Administration by
Organized by
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Frequently Asked Questions
Registration • Cancellation
of Registration • Payments • Abstract Submissions • Oral
and Poster Presentations • General
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How
do I register to attend the conference?
The registration period for the conference usually opens
3 - 6 months prior to the conference. The registration
form is available in the conference registration brochure (available
by mail), and the identical information will be available on
the website. Please complete the registration form in
full and send it back to the Conference Secretariat by fax or
(air)mail and your registration will be processed and confirmation
documents will be sent to you.
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When
should I register?
Please register as soon as you know that your attendance is
definite. This will mean that the conference secretariat
will be able to send all the relevant documentation to you in
good time before the conference, and your name will be included
in the published list of participants. It will also
mean that you have a guaranteed place - on occasions conferences
do become fully booked and regrettably we do have to turn people
away. However, if your attendance is not definite
- i.e. you do not yet have your funding or entry visa finalized,
please do not register yet.
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When
is the deadline for registration?
If you are planning to attend the conference as a standard delegate
(i.e. not a presenter), there is no deadline for registration.
As long as space is available at the conference, you can register
right up until the conference itself. Do check the homepage
of the conference website for announcements about the conference
being/becoming fully booked. However, if you know you
are going to attend, we do recommend that you do it as early
as possible. As well as ensuring your place, this will
mean that the conference secretariat will be able to send all
the relevant documentation to you in good time before the conference,
and your name will be added to the published list of participants.
If you are making a presentation at the conference, it is essential
that you register according to the author registration deadline
which is detailed in your acceptance correspondence. If
you do not register by this date, your material will be automatically
excluded from the final conference program.
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It
is very near to the conference, can I still pre-register?
If the conference is fully booked, this will be announced
prominently on the homepage of the conference website.
If there is no such announcement, we still have places available
at the current time.
If the conference begins in less than 2 days, please fill in
the conference registration form, and bring this along with
you to the conference in order to register on-site. If
the conference is more than 2 days away, please pre-register
in the normal way by faxing your completed form to the Secretariat.
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I
am unable to pre-register - I can only register on the day.
Is this possible?
On occasions, conferences do become fully booked, and therefore
in order to avoid a wasted journey to the conference, please
check the homepage of the conference website for announcements.
If places are still available complete a conference registration
form and bring this along to the conference with you.
Please note that we do require full payment for on-site registrations,
and that we will be unable to invoice your organization at such
a late stage.
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I
have sent my registration form to the conference secretariat.
When should I expect to receive confirmation?
All registrations are acknowledged in writing, and you will
receive a confirmation letter, an invoice/receipt for your registration
fee and an information sheet giving details on how to travel
to the conference and registration times etc. This
is sent by airmail from the UK for early registrations, and
by fax for registrations received just prior to the conference.
Please allow approximately one week delivery time for airmail
letters from the UK. We aim to process registrations
as quickly as possible, and usually this is done within 7 days
of receipt, but if you register over an author deadline or an
early booking deadline, please be patient, as we experience
high volumes of registration form submissions over these times,
and delays can be experienced. If we anticipate
a delay in processing your registration form, an email acknowledging
receipt of your form will be sent to you.
Remember that registering in good time before deadlines means
that you are dealt with promptly!
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Please let the Conference Secretariat know in writing, including
any payment details, and subject to places being available,
we will be able to get this amendment made for you.
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I
am not yet sure if I can definitely attend the conference.
Is it okay for me to register now and then cancel later, or
just not turn up at the conference?
No, if you are not sure that you can attend, do not register
at this stage. Cancellation terms and conditions apply
to your registration from the moment that you submit your signed
registration form to us, as we will then be holding a place
at the conference specifically for you. The
conference organisers incur prepaid costs for each place booked,
for example for your conference catering and for conference
materials, regardless of whether you ultimately attend or not,
which is the reason for the cancellation charge. In addition
if you book a place, and the conference becomes fully booked,
you will be preventing someone else from attending the conference.
Please refer to the Registration Informationsection
of the conference website for the specific cancellation terms.
Depending on when you cancel your place, you will be asked to
pay 10%, 50% or 100% of the registration fee due. 100%
cancellation charges apply if you book a place but do not attend
the conference. This also applies if you have not yet
pre-paid but you cancel or do not attend (you will still be
asked to pay the applicable cancellation charge).
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I
registered to attend the conference, but now I can't attend.
I haven't paid yet, and I have not received confirmation anyway,
so is it okay if I just don't turn up?
No, if you are unable to attend, you must let the Conference
Secretariat know in writing. Cancellation terms and conditions
apply to your registration from the moment that you submit your
signed registration form to us, as we will then be holding a
place at the conference specifically for you.
This is regardless of whether you have received your confirmation
documents and is regardless of whether you have paid or not.
If you have not received your confirmation documents, please
let us know. Please refer to the Registration Informationsection of the conference website for the specific cancellation
terms. Depending on when you cancel your place, you will
be asked to pay 10%, 50% or 100% of the registration fee due.
100% cancellation charges apply if you book a place but do not
show up at the conference. This also applies if you have
not yet pre-paid but you cancel or do not attend (you will still
be asked to pay the applicable cancellation charge).
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When
do I need to pay my registration fee?
Your registration fee must be paid in full by the date of the
conference in order to ensure that you are allowed entry to
conference sessions. In order to make the registration
process as quick and efficient as possible for you, we recommend
that you complete the registration form with your credit card
details.
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How
do I pay my registration fee?
In order to expedite the registration process, please complete
the registration form with your credit card details. Confirmation
of your credit card payment along with registration confirmation
documents will be sent to you by (air)mail. Please
see the Registration Information section of the
conference website for alternative payment methods.
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Have
you received my payment?
Please refer to the invoice/receipt which was sent to you as
part of your registration confirmation pack. This document
will contain any payment details which we received at time of
registration, and will be marked "fully paid" if payment
has already been processed. Your invoice may be marked
"To be paid by credit card" which means that we have
received your credit card details and at the time of mailing
the invoice to you your credit card is in the process of being
charged, and there is no further action required on your part.
If you paid subsequently, and need to confirm receipt of your
payment, please contact our accounts
department in the Netherlands, quoting your invoice number
and full payment details in order that they can trace the payment
for you.
(Delegates are reminded not to email credit card information in any circumstances.)
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I
have paid my registration fee, but I have received a letter
saying that my account is still outstanding. Is there
a problem with my payment?
We are sorry that this has happened. Occasionally we do
have problems with direct wire/bank transfers when they are
sent to our account with very little accompanying details about
what or whom the payment is for. On these occasions,
the payment is in our bank account, but we are unable to settle
the relevant customer's account. Similarly, this
can happen with cheques and bank drafts which are sent to us
from without related invoice numbers or delegate names.
If you have received a letter from our accounts department in
Amsterdam saying that your account is outstanding, please send
full details of your payment - i.e. date made, payment method,
organisation name, invoice number, plus any bank reference number
for wire transfers, or cheque number to our accounts
department,
in order that your payment can be located and your account settled.
(Delegates are reminded not to email credit card information in any circumstances.)
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Will
I automatically get a receipt for my registration fee?
In your registration confirmation pack, you will receive a confirmation
invoice. This includes the full amount to be paid for
your registration fee along with any relevant payment details
received on your registration form. It may also be marked
"Fully Paid" if your payment has already been processed,
and this can be used as an official receipt for most purposes.
If you require any other type of receipt document, please contact
our accounts
department.
(Delegates are reminded not to email credit card information in any circumstances.)
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Will
I get a receipt when I arrive at the conference?
No, not automatically. Your confirmation invoice/receipt
is sent to you with your registration confirmation pack by (air)mail.
We may be able to provide a copy of this at the registration
desk, but we would prefer that you ask for the document by email
before the conference if you can, rather than on-site at the
conference. If you require any further receipt documents,
please contact our accounts
department before or after
the conference.
(Delegates are reminded not to email credit card information in any circumstances.)
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Can
I submit an abstract now?
Information will be available on the call
for papers section of the conference website. This will provide you
with the relevant abstract submission deadline and submission
guidelines, and it will also inform you if the submission period
is not yet open, or if the deadline has passed and submissions
are no longer being considered.
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How
do I submit an abstract?
Abstract submissions must be done online using the abstract
submissions system. Please see the call
for papers section of the conference website for full guidelines.
The system involves you filling in a simple web form with your
contact and abstract details, attaching your prepared abstract
and pressing submit. The whole submission process is very
quick, and means that your abstract is automatically acknowledged
and is added to the review system. You must
format your abstract exactly according to the template and guidelines
provided on the website. Please do ensure that you submit
carefully and accurately, in order to avoid later revisions.
In order that you receive your automatic receipt, it is particularly
important that you input your email address accurately.
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I
have submitted my abstract but have not received confirmation
of receipt, what should I do?
Most importantly, do not resubmit your abstract at this stage!
There may be a number of reasons why you have not received your
receipt. There may be an email delay, there may have been
an error in your email address field on the form, or your organisation
may have blocked the message assuming that it is spam.
You should generally receive your receipt quoting your reference
number within two hours of submission, but please wait one day
before contacting the Secretariat. If you still do not
have your receipt, please do contact the Conference Secretariat
in order to check the status of your submission.
Important: Your submission is not valid until you receive the
electronic receipt quoting your reference number! Please
don't presume that we have received your abstract successfully
until you have received acknowledgement of its safe receipt.
If you contact us nearer to the conference enquiring about the
status of your submission, and we have not received it, it may
be too late at that stage for it to be considered for presentation.
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I
have submitted my abstract for review and have received an electronic
receipt. What happens now?
Your abstract will be sent for review by the Conference Scientific
Review committee, in order to determine whether it is acceptable
for presentation at the conference. This can take some
time, and the date when we expect to be able to inform you of
the outcome of review will be included in your electronic abstract
receipt. Correspondence informing you of the
outcome of review will normally be sent to you by email and
hard copy mail. This correspondence will inform you of
the details of your presentation format, registration information
as well as instructions for the submission of your full paper.
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My
abstract has been accepted for presentation. Do I have
to register by a particular deadline?
Yes, if you are presenting an oral or poster presentation, it
is absolutely essential that you register by the author
registration deadline which will be detailed in your acceptance
correspondence. The acceptance of your abstract
is conditional on you registering to attend the conference.
Your registration confirms to the conference organisers that
you will be presenting your material at the conference, and
without your registration we will presume that you are no longer
able to present. If you do not register by the author
deadline, your presentation will be automatically removed from
the program. If the deadline is problematic for
you for whatever reason, then please contact the Conference
Secretariat in order to explain your situation, and in order
that we can retain your material in the program.
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I
realise that I need to register by the author registration deadline,
but I am still waiting to hear whether I have funding to attend.
What should I do?
Do not register for the conference, until you are sure that
your funding to attend the conference is approved. Cancellation
terms and conditions apply to your registration from the moment
that you submit your signed registration form to us, as we will
then be holding a place at the conference specifically for you.
The conference organisers incur prepaid costs for each place
booked, for example for your conference catering and for conference
materials, regardless of whether you ultimately attend or not,
which is the reason for the cancellation charge. In addition
if you book a place, and the conference becomes fully booked,
you will be preventing someone else from attending the conference.
Rather than registering, and potentially cancelling at
a later stage, please let the conference secretariat know your
position, and let us know the date when you expect to receive
confirmation of the funding application. This will mean
that we may be able to provisionally keep your material in the
conference program, pending the outcome of your funding application.Please
refer to the Registration Informationsection of the
conference website for the specific cancellation terms.
Depending on when you cancel your place, you will be asked to
pay 10%, 50% or 100% of the registration fee due. 100%
cancellation charges apply if you book a place but do not show
up at the conference. This also applies if you have not
yet pre-paid but you cancel or do not attend (you will still
be asked to pay the applicable cancellation charge).
Make sure that you keep in contact with us about the status
of your attendance, as if we do not hear from you at all by
the author registration deadline, we will presume that you are
unable to attend, and we will remove your material from the
conference program.
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I
realise that I need to register by the author registration deadline,
but I am still waiting to hear whether I have been successful
with my entry visa application. What should I do?
Do not register for the conference, until you are sure that
your entry visa has been approved. Cancellation terms
and conditions apply to your registration from the moment that
you submit your signed registration form to us, as we will then
be holding a place at the conference specifically for you.
The conference organisers incur prepaid costs for each place
booked, for example for your conference catering and for conference
materials, regardless of whether you ultimately attend or not,
which is the reason for the cancellation charge. In addition,
if you book a place, and the conference becomes fully booked,
you will be preventing someone else from attending the conference.
Rather than registering, and potentially cancelling at a later
stage, please let the conference secretariat know your position,
and let us know the date when you expect to receive notification
regarding your visa application from the relevant authorities.
This will mean that we may be able to provisionally keep your
material in the conference program, pending the outcome of your
visa application.Please refer to the Registration Informationsection of the conference website for the
specific cancellation terms. Depending on when you cancel
your place, you will be asked to pay 10%, 50% or 100% of the
registration fee due. 100% cancellation charges apply
if you book a place but do not show up at the conference.
This also applies if you have not yet pre-paid but you cancel
or do not show up (you will still be asked to pay the applicable
cancellation charge).
Make sure that you keep in contact with us about the status
of your attendance, as if we do not hear from you at all by
the author registration deadline, we will presume that you are
unable to attend, and we will remove your material from the
conference program.
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Why
am I having problems faxing my registration form?
The fax number for the Conference Secretariat is in the
UK. If you are dialling from the U.S.A., you will need
to dial 011-44 to dial the UK followed by the fax number for
the secretariat, making sure you omit the initial 0 of the area
code. From Europe the code is 00 44 followed by the fax number,
omitting the initial 0 from the area code. If you are
dialling correctly, but are still not successful, please contact
the secretariat by email or telephone in order to ascertain
the problem.
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Are
there any group travel arrangements for the conference, official
air carriers or official travel agents?
No, we have found from experience that delegates prefer to make
their own independent travel arrangements. In the age
of internet bookings, it is easier and more cost-efficient for
you to shop around and find the most convenient travel option
for yourself. The conference organisers do
not provide shuttles from the airport to the conference venue,
but transfers by public transport are normally available and
information on these can be found on the information sheet sent
with your registration confirmation pack.
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What
materials will I get when I arrive at the conference?
As a minimum, you will receive the final printed program and
conference abstracts plus a list of participants.
You will also receive a name badge at the registration desk
which we ask you to wear throughout conference hours for security
purposes. Please see the Registration Informationsection of the conference website for a list of exactly what
is included in your registration fee.
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Is
there a dress code if I am doing an oral presentation?
Not a dress "code" as such, but we would just recommend
that for your presentation you wear something with either a
lapel or a buttoned front in order that the wireless lapel microphone
can be clipped on properly. Also, it is important that
oral presenters do not wear a neck-scarf or anything
which may interfere with the lapel microphone.
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Do
I need a visa to attend the conference, and if so, can the Conference
Secretariat help me with my entry visa application?
If you are unsure whether you need a visa to attend the conference,
please check with your local embassy or travel agent.
If you do, it is essential that you begin the process as soon
as possible, in order that you obtain your visa in time for
the conference or registration deadline. Visa application
procedures for entering many countries, and in particular the
USA, have become stricter and more complex following recent
terrorist activities, and therefore it can take much longer
to process your application than anticipated.
Subject to certain conditions, we can provide a standard invitation
letter to assist you with your visa application, and this should
be requested from the Conference Secretariat. We do ask
though that you submit your own application to the relevant
authority and follow up accordingly. Unfortunately the
Secretariat is unable to follow up your application on your
behalf or enter into correspondence directly with consulates.
The invitation letter simply invites you to register for the
conference, and does not imply any undertaking to provide funding
or act as financial guarantee for your stay in the hosting country.
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