Category Archives: Logistics

Final schedule released

The conference committee met a few days ago to thrash out the last details, and I am pleased to announce that we have now finalised the schedule for the Polar Libraries Colloquy:

Polar Libraries Colloquy 2014 Schedule

There have been a number of small changes since the first version was circulated, with one talk withdrawn, another added, and a few alterations to days & times – so please make sure to use this rather than any earlier drafts!

We’ll be posting some information on how to get to Cambridge, how to get around, etc, over the next few days. If you have not yet registered, the registration form is still active.

[If you have not yet booked accommodation, please do so ASAP – Churchill College will be releasing its block of rooms over the next few days.]

As always, please get in touch with any questions – anday[at]bas[.]ac[.]uk – and looking forward to seeing you soon.



April update: schedule and conference dinner

I’m happy to announce that we’ve now prepared a first draft of the schedule for the Colloquy: you can download it here.

Please bear in mind that this is still provisional, and we may have to make small changes in the future. However, if you’re considering registering for a single day, it will hopefully help you decide which day suits you best.

We’ve also been able to confirm details for the conference dinner. It will be held on the evening of Wednesday 2 July, in the Fellows’ Dining Room at Churchill College. The cost will be £55 per person, in addition to the cost of Colloquy membership, and can be booked through the conference booking form. Numbers are limited, so please do sign up in advance if you would like to attend!

And finally, we are still accepting submissions for the poster session, so please do get in touch if you would like to present something -or if you have any other questions!

Registration now open!

We’re happy to announce that registration is now open for the 25th Polar Libraries Colloquy, Cambridge, 30 June-3 July 2014.

Register now

Tickets will be £120 for full membership, which includes:

  • the four days of the Colloquy in Cambridge
  • a day trip to visit institutions in London on 4 July
  • travel within Cambridge
  • membership of the Polar Library Colloquy itself (2014-16)

Accommodation is available separately, as is the conference dinner – details on this to follow.

We are still accepting submissions for posters (conference themes), so please do get in touch if you would like to present something!

We are also offering day tickets, priced at £30, which cover a single day of the Colloquy. This will allow local UK institutions to attend without committing to a four-day conference. (In particular, we hope this will be useful for libraries with polar collections but who do not specialise in the field.)

If you are interested in applying for the Hubert Wenger Award, which provides a scholarship to attend the Colloquy, please remember that the deadline to apply is 31 March.

February 2014 Update

Apologies for the delay in getting this up – we’ve had a bit of a complicated handover of people working on the PLC over the past month! An update follows – if you have any questions, please leave a comment or contact anday[at]bas[dot]ac[dot]uk .


We now have a provisional schedule. Speakers have been contacted, and we are waiting on some final details before putting it online. A brief outline:

  • Sunday 29 June – informal gathering in the afternoon for early arrivals
  • Monday 30 June – First day of the Colloquy, at the Scott Polar Research Institute – theme “collaborating”. Includes a morning guest keynote speaker, and an afternoon tour of the museum and library at the Scott Polar.
  • Tuesday 1 July – Second day of the Colloquy, at the British Antarctic Survey – theme “communities”. Includes the afternoon poster session and – hopefully! – a film session.
  • Wednesday 2 July – Third day of the Colloquy, at the Scott Polar Research Institute – theme “communication”. The afternoon will include visits to other institutions in Cambridge, and the conference dinner will be held in the evening.
  • Thursday 3 July – Fourth day of the Colloquy, at the British Antarctic Survey – theme “collections”. Includes the Colloquy business meeting and the award of the William Mills Prize.
  • Friday 4 July – coach trip to London. We will be arranging visits to a number of institutions, some polar-oriented and some not. Return travel to Cambridge will be provided, but we expect some people will want to travel onwards from London.

We are still welcoming suggestions for posters – please do get in touch if you would like to submit one!

Registration and Booking

Registration is not yet open, as we are still finalising the exact ticket prices. A registration form should be posted before the end of the month. For information, we currently expect that the registration fees will be around £120-130 (US$200-220, or 145-160 Euro), which includes individual membership of the Colloquy as well as lunches during the conference. It will also include travel within Cambridge and to London on the Friday. We intend to offer a day rate, for the benefit of those who may wish to only attend a single day, tentatively priced at £35.

Accommodation can be booked separately – we have organised a block of rooms at Churchill College, priced at £59/night (reference code SPI21190), but you are of course welcome to make your own arrangements!

The conference dinner will also be priced separately, giving flexibility if you wish to opt out, or if you wish to buy an extra ticket for a partner travelling with you. A price for this will be announced later.

If you are interested in applying for the Hubert Wenger Award, which provides a scholarship to attend the Colloquy, please remember that the deadline to apply is 31 March.

Travel Advice

A number of visitors are already booking their travel arrangements and looking into how to get to Cambridge itself.

The easiest way to get here from overseas is via London, by rail from London Kings Cross (£35-45 return). There are connections to Kings Cross from both Heathrow airport (via the Underground, £5.70 return) and Gatwick airport (via St. Pancras, £19 return). If you are able to fly into Stansted airport (mostly regional/budget airlines), there is a direct train from there to Cambridge.

The 25th Polar Libraries Colloquy theme is…

Connecting communities: collaborating, creating and communicating

The 25th Polar Libraries colloquy is  your colloquy. Tell us what you want to hear about, discuss, learn or experience during the 2014 Cambridge colloquy. We have a theme that encourage collaboration, creation and communication so let us know how we can make this colloquy one of the best yet for you as colloquy members!

We would like to invite non-members to this conference and to make new connections with non-polar libraries, so we would welcome suggestions, contacts and tips.

Please let us know if there are any specific topics that you would like to see included in the programme.

We will put out a call for papers on this theme and a schedule will be posted in due course. Please send a brief outline of what you wish to present to the Planning Committee by 31st December 2013. Further deadlines will be confirmed shortly.

Feel free to comment with your suggestions here or email us on:

PLC 2014 Cambridge accommodation information

Cambridge has a wide-ranging variety of accommodation for every budget, from hostels to hotels. This post will provide as much information as possible. Please do ask questions! The PLC Planning Committee suggests the following options:

Accommodation option 1:

Delegates to the 25th Polar Libraries Colloquy may choose to stay at Churchill College. 40 rooms have been booked, with breakfast included. Prices are £59 per room per night. A small number of ensuite rooms are available at a higher price – please contact the college accommodation office to enquire about this.

Front view of College in autumn

Churchill College is one of Cambridge University’s newer colleges and is perfectly placed for both the British Antarctic Survey, the city centre and the Scott Polar Research Institute. Everything is no more than a short bus or taxi journey away and you do also have the option of walking.

Churchill College is the embodiment of his vision of how higher education can benefit society in the modern age… it is committed to outstanding academic achievement; more than twenty of its members have won the Nobel Prize. While it focuses especially on science, engineering and technology, its teaching and research also reflect the intense interest in the arts and humanities of Sir Winston himself, whose own Nobel Prize was for literature. And it builds bridges from academe to business and the professions.

Open, friendly, progressive and outward-looking, Churchill also builds bridges to the wider community…In short, Churchill College provides a most attractive and inspiring environment, as its founder wished, for new generations keen to learn and to meet the challenges of the future.

Churchill occupies one of the largest sites of any Cambridge college, over forty acres close to the University’s expanding science, engineering and mathematics departments. Playing fields adjoin the spacious lawns and quiet courts of the College, whose buildings, faithful to the traditional collegiate pattern, were the first major work of modern architecture in the University — deemed by Pevsner “the best of the new”.

In addition, Churchill College houses an excellent archival collection:

The Churchill Archives Centre houses the papers of Sir Winston, Baroness Thatcher and over 600 of their contemporaries — politicians, diplomats, civil servants, military figures, scientists and engineers. It is one of the most important repositories in the world for research into recent history and a unique resource for studying the art of leadership in diverse spheres. As well as acting as a magnet to scholars, the Centre is developing an extensive outreach programme based on digital technology.

More information about how to find Churchill College can be found here.

To reserve a room, please make your booking using the Churchill College visitors site. Please ensure that you include the following code in the Promotional Code box: SPI21190.

This will ensure that your booking gets added to the existing list of conference delegate bookings.


Accommodation option 2:

If you wish to make your own accommodation arrangements, the PLC Planning Committee recommend that you visit the Visit Cambridge website, as it holds all the information you will need to book somewhere to stay. It is advised that you do this in advance as a Cambridge summer is often a very busy one with many visitors and tourists.

Some Cambridge colleges offer rooms for short stays and more information can be found on the University Rooms Cambridge website.