There's some good up to date information on the Press and Information Office web site.
The easiest answer is as soon as possible!! Usually conference organisers aim to mail out publicity at least three months before their event. A recent study by the United Communications Groups tracked a large number of conference mailings. It was found that those made more than 30 weeks in advance drew a response rate four times greater than those who left it until 12 weeks before an event.
To view a map of the buildings on the LSE campus - see Finding your way around LSE.
To find out about getting to the LSE and transport links available - see Maps and directions.
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