A Typical Format for a BSS Annual Conference
Information for intending delegates

It is important to realise that the format of the Annual Conference is never rigidly fixed. As was seen at Edinburgh and Greenwich it may be varied to suit individual circumstances and indeed in any case where the location does not provide an all-under-one-roof venue there will always be differences in where eating, sleeping, drinking and lecturing takes place. Such a situation will apply at the Nottingham meeting since it will not be an all-in-one venue.  However, that said, delegates normally arrive after about 2pm on the Friday and leave on the Sunday in the afternoon shortly after lunch. On arrival at the venue on the Friday, delegates will have been asked to report to Reception who will check them in for their accommodation.

Accommodation is usually available for occupation from about 3pm on the Friday ‐ possibly earlier though that depends on the venue. The Reception staff will point out the assembly area of the conference suite where there will usually be several boxes of conference wallets. There may not be anyone present to greet every attendee at that time since BSS is only a small Society. Delegates will have been asked to look for their name(s) on the wallets ‐ they will usually be in alphabetical order of surname ‐ and take theirs. Inside that will be the programme and a few other items that will give more details of the meeting.

It is common for the wallet to include one or more free gifts like a pen and possibly some insert of interest to a diallist.  If there should be any problem, look for any other delegate with a name badge and ask him/her to point out the Conference Organiser or any other member of the Society's Council. They will always be able to help.

The assembly area (in which frequently is the bar) of the conference suite is where delegates can meet up with friends and relax. There will usually be a display nearby of sundial related items brought by delegates
and in this area too will be the society’s sales table, maybe a bookstall and even some other interesting items for sale by vendors. There will often be light refreshments available in the bar/assembly area on the Friday afternoon from about 4pm and the bar itself opens sometime before dinner ‐ which on this first evening may be at 6:30pm or so.  You may sit anywhere for dinner, there are usually no reserved tables.

After the Friday dinner (that is to say typically around 8pm) the first two or perhaps three of the programme of talks usually takes place in the allocated lecture room; ending with delegates repairing to the bar. Saturday morning after breakfast brings more talks, interspersed by a 30 min break for coffee/tea and time to look around the exhibits. After lunch - and depending on the programme - a coach may depart for a tour of some local dials, returning around 6:30pm in readiness for a pre‐meal drink before the Conference Dinner at about 7pm. On the coach tour, it is usual to try and get to see several interesting dials in a 60‐70 mile round trip which also should also let delegates see something of the surrounding area. Places on the coach will be allocated at the time a booking is received to those requesting the tour and sometimes numbers may have to be limited. Early booking is therefore desirable.  Whilst not really formal the Saturday dinner is nevertheless the celebratory dinner of the Conference and smart dress is appreciated. 

There are usually some speeches and even presentations of awards at the end of the Conference Dinner after which there will be a chance to meet other delegates over a drink or there may be some other event such as
an auction of dial memorabilia. Sunday morning brings the final set of lectures (again with a coffee/tea break in the middle) followed by the one hour plenary lecture by an invited speaker which is given in memory of BSS's first chairman, Dr Andrew Somerville. The meeting ends with the Society's short AGM followed by a chance for a similarly short society discussion. It should be noted that this post AGM discussion is not formally a part of the AGM and so no decisions taken at such a discussion can be binding on the trustees. Then follows lunch and if necessary, there can be a continuation of any earlier discussions after that. Delegates depart after lunch or after any such later discussions.

Additional booking options usually include B&B terms for delegates who may wish to arrive earlier in their accommodation than the Friday or leave later than the Sunday.  On these additional days it is assumed that delegates will make their own arrangements for lunch and dinner.

Enjoy the meeting!

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