REGISTRATION

Why should I create a login/account to register for a course/conference at EMBL?
How can I change the password for my account?
Why have I not received a registration confirmation e-mail?
What do I need to do if I want to cancel my registration?
The registration deadline for the course/conference is over, can I still register?
Can you send me a visa letter for my visa application?
I have already registered for this course/conference. Can I make changes to my registration information?

ABSTRACT SUBMISSION (CONFERENCES)

Do I need to submit an abstract to be selected?
How do I submit my abstract?
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?
The author submitted the abstract. As co-author, do I need to submit the abstract again?
Although I’ve selected the correct order for my co-authors, they do not appear in the correct order. What can I do?

MOTIVATION LETTER SUBMISSION (COURSES)

Do I need to submit a motivation letter to be selected?
How do I submit my motivation letter?

ABSTRACT SELECTION FOR SHORT TALK/ POSTER PRESENTATION

How does the abstract selection take place?
If I am selected for a short talk, can I also bring a poster?
If I am not selected for a short talk, is there another way to present my work?
How long does it take for the results to be announced?

POSTER PRESENTATIONS

How do I identify my poster board?
What limitations should I take into consideration when I create my poster?
Where does the poster exhibition take place?
When should I hang up and take down my poster?

FINANCIAL ASSISTANCE

What types of financial assistance can I apply for at EMBL?
Is financial assistance available for EMBL events?
How can I apply for financial assistance?
When can I expect to receive the selection results of my application?
What do I need to do to receive the travel grant money?

PAYMENTS

Can I pay online?
Can I pay by bank transfer?
Why have I received a reminder of payment although I have made a bank transfer?
I’ve paid online, but my credit card has been charged twice. What do I do?
When do I have to pay the registration fee?
Do the registration fees include taxes?
For the administration of my institute I need an official invoice, can I get one?

TRAVEL

How can I get to Heidelberg?
Do you organise individual airport transfers for participants?
How can I reach EMBL by public transportation from downtown Heidelberg?
Are there car parking facilities at EMBL?
Which are the bus stops for the conference bus?
I did not book one of the suggested hotels; can I still use the conference bus?

ACCOMMODATION

Which is the nearest hotel to EMBL?
I do not need accommodation, however only registration fees with accommodation are available – do I get a reduction?
There are no rooms available at the EMBL partner hotels. What should I do?

REGISTRATION

Why should I create a login/account to register for a course/conference 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 by clicking on the "I forgot my password" link on the registration page.

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

After completing your registration you should always receive a confirmation e-mail immediatly. 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. Please check your spam folder in case you don’t see this in your inbox.

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 course/conference please inform the conference officer responsible for your event. Your registration will be deleted, and for conferences so will the abstract that you have submitted. Please also check our Terms and Conditions for the cancellation policy.

The registration deadline for the course/conference 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 course/conference. Can I make changes to my registration information?

You can change or update any information that may change such as institution, department, etc. after you enter your account.

 

ABSTRACT SUBMISSION (CONFERENCES)

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 short 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:

  • Our system only supports Internet Explorer and Mozilla Firefox.
  • 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. Only institute will be included in the abstract book.

  • 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 recognised 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 organiser of the meeting.

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

No, it is not necessary to submit the same abstract. If you are a presenter the author can add you when they submit the abstract. An abstract can have multiple presenters.

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

Contact the responsible conference officer for the meeting and send the correct order of co-authors.

MOTIVATION LETTER SUBMISSION (COURSES)

Do I need to submit a motivation letter to be selected?

Yes. For selection purposes, your application will not be considered without a letter of motivation.

How do I submit my motivation letter?

You can submit your motivation letter online only after registration.

The link for the motivation letter 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:

  • Our system only supports Internet Explorer and Mozilla Firefox.
  • The limit of 2000 characters refers to manually typed text and it includes spaces.

  • 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.


ABSTRACT SELECTION FOR SHORT TALK/ POSTER PRESENTATION (CONFERENCES)

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 a short talk or poster presentation.
While submitting your abstract you'll be able to choose if you would like to apply for a short 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 a poster board. Please contact the conference officer responsible for the meeting.

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 selections to be announced?

The selection normally takes place around 3-4 weeks after the registration deadline closes. It can be that the meeting’s registration deadline has been extended which means that the selections 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, which can be found in the abstract book.

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

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. 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.

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 provided in advance.

When should I hang up and take down my poster?

Posters can be hung upon arrival and taken down after the last session. Please note that the posters which are still up at the end of the meeting will be discarded.


FINANCIAL ASSISTANCE

What types of financial assistance can I apply for at EMBL?

 
NameAmountSelection 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 amount of EMBL Advanced Training Centre Corporate Partnership Programme (CPP) financial assistance is 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 financial assistance.  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

A maximum of €500 per travel grant.

In the case of participants working in laboratories in India, Singapore and Taiwan, a maximum of €1,000 per travel grant can be awarded.

EMBO provides additional funding to enable organisers to offer travel grants to selected participants.

Travel grants can be used to cover travel, accommodation, visa costs and/or registration fees.

At the organisers discretion, the amount of the travel grant can be lowered to accommodate more participants.

Participants must apply directly to the course organiser for a travel grant.

Travel grants can be offered to participants of any nationality working in laboratories in: Croatia, Czech Republic, Estonia, Greece, Hungary, India, Malta, Poland, Portugal, Slovakia, Slovenia, Spain, Singapore, South Africa, Taiwan and Turkey.

Priority for the travel grant should be given to the countries listed above however, travel grants may also be provided to participants working in laboratories in: Africa, Asia (excluding Japan, and Korea), South and Central America, Albania, Armenia, Azerbaijan, Belarus, Bosnia and Herzegovina, Bulgaria, Cyprus, Georgia, Kazakhstan, Kosovo, Kyrgyzstan, Latvia, Lithuania, Macedonia, Moldova, Montenegro, Romania, Russian Federation, Serbia and Ukraine.

EMBO travel grants are not available for participants working in laboratories in: Australia, New Zealand, North America, Japan, Korea and other European countries (apart from those listed above).

EMBO Travel Grant -

 

Available only for EMBO|EMBL Symposia only

Travel grant up to:

€400 for Europe
€1000 for rest of the world

You may apply for an EMBO|EMBL Symposia Fee Waiver / Travel Grant when submitting your abstract. Fee waivers and travel grants can be combined. Applicants should specify if they are applying for either or both. 

Travel Grants and fee waivers shall be given with first priority to participants working in the following countries: 

Europe:
Albania, Armenia, Azerbaijan, Bulgaria, Belarus, Bosnia and Herzegovina, Croatia, Czech Republic, Cyprus, Estonia, Georgia, Greece, Hungary, Italy, Kazakhstan, Kosovo, Kyrgyzstan, Latvia, Lithuania, Macedonia, Malta, Moldova, Montenegro, Poland, Portugal, Romania, Russian Federation, Slovakia, Slovenia, Serbia, Spain, Ukraine and Turkey.
Overseas:
Australia, India, Singapore, South Africa, Taiwan as well as Africa, South and Central America and Asia (Japan and South Korea do not have first priority).

The scientific organisers will select the recipients of the financial assistance during the abstract review process. Registration fees and travel costs must initially be paid by the participant, the sum up to the amount allocated will be reimbursed after attendance.Receipts of travel will need to be submitted to the EMBL Course and Conference Office and the exact sum for travel expenses up to cap will be reimbursed.

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 financial assistance 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.

Whether you are eligible to apply for a travel grant, depends on how long ago you received your first university degree qualifying for a profession (e.g. BSc, Diploma, Final State Examination):

- For PhD and MD students as well as graduates the first university degree must not have been more than 7 years ago.

- For postdocs the first university degree must not have been more than 10 years ago.

 

 

Is financial assistance 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 the financial assistance during the abstract review / course selection process.

How can I apply for any financial assistance?

You can apply for financial assistance when submitting your abstract / letter of motivation. During the abstract / motivation letter submission there will be a field to complete your reasons for requesting financial assistance. During this phase (Step 2 after you have registered your personal details) you will also be asked why your lab can’t fund your attendance and how attending this course/conference will make a difference to your career.

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

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

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

Travel grants will be reimbursed after the course/conference. The conference officer responsible for the event will send you a reimbursement form in which you need to complete your bank details and send it back with your original receipts and travel documentation. Please note that you must pay your registration fee by the payment deadline (6 weeks before the event start date).

PAYMENTS

Can I pay online?

Yes, please follow the instructions below.

1. Sign-in to the account you created when registering (e-mail and password). If you have forgotten your password click on the I forgot my password link.
2. Click the ‘Edit’  link located on the right hand side. Select ‘I will pay with my credit card’ and accept the Terms and Conditions and click Checkout to move to the payment site.
3. Select your desired payment method: Master Card, Visa or American Express. You may be required to go through an additional level of security depending on your credit card verification policy.

Can I pay by bank transfer?

Only in exceptional cases when it is not possible to make a credit card payment.

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

Unlike credit card payments, bank transfers are not immediate, therefore you may receive the payment reminder until the payment is processed. In order to avoid receiving payment reminders, please send proof of payment.

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

Please contact the responsible conference officer as soon as possible. The duplicate payment will be reimbursed.

When do I have to pay the registration fee?

Please pay your registration fee immediately to secure your place at the event. 

If the course/conference requires a 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 be informed on how to make the payment.
The payment deadline for all events is 6 weeks prior to the start date. Your registration will be cancelled if your payment has not been received by the deadline.

Do the registration fees include taxes?

No, our registration fees do not include taxes. As an international organisation we are tax-exempt.

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 do not organise individual airport transfers for participants. Some conferences offer a shuttle bus from the conference venue to Frankfurt International Airport (FRA).

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 (15-20 EUR).
From Bismarckplatz: click here for details

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 the campus map 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.

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. The transportation is subject to terms and conditions of transport of our carrier. Deviations from the timetables due to traffic obstructions, operational defaults or disruptions as well as the non-availability of seats do not give reason for any claims against EMBL. Any cost of alternative transportation due to delays or cancellation shall be covered by the passenger.

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. 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 subsidised and thus, the registration fees do not represent the real costs associated with the course. As a result, we cannot further reduce the fees.

There are no rooms available at the EMBL partner hotels. What should I do?

If you did not find a hotel, please use hotel reservation portals (ie. www.hrs.com, www.booking.com, www.airbnb.com, etc)