FREQUENTLY ASKED QUESTIONS
USER ACCOUNT / COMMUNICATION PREFERENCES
Our membership year runs from 1 January to 31 December annually. You can see the current membership benefits here. Becoming a member is easy; you set up a user account (if you don't have one already) and in your user menu (which is always to the right-hand side of your screen), select 'membership status' and go from there. Our memberships are immediately payable by card only.
Please note that membership fees are non-refundable.
You can register for any of our events (relevant to you) via your user account, by clicking on 'congress registration & abstract submissions. You need to be registered for the event to submit an abstract. The user account and registration needs to be in the name of the delegate attending, with a live email address, as important congress information is sent via email to that address. A 'cc' email address can be added who will also receive all communications.
You can view your orders and make online card payments in 'my orders', from where you can also view and download your invoices.
If paying by card, you will receive a receipt from 'stripe' which is the payment processor we use.
If paying by bank transfer please make sure to reference your invoice number; once payment has been received, your account will be updated and a confirmation email sent.
You can book and pay for any extras on offer at any time, separate to your registration.
Registrations must be PAID in order to release the badge for access to the congress; unpaid registrations will not be admitted.
...do you have a discount code?
You register as usual including any membership, and on the check-out page you will be able to add any discount code(s), which will apply the relevant discount to your invoice.
You would have received a discount code if you are a
member of the Board(s)
member of the LOC
member of organisation staff
member of the Press
sponsor / exhibitor
Everyone attending the event (including any exhibition staff, volunteers, guests etc) must have an active registration in order to be issued a badge to access the event.
...are you a PA / team administrator?
If you are registering a group of delegates on their behalf, please note that everyone needs to have their own user profile and registration. Remember to log out once you have registered someone, before you set up a new account or log in as someone new, or you will overwrite an existing registration.
...are you an exhibitor?
You will receive your discount code via your invoice and event communications. Please ensure that your staff register prior to any deadlines. You will receive an 'exhibitor manual' prior to the event with all relevant information relating to your exhibition at our event.
...cancellations & refunds, substitutions
The cancellation & refund guidelines are communicated on the event page. In the case of a cancellation where you have a colleague able to take your place, please email us with the details and we can apply your payment and registration to your colleague. Please note this needs to be like for like - i.e. if membership was taken out to get a reduced member rate to the congress, your colleague must have a membership also.
...what does your registration fee include?
Unless specifically communicated otherwise, your registration fee includes:
access to all scientific sessions including any public or education day sessions
access to all poster sessions and any catering
access to the opening and closing ceremonies and any catering
access to all coffee and lunch breaks and any catering
congress materials as distributed to you during registration check-in including any online materials as per your 'my congress materials'
Any extras that incur a fee will be clearly noted as such during the registration process.
You can check your orders at any time in your online account 'my orders'.
ABSTRACTS / ABSTRACT SUBMISSION
You must be registered to the event in order to submit an abstract. Any abstract submission information for a particular event is detailed on the event page, including terms & conditions which every author will have to accept in order for their abstract to be considered.
You can save and view or edit your abstract as many times as needed, but once submitted, the abstract cannot be changed. You can submit as many abstracts as you like.
Abstract notifications will be sent to the email of the individual submitting the abstract(s).
YOUR 'CONGRESS MATERIALS'
You will find all information relevant to your registration in 'My Congress Materials' in your account: your VISA letter, print-your-own badge, any printed materials such as the programme and abstract books, your certificate of attendance, and certificate of presentation, together with a delegate list which includes all individuals registered for the event as long as they have consented to be in the list in their communication preferences.
We operate a 'print-your-own-badge' system, whereby paid registrations have access to their congress badge in your 'congress materials' for self-printing. You must then present this to the registration desk at the venue to be checked in to the event. The data on the badge - ie your name, affiliation, etc - are taken from your account profile so make sure these details are correct, and that your first name / last name is in the correct order. Please do not use ALL CAPS.
...your certificate of presentation
The person submitting the abstract(s) will be able to access a 'certificate of presentation' for every abstract accepted for presentation, listing all authors as submitted.
...your certificate of attendance
Every delegate who attended the event will be able to access their certificate.
...your VISA letter
Please note that the letter we provide confirms the event and your registration details. We are not able to edit this in any way, and do not get involved in the delegates' process to obtain a VISA or relevant travel papers in any way. You are welcome to confirm our email address firstname.lastname@example.org if an additional email confirming your registration is required.
Last updated 30/06/2021