Woolf 2025

Guidelines & accessibility

Presentation Instructions

All presenters and Chairs should download and follow these conference presentation and accessibility guidelines on session/presentation accessibility and etiquette:

Latest version uploaded: 24 June 2025 (10.08 GMT)

Key points to note (further detail and instructions in the guideline document):

Timings

  • All sessions are 90 minutes (unless otherwise advertised), with 15-minute presentations and ample time for discussion.
  • Presenters and Chairs should meet in their room 15 minutes before their session, and should ensure it starts and ends on time.
  • All panel/presentation sessions are separated by a minimum of 30 minutes’ break, with a longer break at lunch (either 60 or 90 minutes) – see Programme for timings.

Presenters

  • Presenters are encouraged to provide access copies by uploading these to the conference Google Drive (please download and follow these instructions for uploading to Google Drive), using the link circulated by email:
  • Please aim to upload your file(s) at least 1 week in advance of your session, to allow other attendees time to read ahead.
  • And/or presenters are encouraged to create a QR code that links to their presentation paper/materials, and bring 2-3 large-print paper copies.
  • Presenters should follow the guidelines on preparing accessible presentations and materials e.g. using accessible font size, type and colour contrast, using captions for video content and providing auditory description for images.

Our Presentation and Accessibility Guidelines reflect our commitment to making the conference accessible for all, but we recognise that it might not be possible for everyone to provide accessible copies of presentations in advance and want to stress that these guidelines are aspirational and not compulsory.

Chairs

During the session, Chairs have several responsibilities including:

  • managing room capacity (e.g. when the room is full, ask subsequent arrivals to go to a different session),
  • keeping track of time, including opening and closing the session promptly,
  • introducing the session’s presenters (name and title paper only*),
  • distributing access copies of presentations,
  • offering accessible accommodations e.g. checking all attendees can see/hear/follow the presentation,
  • and moderating post-presentation Q&A.

NB. *No speaker bios required. For this year’s conference (and in keeping with the conference theme) we will be eschewing more standard institutional bios in favour of simply giving the presenter’s name and title of the paper.

Technology

All conference rooms are equipped with a PC, desktop/ceiling microphones and projector system. Please bring any Powerpoint presentations on a USB stick. Printed instructions on using the PCs, as well as ‘guest’ log-ins, will be provided in each room (these instructions can be downloaded here).

If you experience technical issues during your session, please send a delegate to the conference registration desk to request support.

Navigating the conference

Conference building

The majority of the conference proceedings (with the exception of some workshops) will be located in the Jubilee building, on either the Ground or First Floor – see ‘Campus’ page for maps and floor plans.

The building has two main lifts, and accessible toilets on all floors. There is also lift access to the lower-ground front of the Large Lecture Theatre (where keynotes/plenaries will be held).

Session rooms

Most session rooms have some natural light with blinds and/or dimmable lighting. Most have some natural ventilation and/or semi-automated temperature control. If you require a hearing loop, or other accessibility equipment, please let the team know in advance (mah-research@sussex.ac.uk), so they can attempt to source one for you.

Room layouts for the conference are likely to be ‘theatre-style’ i.e. rows of chairs, with a few tables at the rear/sides of the room. Participants are welcome to rearrange these if needed, provided it does not disrupt the session, and that they return furniture to their original arrangement afterwards (if you need help with this, send a participant to request it at the Registration desk).

Images and other information about the conference rooms (with different layout) can be viewed via this Room Facilities document.

Accessibility Desk

Alongside the Registration Desk, the conference team will set up an Accessibility Desk, offering:

  • Help with preparing QR codes for uploaded papers and/or presentation materials.
  • Although we will endeavour to help with printing requests, we will not have easy access to printing in this building so encourage all participants to bring printed materials with you (see above).
  • Advice or support with accessing accommodations, e.g. reserving auditorium seating, directions to lifts, toilets or quiet spaces.
  • Sunflower lanyards, if delegates with hidden disabilities would like to wear one. These are a simple tool for you to voluntarily share that you have a disability or condition that may not be immediately apparent – and that you may need a helping hand, understanding, or more time (see the Hidden Disabilities website for more information on the Sunflower scheme).

Quiet spaces

With over 300 delegates registered for each day of the conference, we appreciate that some may need ways to manage sensory or other overwhelm. We have reserved a ‘quiet space’ on the 3rd floor of the Jubilee Building, away from the main conference activity; the Keith Pavitt Library space has low lighting and comfortable chairs. The room is usually access-protected, but the team will try to ensure delegates can enter it when needed; if the room is locked, please ask a helper at the Accessibility or Registration desk.

Throughout Jubilee, there are also a number of seating ‘pods’ or clusters, which can be used by delegates for 1-1 discussion or work time.