Frequently Asked Questions

 
Abstracts and scientific programme
 
1.     I submitted an abstract but did not get a confirmation mail?
2.     Why do I have to submit an extended abstract if I want to give a platform presentation?
3.   I do not want my extended abstract to be published. What to do?
4.     When will I receive news about the acceptance of my abstract?
5.   It is February or later and I still haven't received any news about the acceptance of my abstract?
6.     I received an acceptance letter for a poster presentation although I requested a platform presentation?
7.   I submitted an extended abstract for platform presentation but I now have a poster presentation. What happens to my extended abstract?
8.     I want to make changes to my abstract / extended abstract. What to do?
9.   I have a poster/platform presentation but cannot attend the meeting. What to do?
10.   I have a poster presentation but cannot attend the meeting. Can I send my poster to the SETAC Europe office or to the congress centre so that somebody puts it up for me?
11.   Are there any guidelines for preparation of my poster / platform presentation?
12.   What is a poster spotlight?
13.   What is a poster corner?
14.   Where can I find the scientific programme for the meeting?

Registration  
 
1.     When does online registration open/close?
2.     What are the registration costs?
3.     I did not receive any confirmation e-mail/invoice after registering online, what can I do?
4.     What is a combi-fee?
5.     How can I pay?
6.     Do I receive a printed invoice?
7.     What happens if I don't pay my early registration fee in time?
8.     What happens if I have to cancel my registration?
9.     How do I receive a certificate of attendance?
10.   Will I get a receipt for my registration?
11.   What are the opening hours of the registration desk?
12.   My colleague cannot attend the meeting: can I take his/her registration package?
13.   I have already registered but want to add/change/cancel an event to my registration (e.g. short course, banquet ticket); what to do?
14.   I am a (platform or poster) presenter at the meeting. Do I need to register and pay?
15.   I am a session chair / scientific committee member. Do I need to register and pay?

Travel & hotel

1.     How do I book a hotel room? 

 
Other questions

1.    I would like to book a meeting room for my committee / advisory group / parallel meeting during the Annual Meeting. How do I do this? 



Answers

Scientific programme   

    1.       I submitted an abstract but did not get a confirmation mail?
 
If you submitted your abstract successfully, you should receive a submission confirmation e-mail within 24h after submission. If you didn't, please contact the SETAC Europe office as soon as possible so we can check if your submission was successful. 

     2.       Why do I have to submit an extended abstract if I want to give a platform presentation?
 
SETAC Europe introduced the submission of extended abstracts for platform presentation in order to improve the scientific quality of the meeting. Extended abstracts enable the scientific committee and the session chairs to better judge the papers, and facilitate the consistent programming of the platform sessions. 
At the meeting, a regular abstract book containing the short abstracts for all platform and poster presentations will be distributed. The extended abstracts will be available online.The abstract book (with short abstracts) will be available online free of charge, or in print upon purchase.
Please note that ONLY submissions including an extended abstract will be considered for a platform presentation, even if you do not want your extended abstract to be printed.

    3.       I do not want my extended abstract to be published. What to do?

In case you are selected to give a platform presentation, your extended abstract will be available online, UNLESS you have indicated during your online submission you do NOT give SETAC permission to publish the extended abstract.
If you have not indicated this during your online submission, you can still send an e-mail to the SETAC Europe office until 15 March 2016 asking not to make your extended abstract visible. 
On 15 March, abstract and programme books will be sent to the printer and any changes will only be visible online, not in the printed versions.

     4.       When will I receive news about the acceptance of my abstract?
 
You will receive an acceptance or rejection letter by 22 January 2016. Deadline for submission of abstracts was  November 2015 and the abstract review process started early December. Firstly, all abstracts were evaluated by the members of the scientific committee. They did a first screening and took out non-fitting and poor quality abstracts. Just before Christmas, the abstracts went to the session chairs/co-chairs for a more detailed review. They evaluated all papers in order to make a selection of platform and poster presentations, and suggested a programme for their session. This programme went back to the Scientific Committee for a final check to take out biased or too commercial sessions. The SETAC Europe office coordinates this whole process and administers the results of each step. Once the review process has been terminated, the SETAC Europe office sends  out the acceptance / rejection letters to all submitters by 22 January. If authors do not receive any news by 31 January, we strongly advise them to contact SETAC staff. 

     5.       It is February or later and I still haven't received any news about the acceptance of my abstract?

For every abstract, the contact person of the abstract (i.e. the presenting author of the abstract) receives an acceptance or rejection letter by the end of January. If you have not received any news by 31 January we strongly advise you to contact SETAC staff. 


     6.       I received an acceptance letter for a poster presentation although I requested a platform presentation?

In the frame of the Annual Meeting programme, the members of the scientific committee and/or the session chairs/co-chairs have the responsibility of reading, evaluating and selecting papers for platform and poster presentations. The number of slots for platform presentations is limited, so it is simply not possible to give all persons requesting a platform presentation a slot to give their talk. A change from poster to platform is not possible because at that stage we have already scheduled all the platform sessions and notified all submitters about their abstract status. However, in case of a platform withdrawal there can be a possibility of switching a poster to a platform presentation, which is decided by the session (co-)chairs. If an author would have any specific questions about the choice of platform/poster assignments, he/she is advised to contact the session chairs/co-chairs.

     7.       I submitted an extended abstract for platform presentation but I now have a poster presentation. What happens to my extended abstract?
 
Extended abstracts are used to enable the scientific committee and the session chairs to better judge the papers, and facilitate the consistent programming of the platform sessions. Your abstract will be reviewed by the scientific committee and the session chairs and they can decide to accept your abstract as a poster presentation. This means your extended abstract will not be published in the separate congress proceedings book but only your short abstract will be published.

     8.       I want to make changes to my abstract / extended abstract. What to do?
 
Please note that you CANNOT make changes to your abstract / extended abstract once you have submitted it. If for some reason you need to make IMPORTANT changes to your abstract (e.g. change presenting author, change permission to publish extended abstract), please send an e-mail to the SETAC Europe office before 15 March clearly mentioning your abstract number, title and the changes that need to be made. If you need to make changes to your extended abstract, please attach the changed file to your e-mail. After 15 March, abstract and programme books will be sent to the printer and changes cannot be made anymore.

     9.       I have a poster/platform presentation but cannot attend the meeting. What to do?
 
Check with your co-author(s) if they can present your poster/platform for you. If they can, then notify the SETAC Europe office that the presenting author of your poster/platform presentation will change. If there is nobody to present your poster/platform presentation, you will have to withdraw it from the programme. In this case, please notify the SETAC Europe office immediately so they can make the necessary changes to the programme.
Note that presentations from presenting authors not registered by 22 March 2016, will be cancelled and excluded from the programme and abstract book.

     10.   I have a poster presentation but cannot attend the meeting. Can I send my poster to the SETAC Europe office or to the congress centre so that somebody puts it up for me?
 
NO. Poster presenters are responsible for their own poster, and should bring their poster personally. If for some reason you cannot attend the meeting, check with your co-author(s) if they can present the poster instead. In case of withdrawal, the author should notify the SETAC Europe office immediately.

     11.   Are there any guidelines for preparation of my poster / platform presentation?
 
Technical guidelines to prepare your poster / platform presentation are available soon.


     12.   What is a poster spotlight?
 
In some platform sessions, the last 20 minutes slot has been reserved for 4 very short presentations or 'poster spotlights' (of 4 minutes each). Poster spotlight presenters should prepare 2-3 slides to highlight the work presented on their poster that will be displayed all day in the poster/exhibition hall. If more than 3 slides are submitted for the poster spotlight presentation, only the first 3 slides will be shown.

     13.   What is a poster corner?
 
A poster corner is located in the poster area/exhibition hall and displays 6 to 8 posters with a common subject. During the poster social at the day the session is scheduled, a group discussion will be organised with an introduction by the session chair in front of the posters. After this introduction the posters will be discussed among the authors and the audience present in the poster corner.

     14.   Where can I find the scientific programme for the meeting?
 
The session overview can be found here. The detailed scientific programme with presentation titles and authors will be online by 22 March 2016.
In addition to the parallel sessions, special sessions will be planned in Nantes.

 
Registration

     1.       When does online registration open/close?
 
Online registration opens 22 January. As of 27 April, online registration is no longer possible.If you wish to register after that date, you should register in Nantes at the on site registration desk.

     2.       What are the registration costs?
 
Click here for the registration categories and costs. Note that considerable discounts are offered for SETAC members. If you do not have a SETAC account, you will need to create one first. The system allows you to create a (student) guest account in case you don't wish to become an active SETAC member.

     3.       I did not receive any confirmation e-mail/invoice after registering online, what can I do?
 
Please go to the SETAC Europe website and log in with your username and password. Go to invoices, where you will find an overview of all your invoices and receipts.

     4.       What is a combi-fee?
 
A combi fee is a registration fee for the meeting PLUS a SETAC membership. This fee is lower than the non-member registration fee and allows you to enjoy the benefits SETAC offers to his members. Combi-fees are only valid for (new) members in Europe. Please note that for people from Low & Middle Income Countries* in Europe it might be more interesting to first become a member before registering for the meeting.
*Low & Middle Income Countries as defined by the World Bank.

     5.       How can I pay?
 
Payment by credit card is strongly preferred. Credit card payments can be done during the online registration process. Payments can also be made by bank transfer. Note that cheques will not be accepted!
If we did not receive your payment, a reminder of non-payment will be sent 2 weeks before the Annual Meeting. If you did receive a reminder but you did actually pay, you are asked to bring the proof of payment (bank statement) or official P.O. (purchase order) with you.
If no payment was received and no proof of payment can be shown, the full registration amount MUST be paid on-site!

     6.       Do I receive a printed invoice?
 
The confirmation e-mail you receive after registration is considered the invoice. The invoice/receipt can also be found under your profile when you log in to the SETAC website. 
If you require a printed invoice, you can receive it upon request.

     7.       What happens if I don't pay my early registration fee in time?
 
Your early registration fee will automatically be changed to the late registration fee. The increased fee is due.

     8.       What happens if I have to cancel my registration?
 
If you cancel by 22 March, a cancellation fee of 50 Euros will be charged or in case of refund, deducted from the amount that was already paid. Cancellations must be received in writing by mail or fax (0032 (0)2 770 53 86).
No refunds will be made for any reason for cancellations received after 22 March 2016. If you cancel your registration but have not paid yet, the outstanding amount will still be due. Paid no-shows will receive all materials covered by their registration fees upon request.

     9.       How do I receive a certificate of attendance?
 
You will receive a certificate of attendance via e-mail, shortly after the meeting.

     10.   Will I get a receipt for my registration?
 
The receipt can be found on the SETAC website when you log in to your account.

     11.   What are the opening hours of the registration desk?
 
Opening hours of the on-site registration desk will be:
Sunday 7:30 AM - 8:00 PM 
Monday-Wednesday 7:30 AM - 6:30 PM
Thursday 7:30 AM - 2:00 PM

     12.   My colleague cannot attend the meeting: can I take his/her registration package?
 
As the registration is individual, it is not transferable, we cannot hand over the package to somebody else. Your colleague should register as a new meeting participant.
The colleague will receive all meeting material covered by the registration fee upon simple request by mail/e-mail.

     13.   I have already registered but want to add/change/cancel an event to my registration (e.g. short course, banquet ticket); what to do?
 
Once the registration is completed you cannot cancel an event, in this case you should contact Veerle Vandeveire. 
You can add an event through the SETAC Europe store. 
Please send an e-mail to Veerle Vandeveire if you would have any questions.

     14.   I am a (platform or poster) presenter at the meeting. Do I need to register and pay?
 
YES. All presenters have to register and pay the appropriate registration fee by 22 April. Note that presentations from presenting authors not having registered by 22 March 2016 will be cancelled and excluded from the programme and abstract book. For registration info, click here.

     15.   I am a session chair / scientific committee member. Do I need to register and pay?
 
YES. While we strongly appreciate the efforts the session chairs and scientific committee members put into the organisation of the meeting, we do not waive their registration fees. Many of our meeting delegates are involved in the organisation of specific parts of the meeting programme. Because we want to keep the registration fee for our meetings as low as possible, all of these volunteer contributors are asked to pay the appropriate registration fee. For registration info, click here.

 
Travel & hotel
 
 How do I book a hotel room?
 
Nantes offers an excellent choice of quality and comfortable accommodation which you can find and book on this website. 
The headquarter hotel is the Novotel Nantes Centre Gare which is part of La Cite Nantes Events Center. It offers bright and spacious rooms.
Through this website you can book, modify or cancel your hotel reservations at any time.  

You can call the SETAC hotline telephone number +49 3024603-281 for any hotel reservation enquiries.
For your information, here is a map of hotels close to the conference centre and the station. 
Note that SETAC Europe is not responsible for the bookings made through above mentioned websites.


Other questions
 
 I would like to book a meeting room for my committee / advisory group / parallel meeting during the Annual Meeting. How do I do this?
 
As usual, during the SETAC Europe 26th Annual Meeting, meeting rooms will be available for parallel / business meetings. If you would like to book a meeting room, please complete the appropriate online meeting room request before 1 April. Note that space is limited, and reservations are done on a first-come, first-serve basis. If you want to book a room after 1 April, contact Barbara Koelman.