|
Help
Q: When should I register?
A: 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,
Q: When is the deadline for registration?
A: 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.
Q: It is very near to the conference, can I still pre-register?
A: 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.
Q: I am unable to pre-register - I can only register on the day. Is this possible?
A: 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.
Q: I have completed the online registration form. When should I expect to receive confirmation?
A: All registrations are confirmed by email after you have completed the online booking process. You will receive confirmation of your booking by email. You can also log back into the system at any time to see the details of yoru booking, access yoru invoice/receipt and an information sheet giving details on how to travel to the conference and registration times etc. If you do not receive this email please contact the conference secretariat to confirm your booking is in place.
Q: I have registered but I notice that my invoice is not for the correct amount. What should I do?
A: Please contact the Conference Secretariat immediately, informing them of the error, so that it can be rectified straight away.
Q: I didn't book any optional extras (such as workshops/optional dinners) when I made my original registration, but I want to add them on now. How do I do this?
A: Please log back into the system and you can add additional products to your order.
Q: 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?
A: 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.
Q: I have to cancel my place at the conference. Can a colleague attend in my place?
A: This is usually not a problem. Please inform the Conference Secretariat in writing of your details, plus the contact details of the person who will be attending in your place. A substitution can then be made, and no extra charge or cancellation penalty is incurred.
Q: I have to cancel my place at the conference completely, and no one else from my organisation can attend in my place. What do I need to do?
A: Please contact the Conference Secretariat in writing in order to cancel the place fully. Cancellation terms will apply, and the cancellation charge will depend on the date of your cancellation - please refer to the Registration Information section of the website for details.
Q: I need to cancel my place. Do you need to know the reason for my cancellation?
A: Not necessarily. Unfortunately, the cancellation terms outlined in the Registration Informationsection of the website apply regardless of the reason for your cancellation
Q: I need to cancel, but it is too late to get any sort of refund of my fee. Is it okay for me to just not turn up at the conference?
A: We would prefer that you inform the Conference Secretariat in writing of your cancellation for our records, regardless of whether you are due a refund or not.
Q: 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?
A: 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 online 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 paid or not. Please refer to the Registration Information section 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).
Q: When do I need to pay my registration fee?
A: Your registration fee must be paid as part of the registration process. You will be asked to pay online by credit card.
Q: I notice that there is VAT to pay on the registration fee (for conferences taking place within the EU) but my institute is VAT-exempt. Does this mean that I can pay the fee without the VAT?
A: Unfortunately, no, you still have to pay the VAT. Your institute may be exempt from paying VAT on goods purchased, but conferences are classified as a service supplied where performed, and therefore the VAT of the country hosting the conference must be charged. For further details please consult the current VAT Act - Articles 9 and 15 - The Sixth VAT Directive - sect.77/388 which defines the place of supply of services.
Q: Will I automatically get a receipt for my registration fee?
A:Whenyou have registered and paid online you will be sent confirmation of your booking. You can then log back into the system to access your receipt.
Q: Will I get a receipt when I arrive at the conference?
A: No, not automatically. You can access this directly by logging back into the onlien registration system. 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.)
