Frequently Asked Questions (FAQ)

Attendee Abstracts and Posters:

Do I have to submit an abstract?

• No, submitting an abstract is optional.

Can I submit my application now and my abstract later?

• No,  abstracts must be submitted at registration.

Can I submit my application and abstract after the deadline date?

• Yes, as long as space is still available registration and abstracts will still be accepted. However, a $150 late fee will be charged.

Can I submit more than one abstract?

• Registration allows for only one abstract to be submitted. After successful registration, send the FASEB SRC your 2nd abstract electronically. FASEB SRC will contact the organizers on your behalf to enquire whether or not the 2nd abstract will be accepted.

Have I been selected to give a short talk?

• Organizer(s) will contact you directly within 4-6 weeks prior to the conference if you have been selected to give a short talk.

Can I replace, edit or revise the abstract I submitted with my application?

• No, once an abstract has been submitted it cannot be replaced, edited or revised.

How can I withdraw my abstract?

• You should contact the FASEB SRC directly to withdraw your abstract. FASEB SRC will then contact the organizer(s) on your behalf.

Registration and Payment:

What does the registration fee include?

• The single and double attendee registration fees include 5 nights of lodging (Sunday through Thursday night, with check-out on Friday morning), all meals (5 breakfasts, 5 lunches, and 5 dinners), and attendance to the scientific sessions.

• The off-site registration fee includes all meals (5 breakfasts, 5 lunches, and 5 dinners) and attendance to the scientific sessions.

I cannot stay at the conference for the entire time. Can the registration fee be prorated?

• No, the registration fee cannot be prorated. FASEB is contractually required to pay for 5 nights of lodging (official conference dates only) at each venue regardless as to the number of nights a attendee chooses to stay at the conference.

When am I required to pay the registration fee?

• Payment is due at registration.

What forms of payment are accepted?

• FASEB SRC accepts Visa, MasterCard, and American Express.

Does the FASEB SRC accept checks, purchase orders or bank wires as payment?

• No.

Can I register on-site at a conference?

• No, all attendees are required to register for the conference online.
  

Lodging:

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. Each
  attendee pays the double occupancy registration fee. 

• Off-Site Lodging – the attendee is responsible for arranging and paying for their own lodging arrangements.

Who manages the lodging arrangements?

• The FASEB SRC manages all hotel assignments if single or double occupancy has been requested.

How many nights of lodging are included in the registration fee?

• Five nights of lodging (Sunday night through Thursday night, with check-out on Friday morning) are included as part of the single and double occupancy registration fees.

I cannot stay at the conference for the entire time. Can the registration fee be prorated?

• No, the registration fee cannot be prorated. FASEB is contractually required to pay for 5 nights of lodging (official conference dates only) at each venue regardless as to the number of nights a participant chooses to stay at the conference.

I need to arrive a day before the conference starts or stay a day after the conference has concluded. What do I have to do to make arrangements for the extra night(s) of lodging?

• You must contact the venue directly to make arrangements for the extra night(s) of lodging. 

Invited Speakers and Session Chairs:

I am an invited speaker / session chair; do I need to register?

• Yes, everyone who will be attending a conference needs to register.
  

I am an invited speaker/session chair; do I have to pay the full registration fee?

• Yes, speakers must pay for all of their own expenses (full registration and travel) prior to the start of the conference.

I am an invited speaker/session chair; do I have to submit an abstract?

• Yes, all invited speakers are required to submit an abstract of their talk.

What is the reimbursement policy?

• Invited speakers and session chairs are required to remain at the conference a minimum of three full days and three full nights in order to be eligible for reimbursement of any conference related expenses. Be sure to check in and register with the FASEB Staff person on site (not the venue’s registration desk) by 12:00p.m. on Tuesday so they may document your attendance accordingly.

When will I receive reimbursement for my expenses?

• Should reimbursement be available,  an expense voucher will be sent via mail following the conference that must be completed and returned to FASEB.

If reimbursement is possible, how will I receive the money?

• A check in U.S. dollars will be mailed to the address that you have provided us during the registration process.

What is the deadline date to submit an expense voucher?

• For conferences that take place in June, July, and August, the deadline to submit an expense voucher is Friday, September 20, 2013.

Where do I send my expense voucher?

• Send the completed expense voucher with original receipts to:

  FASEB SRC, 9650 Rockville Pike
  Bethesda, MD 20814, USA. 

Do I have to bring my laptop for my presentation?

• Yes, please bring your laptop. FASEB does not provide laptops on-site. If you are using a Mac computer, please be sure to bring the correct adaptors with you.

General Information:

Do I have to be a member of FASEB to attend a Science Research Conference?

• No, you don’t have to be a member of FASEB to attend a Science Research Conference.

I registered online and received an error message. Was my registration submission successful?

• If your submission was successful, you will immediately receive a confirmation email confirming your submission. If you do not receive this message, your submission was not successful and you will have to resubmit your application.

After completing my registration, will I receive a program / registration materials / etc.?

• Preliminary programs will be posted on the FASEB SRC website. Final programs are posted on the website at least 2 weeks prior to the conference. All other conference related materials will be distributed on-site. 

Does FASEB have special arrangements with any airlines for discounted airfare?

• No.

Cancellation:

What is the cancellation policy?

• Cancellations that are received at least three (3) weeks prior to the start of the conference will receive a full refund minus a $200 processing fee. There will be no refunds issued if cancellations are received after the cancellation deadline date.

What is the cancellation deadline date for my conference?

• Cancellation deadline dates vary depending upon which conference you are attending. Please click here to see the cancellation deadline dates.

How do I cancel my registration?

• To cancel your conference registration, contact the FASEB SRC Office immediately (not the venue), complete a Cancellation Notification Form and fax or email it to the FASEB SRC Office by the deadline date. Cancellations received at the venues will not be honored. Cancellation Notification Forms can be found by clicking here.

I cannot attend the conference; can I send someone in my place?

• No, we do not allow substitutions for another participant if you are not able to attend. Each participant must register and submit their own application, CV. The application is available on our website. If the application is no longer available, and you have been asked to replace a participant, you should contact the FASEB SRC for details on how to proceed. Please click here for contact information or call 301-634-7010.

Deadline Dates:

What is the deadline date to submit an application?

• The early deadline dates are:

• Yes, as long as space is still available. However a $150 late fee will be charged. Registration will remain open until the maximum number of participants has been accepted to attend or seventeen (17) days prior to the start of the conference, whichever comes first. 

What is the cancellation deadline date for my conference?

• Cancellation deadline dates vary depending upon which conference you are attending. Please
  click here to see the cancellation deadline dates.

Visas and Letters of Invitation:

How can I get an official letter of invitation?

• During registration there will be a box to check.  Marking this box will send you a letter of invitation upon successful registration.
  

What should I do if I am registered for a conference and not able to receive a visa in time to attend the conference?

• Should issues arise during the visa process and you are concerned that you may not receive your visa in time for the conference; contact the FASEB SRC Office immediately. If you are not able to attend the conference due to visa issues, we will issue a refund less the $200.00 cancellation processing fee as long as the FASEB SRC office has been made aware of the circumstance one week ahead of time.  FASEB will not refund attendee if attendee notifies within a week of the conference.
  

Can my guest receive a letter of invitation?

• No, FASEB only issues letters of invitation to the person that has registered to attend the conference.