Guidance for Attendees

The following information has been compiled to ensure you make the most out of your time in Harrogate and at the Physics of Life 2023 conference. If you have any questions, please email claire.garland@iop.org

ARRIVING AT THE CONVENTION CENTRE

Please enter the convention centre via Entrance 1 which is directly opposite the Crowne Plaza Hotel. The entrance will be managed by the HCC security team who will conduct bag checks. Please ensure you allow plenty of time to access security.

The building will be open during the following hours:

Monday: 08:00-18:30
Tuesday: 08:00-18:30
Wednesday: 08:00-23:00
Thursday: 08:00-14:00

REGISTRATION

All participants are asked to register on arrival at the conference. The registration desk will be located in the entrance foyer and will be staffed by the Institute of Physics. The registration desk will be open during the following hours:

Monday: 08:00-18:30
Tuesday: 08:00-18:30
Wednesday: 08:00-18:30
Thursday: 08:00-14:00

CLOAKROOM

A cloakroom service is available and is provided free of charge. The cloakroom will be opening during the following hours:

Monday: 08:00-20:00
Tuesday: 08:00-20:00
Wednesday: 08:00-23:00
Thursday: 08:00-14:00

CATERING

All catering will be held in Hall D, except for the refreshments on Monday morning which will be held outside the Auditorium on levels 5 and 6, and the Conference dinner which will be held in Studio 1. Please refer to the programme for the service times.

ENVIRONMENTAL POLICY

The organisers and the organising committee recognise their environmental responsibilities and are committed to ensuring the event is as sustainable as possible. To achieve this, we have:

Minimised waste by reducing consumption.
Introduced a Vegan day on Monday 27 March.
Effective waste management and recycling points
Stopped waste by using upcycled, recycled, or reusable items
Worked with ethical partners when purchasing supplies
Complied with all applicable environmental legislation and relevant codes of practice.

BANKING

The venue has Cash Zone on the external walls of Hall M on King’s Road, with numerous other cash points just a few minutes’ walk away in the town centre. Some charges may apply to use these facilities.

PHARMACY

King’s Road Pharmacy is opposite Harrogate Convention Centre and Harrogate Pharmacy is located on Bower Street. Larger retail shops with pharmacies are available in the town centre.

WIFI - INTERNET ACCESS

Complimentary WiFi is available at the venue - the network is 'venue wifi'. You do not a password.

TAXI'S

The convention centre is walkable from the train station and all hotels located in the centre of Harrogate. The nearest taxi rank is on Montpelier Road.

Blue Line Taxis Tel: 01423 530 830
Mainline Taxis Tel: 01423 555555

Taxis are readily available at Leeds / Bradford Airport and Harrogate train station.

HEALTH AND SAFETY

First Aid:
If you require first aid during the conference, please go to the registration desk. All members of the conferences team are trained first aiders.

Bomb threat procedure:

If you find an unattended package/ bag etc:

Do not touch it, inform Harrogate Convention Centre Management and Event Organisers
Do not activate fire alarms

Fire evacuation drill:

If you discover a fire or suspect there is a fire, for whatever reason (i.e. you see smoke):

RAISE THE ALARM - operate the nearest glass fronted fire alarm call point (located near fire exits, main doors, linkways etc.) - this will sound the alarms and result in attendance by the Fire Brigade
You must inform a member of Convention Centre staff of the area the fire is in
The sounding of loud alarms/sirens indicates a fire alarm
Only if you have been trained to do so are you to attack the fire with the equipment provided – and only if there is no immediate danger to yourself
Be aware of the type of fire you are fighting, i.e. electrical fires must only be fought with green/black/blue extinguishers, or those displaying the appropriate markings

Evacuation:
If you should hear the alarm:

Evacuate immediately by the nearest exit and make your way to the appropriate assembly point
Exhibitors are advised not to try to remove their goods from the halls
You will be informed of the situation at your assembly point
Permission to re-enter the halls may only be given by the Fire Officer in charge

ASSEMBLY POINT

Springfield Avenue, King's Road or the rear service road.

SMOKING POLICY

Smoking cigarettes / e-cigarettes is not permitted in any internal areas of Harrogate Convention Centre. Any contractor, visitor, delegate or exhibitor caught smoking in the venue or away from the designated smoking areas will be asked to leave. Please speak to your Event Manager to agree the designated smoking areas during build up and breakdown times of your event, as due to other events that may be taking place on site access may not be available some of the designated points. During your event open days, your designated smoking area will be outside your main entrance.

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