Contents

Covid Precautions

Code of Conduct

General

Before The Conference

The Day Of The Conference

Social Media and Photos

After The Conference Media

Suggested Checklist

Transport

Staying in Nottingham

Covid Precautions

Having spoken to several of our ticket holders we have found that we have several delegates with underlying health issues - including one of our organising team - and a lot of nervous attendees.

DDD East Midlands Conference is an inclusive event to celebrate and explore the great technical talent across the region, so we don’t want you spending the day anxious about covid, we want you to be having fun!

To ensure the event is as safe as possible for all in attendance we are taking the following precautions and ask that you help us by cooperating with them.

An image showing the cautions in white text against a blue background

On arrival at the event

When you arrive we will do the following:


Check your temperature

We will do this by using a “thermometer gun,” a device that is equipped with an infrared sensor that can quickly measure surface temperature without making any contact with a person's skin.


Ask you to provide proof of at least one Covid vaccination

You can do this via the paper card you carry in your wallet or by showing us your digital “NHS Covid Pass”.

To get the NHS Covid Pass you’ll need to register on the NHS App and download it to your phone ahead of time. To register, the process takes around 5-10 mins but it can take up to 24 hours for the NHS to process so please do this ahead of time. You can then save the pass into your digital wallet for easy access

If you have medical reasons why you have not been vaccinated please let the volunteers know. We understand there will need to be exemptions for some cases.


Prove you have had a negative result on a lateral flow test in the last 24-48 hours

We would like you to do this by entering your negative result athttps://test-for-coronavirus.service.gov.uk/report-result/login-choice.From this you will receive an email or text message to confirm your negative result, which we would like you to show us upon arrival.

If you cannot prove a negative lateral flow result we will have a testing area at the venue where you will be asked to do one in real time before joining the conference. Please bear in mind this will take 30 mins as a minimum so arrive early!


Ask you to choose a wrist band.

The wrist band will indicate if you are socially distancing or not.

  • Red band: Please keep your distance.
  • Green band: I'm not socially distancing.
  • We thank you in advance for being respectful about peoples choices around their social distancing requirements.


    Throughout the day

    • It is not a socially distanced conference so there is no requirement for you to keep your distance from your friends, but please be respectful of others who may want to keep their distance.
    • Face mask wearing will be optional, depending on your comfort levels.
    • We will provide hand sanitiser around the venue for use throughout the day

    Thank you for your patience

    These additional checks will mean it takes a little longer to check you in than we would usually like, but hope you understand we are taking these precautions so that everyone feels safe and relaxed and can enjoy the event.

    Code of Conduct

    Please familiarise yourself with the Code of Conduct.

    All involved in the DDD East Midlands Conference are subject to Code Of Conduct Page.This is not just for the day of the event, but for all presence of DDD East Midlands including Social Media.

    Please make sure you are familiar with it and adhere to it at all times to create the most inclusive and friendly event for all involved.

    Should you have any concerns regarding the Code of Conduct before, during or after the event, please contact the organisers. See the contact page for information.

    General

    Rooms

    Room 1 (Lecture Theatre 2)

    Seats: up to 470 people

    Room 2 (Lecture Theatre 4)

    Seats: up to 100 people

    Room 3 (Lecture Theatre 5)

    Seats: up to 100 people

    Available Tech

    Screen sizes/aspect ratio

    All of these screens are widescreen and are a mixture of 16:9 or 16:10 aspect ratio.

    Adaptors (HDMI etc)

    All rooms have wireless capabilities for MAC and PC, they also have both HDMI and VGA adaptors. The main lecture theatre (Room 1/Lecture Theatre 2) has all of the above plus Mini Display Port and Mini HDMI. There is also a visualizer available in each Lecture Theatre.

    Microphones

    All rooms have the choice of clip-on, static or hand held microphones. Please let your AV support person/volunteer know if you have a preference.

    Wi-Fi

    We will email the Wi-Fi details shortly before the event.

    Before The Conference

    What we need to know

  • Is there sound/video in your presentation?
  • What to prepare

  • A copy of your presentation on a usb stick
  • A clicker
  • If possible, get any electricals you will need on the day PAT Tested.
  • The Day Of The Conference

    Letting us know you have arrived

    Check in at registration and come say hi at the information desk. First we will measure your temperature. You then will be asked to show that you have had at least one dose of a COVID Vaccination, and to do a flow test on arrival. After these checks you'll be offered a arm band to show if you are social distancing or not and your lanyard.

    At least one of the organisers will be at the registration desk in the morning.

    PAT Testing

    If you can, get any devices that will be plugged in PAT tested before the event.

    Due to venue insurance restrictions, we need to be sure that anything that may be plugged into a socket on the day either:

    • Has a current PAT test sticker/certificate
    • Is less than one year old. Please ensure that where electrical items are less than a year old, evidence of this is provided.

    This includes any laptop chargers or phone chargers.

    We will provide limited PAT testing on the day, with speakers being priority candidates for this service. This service will be available between 8.30am - 10.30am the day of the conference. Registration for the event opens to the general public at 8.00am so there is a window in the morning where exclusively speakers and exhibitors can queue to get their devices PAT tested.

    If you will need your laptop cables PAT tested but cannot make it to the venue between those hours, contact Jessica to arrange dropping off your chargers the evening before.

    Green Room

    There is a room for speakers to get some space.

    On the day there will be a speakers green room. Here you can practice or prepare for your talk, or just get some peace away from the hustle and bustle of the conference.

    Try out the visualiser

    A visualiser will be set up in the Speakers Green Room so that you can try it out before you do your talk.

    Arriving at the room

    Please arrive 10 - 15 minutes before your presentation.

    This is so that there is enough time to get you all set up.

    Introduce yourself to the crew member looking after your room.

    The crew member will make sure there is water, and will be happy to help you with your presentation needs. They will also help us make sure everything is running smoothly in your room. Please let them know if there is anything we can provide to help you.

    Meet the AV technician and get Mic'd up

    There are a variety of microphones available in each room. Clip-on, static and hand held are available, so please let the technicians know if you have a preference.

    Clickers

    You can bring your own clicker or we can provide one.

    We can provide 3 clickers for the day (one per room). So if you do use one of the clickers provided, please make sure it stays in the room for the next speaker who might need it.

    Q and A space

    Want a place where people can approach you with their questions after your talk?

    We'll provide a space in the breakout area with a table and chair. Book in a time slot with Jessica, and you can advertise during or at the end of your talk that you will be available there to be approached by attendees after your talk.

    Social Media and Photos

    Feel free to take photos and post on social media before, after and during the event. There are just a few guidelines we ask you to respect.

    Photographs

    We will have a coloured lanyard system at the event to indicate whether attendees are OK with their photo being taken and used.

    • Green — It’s fine for their photo to be taken
    • Red — Do not include me in your photos or promotional material

    You will be able to pick your lanyard on registration.

    Social Media Posts

    Please use any of the below information to tag us. If using our hashtag or handles though, please avoid promoting anything that doesn’t align with our code of conduct.

    DDD East Midlands on Social Media

      Hashtags: #DDDEM | #DDDEM2021

    After The Conference Media

    Videoed Talks

    All the talks are being videoed by the local company ShutterSocks. These will be posted on Vimeo as soon as they are available. There are a few reasons we are videoing the talks:

  • For future conference submissions. Often conference submissions are strengthened with the evidence of your presentation skills.
  • To keep the conversation going after the conference. Your talks can be shared with all those who might find them useful.
  • Suggested Checklist

  • Twitter handle on slides
  • Clicker
  • Backup of slides
  • Laptop charger
  • Timer
  • The awesome Get Pumped Playlist
  • Our favourite available list

    This list by csswizardryis often used by us at other events. Thank you Brunty for sharing this with us.

    Transport On The Day

    Taking the train

    Head to Nottingham Train Station

    Nottingham Station is the mainline train station close to Nottingham city centre. The train station is a 15 minute walk from Nottingham Conference Centre, but for those new to the city, it might be easier to take a taxi or use Nottingham’s tram NET (Nottingham Express Transit) system. Directions to the station tram stop are signposted throughout the train station building. The Conference Centre is located between the Royal Centre and Nottingham Trent University tram stop. Take a tram heading to either Phoenix Park or Hucknall. Exit the tram at the Royal Centre, continue down Goldsmith Street taking the first right turn onto Burton Street where you will find the Nottingham Conference Centre entrance on the left.

    Driving

    Directions to Park and Rides

    From the north, exit the M1 at junction 26 and follow the signs for the A610 towards Nottingham city centre.

    There is a Park and Ride (tram) facility situated close to the M1 junction 26. The Park and Ride (Phoenix Park) site is clearly sign-posted off the A610.

    Leave the tram at the Nottingham Trent University tram stop which is located on Goldsmith Street and walk past the main University entrance, turn left on to Burton Street where you will find the Nottingham Conference Centre entrance.

    From the south, exit the M1 at junction 24 and follow the signs for the A453 to Nottingham city centre.

    The Queen’s Drive Park and Ride is located just off the A453 (Queen’s Drive), follow signs for A453 / Queen’s Drive Industrial Estate and merge on to the A453 (Queen’s Drive). The Park and Ride is located on the opposite side of the road to the retail park and is clearly sign-posted.

    Alight from the Park and Ride bus on Lower Parliament Street (Victoria Centre); Nottingham Conference Centre is a short walk away.

    Car parks

    Car parks in the city centre are clearly signposted from all major approach routes. There are two car parks close to Nottingham Conference Centre, Trinity Square car park on North Church Street and Talbot Street car park. For satellite navigation systems please use the following information:

    Trinity Square car park: postcode NG1 4BR
    co-ordinates 52.956785,-1.149316

    Talbot Street car park: postcode NG1 5GG
    co-ordinates 52.956143,-1.154433

    Staying in Nottingham

    Important Contacts

    Conference

    • Co-organiser Jessica White:
    • Tel: number will be emailed to you

      Email: jessica@dddeastmidlands.com

    • Co-organiser Moreton Brockley:
    • Email: moreton@dddeastmidlands.com

    Hotels

    We don't have any partnerships or deals with any local hotels but here is a list of a few in City Center:

  • Crowne Plaza
  • Ibis
  • Roomzzz
  • Mercure
  • Restaurants

    Coffee

  • Cartwheel
  • Outpost
  • 200 Degrees
  • Speciality
  • Breakfast

  • Annies Burger Shack
  • Pudding Pantry
  • Dinner

  • Oscar And Rosies
  • Annies Burger Shack
  • Sexy Mama's Spaghetti
  • Bonzai
  • Extra Requirements?

    If you need to know about any vegan, vegetarian or gluten-free restaurants, get in touch and we will point you in the direction of some great ones.