FAQ

Registration

Why do I need to create a registration account?

To be able to register for any of our events.

How do I access the registration system and ‘My Account’?

  1. Go to the website page of the event that you wish to attend
  2. Click on the ‘Register’ button to access the registration system
  3. Click on ‘My Account’ and enter your login details to open your ‘Account Home’ page, where you can:
  • View/edit your account details
  • View account history
  • View messages

Can I create an account on another person’s behalf?

Yes, but use the email address of the person you would like to receive event correspondence.

How do I change my password?

Go to the ‘My Account’ page and click the ‘Forgotten Your Password’ link below the login prompts.

Can I edit my details after I have registered for an event?

Yes, it is possible to do this up to the registration deadline via ‘My Account’.

Why have I not received a registration confirmation email?

Check if it is in your junk/spam email folder (emails are system-generated and sent from conferences@wellcomeconnectingscience.org). If not, log into ‘My Account’ and view your account details to check your email address is correct. Contact us if you are still not able to locate it.

Registration has closed, but can I still register?

Contact us to ask if the event can accept late registrations.

Can you send me a letter of support for my visa application?

Yes, if you have already completed and paid for your in-person registration. This does not apply to virtual registrations. Please contact us for support.

Are discounts available for group registrations?

Only for non-profit organisations. Please contact us if you fall into this criteria.

What time do the event deadline dates close?

Midnight, UK time.

When do I have to pay the registration fee?

By the event’s registration deadline (midnight, UK time), via the online registration system.

Please note: We only accept payments by Mastercard or Visa. If you wish to submit an abstract (short talk or poster presentation) for consideration, the payment window is extended to the abstract deadline for all eligible participants.

Can I pay by bank transfer?

No, we only accept payments via the online registration system.

Please note: We only accept Visa or Mastercard payments.

Do the registration fees include taxes?

All our registration and accommodation fees are tax-exempt. There are no hidden costs.

Can my financial document be amended?

We are unable to amend financial documents as they are legally binding.

Why hasn’t my payment gone through?

Please check the following:

  • Your payment card is set up for 3D Secure
  • If you are paying from outside of the UK, you may need to contact your bank to authorise the payment
  • Your address: please ensure that your post/zip code is entered correctly.

What is 3D Secure?

3D Secure adds an authentication step for online payments. We use 3D Secure as a fraud prevention measure, as it provides an additional security layer for online purchases made with credit and debit cards.

Why have I been charged more than the website indicated?

Check if you have paid in a different currency. Exchange rates may affect the total you pay when using our registration system. This may result in small changes to the fees displayed on the event website.

How do I get an official invoice to claim back my registration payment?

Once payment has been made, you will receive an email containing your invoice. If your invoice has not appeared in your inbox; please check your junk folder. Please contact us if you have not received the email, and we will resend it.

My organisation needs their VAT number to be on the receipt. Is this possible?

Yes, you can add a VAT number during the payment.

My payment card has a different address than the one I registered with. Can I amend the address on the invoice?

You have the opportunity to enter the payment card address at the time of registering. If you wish to change this retrospectively, you will need to amend the address listed in your account.

How do I cancel my registration?

Our refund policy is 7 days for virtual events, and 30 days for in-person events. Please email the event organiser if you wish to cancel.

Can I transfer my registration to a colleague’s name?

Yes, you can transfer your registration at no extra cost. Please contact us to receive support for this.

Abstract submission

How do I submit an abstract?

Before the abstract deadline (midnight, UK time). You can complete your registration via the ‘Register’ button on the event’s website page. During the registration process, there will be a section where you can add your abstract information.

Do I need to pay for a registration to submit an abstract?

Yes, abstracts are only secured in the registration system after payment has been made.

I have already registered, can I still submit an abstract?

This is possible up to the abstract deadline (midnight, UK time):

  1. Go to ‘My Account’
  2. Click ‘View account history’ then ‘Upload File’
  3. Click ‘Abstract’ to open the abstract submission page, and enter your details
  4. ‘Click Next’ to submit, and return to your registration table page

How do I submit a second abstract?

Follow the steps above, but select ‘Additional Abstract’ instead of ‘Abstract’.

How do I edit my abstract after I have submitted it?

Before the abstract deadline, follow steps 1-3 (above) to see your abstract details and make edits. Remember to click ‘Next’ to submit the changes. After the abstract deadline, please contact us to make changes.

How can I check that my abstract has been submitted? I have not received a notification?

You will NOT receive a further email to confirm your abstract submission, but you can check it is attached to your registration by following steps 1-2 above; an icon of a sheet of paper should be visible in the right-hand column.

Can I submit an abstract for a poster only?

Yes.

Can I submit an abstract as a virtual participant?

Yes. However, if you wish to be selected for a short talk, we encourage you to attend in person.

The abstract deadline has passed, but can I still submit an abstract?

Contact us to ask if the event is able to accept late submissions.

Is it necessary to submit a photo, biography, and supporting documents with an abstract?

No.

Is it acceptable to submit an abstract on research that has previously been presented?

Yes, but we do encourage abstracts with unpublished data to be submitted, because short talk presentations are usually selected based on their novelty and general interest to the community.

What is a poster pitch talk?

A poster pitch talk (usually one or two minutes) gives a taster of the research described on your poster. It is used to promote engagement between poster presenters and the other attendees.

Can I include graphs, tables and/or pictures in my abstract?

No. Text only.

Who reviews the abstracts?

Abstracts received by the deadline are reviewed by the event’s scientific programme committee.

When will I know if my abstract has been selected?

The scientific programme committee review the abstracts individually, and then meet after the submission deadline to discuss and select abstracts for short talks and posters. We will contact you a few weeks after the abstract deadline with an update.

Poster presentations

What is a ‘poster pitch talk’?

A poster pitch (usually one or two minutes) that gives a taster of the research described on your poster. It is used to promote engagement between poster presenters and the other attendees.

Do I have to provide a poster pitch?

No. This is optional, but we highly recommend it as an effective way to draw attention to your poster.

I no longer wish to present my poster. What do I do?

Contact us to withdraw your poster.

Can posters be downloaded?

No. However, if one is submitted, they will be displayed alongside your video. Delegates cannot download posters but can zoom in/focus on a specific area of the document.

Is it possible to add a link to a poster?

No, but you may add the link yourself via the Q&A box below your poster, on the portal. The Q&A box is how delegates will submit questions to you about your poster, and how you will be able to answer them.

Is it possible to change the time of poster pitches /posters?

We are not able to amend the time/date of the poster pitch or poster session. We apologise for any inconvenience caused.

What if I am not available for the poster session?

There is a Q&A box alongside your poster in the virtual portal where you can leave a message for attendees.

What are the dimensions of a poster?

A0 (118 cm high x 84 cm wide), in portrait orientation

Should poster pitches include slides, or not? Do the organisers have a preference?

Please see our resources page

Course applications

My supervisor hasn’t received their supporting statement email

Please ask your supervisor to check their email client’s junk folder. If their supporting statement email is still outstanding, please contact us for support.

I am not a student, can I still apply?

Please see the event website to find out who the event is aimed at. We do not wish to discourage anyone from attending, but the selection committee may not find your knowledge level comparable to that of the other course participants. If this is the case, the course may be deemed unsuitable for you.

Do I have to stay on-site if I live locally?

We encourage all participants to stay on-site to aid networking. If you choose to stay off-site, we ask that you attend all meals and networking opportunities.

Financial assistance

How do I apply for a bursary?

You can apply for a bursary online, but you will also need to upload a letter showing your financial need and your CV.

Can I apply for a registration retrospectively?

If you are unsuccessful in obtaining a bursary, you will be notified before the registration deadline.

Can I bring my child on-site with me?

Yes. Children will need to be accompanied and supervised at all times. Please view our conference centre parents and children policy, here.

Is there any support for a dependent’s care while I attend an event?

Yes. Please view our policy here.

What funding is available for scientists based in low- and middle-income countries?

Yes. We offer free virtual registration for our conferences to eligible delegates from these regions. Please select the ‘LMIC registration capacity’ during the virtual registration process (only applicable for conferences).

Please note: the qualifying criteria is residence and not nationality.

Travel

How do I get to the campus?

Click here for more information.

Can I use the campus bus?

Speakers and participants can use the free shuttle bus from Whittlesford Parkway railway station (see ‘Travelling by train’ on ‘How to find us). The other campus buses are only available to staff.

Is there parking available on campus?

Yes. Please contact us for a parking permit.

Accommodation

Onsite accommodation is unavailable. What should I do?

Accommodation is available on a first-come-first-serve basis. Details of alternative accommodation will be provided on the event website page. Please contact the event organiser if you have further questions.

What does the onsite accommodation include?

Please visit the Hinxton Hall Conference Centre website for full details.

Miscellaneous

Can the on-demand element be extended beyond four weeks?

The on-demand element cannot be extended. However, you can check if any of the talks from the event are available, via our YouTube channel.

Does the portal feature a translation service?

Unfortunately, the portal does not have a translation programme. However, the web browser Chrome provides a ‘live caption’ service.

Details on how to add this to your browser settings are here:

  1. On your computer, open Chrome
  2. At the top right, click ‘More Settings’
  3. At the bottom of the Settings page, click ‘Advanced’
  4. Under ‘Accessibility’, turn on ‘Live Caption’
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