Practical information

We wish to make the UD2016 conference and its programme accessible to everyone. If you have questions regarding accessibility that you find are not answered in the information below, please contact the conference organizers as soon as possible.

Note that this is a dynamic document, therefore information and details will be added as the conference is nearing. Topics are organized in alphabetical order.

All enquiries during the conference, including technical problems, can be addressed to the registration desk.

Accommodation

Sleeping accommodation for conference delegates will mainly be in Langwith and Constantine Colleges, a few minutes walk from the conference venue. Some delegates will be in other colleges, due to the need for wheelchair accessible rooms.

All delegates need to check-in and pick up their keys at the Ron Cooke Hub, the conference venue (for maps, see the Ron Cooke Hub entry). Student volunteers will guide delegates to their rooms and help with luggage. For delegates at the more distant colleges, we will provide accessible transport to and from the conference venue.

Rooms will be available from 2:30pm on the day you have booked from and check-out will by 9:30am on the day you are leaving. Secure luggage storage will be available at the Ron Cooke Hub if you arrive before check-in time and on the day you leave.

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Allergy information

Information about carpet in the venue will be added soon.

Out of respect for people with chemical sensitivities, please refrain from using scented products when attending this event.

Decorations will be allergy friendly.

Note that there may be guide dogs or service dogs present at the conference.

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Breakfast

For delegates arriving at the weekend, a continental breakfast will be provided in your college kitchen. Your student volunteer will show you where this is. On Monday, Tuesday, Wednesday, and Thursday, breakfast will be served in the cafe in the Ron Cooke Hub. On Monday – Wednesday, there will be a breakfast area for UD2016 delegates between 7:30 and 9am. For delegates staying until Thursday, a continental breakfast will be available in your college kitchen (for delegates leaving early) and a voucher to have breakfast at the Ron Cooke Hub cafe from 8:30am.

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Conference dinner

The conference dinner will be held at the National Railway Museum, on Tuesday 23rd August from 19:00. Transportation will be arranged from the conference venue/accommodation to the Museum and back.

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Conference material in different formats

There will be a limited amount of printed material for the conference. All conference material will also be made available online. The online conference schedule will be updated during the conference with any changes and changes will be announced in all sessions.

Braille and large print versions of conference material will be available, please specify this upon registration.

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Conference venue

The conference will be held at the Ron Cooke Hub on the Heslington East Campus of the University of York. Accommodation will be in Langwith and Constantine Colleges on the other side of the central vista from the Ron Cooke Hub. All meals will be served in the atrium of the Ron Cooke Hub, with the exception of the conference dinner, which will take place at the National Railway Museum in the centre of York.

All venues are fully wheelchair accessible.

Sighted guides will be available for visually impaired delegates.

Guide and service dogs are most welcome at the conference. Drinking bowls for dogs will be provided at each break and at lunchtimes, in the vicinity of the coffee. There is an exercise and comfort area for guide and service dogs.

The guide dog toilet is a small area of gravel surrounded on three sides by a wooden fence to offer some privacy. A sign on the fence reads 'Guide Dog Toilet'.

Guide dog toilet at the University of York


A guided orientation of the Ron Cooke Hub will be organised on Sunday August 21st at 17:00 and on Monday August 22nd at 09:00. The guiding will start from the registration desk by the main entrance to the Hub.

All buildings in the University are smoke-free. You may smoke in the campus grounds provided you are at least two metres away from any building.

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Dietary options

At least the following dietary options will be made available:

  • Coeliac disease / Gluten intolerance
  • Without nuts
  • Without milk/lactose free
  • Vegetarian
  • Vegan

Please specify your dietary requirements upon registration.

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Emergency numbers

In the event of any serious problems, or for emergencies, please contact University of York Security on +44 (0)1904 32 3333 (24 hours).

The emergency number in the UK for fire, ambulance or police is 999.

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Hearing loops and aids

Hearing loops will be present in all venues. In case there is a problem with the loop, please contact the conference hosts or the technical staff in the room.

Personal portable hearing aids for small meetings can be borrowed at the Service desk. Please specify that you will need such a device upon registration.

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Interpretation

Speech-to-text

Speech-to-text interpretation will be provided at all plenary sessions.

Other interpreters

We aim to provide sufficient space and light for delegates’ personal interpreters. Please contact the conference organisers if you are accompanied by a personal interpreter.

We have chosen not to provide sign language interpretation as there is no common sign language. The common language of the conference is written English, as the papers are in English and presentations will be held in English.

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Luggage storage

If you need to store your luggage before checking in to your accommodation or after checking out, a secure storage facility will be available in the Ron Cooke Hub. Please ask at the Registration Desk.

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Presentations

Guidelines for accessible presentations have been made available. Speakers are responsible for the accessibility and content of their presentations.

The programme will be published on the website on the 8th August 2016. If you wish to obtain the presentation from the speaker, please contact the speaker directly.

Hosts representing the conference organisers will be present in all parallel and plenary sessions.

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Proceedings

The conference proceedings are published with IOS Press as an Open Access publication.

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Registration Desk

The Registration Desk for the conference will in the Ron Cooke Hub, just inside the main entrance on the right. The main entrance to the Ron Cooke Hub is on the lake side. There will be conference volunteers at the Registration Desk from 10:30 until 19:00 on Sunday 21st August, and from 08:00 until 19:00 on Monday, Tuesday and Wednesday during the conference. If you have any queries or problems at all, please come to the Registration Desk and we will try and sort them out.

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Restaurants, pubs and cafes in York

A list of good restaurants, pubs and cafes in York will be provided in your conference pack.

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Ron Cooke Hub

The conference venue is the Ron Cooke Hub (often abbreviated at the University to RCH). Here you will find directions for reaching the Ron Cooke Hub by road (PDF file) (for example, if you are taking a taxi). Here you will find a map of the Heslington East campus of the university (PDF file), where the Ron Cooke Hub is located.
There is also an interactive map of the Ron Cooke Hub and printable maps of the campus.

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Taxis

If you are at the university, taxis can be ordered for you by either the porters at the Ron Cooke Hub or the conference volunteers.

If you are at York railway station, there is a taxi rank in the forecourt of the station. There are also various taxi ranks around the city. If you are at a restaurant or pub, they will be able to call a taxi for you.

You can also call a taxi yourself, the university uses Streamline (+44 1904 656565), who have wheelchair accessible taxis.

A taxi from the centre of York to the Ron Cooke Hub or vice versa will be about £8.

There is no need to tip taxi drivers.

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Tipping

There is no need to tip anyone in Yorkshire.

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Toilets

There are seven designated accessible toilets within the Ron Cooke Hub. Two of which are located on the ground floor, two on the first floor, two on the second floor, and one on the fourth floor. These toilets are provided with all necessary features including security alarm and visual fire alarm.

One of the ground floor toilet facilities also provides accessible shower facilities.

Wheelchair accessible cubicles are also available in some of the general toilet facilities.

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Wifi login

Login information for the wifi will be in your conference pack.

If you have login credentials from a participating institution, you should be able to use Eduroam, which is the University’s wireless network. Eduroam is also available in York city centre, allowing you to connect to wifi when out and about in York.

Everyone else can use CityConnect Wifi, which is a free wifi network maintained by City of York Council and Pinacl Networks. CityConnect is an open network. You can log-in using a social media account, or by filling in a short web form. Once logged-in, the session will remain active for 24 hours.

If you experience problems connecting to wifi, please contact the registration desk.

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