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Information for ParticipantsFrequently Asked Questions

Participants

REGISTRATION

ABSTRACT SUBMISSION

ABSTRACT SELECTION FOR SHORT TALK/ POSTER PRESENTATION

POSTER PRESENTATIONS

FELLOWSHIPS

PAYMENTS

TRAVEL

ACCOMMODATION

TROUBLESHOOTING - ERRORS DURING REGISTRATION

 

REGISTRATION

Why should I create a login/account to register for a meeting at EMBL?

The creation of an account is needed in order to register for one of EMBL’s events. You only need to create this account once and you can use it to register for any other EMBL events.

Please make sure to use a valid e-mail address. We assume no responsibility if communications cannot be sent to you due to a faulty e-mail address. Please note that the data you entered will appear on your name badge, receipt, abstract book, certificate of participation etc as you insert it. Please do not use only uppercase or lowercase for your name, institute. (e.g. JOHN DOE; john doe)

How can I change the password for my account?

You can change your password and update any information that may change such as name, institution, department etc by checking the ‘Edit my account’ checkbox when you enter your account.

Why have I not received a registration confirmation e-mail?

After completing your registration you should always receive a confirmation e-mail. In addition, if you have paid and have only received the confirmation from the online payment provider, but not the registration confirmation email, please contact the conference officer responsible for your event.

What do I need to do if I want to cancel my registration?

As soon as you know that you will not be able to take part in the meeting please inform the conference officer responsible for your event. Your registration will be deleted together with the abstract you have submitted for the meeting. Please also check our Terms and Conditions for the cancellation policy.

The registration deadline for the meeting is over, can I still register?

Please contact the conference officer responsible for your event to check if places are still available.

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

Yes, we can send you a letter for your visa application. Please contact the conference officer responsible for your event. Please note that no visa letters can be issued before being accepted to the meeting (meetings with an acceptance selection process) and payment of the registration fee. In case your visa application was not successful we will reimburse your registration fee. We cannot include information about accommodation in the letter when this has not been covered in the registration fee.

I have already registered for this conference. Can I make changes to my registration information?

You can change or update any information that may change such as password, name, institution, department etc. by checking the 'Edit my account' checkbox when you enter your account.

 

ABSTRACT SUBMISSION

Do I need to submit an abstract to be selected?

It is possible to register without presenting an abstract. However, please note that we do encourage participants to submit an abstract and actively take part in the programme either by presenting a poster or being selected for a talk.

How do I submit my abstract?

You can submit your abstract online only after registration.

The link for the abstract submission will be available on the registration confirmation page and in the confirmation e-mail you will be receiving after registering.

Before submitting please take into consideration:

  • The limit of 2000 characters refers to manually typed text and it includes spaces.

  • Please enter your co-authors correctly via the system by adding accounts with their institution and DO NOT copy them into the body of the abstract text.

  • If you copy paste the text, hidden formatting might still be included and you will be informed that your text exceeds the limit of 2000 characters. We recommend copy-pasting it into Notepad and then onto the website. Some web browsers do not accept abstracts with 199X characters.
    Sometimes your institute’s settings for internal documents are saved in the document as hidden formatting. Using an external computer might help.

  • Some symbols are not recognized by the tool if they are copy-pasted.

  • If errors still occur try using a different web browser.

I get an error saying that my abstract text is over 2000 characters even after I followed all the instructions for submitting it. What can I do?

After you’ve tried all the suggestions for abstract submission and not managed to submit it please try introducing only a part of the abstract and then the rest of the text.
If this does not work please send the abstract text to the conference organizer of the meeting.
Please note that we cannot introduce the abstract text via the back-office, we can only view/edit it back-office. We will just override your account (by changing your password) and try to insert the abstract as you. We will send you your new password/which you can change by editing your account.

The author submitted the abstract. As co-author, do I need to submit the abstract again?

It is not mandatory to submit the same abstract. But if you are the presenter it is recommended that you submit the abstract as well.

Although I’ve selected the correct order for my co-authors, they do not appear in the correct order. What can I do?

After you’ve entered them on the website the co-authors might show up in alphabetical order. The order gets mixed up if you have more than 9 co-authors. If this is the case please mark in the order column the tenth with 91, the eleventh with 92, and so on. If they still don’t keep the order, contact the responsible conference officer for the meeting and send the correct order of co-authors.

ABSTRACT SELECTION FOR SHORT TALK/ POSTER PRESENTATION

How does the abstract selection take place?

The abstracts that the participants submit will be evaluated by the scientific organisers of the meeting and will be selected for either oral or poster presentations.
While submitting your abstract you'll be able to choose if you would like to apply for a talk or a poster presentation only.

If I am selected for a short talk, can I also bring a poster?

If you have been selected for a talk you will not receive an allocated slot for a poster. As an exception, if you would like to present also a poster during the poster sessions, based on space availability we might be able to offer you an unnumbered poster board.

If I am not selected for a short talk, is there another way to present my work?

Applicants not selected for a talk will still have the opportunity to present a poster during the poster sessions of the meeting.

How long does it take for the results to be announced?

The selection normally takes place around 3-4 weeks after the registration deadline expired. It can be that the meeting’s registration deadline has been extended which means that the results will also be announced later. In some cases our events are heavily oversubscribed and the review takes a bit longer. Please understand that we want to give every application the same chances to be reviewed properly.

POSTER PRESENTATIONS

How do I identify my poster board?

You will be allocated a poster board with a number. The number corresponds to the page your abstract is on in the abstract book of the meeting.

What is the size of the poster board?

The size of our poster boards are 1.05 m wide x 2.30 m high. Pins will be available on the poster board for mounting your poster. If you need more, just ask at the registration desk on site.

What limitations should I take into consideration when I create my poster?

Our poster boards are portrait oriented. If you create a landscape oriented poster it will not fit on only one poster board. You may need to place it at the end of the poster exhibition.
Our poster boards are textile on a wooden frame. The system of mounting the posters to the poster boards is done with pins which will punch and ultimately damage the posters. Please take this into consideration if you have a laminated poster.

Where does the poster exhibition take place?

In the EMBL Advanced Training Centre (ATC), the permanent poster exhibition will be located in the helix spirals A (green) and/or B (yellow), depending on the numbers of posters for the meeting. Exact information on the location of your poster board will be given in the onsite booklet which you will receive during your registration on site.

When should I hang up and take down my poster?

There will be a permanent poster exhibition for the duration of the meeting, but with different poster sessions each day. (e.g. first day A-M, second day N-Z where the letters refer to the last name of the abstract submitter). When you arrive on site you can hang your poster. You can take down your poster after the last poster session or on the last day of the meeting. Please note that the posters which are still up at the end of the meeting will be discarded.

Is there a poster prize?

A poster prize may be awarded at some meetings. Please check the conference website for further information. Poster prizes are sometimes awarded nearer to the date of the meeting as we rely on sponsors or media partnerships which often, are not confirmed until nearer the date of the meeting.

FELLOWSHIPS

What types of fellowships can I apply for at EMBL?

 
Name Amount Selection Criteria/Restrictions

Registration Fee Waiver from EMBL Advanced Training Centre Corporate Partnership Programme

The sum that you have paid to attend the course / conference will be reimbursed after the meeting.

 

A limited number of EMBL Advanced Training Centre Corporate Partnership Programme (CPP) fellowships are available for courses and conferences at EMBL Heidelberg in the form of both Registration Fee Waivers and Travel Grants.

You may apply for an EMBL CPP Registration Fee Waiver / Travel Grant when submitting your abstract/applying for a course. During the abstract submission / letter of motivation phase (Step 2 after you have registered your personal details) you will also be asked to complete a field with the name of your lab and the country in which it is based, and to answer some questions to detail your reasons for requesting this fellowship.  A statement of support from your budget holding supervisor explaining a) their support for your attendance and b) support provided by the laboratory budget will be required to complete the application.

The scientific organisers will select the recipients of the fee waivers during the abstract review / course selection process.

Travel Grant from EMBL Advanced Training Centre Corporate Partnership Programme

Travel grant up to €400 for participants travelling from the geographical Europe and up to €1000 for participants travelling from outside Europe 

Participants coming from the following countries will be given priority for travel grants:

Albania, Armenia, Azerbaijan, Bulgaria, Belarus, Bosnia and Herzegovina, Czech Republic, Cyprus, Estonia, Georgia, Hungary, Kazakhstan, Kosovo, Kyrgyzstan, Lithuania, Macedonia, Malta, Moldova, Montenegro, Poland, Romania, Russia, Slovakia, Slovenia, Serbia, Ukraine and Turkey. Africa, South and Central America and Asia (excluding China, Japan, Singapore, and South Korea).

Receipts of travel will be submitted to the EMBL Course and Conference Office and the exact sum for travel expenses up to the cap will be reimbursed after the meeting.

The scientific organisers will select the recipients of the travel grants during the abstract review / course selection process.

EMBO Travel Grant -

 

Available only for EMBO Practical Courses only

Travel grant up to €500

Organisers can select travel grant recipients at their discretion, as long as they come from labs in countries in need of scientific strengthening (within Europe or internationally).

Priority must be given to participants working in labs in: Croatia, Czech Republic, Estonia, Greece, Hungary, Israel, Poland, Portugal, Slovakia, Slovenia and Turkey.

Please note that participants working in the following countries are not eligible: Australia, Austria, Belgium, Canada, Denmark, Finland, France, Germany, Ireland, Italy, Japan, Netherlands, New Zealand, Norway, Singapore, Spain, Sweden, Switzerland, United Kingdom and United States. 

EMBO Travel Grant -

 

Available only for EMBO|EMBL Symposia only

Travel grant up to €500

You may apply for an EMBO|EMBL Symposia Fee Waiver / Travel Grant when submitting your abstract.

Receipts of travel will be submitted to the EMBL Course and Conference Office and the exact sum for travel expenses up to the 500 EUR cap will be reimbursed.

Eligible countries for travel grants:
EMBC Member States: Croatia, Czech Republic, Cyprus (Special Agreement with EMBC), Estonia, Greece, Hungary, Israel, Poland, Portugal, Slovakia, Slovenia, South Africa*, Turkey.
Non-member States from geographical Europe: Albania, Armenia, Azerbaijan, Bulgaria, Belarus, Bosnia and Herzegovina, Georgia, Kazakhstan, Kosovo, Kyrgyzstan, Lithuania, Macedonia, Malta, Moldova, Montenegro, Romania, Russia, San Marino, Serbia, Ukraine
Non European: Africa, Central and South America, Asia excluding Japan, Singapore, South Korea.

All other countries are not eligible for travel grants.

The scientific organisers will select the recipients of these fellowships during the abstract review process.

Boehringer Ingelheim Fonds, Foundation for Basic Research in Medicine

Available for specific practical courses only

 
Travel Grant (Registration Fees, travel and accommodation)

The exact amount of the Fellowship  will be decided individually by Boehringer Ingelheim according to the applicants financial circumstances and the calculation of expenses provided.

Please indicate your interest for this grant when submitting your letter of motivation. The short list of applicants will be selected by the scientific organiser during the course selection process, at which point you will be contacted and requested to complete a standard form and submit the requested documentation.

The foundation will award the grants to applicants pursuing an experimental project in basic biomedical research and submitting an interesting abstract. The applicants should belong to one of the following groups of junior scientists:

- PhD students or medical students pursuing an experimental doctoral thesis who are not older than 30 years of age;

- Postdocs who are pursuing a particular research project who are not older than 32 years of age. 
 

Are fellowships available for EMBL events?

We are pleased to announce that EMBL's Advanced Training Centre Corporate Partnership (CPP) Programme offers Registration Fee Waivers and Travel Grants courses and conferences at EMBL Heidelberg

Travel Grant: up to €400 for participants travelling from geographical Europe and up to €1000 for participants travelling from outside Europe (receipts of travel will be submitted to the EMBL Course and Conference Office and the exact sum for travel expenses up to the cap will be reimbursed after the meeting)

Participants coming from the following countries will be given priority for travel grants:

Albania, Armenia, Azerbaijan, Bulgaria, Belarus, Bosnia and Herzegovina, Czech Republic, Cyprus, Estonia, Georgia, Hungary, Kazakhstan, Kosovo, Kyrgyzstan, Lithuania, Macedonia, Malta, Moldova, Montenegro, Poland, Romania, Russia, Slovakia, Slovenia, Serbia, Ukraine and Turkey. Africa, South and Central America and Asia (excluding China, Japan, Singapore, and South Korea).

The scientific organisers will select the recipients of these fellowships during the abstract review / course selection process.

 

How can I apply for any of these fellowships?

You can apply for financial aid when submitting your abstract / submitting your letter of motivation as part of your course application. During the abstract / motivation letter submission there will be a field to complete your reasons for requesting financial aid. During this phase (Step 2 after you have registered your personal details) you will also be asked to complete a field with the name of your lab and the country in which it is based, and to answer some questions to detail your reasons for requesting this fellowship.  A statement of support from your budget holding supervisor explaining a) their support for your attendance and b) support provided by the laboratory budget will be required to complete the application.

 

When can I expect to receive the selection results of my application?

If you are awarded a fellowship, you will be notified after the completion of the abstract review / course selection. This is usually 8 weeks before the event start date.

 

Will I receive the travel grant money before I come to the meeting?

No, Travel Grants can only be reimbursed during or after the event, and once the receipts have been submitted.
Please note that you must pay your registration fee by the payment deadline (6 weeks before the event start date).  The EMBL Course & Conference Office will request your bank details and will reimburse the registration fees during or after the event. 

 

What do I need to do to receive the travel grant money?

The conference officer responsible for the meeting will send you a reimbursement form in which you need to complete your bank details and send it back with your original receipts. Travel Grants can only be reimbursed once the receipts have been submitted.


PAYMENTS

How can I pay online?

1. Enter via the Existing user - account you created when registering (e-mail and password). If you have forgotten your password the site will send it to the e-mail you provided when registering.
2. Click the ‘Edit Registration Order’ link
You will see that ‘I will pay with my credit card’ is checked and you will be asked to accept the Terms and Conditions in order to move to the payment site.
3. On the payment site you can choose between 4 different ways of payment: Master Card, Visa credit, Visa debit, ELV (bank transfer only for German bank accounts). You need to select the desired credit card symbol.

Can I pay by bank transfer?

We strongly recommend that you make the payment via the online registration system. This way we have a rapid confirmation of your payment.
However, in exceptional cases, when it is not possible to make an online payment we accept manual bank transfers. Please note that these take longer to check because of the manual steps in transferring, processing, checking and confirming them in our system. Information about bank transfers exist on the billing statement you receive when asked to pay your registration fee. Please follow the instructions exactly in order to identify your payment.

Why have I received a payment reminder although I have made a bank transfer?

Due to the manual steps that exist in processing a bank transfer, the payment into our accounts may be delayed. You may receive the payment reminder several times until the payment is processed simply because the payment is not immediately visible in our database. To help us in identifying your payment please make sure you follow the instructions from the billing statement or send a short informative e-mail to the conference office responsible with a proof of payment.

I’ve paid online, but my credit card has been charged twice. What do I do?

If during your payment you’ve encountered an error and gone back on the pages and introduced your details again, the system might have taken into consideration the double payment. Please contact the responsible conference officer as soon as possible.

When do I have to pay the registration fee?

Please refer to the event website and the information given at the end of the registration process.
If the meeting is based on selection, you will be able to register with the mention” I will pay later” in your registration. Once you receive the acceptance e-mail you will also be informed on how to make the payment.
If the meeting is on a first come-first serve basis, you can pay immediately when you register for the event and therefore confirming your place in the meeting.

Are the registration fees including taxes?

No, our registration fees are net, thus do not include taxes. As an international organization we are tax-exempted and thus do not charge taxes.

For the administration of my institute I need an official invoice, can I get one?

We normally issue billing statements that mention the amount that the registrant needs to pay. If this is not enough for your institute, we can also issue an official invoice including the tax number of our institute. If you need one, please contact the conference officer responsible for your meeting with your request.

TRAVEL

How can I get to Heidelberg?

Please click here for information on how to reach Heidelberg by plane, train, and car.

Do you organise individual airport transfers for participants?

No, we only organise airport transfers for invited speakers to the conference.
However some conferences organise group airport transfer to Frankfurt International Airport (FRA) for the participants at the end of the meeting, from the conference site. The ticket for this transfer costs 25 EUR and can be bought at the registration counter starting on the second day of the meeting.

How can I reach EMBL by public transportation from downtown Heidelberg?

From main station:There are no direct connections from the main station to EMBL. The easiest way is to take a taxi to EMBL (10-15 EUR).
From Bismarckplatz: click here for details

I will arrive by car. Are there car parking facilities at EMBL?

Yes, free parking is available on the campus. Please use car park P1, located on the left hand side as you enter the Meyerhofstraße. Please note that the other car parks are usually full as they are used by the EMBL employees.
Please see map of campus to locate the car parks. Cars parked in “no parking” areas will be towed.

Which are the bus stops for the conference bus?

During the conference we organise buses from central points in town to EMBL and back, mornings and evenings. You can find our generic bus stops along with the hotels that we recommend on the following Google map of Heidelberg.

Important information:
Please note that not every bus stop will be used for every event. Consult the webpage of the specific event for more details on the bus stops. The bus schedule is usually available 1-2 weeks before the event. This is distributed to the participants per e-mail and to the hotels which are used for the conference.

Why do I need to fill in the questionnaire about which bus stop I will use for the meeting?

To facilitate the transportation of our participants to the meeting we need to know in which capacity each bus stop is used in order to book the appropriate number of buses.

I did not book one of the suggested hotels; can I still use the conference bus?

Yes, the bus is free of charge for all delegates. Simply go to one of the bus stops as indicated in the bus schedule.

ACCOMMODATION


Which is the nearest hotel to EMBL?

ISG Hotel is the nearest hotel to EMBL. (5 min driving, 20 min walk through the woods).
Check map for other hotels.

I do not need accommodation, however only registration fees with accommodation are available – do I get a reduction?

This usually applies for the EMBO courses, which are heavily subsidized and thus, the registration fees do not represent the real costs associated with the course. As a result, we cannot further reduce the fees.

I cannot find a free hotel from your list anymore, can you help?

We have sufficient rooms blocked in call-in allotments in town and around Heidelberg. Please book your room as soon as you received the attendance confirmation, since the call-in-allotments are only available up to a specific date. If you did not find a hotel, please use online reservation portals such as www.hotelscombined.com or www.hrs.com or contact the conference officer who might be able to help you.

TROUBLESHOOTING - ERRORS

"The page you requested could not be displayed because one of the URL parameters was invalid or the page requested does not exist or a system failure occurred."

If the link does not work, your e-mail settings (plain text) are cutting the link.
Just check in your e-mail that your link is written in only one line, if some letters/numbers are written on another line you need to type those in the browser after the first line of the link.

"You cannot logon with this account because the account has no contacts"

Some error might have occurred when you created your account in the first place. Please contact the conference officer responsible for your event who will correct your logon account.