Frequently Asked Questions

Venue FAQ

What about rooms?

We have been allocated a number of rooms in the main hotel. These are for attendees with access needs and our Guests of Honour. If you require one of these rooms, please contact the Booking Officer to arrange. 

 

The hotel will take reservations from all members at the Best Rate Available at the time of booking. You are welcome to contact them directly.

 

We are aiming to provide links to other hotels nearer the time (many aren’t taking bookings this far in advance). We will be negotiating discount codes where possible, but budget hotels are available and don’t offer discounts at all.

 

Where can I park my car?

Parking available nearby at NCP New Street Car Park – Enter B5 4AN NCP in Google Map (£9 for 24 hours) or Town Hall Car Park – B5 4AF (£10.50 for 24 hours). Both car parks are 5 minutes walking distance to the hotel.

Only the NCP allows you to receive a discount through the hotel: please validate your ticket at reception. 

 

Tolkien Society Publications FAQ

I want to buy books and have them delivered to the conference. Can I do it?

Indeed! Visit the Luna Press Store for all the latest Tolkien Society Publications and other Tolkien related books. Select ‘Tolkien 2019 Conference‘ at checkout and we will deliver your books there.

If you want them delivered before then, select delivery to ‘TS Seminar, Leeds‘ in July (2018, then 2019), or ‘Oxonmoot, Oxford‘ in September (2018).

 

Dealers/Artists FAQ

Where can I unload my stock for the art show/dealers’ room?

On the station side of the hotel, by the tram line, there is an area marked on the pavement for loading/unloading.

A lift will take you up to reception where one of our stewards will direct you to the relevant area.

Closer to the time, you will be asked to provide your arrival time.

 

Registration FAQ

Where do I find the discount code?

Members of The Tolkien Society can find the discount code in the Members’ Area of the main Society website.

Alternatively, get in touch with the Bookings Officer, who will send you the code once your membership is verified.

Discount codes are also available for other participating Tolkien Societies.

 

I have purchased registration but can no longer come to the con.

Although registration is non-refundable, you can pass it on to someone you know. You must contact the Booking Officer and arrange the name transfer.

 

When are the prices of registration going up?

The Launch Price (£95) ends on the 31st of May.

Super Early Bird Price 1st of June 2018 until the 31st of December 2018.

Early Bird Price 1st of January 2019 until the 31st of May 2019.

Full Price 1st of June 2019 until the event.

 

Day Registration will be available during the convention.

 

Speakers FAQ

What else can I do other than present a paper?

There will be panels, seminar discussions and workshops, if you would like to be involved in being on a panel, or running a seminar discussion or workshop then email papers[at]tolkien2019[dot]com.

 

Do I need to have written the paper by the 1st February?

No, as long as an abstract is submitted by this date and the paper is finished in advance of the conference.

 

Do I have to be at the conference for all 5 days?

No, as long as you are at the conference on the day you are presenting that is fine, however, you may want to stay multiple days to watch other talks.

 

Do I get to pick the time/date of my talk or will they be allocated?

Speakers will be allocated slots based on the papers that have been submitted. If there are specific dates that you can’t do please let us know and we will try to work around it, but we can’t guarantee that we will be able to avoid giving you a slot on one of these days.

 

What happens if I want to change my paper?

Email papers[at]tolkien2019[dot]com to confirm any changes and to send an updated paper title and abstract before the deadline.

 

What if I don’t know how long the paper will be or I want to change the length of my slot.

If you are unsure set the slot length to 20 mins. If you want to change the length of the slot email papers[at]tolkien2019[dot]com before the deadline.

 

What do I do if I can’t make the conference or no longer wish to present a paper?

Please email papers[at]tolkien2019[dot]com to inform us as soon as possible.