Club Meeting – Member Guide

London, 29th April 2026

Thank you for joining our BestPractice.Club Meeting as a Member... we’re delighted to include you.

This guide should answer any questions you have about what will happen before, during and after the meeting. Don’t hesitate to contact us if you have other questions.

Contents

Location & Venue

The venue is the Studio at The Derby, Derbyshire House, 476 St Chad’s Street, London, WC1H 8AG on the north side.

Getting there

Public transport: the venue is a 3 minute walk from St Pancras Railway Station or a 6 minute walk from King’s Cross Railway Station (National Rail and Circle, Hammersmith & City, Metropolitan, Northern, Piccadilly and Victoria tube lines). There are also several bus stops nearby: Transport for London’s Plan a Journey.

Accommodation

We don’t have any special arrangements with nearby hotels so, if you need accommodation, we would suggest Hotels.com, Booking.com or Airbnb.

Space & Facilities

Everything will take place in the Studio which is divided into the roundtable discussion & presentations area and the refreshments & networking area.

Roundtable discussion & presentation area

Refreshments & networking area

The refreshments and networking area is between the entrance / registration area and the main conference area.

Quiet areas

We know that you may need to take calls or respond to emails so there are quite areas in the venue where you can do that. Please ask us or a member of the venue staff if in doubt.

Toilets & storage

The toilets are on each level, accessed by the stairs or lift. There are coat racks at the entrance but these are not staffed so we recommend keeping any valuables with you as we are not liable for loss or damage.

Wifi

There is wifi throughout the venue. The network name is “The Derby” and no password is required.

Before the Meeting

A few weeks before

We ask you to fully confirm your intention to participate by selecting your preferred roundtable discussions and providing input about your context and interests to help us optimise each discussion group and focus. This is also when you can tell us about any special needs or if there are specific times you'll be able to join.

About one week before

We begin scheduling roundtable discussions based on participants’ selections to optimise discussion groups as much as we possibly can.

A few days before

Once scheduling is complete, we send personalised agendas to each participant confirming the roundtable discussion they have been scheduled to join. This also contains suggested 121 meetings which all participants have after each roundtable discussion. This may be subject to change if there are late additions or drop-outs but we’ll let you know about that on the day.

On the Day

Registration opens at 08.30 for a 09.00 start. Sessions finish at 17.00 followed by drinks until 18.00.

Dress code

Relaxed.

Plenary / open sessions

You will see from the agenda that we intersperse the roundtable discussions and 121 meetings with ‘plenary’ or open sessions that involve the entire group. These will typically be introduced by one or more guest speakers before opening up to group Q&A. You are more than welcome to comment and ask questions the same as anyone else during these sessions. We only ask that you respect the best practice-sharing ethos by ensuring your contributions do not seek to overtly self-promote or disparage any other organisations present or not.

Roundtable discussions – our recommended approach

There are three rounds or slots of roundtable discussions during the day, with each topic running simultaneously each time. Your personal agenda will have a roundtable discussion number in each slot which corresponds to the table numbers in the venue so you know where you need to be and when. We aim to make each group as compatible as the schedule and preferences allow, taking particular care to avoid direct competitors in the same session. We may need to make small adjustments onsite to keep a healthy balance across all of the sessions.

No doubt you will have done this kind of thing before so this may be very familiar to you. Nonetheless, here are the best practices we would recommend based on our experience:

1. Skip the intros: each discussion lasts for just 60 minutes which will fly by so, if everyone introduced themselves, we’d be half way through by the time that’s done. Please make sure your name badges should are clearly visible so we know who’s who. Your role, context and focus will emerge from the natural flow of the discussion.

2. During the discussion: we actively encourage your participation by sharing your experiences, lessons learned and ideas as well as through your questions to other participants…you get out what you put in. We only ask that you be mindful of the limited time available so everybody has equal opportunity to participate and contribute.

3. Please respect the Chatham House Rule such that any comments should not be attributed elsewhere.

After the Meeting

Follow up & content

We try to take photos and videos which we’ll make available afterwards.

The ultimate goal is to move the needle on all of these common challenges so, post-meeting, we’ll invite all participants to tell us about their top ‘take aways’ and learning points…as well as what’s next on the to-do list.

Feedback

Your live personal agenda link (sent to you in an email a few days before the meeting) also contains a feedback form on the second page where we invite your candid assessment during and after the meeting so we know what we did well and what we can improve.

Questions?

Don’t hesitate to get in touch if you have any questions not answered here. You can start a chat with us or book a call via the main BestPractice.Club website.