General information

 

How do I get to the Ascot Racecourse?

You can travel to the Ascot Racecourse by public transport, car or plane. If you are travelling via public transport the nearest tram station is Ascot, with connections from Reading, Guilford and London Waterloo train stations. For more information, please visit: https://foodmatterslive.com/ascot/ascot-venue

 

Is there parking available?

Yes, parking is available at the Ascot Racecourse, free of charge. Upon arrival, follow signs to Ascot Car Park 2.

 

Do you recommend specific hotels nearby?

We can recommend the following nearby hotels:

 

Do I have to register for Food Matters Live?

No, you will be automatically registered, so you do not need to sign up. However, you will need to collect your entry badge from the registration desk upon arrival.

 

What will the speaker pass give me access to?

If you qualify for our VIP criteria, your speaker pass will give you access to:

  • Main Stage Programme
  • Taste of Better Innovation Showcases
  • NPD Discovery Table Talks
  • Complimentary lunch and refreshments

Please note that speakers who do not meet the VIP criteria will not have access to the Taste of Better Innovations Showcases or NPD Discovery Table Talks.

 

Will catering be available on-site?

Yes, all attendees will be provided with refreshments and a light lunch. Please contact us in advance if you have any dietary requirements.  

 

Is there a cloakroom?

Cloakroom facilities are very limited. Please refrain from bringing luggage, as we may not have the capacity to store large items.

 

Is there Wi-Fi at the venue?

Yes, Wi-Fi will be available for delegates. If you have any issues, please speak to a member of staff for assistance.

 

Is there a dress code for speakers?

The recommended dress code is business casual. 

 

Will there be a photographer during the event?

Yes, event photography will take place, but we cannot guarantee photos from all sessions. If you prefer not to be photographed, please inform us in advance by emailing sofia.rodrigues@foodmatterslive.com

 

What is the preferred format for submitting bios and photos?

For photos, please submit them as a PNG or JPG file. Ideally, the headshot should be square and at least 500x500px. For the bio, please provide it in a Word of PDF document. We recommend keeping your bio to no more than 200 words.  

 

Preparing to deliver your session

 

Do I have to prepare a PowerPoint presentation?

No, using slides is optional. However, if you choose to have a presentation, please ensure:

  • The slides size is 16:9 (Widescreen)
  • The file format should be PowerPoint
  • If you have speaker notes, we recommend printing them before the event

 

Is there a deadline to submit my PowerPoint presentation?

Yes, if you plan to use slides, we require a copy of your presentation to be sent to sofia.rodrigues@foodmatterslive.com by Friday, 26 September. This allows us to upload the presentation onto the show laptop and ensure it is working correctly in advance. If your file is too large to send via email, please use a file transfer service such as https://wetransfer.com/. 

 

Can I include video(s) in my presentation?

Yes, you can embed videos in your presentation. However, we recommend not using online video links (e.g. YouTube), as internet access may not be available on the presentation laptops.

 

What happens if my presentation runs over time?

The chair of your session will ensure presentations are kept to time and each session room will have a countdown clock. Please time your presentation in advance to ensure it fits in the allocated time.

 

What if I have accessibility requirements?

If you have any accessibility requirements, please let us know as soon as possible by emailing sofia.rodrigues@foodmatterslive.com

 

What AV facilities are available in the session room?

Each session room will be equipped with:

  • Lectern with microphone and PC laptop for self-operation
  • Handheld microphones for speakers and for Q&A*
  • Plasma or projector screen

 

* Food Matters Live will provide staff to support with audience Q&A

 

Will there be technical support if needed?

Yes, each session room will have a dedicated AV technician who will be on hand to support you.

 

Where can I see the full programme?

The full programme is available here: https://foodmatterslive.com/ascot/programme

 

What happens to my presentation after the event?

With your permission, we would like to share presentations with all attendees via an email sent after the event. If you do not wish your presentation to be shared or would like to provide a redacted version, please let us know by Friday, 26 September.

 

Is my session being recorded?

We will audio record the Main Stage sessions for potential use as podcast content.

 

 

On the day

 

When should I arrive?

You are welcome to arrive at Food Matters Live Ascot at any time. However, please make your way to your session room at least 30 minutes before your scheduled session.

 

Do I need to inform staff that I have arrived?

Yes, please visit the registration desk upon arrival to collect your entry badge.

 

Is there a green room or speaker lounge available?

No, there will not be a designated green room or speaker lounge available. If you need a quiet space before your session, please speak with a member of staff for assistance.

 

What should I do if I experience a last-minute delay or cancellation?

If you are delayed or need to cancel your attendance, please notify us as soon as possible. Your Speaker Briefing Pack will include a contact number so you can reach the on-site team.

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If you have any additional questions, please contact Sofia Rodrigues at sofia.rodrigues@foodmatterslive.com.