FAQ

How do I register or apply?

Registrations/ applications must be made through our online registration system

Do I have to register for each event?

Yes, you must create a separate account for each event. You can log back in and edit your details up until the event application/ registration deadline.

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

No. Registration requires agreeing to our terms and conditions, which should only be completed by the attendee themselves

Do I have to complete my registration/ application in one visit?

Yes, you will need to complete your registration/ application in one visit. You may revisit your registration/application once you have submitted your the original.

How do I reset my password?

Click “forgotten password” on the sign in page; if you don’t receive an email, contact us.

Note: The password reset link only works if your account has been saved by submitting your registration/ application.

Why have I not received a registration confirmation email?

Check your junk/ spam folder.

Emails are sent from @wellcomeconnectingscience.org

If the issue continues, contact us at either: conferences@wellcomeconnectingscience.org

courses@wellcomeconnectingscience.org 

Can I register after the deadline?

Conferences: Contact us to check if late registration is possible.

Courses: Late applications cannot be accepted.

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

Yes, providing the following:

You have successfully registered and paid for a conference.

Or,

You are accepted onto a course and completed the final acceptance form.

Note: Visa letters are system-generated and sent automatically if you selected that option during registration/ application.

If you didn’t select it, or require other details to be added to the visa letter, please contact us and we can assist.

What time do deadline dates close?

All deadlines close at 11:59 PM (UK time).

Note: Our office closes at 5:00 PM (UK time). We cannot respond to queries sent after this time, so please allow enough time to complete your registration.

Can I bring guests to an event?

Yes, however guests are not permitted in conference or training rooms.

To arrange guest accommodation and meals contact: Conferencereception@sanger.ac.uk

For children, carers or dependents onsite, please click here to view our Parent and Carer Policy. 

When do I need to pay?

Conferences: Payments must be made by the relevant registration deadline listed on our event webpages.

Courses: Payments must be made by the deadline stated in your acceptance email.

There is no ‘pay later option’ for either conferences or courses. 

What payment methods are accepted?

Visa and MasterCard only, via the online registration system.

If you require assistance, please contact us.

Do the event fees include taxes?

All our fees are tax-exempt.

Do you offer financial assistance?

Yes, you can apply for a bursary within the registration form.

Conferences: Abstracts and bursary justifications are reviewed by the Programme Developer.

Note: Bursary deadlines may be earlier than general registration deadlines.

Courses: Bursary applications are reviewed after course selection by the Education Developer.

Can you amend my invoice or receipt after payment?

No, financial documents are legally binding and cannot be changed once issued.

Please check your institution’s expense policy before registering.

Why has my payment not gone through?

Please check the following details:

• Your card supports 3D Secure.
• Addresses are entered manually (not autofilled), written in full and in Latin characters using the dropdown menus, where available.

If you still experience problems, try the following:

• Clear the cache on your browser.
• Try a different browser and start a new registration.

Please contact us if you have checked the above and still experience issues.

Why have I been charged more than the website indicated?

Exchange rates and bank fees may apply if paying in a different currency. Please contact your bank for confirmation.

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

You will receive it automatically by email after payment.

If you do not receive it, contact us.

My organisation needs their VAT number to be on the receipt – is this possible?

Yes – enter it during registration.
It cannot be added after payment.

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.

Am I eligible for the free LMIC registration if I live outside of an LMIC?

No, eligibility is based on country of residence, not citizenship.

Can I get a refund if I cancel or switch to virtual attendance?

Yes, refunds are available if we are notified at least 30 days before the event.

Can virtual attendees be considered for short talks?

Priority is given to in-person attendees.

Virtual abstract submissions will be considered for poster presentations.

Do you offer group discounts?

No, group discounts are not available.

I do not want to attend the conference for 3 days; can I register and pay for a single day?

No, we do not offer day rates – full registration is required.

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.

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

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.

How do I apply for a bursary?

You can apply for a bursary online by answering some questions about your financial need and how you will benefit from attending the conference.

Can I apply for a registration retrospectively?

Decisions on bursaries are made 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.

How do I get to the campus?

Click here for more information.

Can I use the campus bus?

Free shuttle buses to the campus run Monday to Friday from Whittlesford Parkway and Great Chesterford, and Tuesday to Thursday from Cambridge. Shuttle buses have limited operating times and operate on a first-come-first-served basis.

For timetables and more details, please see ‘Travelling by train’ on ‘How to find us’.

Please note the shuttle buses are available to speakers, conference delegates and course participants, however the campus coaches are only available to staff.

Is there parking available on campus?

Yes. Please contact us for a parking permit.

Campus accommodation is full, what are my options?

• Contact us as is sometimes a wait list for accommodation.
• Red Lion, Hinxton Village (5 min walk).
• Holiday Inn Express, Whittlesford (5 minute drive).

Can I book extra nights on campus?

Yes, contact conference.reception@sanger.ac.uk to arrange and pay for additional accommodation and catering.

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’