Frequently Asked Questions (FAQ)

This webpage with Frequently Asked Questions (FAQs) will provide answers to some of the questions most commonly asked by our meeting participants. Our FAQ are organised in the following facets of the meeting:

If you are still not happy with the answer, we invite you to contact the SETAC Europe office.

 

Scientific programme (abstracts etc.)

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. How do I upload my platform presentation?

15. Can I use my own laptop to run my presentation?

16. Should I bring a backup of my presentation to the session that I am presenting in?


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 the 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 days and hours of operation 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 my hotel room?

2. How do I get to the SECC?

 

Other questions

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

 

 

Answers on FAQ scientific programme

1. I submitted an abstract but did not get a confirmation mail?
When submitting your abstract, please make sure you click the ‘submit’ button at the end of the process on the submission site. If you submitted your abstract successfully, you should receive a submission confirmation e-mail within 24h after submission. If you didn't, please contact SETAC  as soon as possible so they 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 published separately in a congress proceedings book. Both books will be distributed electronically at the meeting, the regular abstract book will also be available 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 published in a separate congress proceedings book which will be distributed electronically, UNLESS you have indicated during your online submission you do NOT give SETAC permission to print the extended abstract.
If you have not indicated this during your online submission, you can still send an e-mail to SETAC  until 15 March 2013 asking them to exclude your extended abstract from the congress proceedings book. After that date, abstract and programme book will be sent to the printer and changes cannot be made anymore.

4. When will I receive news about the acceptance of my abstract?
You will receive an acceptance or rejection letter by the end of January 2013. Deadline for submission of abstracts is 30 November 2012 and the abstract review process starts early December. Firstly, all abstracts are evaluated by the members of the scientific committee. They do a first screening and take out non-fitting and poor quality abstracts. Just before Christmas, the abstracts go to the session chairs/co-chairs for a more detailed review. They evaluate all papers in order to make a selection of platform and poster presentations, and suggest a programme for their session by half January. This programme then goes back to the Scientific Committee and they do 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 will send out the acceptance / rejection letters to all submitters by the end of January 2013. If authors do not receive any news by 8 February 2013 we strongly advise them to contact SETAC.

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 person submitting the abstract) receives an acceptance or rejection letter by the end of January 2013. If you have not received any news by 8 February 2013, we strongly advise you to contact SETAC.

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 SETAC 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 book 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 SETAC 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 SETAC immediately so they can make the necessary changes to the programme.
Note that presentations from presenting authors not having registered by 15 March 2013 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
SETAC immediately.

11. Are there any guidelines for preparation of my poster / platform presentation?
Technical guidelines to prepare your poster / platform presentation will be available in April 2013.

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. How do I upload my platform presentation?
Presentation upload information will be available in April 2013.

15. Can I use my own laptop to run my presentation?
No, SETAC will provide laptops in each session room and your presentation will be loaded before the session by SETAC.

16. Should I bring a backup of my presentation to the session that I am presenting in?
Yes, always bring a backup copy of your talk to the session. USB sticks are the best format.

 

Answers on FAQ registration

1. When does online registration open/close?
Online registration opens in January. As of 1 May, online registration is no longer possible. From then on only on-site registration will be possible.

2. What are the registration costs?
Click here for the registration categories and costs. Note that considerable discounts are offered for SETAC members; do not forget to enter your membership number during registration so we can check your membership status.

3. I did not receive any confirmation e-mail/invoice after registering online, what can I do?
Please go back to the registration site and enter your login and password under “already registered for this meeting”. Please make sure that you click on the “SUBMIT” button before closing the website! If the SUBMIT button is NOT CLICKED the registration is NOT SUBMITTED! If you still haven’t received a confirmation after this, please contact SETAC.

4. What is the 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 many benefits SETAC offers to his members.

5. How can I pay?
We strongly prefer payments by credit card (details of the card can be submitted during the online registration or sent by fax to the office). Payments can also be made by bank transfer. Note that cheques will not be accepted!
If we haven’t received your payment, a reminder of non-payment will be sent 2 weeks before the Annual Meeting. If you have received such a reminder but have paid, please 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. You will also receive a printed invoice in your registration package on-site. In case a printed invoice is necessary for payment, it will be sent upon simple request.

7. What happens if I don’t pay my early registration fee in time?
Your early registration fee will automatically be changed to a late registration fee (if the registration is not paid before 25 March) and the increased fee will be due.

8. What happens if I have to cancel my registration?
If you cancel by 25 March, a cancellation fee of € 50 will be charged or in case of refund, deducted from the already paid amount. Cancellations must be received in writing by mail or fax.
No refunds will be made for any reason for cancellations received after 25 March 2013. 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 find a certificate of attendance in your registration envelope which you will receive on-site.

10. Will I get a receipt for my registration?
Yes, a printed copy of the invoice will be in the registration envelope on-site.

11. What are the days and hours of operation of the registration desk?
Opening hours of the on-site registration desk will be
Sunday-Wednesday, 7:30 - 19:00
Thursday, 7:30-14:00

12. My colleague cannot attend the meeting: can I take his/her registration package?
As the registration is not transferable, we cannot hand over the package to somebody else. This can only be done when the registration is fully paid and a written confirmation of the colleague can be shown. 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 make any changes yourself. Please send an e-mail and the changes will be made for you.

 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 before 15 March. Note that presentations from presenting authors not having registered before 15 March 2013 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.

 

Answers on FAQ travel & hotel

1. How do I book my hotel room?
Please note SETAC Europe is not handling hotel reservations. This means every participant should make his or her individual hotel booking. The Crowne Plaza hotel will be the SETAC headquarter hotel, it is located adjacent to the conference centre. Click here for more information on this hotel.

2. How do I get to the SECC/Crowne Plaza Hotel?

Find the hotel and the SECC on Google maps.

Directions to the Crowne Plaza Glasgow:
 
By car:
  • From the M8 North or Southbound: Exit at junction 19 and follow the signs for the Scottish Exhibition and Conference Centre (SECC). The hotel is adjacent to the Exhibition Centre on Congress Road, just minutes from the M8
By air:
  • Only 8 miles from Glasgow International airport
  • Only 0.5 miles from Glasgow City Heliport
By rail:
  • Only 1 mile from Glasgow Central station
By bus:
  • Only 1 mile from Glasgow Central Bus station
Address:
Crowne Plaza Glasgow
Congress Road, Glasgow, Strathclyde G3 8QT
Tel: +44 (0)141 306 99 88
Fax: +44 (0)141 2212 022


Answers on FAQ 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 22nd 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 May. Note that space is reserved on a first come, first serve basis. If you want to book a room after 1 May, please come and see SETAC staff at the registration desk. Do not hesitate to contact Sarah Spanoghe if you need more information.