OA Conference Frequently Asked Questions & Terms and Conditions

Conference Event Questions

Where is the Conference taking place?  The Conference is taking place at Voco Grand Central, located in Glasgow city centre:
99 Gordon St, Glasgow G1 3SL
Travel in Glasgow

Travel in Glasgow - City Conference 

There are lots of different ways to reach the Voco Grand Central. 

Airports: 

  • Glasgow Airport: Approximately 20 minutes by taxi.
  • Edinburgh Airport: Around 50 minutes by taxi.
  • Please note: There are NO airport-run shuttles operating from either airport.

Glasgow Airport there is a shuttle bus option (Service 500):

  • Shuttle Bus 500 runs from Glasgow Airport to the city centre.
  • Arriving: Get off at Bothwell Street - the hotel is just a 2‑minute walk from this stop.
  • Departing: The pickup point is on Waterloo Street, again about a 2‑minute walk from the hotel’s main entrance.
    A map has been provided to support these directions.

Train Station: 

  • Glasgow Central Station is located next door to the hotel, making onward travel simple and convenient.
  • The hotel is also easily reachable by foot from the station:
    Simply exit into the city centre concourse - the entrance to the hotel is moments away.

Rover Tickets (discount travel)

Q: Is there discounted travel available in Glasgow for conference delegates?
A: Yes. ScotRail offers a Conference Rover ticket, providing unlimited train travel across Glasgow city centre during the conference. The current price is £5 for 5 days of travel.

Delegates can:

  • Purchase the ticket on arrival at any Glasgow station by showing their conference badge or registration confirmation; or
  • Organisers may choose to bulk buy tickets in advance. Please let us know if this is of interest.

Note: The Rover ticket must be collected from a station.
More information: Glasgow Conference Rover | Travel In Glasgow | ScotRail

Delegate offers: www.visitglasgow.org.uk/convention-bureau/meeting-planners/delegate-offers/

Please note, the Glasgow Convention Bureau's exclusive delegate offers are live and provided by third-party member businesses. As such, offer details and availability may differ slightly between now and your event delivery dates.

For your registration desk – please find attached a poster with QR codes linking to the city map and delegate offers.

You may also find it handy to have local taxi information to hand, as follows.

Glasgow Taxis: 0141 429 7070

Download the app: https://www.glasgowtaxis.co.uk/passenger-services/smartphone-apps/    

Saltire Private Hire: 0141 319 5344

E: contct@saltireprivatehire.co.uk

GlasGo Cabs (private hire): 0141 332 5050 / 0141 774 3000

Download the app: https://glasgocabs.co.uk/app/    

Ubers are also available. 
Do I need to book accommodation separately?

Accommodation / Hotel Information 

  • Check‑in is available from 15:00.
  • Check‑out is at 12:00.
  • Late check‑out is available upon request, subject to availability:
    • £10–£20 per hour (depending on the hotel's updated rate; currently £20.00 per hour up to 3pm).
  • Additional amenities and accessible rooms are available.
    For more information: www.ihg.com/voco/hotels/us/en/glasgow/glags/hoteldetail/rooms

If a package including accommodation and/or dinners has been booked, this will already be arranged at the venue by the OA.
Is there parking available? If so how much will it cost?

Hotel Parking 

Overnight Guests:

Helpful tip:

  • If guests park near Level 5, there is a direct access link to Glasgow Central Station, allowing them to walk through the station concourse straight into the hotel.
  • Guests must show their parking ticket at the station barriers for access.

Accessibility:

  • Ramp access to the property, bar/lounge, and restaurant.
  • Parking drop‑off point is adjacent to the entrance.
    For full accessibility information, visit the hotel’s website: Accessibility information
Where can I find information about registration on the day, the programme and the delegate list? For delegates attending the Summer Workshop & Networking Dinner, registration will take place on Tuesday 9 June between 14.00-15.00. 
For delegates arriving on Wednesday 10 June, registration will be between 09.00-10.00 and on Thursday 11 June between 09:00-09:30.
We are a paper-light organisation and will not therefore be providing hard copies of the programme. A copy of the Conference programme will be available on your badge or if you wish to print a copy you can download it here. Your programme and selected breakout sessions will be printed on your badge.

A copy of he delegated list will be emailed before the event and there will be some hard copies available on the day. 
How did I register for the Summer Workshop? You would have registered for the OA Summer Workshop on ‘Use of technology / AI by Members’ through the conference page when selecting which workshops you would like to attend. The workshop is open to both conference delegates and colleagues who are not attending the conference. It is outside the conference paywall, making it free and accessible for anyone to join. 
What is the Dress Code? The dress code throughout the conference is ‘Business casual / Business professional’ - this includes the Conference Dinner - please feel free to wear whichever you are most comfortable in. You can find examples of both here: Guide To Business Attire (With Examples) | Indeed.com.
Will the venue be disability accessible? Voco Grand Central Glasgow provides a range of accessibility features designed to support guests with mobility needs. The hotel offers wheelchair‑accessible rooms, including King Mobility Accessible rooms that provide spacious layouts, clear turning areas, walk‑in wet‑room bathrooms, and handrails for safe, easy use. The hotel includes step‑free access points, such as ramp access to the property, hotel bar, and restaurant, ensuring smooth entry throughout key public areas. Public restrooms and facilities are also designed with accessibility in mind. All floors are reachable via ADA‑compliant lifts (elevators), and the hotel also has accessible internal routes enabling guests to move comfortably around the building. For further information please visit: www.ihg.com/voco/hotels/us/en/glasgow/glags/hoteldetail/accessibility 
Is there a cloak / storage room?  Yes - the voco Grand Central Glasgow offers luggage and belongings storage through the hotel’s concierge team. Guests can leave items with the concierge, who will issue a ticket for collection when you’re ready. The hotel provides luggage storage as part of its facilities. https://grandcentral.hotelsofglasgow.com/en/
 

Ticketing / Refund Requests

I missed the Early Bird deadline - can I still book? Early Bird tickets are only available until 3 March. After that date, the full Member's rate will be applicable on all tickets when full registration opens.
Can I get a refund on Early Bird bookings? Early bird bookings are non-refundable.
Can I use a promo code/discount after already buying a standard price ticket? If you’ve purchased a standard‑price ticket without realising you could have used a promo code or discounted rate, please get in touch with the OA Team. Let us know which ticket you originally purchased and the promo code or discounted option you intended to use. We’ll review your request and explore whether we can adjust your booking accordingly. 
I purchased the wrong ticket option - what should I do now? If you’ve accidentally purchased the wrong ticket option, don’t worry - we can help. Each ticket is labelled with an option from A–G, and this will be clearly shown on your confirmation and delegate ticket.
To make the correction as smooth as possible, please let us know:

- Which ticket option you purchased (A–G), and
- Which ticket option you actually need instead

Either email Donal or Charlee. Once we have this information, the OA team will update your booking and ensure your delegate details, workshops and badge information all match the correct ticket type.
What do I do if I'm unable to attend event / want to transfer ticket to someone else? If you’re no longer able to attend, please let us know as early as possible. Where suitable, you’re welcome to transfer your ticket to another colleague within your organisation. If you do wish to transfer your place, please contact the OA Team to share the updated delegate details - including name, contact information, workshop selections and any dietary or accessibility requirements - so we can ensure everything is correct ahead of the event.

We appreciate advance notice as it helps us manage planning, badges, and workshop capacities smoothly for all attendees.
Disatisfied with the event 
 		 We’re sorry to hear that the event hasn’t met your expectations. We take all delegate feedback seriously, and it’s really important to us that your experience is heard and reviewed.
At the end of the conference, on Day 3 - we will send a Conference Feedback Form to all delegates. Please do use this to share any concerns, suggestions or issues you experienced, as this allows the OA Team to review everything in full and make improvements for future events.
If there is anything urgent or something you feel needs to be addressed immediately, please contact our Communications Manager, Charlee Boon charlee.boon@ombudsmanassociation.org who will be happy to help.

Additional Notes

Content privacy notice Please note that we will be taking photographs and videos at this conference for use in our newsletter publications and on our social media. This may include images of you from the front, side, or back. Charlee will also be recording vox pops during the conference and you may be asked if you’re willing to be featured. If you do not wish to be photographed or videoed, or to appear in our publications, website, or social media, please inform Charlee Boon on 07508 313872 or email Charlee at charlee.boon@ombudsmanassociation.org
Assistance during the conference The OA admin team will be wearing OA branded blue polo shirts, if you need assistance during the conference please find one of us at the registration desk.
FAQ & Terms and Conditions  This privacy notice explains the way in which the Ombudsman Association will handle (‘process’) your personal information. The requirements of the privacy notice are set out in the General Data Protection Regulation and the Data Protection Act 2018. For further information please visit: www.ombudsmanassociation.org/privacy-notice