Please note that the ESF Research Conferences Scheme came to an end in December 2015. No further calls are anticipated. |
Frequently Asked Questions
The Frequently Asked Questions page provides detailed information on ESF Research Conferences. Please note that the Conference Scheme has now ended; no further calls are anticipated.
Abstract Submission
Can I submit more than one abstract?
No. A person may submit only one online application, including one abstract.
If multiple authors of a single abstract wish to attend, can the abstract be submitted once?
No. Each person wishing to attend the conference should submit an online application form containing the abstract.
How long should the abstract be?
The abstract should be no more than 400 words.
Accommodation
How do I reserve a single room?
Singe rooms are guaranteed for speakers and chairs only. Should a participant wish to stay in a single room, he/she should ask the conference officer to be put on a waiting list. Should single rooms become available, they will be distributed on a first come, first served basis, using the waiting list. Please contact the venue to obtain the cost of the single room supplement. The supplement will need to paid directly to the venue.
I am presenting a short talk. Am I entitled to a single room?
No. Only invited speakers are automatically accommodated in a single room. Participants selected for a short talk must follow the procedures to be put on the single room waiting list.
What is the difference between single, twin and double rooms?
A single room is a room with one bed, to be occupied by one person.
A twin room is a room with two beds, to be occupied by two persons.
A double room is a room with one large bed, to be occupied by two persons.
Can I share my twin room with a specific colleague?
Yes. Please e-mail the conference officer with the name of the person you would like to share a room with.
Does the ESF book my hotel?
Yes. Once you have registered for the conference, the ESF books a room for you at the conference site for the duration of the conference.
What do I do if I want to bring a guest to the conference?
Inform the conference officer that you wish to bring a guest. The conference officer will book a double room for you and your guest, however, the cost of the guest will be at the participant’s expense. Guest supplements are to be paid directly to the venue. Please contact the venue directly for price quotes.
What do I do if I want to stay extra nights?
If you require extra accommodation in addition to the nights included in the conference booking, you will need to make your own arrangements by contacting the venue directly. Extra nights will be at your own expense and should be paid directly to the venue.
Application and Registration Forms
Why do I have to submit an online application form?
If you wish to attend a conference, you must submit an online application form by the application deadline. The chair ensures the hightest scientific quality of the conference by selecting participants based on the information in their applications.
What information do you require in the application form?
You must provide your contact details, your research interests and an abstract, before the application deadline. If you wish to apply for a grant, you must check the appropriate boxes in the form.
Can I submit an application form after the application deadline?
No. If you have missed the application deadline but wish to attend the conference, please contact the conference officer immediately. Your late application will be considered pending the chair’s approval.
Why do I have to submit an online registration form?
Once your application form has been reviewed and you have been accepted as a participant to the conference, you must confirm your participation and pay the registration fee (if applicable) by completing an online registration form.
Why do I have to submit both an online application form and an online registration form?
By submitting an application form, you indicate to us your desire to attend the conference. If you have been selected by the chairs as a participant, you are asked to complete an online registration form to confirm your attendance and pay the registration fee (if applicable).
Will I receive a confirmation?
Yes, you will receive a confirmation by email following the submission of both your application and registration form.
Cancellations and Refunds
What do I do if I have to cancel my attendance?
Contact the conference officer immediately. If notice of cancellation is received more than two weeks before the conference all but EUR 100 will be reimbursed. Otherwise NO refund can be made. Please provide your bank details to the conference officer at the time of your cancellation for reimbursement purposes.
Can my conference fee be refunded?
If notice of cancellation is received more than two weeks before the conference all but EUR 100 will be reimbursed. Otherwise NO refund can be made.
Documents
Where do I find the relevant documents related to the conference?
The conference programme and practical information guide can be found on the conference website.
Will documents be distributed at the conference?
A copy of the final programme will be distributed to participants onsite. Handouts of presentations will not be provided.
Will conference proceedings be produced?
The ESF does not produce conference proceedings. In some cases, scientific chairs decide to prepare and distribute proceedings independently from the ESF.
Will there be a book of abstracts?
The ESF does not prepare a book of abstracts. In some cases, scientific chairs decide to prepare and distribute a book of abstracts independently from the ESF.
Fees
What is included in my conference fee:
The conference fee includes access to the conference, full board and accommodation for the duration of the conference, group transportation between the venue and the nearest airport/train station on the first and last day of the conference and an excursion (if applicable). The conference fee also includes a registration component to cover part of the organisational costs of the ESF Conferences Unit.
How do I pay the conference fee?
You must pay the conference fee by credit card during the online registration process. In exceptional cases, we allow participants to pay the conference fee by bank transfer.
When do I pay the conference fee?
You must pay the conference fee at least 4 weeks prior to the conference. After that, you will be charged 100 EUR late registration supplement.
Can I pay a partial fee if I leave the conference early?
No. To encourage all participants to attend the entire conference, no partial fee payments will be possible and no partial fees will be refunded.
Grants
How do I get a grant?
ESF only gives grants for participation in conferences organised within the ESF Research Conferences Scheme and featured in the annual calendar. In order to apply for a grant, you must apply for conference participation, using the online application form available on the conference page. In there, tick the relevant boxes for conference / travel grants.
What are the criteria to get a grant?
The scientific chair distributes grants based on financial need and scientific merit. Grantees must attend the entire conference in order to benefit from the grant.
Can I use my travel grant to pay for part of the conference fee?
No. A travel grant can only be used to reimburse travel to/from the conference.
Guests
What do I do if I want to bring a guest to the conference?
Inform the conference officer that you wish to bring a guest. The conference officer will book a double room for you and your guest, however, the cost of the guest will be at your expense. Guest supplements are to be paid directly to the venue. Please contact the venue directly for price quotes.
Accompanying guests are not entitled to take part in any of the actual conference activities and conference facilities and equipment, such as access to the internet, are destined for the sole use of conferees.
Insurance
Does the ESF provide insurance to participants?
The ESF does NOT provide insurance and can not take any responsibility for incidents, accidents or illnesses that might occur during the conference or in the course of travel to or from the meeting place. It is therefore the responsibility of participants to check ALL insurance requirements.
Keep Me Informed
I am interested in a particular conference, but it is not open for applications. What should I do?
Please click on the "Keep me Informed" button to receive updates about the conference.
The "Keep me Informed" button does not work. What should I do?
If you are experiencing any problems subscribing to the ESF Research Conferences Notification Service, please contact our Conference Unit at conferences[at]esf.org
Language
Which language(s) will be spoken at the conference?
The working language of the ESF and ESF Research Conferences is English.
Can I present my paper in French?
No. The working language of the ESF and ESF Research Conferences is English. All presentations and discussions are in English.
Will interpretation services be provided?
No interpretation services will be provided.
Participation
How do I participate in a conference?
You must complete an online application form by the application deadline, even if you do not wish to present a poster or short talk. Once your application form has been reviewed and you have been accepted as a participant to the conference, you must confirm your participation and pay the registration fee (if applicable) by completing an online registration form.
I want to attend, but do not wish to present anything. What do I do?
You must complete an online application form by the application deadline, even if you do not wish to present a poster or short talk.
Can I attend part of a conference?
The ESF encourages all speakers and participants to attend the entire conference. If you decide to stay for a shorter duration, you will still be required to pay the full conference fee.
I have been accepted to attend a conference but I cannot come. Can my colleague attend instead?
No. Specific applicants are selected by the chair based on scientific merit, age, gender and geographic distribution. Subsitutions must be approved by the chair. Please contact the conference officer immediately to request a substitution.
How are participants selected?
Scientific chairs select participants based on scientific merit, keeping in mind the overall geographic, age and gender distribution.
Why do I have to wait so long to receive a letter of invitation?
All online applications are collected until the application deadline. At that point, the scientific chairs review all of the applications received and make decisions regarding participation and grants. As soon as the ESF receives the decisions from the chairs, they are communicated to all applicants. The aim is to do this 8 weeks prior to the conference.
Receipts and Certificates
How do I get a certificate of attendance?
During the conference, please ask the conference secretary for a certificate.
How do I get a receipt for the payment of the conference fee?
During the conference, please ask the conference secretary for a receipt.
Travel
Does the ESF book my travel to the conference?
No, the ESF does not book any travel to/from the conference site. Each speaker and participant must book their own travel. The ESF does provide bus transportation (times indicated on the conference website) on the first and last day of the conference between the conference site and the nearest airport/train station.
Does the ESF book my hotel?
Yes. Once you have registered for the conference, the ESF books a room for you at the conference site for the duration of the conference. If you do not need accommodation, you may register as a non-residential participant.
Where do I find information about travel to and from the venue?
Travel information and details about the venue can be found in the Practical Information Guide, which is posted on each conference website.
Do I need to book a seat on the buses to and from the venue?
No. The bus times are as indicated on the conference website and there is no need to make a reservation.
Does the ESF work with a specific travel agent?
No, the ESF does not use a specific travel agent.
How do I get reimbursed for my travel expenses?
If you are the recipient of a travel grant, you will be reimbursed for your travel expenses up to the amount of the grant by post-conference bank transfer. Photocopies of travel tickets must be returned to the ESF Research Conferences Unit within a maximum of one month after the conference. Itinerary, price and currency must clearly feature on any ticket.
Visas
What should I do to obtain a visa?
Contact your relevant embassy or consulate to find out what exactly you need in order to apply for a visa. For example, there may be some specific text or personal details that must be mentioned in your invitation letter. Check if a fax or scan of the letter is sufficient – this is sometimes the case and will speed up the process. Once you know what is required, ask the conference officer to issue an invitation letter using the specific information requested by the embassy or consulate. Please submit your request as soon as possible, and no later than 3 weeks before the conference as we do not send letters by express courier.
Does the ESF help me obtain a visa?
The ESF will issue an official letter of invitation directly to the participant, or if requested, directly to the embassy or consulate (please provide address and fax number). The ESF will not schedule appointments, make telephone calls or interfere in the visa process in any other way.
