Frequently Asked Questions (FAQ)
Registration and Payment
What does the registration fee include?
The single and double occupancy attendee registration fees include five nights of lodging (Sunday through Thursday, with checkout on Friday morning), all meals (five breakfasts, five lunches, and five dinners), and access to all scientific sessions and posters. The off-site registration fee includes all meals (five breakfasts, five lunches, and five dinners), and access to all scientific sessions and posters.
I cannot stay at the conference for the entire time. Can the registration fee be prorated?
No. FASEB is contractually obligated to pay for five nights of lodging (official conference dates only) at each conference regardless of the number of nights an attendee chooses to stay at the venue.
What forms of payment are accepted?
FASEB only accepts Visa, MasterCard, or American Express.
How can I get an official letter of invitation to attend the conference?
During the registration process, there will be a check box option for a letter of invitation. Mark this box, and a letter of invitation will be sent to you as part of your confirmation materials once registration and your payment have been processed by the online system.
What should I do if I am registered and am not able to receive a Visa in time to attend the conference?
If you are concerned that you will not receive your Visa in time for the conference, please contact the FASEB SRC office immediately. If you notify us before the cancellation deadline date, six (6) weeks prior to the conference start date we will refund your registration fee less the $250.00 cancellation fee. A cancellation form
must be provided. Your registration fee will not be refunded if the cancellation form is received after the cancellation deadline date.
Abstracts and Posters
Do I have to submit an abstract with my registration?
No, submitting an attendee abstract is optional unless you want to be considered for a poster session or a short talk.
Can I register now and submit my abstract later?
No, abstracts must be submitted when you register to attend the conference.
Can I register and submit my abstract after the early bird deadline date?
Yes, as long as there is space available at the conference. However, a late fee of $150.00 will be charged.
What is the latest date to submit an abstract?
Abstract deadline for inclusion in the program and consideration for a short talk is 30 days from the start of the conference.
If I’ve submitted an abstract, will I present a poster?
Yes. The time for your poster presentation will be listed in the program given out at the conference.
How large are the poster boards? Do I need to bring my own pushpins?
The poster boards are 3’ 8” high by 5’ 6” wide in the US. In Germany, poster boards are 4' 9" high (1.45 m) by 3' 11" wide (1.20 m). In Portugal, poster boards are 4' 9" high (1,45 m) by 3' 1" wide (0,95 m). Pushpins will be provided at the conference.
Have I been selected to give a short talk at the conference? Will I still present a poster?
If you have been selected to give a short talk, the Conference Organizer(s) will contact you directly four to six weeks prior to the conference. Yes, you will be assigned a poster location during one of the poster sessions.
What do single occupancy, double occupancy, and off-site lodging mean?
Single occupancy – one (1) registered conference attendee to a room.
Double occupancy – two (2) registered conference attendees sharing one room with two beds. Each attendee pays the double occupancy registration fee.
Off-site – the attendee is responsible for arranging for and paying for their own lodging arrangements.
I need to arrive a day before the conference starts and/or stay a day after the conference has concluded. What do I need to do to make arrangements for the extra night(s)?
You must contact the venue directly to make arrangements for the extra nights of lodging. You are responsible for paying for any additional nights. Please note: in Vermont, additional nights at the dorms are not possible. You must make a reservation at a local hotel. Visit the city of your conference
for additional venue options.
Reimbursement Process (if applicable)
Invited Speakers will receive an estimated expense worksheet at the conference. This form must be returned to FASEB staff during the conference by 12 p.m. on Tuesday. The information gathered from this form is shared with the organizers. Once the organizers review this information and determine speaker eligibility and reimbursement amounts, speakers will receive an email from FASEB notifying them of their reimbursement amount and confirming check payable to information, as well as a request for any additional receipts or forms required for reimbursement.
The process can take about 30 days after you receive the reimbursement notification email. Please be patient and wait for FASEB to email you.
Child and Family Care Resources
What child care and/or family resources are available?
FASEB provides detailed information for each conference site on the Science Research Conference (SRC) website and also provides venue information directly to each attendee. Although FASEB does not directly provide child care services, attendees are welcome to have guests (including spouses, children, nannies and babysitters) accompany them to the conference to provide such care. FASEB offers an alternative off-site registration fee at all conferences, to accommodate those with special family care needs (the off-site fee includes the conference and all meals but enables attendees to book their own accommodations). Both the FASEB and venue websites include information on nearby off-site accommodations that can assist attendees with locating licensed child care providers and daycare services. The venue management will also provide any assistance to attendees regarding child/family care issues or concerns. Each attendee is also encouraged to contact FASEB with any special needs that they may have.
What is the cancellation policy?
Cancellations that are received at least six (6) weeks prior to the start of the conference will receive a full refund less a $250.00 cancellation fee. See the cancellation deadline date for your conference. There will be no refunds issued if the cancellation form is received after the cancellation deadline date.
I cannot attend the conference; can I send someone in my place?
No, substitutions are not allowed. Each attendee must register and be approved to attend the conference based on their own credentials.
Invited Speakers and Session Chairs
I am an invited speaker/session chair. Do I need to register?
Yes. Speakers and sessions chairs must register, submit an abstract of their talk during the registration process, and pay the registration fee.
Do I have to bring my laptop for my presentation?
Yes, please bring your laptop. FASEB does not provide laptops at the conference. Remember to bring adaptors with you if you own a Mac computer.
What is the reimbursement policy?
Invited speakers and session chairs are required to remain at the conference a minimum of three (3) full days and three (3) full nights in order to be eligible for reimbursement of any conference related expenses. Be sure to register with the FASEB staff person at the conference (not the venue’s registration desk) by 12:00 p.m. on Tuesday, so they may document your attendance accordingly. Any reimbursement of registration fees or travel expenses is at the discretion of the conference organizers.
How will I receive reimbursement for my expenses?
If reimbursement is offered by the conference organizer, an expense voucher will be sent by email after the conference that must be completed and returned to FASEB. You must include your original receipts with the expense voucher. If the conference organizer authorizes a reimbursement amount equal to or less that what was paid for registration, a check will be sent to the address you supplied when registering.
The address is FASEB SRC, 9650 Rockville Pike, Bethesda, MD 20814, USA
How will I receive my reimbursement?
A check in U.S. dollars will be mailed to the address you provided during the registration process within 30 days of receipt of your expense voucher at the FASEB SRC office.
What is the deadline date to submit an expense voucher for reimbursement?
The FASEB Office must receive speaker receipts by Wednesday, September 30, 2015.