Frequently Asked Questions

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Abstracts


Q: If I submit an abstract do I have to attend the conference?

A: All accepted abstracts are scheduled in the scientific program either as oral or e-poster presentations. It is expected that at least one author of the abstract attend the meeting to present the work and answer questions. Only abstracts of registered participants will be scheduled in the scientific program. 

 

Q: I have submitted an abstract, when will I know if it has been accepted?

A: Only after all abstracts have been reviewed by the Scientific Committee will notifications be sent to the abstract submitters. Every effort is made to conclude this process within one month after the abstract submission deadline. Please refer to the Key Dates.

Q: How can I make changes to an abstract I have already submitted?

A: You may enter the abstract submission system with your username and password and make changes to your abstract until the submission deadline date. No abstract changes will be accepted after this date.

 

Q: If my abstract is accepted, where will it be published?

A: Copies of your accepted and registered abstracts will be published on the Meeting website. Please contact the abstract department for further details.

Q: I am having trouble logging into the abstract submission system – my username/password is not working

A: Please try one of the following options via the abstract submission page:

    1. In case you are using "Internet Explorer", please try other internet browser  e.g. "Google Chrome" or "Mozilla"
    2. When you copy and paste your user name and password please make sure there is no extra space at the beginning or the end of them
    3. In case your password contains the letter "O" please make sure you do not type "0" (Zero) instead the letter "O"
    4. Please note that the username or ID received when registering for the Meeting is different to the abstract submission. Please use the abstract submission username or "create new account"

Q: I created a new account but did not receive my username?

A: Please note that the username is shown in the "Subject line" in the confirmation email received when setting up a new account. ​

CME-CPD Accreditation

Q: Is the conference CME accredited?

A: Once the scientific program has been finalised, an application for CME credits will be made to the <<European Accreditation Council for Continuing Medical Education (EACCME). The EACCME is an institution of the European Union of Medical Specialists (UEMS): www.uems.net>>. For further details on CME-CPD Accreditation and how to receive your CME/CPD Certificate, please visit the CME-CPD Accreditation page.

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Q: How can I claim my CME-CPD credits after the conference?

A: Your CME-CPD certificate will be delivered electronically after completing the educational evaluation and credit claiming procedure. The process will take 5-10 minutes. We thank you for your feedback as it is an important part of the CME-CPD accreditation process and helps improve future educational offerings. 

Meeting Venue and Directions

Q: Where is the Meeting taking place?
A: The Meeting will take place at the Palacio Municipal de Congresos Madrid, Spain. For more information on the venue please visit the Congress venue website.

 

Q: How do I get from the Airport to the Meeting Venue?
A: For updated and detailed information on public transportation please visit the official Airport website.  

Q: Can you please send me details of public transport? Do you have a map of the city or area surrounding the venue?
A: For up-to-date tourist information including public transport information and maps, please visit the city's official website for more information. ​

Hotel Accommodation

Q: How can I find out information about hotels and their rates for this conference?

A: Kenes International is offering Meeting participants specially reduced rates for various hotels around the Meeting venue. Information, pictures, location and rates are available on the Hotel Accommodation Page.

 

Q: How can I book my room and should I pay in advance?

A: In order to book a room, Click here here to book online. Please note that full payment is required upon booking.

 

Q: Will I receive a hotel confirmation?

A: Yes. A detailed confirmation will be sent to you by email as soon as the booking is confirmed and the payment is received.

 

Q: Can I book a hotel room without registering for the conference?

A: Yes. You can book your room without registering by clicking on the "Booking" button of your chosen hotel available on the website via the Hotel Accommodation Page. If you need further assistance, please email the Hotel Accommodation Department.

 

Q: How can I book rooms for a group?

A: For group booking (10 rooms and more) please contact the Hotel Accommodation – Groups Department. Different payment and cancellation conditions apply.

 

Q:  Can I cancel my hotel booking

A:  There are different cancellation policies for different hotels and depending on the time of booking. When booking, please check the cancellation policy summary that appears on the booking page. For bookings that have already been made, please view the terms and conditions of your specific reservation. ​

Invitation Letters & Visa Applications

Q: How do I apply for a visa?
A: Visa regulations depend on your nationality and country of origin. We suggest you contact your local Consulate for full and official instructions on the specific visa regulations and application procedure that apply to you.

Q: Where can I get a Meeting invitation letter so that I can apply for a visa?
A: Invitation letters for visa purposes are available only to registered participants. You will be able to print out the invitation letter at the end of the registration process.

Q: Is it possible to send an official invitation letter directly to my local Consulate?
A: Unfortunately we are unable to send invitation letters directly to consulates. Invitation letters are prepared solely for individuals and are mailed directly to them. ​

Registration

Q: How do I register for the Meeting?

A: In order to register for the Meeting, please register online.

Q: How can I pay the registration fees?

A: Payment of registration fees can be made by credit card or bank transfer. For full details please click here.

 

Q: Can I receive an invoice under the sponsoring Company/ Hospital's name?

A: Yes. During the registration process, you are required to insert an Invoice Details, this information will appear on the Pro-forma invoice that you will receive by email once you have completed the online registration process. 

 

Q: Can I register for the Meeting without paying?

A: Yes, by selecting the bank transfer option for payment. However, your registration will be confirmed only when full payment is received.

 

Q: Can I register before the early fee deadline and pay later?

A: In order to benefit from the early fee registration discount, payment must be received before the deadline.

 

Q: Can I register onsite?

A: Yes. Onsite registration is available during the Meeting days. Onsite fees will apply.

 

Q: What does my registration fees include?

A: For full detailed entitlements, please check the Registration Page.

 

Q: Will I receive a confirmation letter after I have finished registering?
A: Yes. A detailed confirmation letter and receipt will be sent to you by email as soon as payment is received and registration is completed. You may use this confirmation letter for visa application purposes.​

 Key Dates

Abstracts: Submission OpensOctober 2016
 Submission DeadlineFebruary 1, 2017
 Abstract Review February, 2017
 Notifications sent to PresentersMid March, 2017
Registration:Registration OpensSeptember 2016
 Early Bird Registration DeadlineMarch 29, 2017
 Late FeeBetween March 30 and May 16, 2017
 On Site FeeFrom May 17 and during the entire Meeting
Registration Cancellation Policy:Online Registration DeadlineOnline Registration will be available until May 20, 2017. After that, you will be able to register onsite.
 Full refund Cancellations received up to and including March 29, 2017
 50% refundCancellations received between March 30 and May 17, 2017
 No refundAfter May 18, 2017 – no refund.​

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