please provide details of dietary requirements, or any other requirements, to the Scientific Programmes Officer in advance of the meeting (including vegetarian). We cannot guarantee to be able to accommodate all dietary requirements given on the day of the meeting.
After the meeting
When should I submit my manuscript?
Details of the deadline for your manuscript submission should be discussed with the Commissioning Editor of the Royal Society publication your manuscript will be submitted to. If you are unsure who this is, please contact the Scientific Programmes Officer coordinating your meeting who will be happy to put you in touch.
When will the recordings be available?
The recordings of talks at the meeting will be available via the meeting webpage within 2 months of the close of the meeting. If you do not wish for the recording of your talk or discussion to be made available online, please let the Scientific Programmes Officer know.