FAQ

What size should I make my poster?

Full guidelines for the production of your poster are available on the conference website. Please contact the Organizers should you need further assistance.

I have lost my abstract reference number - what should I quote when I contact the Organizers with a query?

The Organizers will be able to remind you of your abstract reference number, which should be quoted in future correspondence. In the meantime, please provide the Organizers 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.

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

No, there are not. Usually conference 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. Transportation information is available on the conference web site.

I want to make sure that I am kept fully informed about this conference, and sent all relevant information about it. What should I do?

In order that we can keep you fully informed, please complete the reply form on the conference website. This means that we will be able to send to you updated information.

I need to cancel my place. Do you need to know the reason for my cancellation?

Not necessarily. Unfortunately, the cancellation terms outlined in the Registration Information section of the website apply regardless of the reason for your cancellation.

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.

What is included in the Conference Registration Fee?

For a full list of what is included in the registration fee please see the Registration Information section on the conference website. This will tell you whether any meals are provided as part of your fee and what materials and documentation you should expect to receive.

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 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 Organizers. If you still do not have your receipt, please do contact the Organizers 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.

Will I receive a full list of participants including mailing addresses and email addresses when I arrive at the conference?

Due to data protection restrictions, we are prohibited from giving out these details. The list you receive at the conference will include the name, organization and country of each delegate, but no further details. We recommend that you solicit business cards from contacts you make personally at the conference, and therefore recommend that you bring plenty of cards with you to the event.

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

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

How do I book accommodation for the conference?

An official accommodation option is always included on the conference website once the registration period is open. Please see the relevant section of the conference website for details of how to make a booking. Please note that you should book early to guarantee availability and the special conference rate.

I realize 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 organizers incur pre-paid 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 Organizers know your position, and let us know the date when you expect to receive notification regarding your visa application from the relevant authorities.

I realize 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 registration to us, as we will then be holding a place at the conference specifically for you. 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, 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 Organizers know your position, and let us know the date when you expect to receive confirmation of the funding application.

I am going to present more than one presentation at the conference, do I need to pay more than one registration fee?

No, the registration fee for the conference applies to each attending delegate regardless of the number of presentations made.

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

The author registration deadline is set so that we can ensure that the final oral and poster programs, program booklet and online abstracts are as up-to-date as possible and include only the presentations which are actually going to be presented at the conference itself. This avoids having disruptive empty oral slots and empty poster boards at the conference set aside for authors who submitted abstracts but were ultimately unable to present.

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?

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 on your behalf. However, it is essential that you inform the Organizers of the name of the new presenting author before the author registration deadline, as your failure to register by the deadline will mean that your material will be removed from the program.

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 Organizers 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 Organizers in order to explain your situation, and resolve the issue.

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 be sent to you by email. This correspondence will inform you of the details of your presentation format, and registration information.

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

No, please do not resubmit your abstract online, as this will result in a duplication. Please send an email to the Organizers explaining the revision, and attach the revised abstract.

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

If you know for sure that it will be impossible for your material to be presented at the conference by yourself or a co-author/colleague, please do not make a submission. Only those abstracts to be presented at the conference (oral, or poster) will be included in the conference program and proceedings book. Inclusion of abstracts in the conference materials is not allowed if the abstract is not accompanied by a presentation (oral, or poster).

I registered to attend the conference, but now I can't attend. Is it okay if I just don't turn up?

No, if you are unable to attend, you must let the Organizers know in writing. Cancellation terms and conditions apply to your registration from the moment that you submit your registration.

I have to cancel my place at the conference completely and no one else from my organization can attend in my place. What do I need to do?

Please contact the Organizers 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.

I have to cancel my place at the conference. Can a colleague attend in my place?

This is usually not a problem. Please inform the Organizers in writing of your details, plus the contact details of the person who will be attending in your place. 

I have registered but I notice that my invoice is not for the correct amount. What should I do?

Please contact the Conference Chair Dr. Kostas Demadis (E-mail: poc2016@chemistry.uoc.gr) immediately, pointing out the error, so that it can be rectified straight away.

Will I automatically get a receipt for my registration fee?

When you have registered and paid online you will be sent confirmation of your booking. At a later date you will receive your registration invoice (either electronic or hard copy, whichever you prefer). If you require your invoice to include certain information (eg. Name of Institution, VAT number, etc.), you must include this during the registration process. Delegates are reminded not to email credit card information in any circumstances. The Organizers will make every effort possible to have all invoices ready before the start of the conference.

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 registration to us, as we will then be holding a place at the conference specifically for you. 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, 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 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 attend the conference.

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, 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 Organizers 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.

When should I register?

Please register as soon as you know that your attendance is definite. This will ensure that the Conference Organizers 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 - sometimes conferences 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, not register yet, please wait until this has been sorted out.

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

As a minimum, you will receive a conference bag that will contain a memory stick with the final conference program, abstracts, and a list of participants. In addition, the bag will contain a number of surprises. 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 Information section of the conference website for a list of exactly what is included in your registration fee. In line with the approach of cutting down on paper, conference abstracts are no longer available at the conference in print format. All abstracts can be viewed online, the link to this will be sent to you in advance (typically several weeks prior to the start of the conference). It is therefore recommended that any abstracts of interest are printed in advance independently by you and brought to the conference.

When is my oral presentation and how long should it last?

Please refer to the conference oral program to see when your individual presentation will take place and its duration.

I choose to make an oral presentation, but you inform me that I have been accepted as a poster, are you sure you are not making a mistake?

Due to scheduling issues and the limited slots for oral presentations, the selection committee has to make difficult decisions that, unavoidably, will result in a number of interesting abstracts to be moved to the poster sessions.

I didn't book any optional extras (accompanying person(s) for the conference dinner) when I made my original registration, but I want to add them on now. How do I do this?

You need to notify the Conference Organizers by e-mail, declaring the number of accompanying persons, and you can pay the corresponding amount on-site, when you arrive.

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?

We would urge you inform the Conference Organizers in writing of your cancellation for our records, regardless of whether you are due a refund or not. This is important in order to implement the resulting changes to the conference program.

How do I pay my registration fee?

In order to expedite the registration process, please complete the registration with your credit card details. You will receive proper acknowledgment for your registration payment. During the conference or at a later date you will receive the proper invoice for your registration payment.

I do not have any funding and cannot pay to attend the conference, can the Committee waive my registration fee/give me discount/subsidize my expenses?

Unfortunately the conference organizers do not have funds available to support delegate attendance. However, there are special discounted registration fees (eg. for students). Please check the conference web site for details. Please note that authors that do not register by the author registration deadline will have their presentation removed from the Program.

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.

My abstract has been accepted, but we won't be able to present it at the conference. Can it still be included in the conference program?

Unfortunately, no. Only those abstracts to be presented at the conference by a registered delegate will be included in the conference program booklet. We do not allow abstracts to be printed in the conference materials unless a presenting author registers to attend the conference.

Do I need a visa to attend the conference, and if so, can the Conference Organizers help me with my entry visa application?

If you are unsure whether you need a visa to enter Greece and 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, 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 downloaded from the registration system. We do ask though that you submit your own application to the relevant authority and follow up accordingly. The Conference Organizers are unable to follow up your application on your behalf or enter into correspondence directly with consulates.

How do I submit an abstract?

Abstract submissions must be done online using the abstract submission system. Please see the “submit abstract” 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.

Can you send me an invitation letter ASAP? I need this to apply for a visa.

An invitation letter can be sent to you upon request for visa issuing purposes. Please contact the POC-16 Conference Chair Dr. Kostas Demadis (E-mail: poc2016@chemistry.uoc.gr).