Q: What is the conference registration fee?

A: There is no fee for registration. The registration for the conference is absolutely free.

Q: When should I register?

A: If you are planning to attend the conference as a presenter, you should register online at the time of extended abstract submission. 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 sponsor), you should register on or before October 10, 2009. There is no deadline for registration if you are planning to attend the conference as a sponsor.

Q: Is on-spot registration facility available?

A: On-spot registration facility is not available. You need to register online before deadlines as mentioned in conference website.

Q: I have registered online but I haven't received any confirmation documents. What should I do?

A: This could mean that either your form was not submitted successfully, and you are not registered, or that our confirmation documents have not reached you successfully. It is essential that you make urgent contact with the Conference Organizing Secretary in order to check the status of your registration.

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. The conference organizers 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. In addition, if you book a place, and the conference becomes fully booked, you will be preventing someone else from attending the conference. So, it is suggested that you do not register if you are not sure about your attendance.

Q: Can I submit an abstract now?

A: Information will be available on the call for participation 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.

Q: How do I submit an abstract?

A: Abstract submissions must be done through email it. Please see the call for participation section of the conference website for full guidelines. 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.

Q: I am unable to attend the conference. Can I still submit my abstract for publication in the conference abstract book?

A: If you know for definite that it will be impossible for your material to be presented at the conference if it is accepted, please do not make a submission. Only those abstracts to be presented at the conference by a registered delegate will be included in the conference program and abstract book. We do not allow abstracts to be published in the conference materials without an attending author.

Q: I have submitted my abstract but have not received confirmation of receipt, what should I do?

A: 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 organization 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 Organizing Secretary 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.

Q: I have submitted my abstract and have received a receipt, but now I realise that it contained a mistake and I need to revise it. Should I submit the abstract again online?

A: No, please do not resubmit your abstract, as this will result in duplication. Please send an email to the Conference Organizing Secretary explaining the revision, and attach the revised abstract. Remember to quote your abstract reference number.

Q: I have lost my abstract reference number - what should I quote when I contact the Conference Organizing Secretary with a query?

A: The Conference Organizing Secretary will be able to remind you of your abstract reference number, which should be quoted in future correspondence. In the meantime, please provide the Secretariat with the corresponding author's full name and the full abstract title(s) related to your query, in order for us to be able to trace your submission.

Q: I have submitted my abstract for review and have received an electronic receipt. What happens now?

A: Your abstract will be sent for review by the Conference Technical 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 is mentioned in the important dates section of conference website Correspondence informing you of the outcome of review will normally be sent to you by email. This correspondence will inform you of the details of your presentation format, instructions for the submission of your full paper.

Q: As a presenter, why is there a deadline for me to register, when non-presenting delegates can register at any time?

A: The author registration deadline is set so that we can ensure that the final poster programs and abstract book are as up-to-date as possible and include only the presentations which are actually going to be presented at the conference itself.

Q: 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?

A: Do not register for the conference, until you are sure that your entry visa has been approved. The conference organizers 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.

Q: My abstract has been accepted, but I now need to withdraw it. How do I do this?

A: Please let the Conference Organizing Secretary know as soon as possible by email, in order that we can update your records and the conference program.

Q: I submitted an abstract, but now I am unable to attend and present it at the conference. Can a co-author colleague present it on my behalf?

A: Subject to restrictions being in place regarding presenters giving multiple presentations, it should be acceptable for your co-author or colleague to present your material for you only. However, it is essential that you inform the Conference Organizing Secretary of the name of the new presenting author.

Q: What size should I make my poster?

A: Full guidelines for the production of your poster are available on the conference website. Please contact the Conference Organizing Secretary should you need a further copy of the guidelines.

Q: Are there any group travel arrangements for the conference, official air carriers or official travel agents?

A: 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 organizers do not provide shuttles from the airport/railway station to the conference venue, but transfers by public transport are normally available and information on these can be found on the conference website.

Q: Will I get the conference abstracts and program sent to me before the meeting?

A: No, but the conference program will be available and updated on the conference website for you to print out up until the conference. The conference abstract book and final printed program, together with any late news items will be available for collection at the reception desk when you arrive at the conference.

Q: I may be interested in exhibiting my products and services at the event, or sponsoring the conference. Is there an opportunity to do this?

A: If you are interested in exhibiting or sponsoring the conference, please contact the Conference Organizing Secretary for further details of costs and availability.

Q: What materials will I get when I arrive at the conference?

A: 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.

Q: Is there a specific dress code for the conference sessions or for any of the other conference events?

A: There is no specific dress code for the conference sessions. However, if you are attending a conference in a hot climate, please remember that the conference room will be air-conditioned. We recommend that you bring along a sweater or jacket for indoors. Similarly, unless a dress code is given on the website along with the details for any conference dinners or social events, then you are free to dress as you like.

Q: How do I book accommodation for the conference?

A: Accommodation in the Institute guesthouse is limited and could be made available to the registered delegates on first come first served basis. Organizers will extend the necessary assistance in securing suitable accommodation in nearby guesthouses and hotels on request by the registered delegates well in advance. List of hotels and tariffs are available in the conference website. The charges (very nominal) are to be borne by the delegates. For student delegates, the accommodation will be provided on campus at nominal charges.

Q: I am unable to come to the registration session at the start of the conference. Can I register at a later stage?

A: Yes, the conference information and registration desk will be staffed throughout conference hours for queries and late registration.