Frequently Asked Questions (FAQs)

Registration and Payment

Does the registration fee include meals?
The registration fee includes the cost of registration and all meals as outlined on the agenda. 

I can only attend one day of the conference. Is there a one-day fee?
The registration fee is fixed and cannot be prorated.

What forms of payment are accepted?
Visa, MasterCard, or American Express are expected forms of payment. Purchase orders are not accepted.

I need an invoice/receipt, how can I get it?
Use the link to the registrant resource center in your confirmation email to download/resend a copy of your invoice/receipt.

How do I make a change to my registration?
Log into the registrant resource center from the link in your confirmation email.

How do I know I am registered?
You will receive a confirmation email as soon as you have completed and paid for your conference registration.

How do I cancel my registration?
Notice of cancellation must be received by the conference cancellation deadline at [email protected]. If the cancellation notification is received by that date, the registrant will receive a full refund minus a $100.00 USD cancellation fee. No refunds will be issued after the conference cancellation deadline. 

What is the official language of the SRCs?
The official language of the FASEB Science Research Conferences is English. Translation services are not provided.

Will name badges be supplied onsite or mailed?
Meeting credentials will be supplied onsite and must be worn at all conference events.

Will attendees be provided a program onsite?
No printed conference materials will be provided. Prior to the conference, attendees will be able to access materials from the registrant material library, including the abstract list, poster schedule and conference-specific information.

Visa Questions

I am a registrant who wants to attend an SRC inside the United States. How can I find out answers to questions about my visa? 
Due to changes in visa/visitor policies for the United States, please consult either the United States Department of State or your local embassy or consulate if you have questions regarding your ability to attend an SRC in the United States. Click here for a list of United States government travel prohibitions. 

I would like to attend an SRC outside of the United States and have questions about my visa. Who do I contact?
Given the current global travel challenges, please consult your local embassy or consulate for accurate travel advice if you have questions regarding your ability to attend an SRC outside of the United States.

How can I get a visa letter to attend the conference?
Once your registration is confirmed and paid, you may request a visa letter at [email protected].

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. To be eligible for a registration refund less the cancellation fee, you must provide a copy of the visa denial and a request prior to the conference cancellation deadline to [email protected]. Registration refunds in cases of untimely visa applications will be decided at FASEB’s discretion. Refund requests received after the conference cancellation deadline are not eligible for a refund. 

Refunds based on the inability to get a visa will be evaluated on a case-by-case basis. Please begin the visa application process early. The visa process can take as long as 3 months in some cases.

Conference Housing

Does the registration fee include housing?
With the exception of our SRCs in Vermont, our registration fee does not include housing. Information about our official housing option is available on each conference’s housing. 

Abstracts and Posters

What is the photography policy?
FASEB SRCs do not permit photography or the electronic capture of scientific sessions without the explicit consent of the presenting author(s), organizers, and FASEB SRC staff. FASEB DOES permit recording/photographs of conference related activities that do not include proprietary materials.

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 short talk or are an invited speaker. All presenters must be registered for the meeting by the registration deadline.

Can I register now and submit my abstract later?
Yes, in your registration confirmation email, you will receive a link to the abstract submission portal. However, all abstracts must be received by the abstract submission deadline. You may return to your abstract later to make modifications up to a week prior to the start of the conference.

If I’ve submitted an abstract, will I present a poster?
Conference organizers will evaluate the submitted abstracts. Once they have made their decision, an email will be sent announcing their decision. Times for poster presentations will be listed in the program agenda and can be found on the registrant material library. Attendees will receive an email with a link to the registrant materials library prior to the meeting. 

I have 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 send you an email invitation to present a short talk within 30 days of the conference. Presenters will be assigned a poster location during one of the poster sessions. 

Will my abstract be printed?
No. All abstracts and program materials will be made available through a private, online registrant materials library webpage. The link will be provided prior to the meeting. 

Invited Speakers and Session Chairs

Where can I find information for Invited Speakers and Session Chairs?
Information for invited speakers and session chairs can be found in the Registrant Materials Library for the conference.

Special Needs

What do I do if I have special needs?
Attendees are encouraged to contact FASEB with any special needs.

Attendee and Participation Certificates

Will there be attendee and participation certificates for the conferences?
Yes, attendee and participation certificates will be available after the conclusion of the meeting in the registrant resource center. 

I received a call or email from someone offering to register me for an SRC, make my housing reservation, or sell me an attendee list. Is this legitimate?
No. FASEB does not sell our contact or registrant lists. Scam companies pose as legitimate organizations providing services and/or discounts to conference attendees; they are not affiliated with FASEB. Do not provide them your personal information. 

Does FASEB offer a student discount, travel grant, or any other types of financial support?
FASEB offers reduced student fees. Fees can be found on the registration page. Travel grants and other types of financial support may be available at the discretion of the conference organizers. If you are eligible, you may be reimbursed within six weeks of the conference. 

How does FASEB encourage diversity and inclusion in the SRCs?
FASEB is committed to sustaining diversity, equity, accessibility, and inclusion in the biological and biomedical sciences. Our goal is to create and support a conference environment that is welcoming and safe for all. FASEB believes that the inclusion of diverse participants, including attendees and speakers, is critical to the scientific and educational integrity of conferences. Organizers are expected to design programs that reflect this commitment. As part of FASEB’s ongoing assessment towards reaching its diversity goals, conference participants are asked to share diversity information. Any data collected from individuals is treated confidentially and used in aggregate format for internal and external review.

Cancellation

Can I cancel my registration?
All registration changes and modifications must be completed prior to the beginning of the meeting. Accepted payments methods are by Visa, Master Card and American Express and wire. Purchase orders are not accepted. Participants paying by wire must add a $50.00 processing fee to the conference price to account for banking and processing fees. 

If I'm registered for an in-person conference, can I make changes to my registration?
For in-person participation, changes and/or cancellations must be received at [email protected] at least four weeks prior to the start of the meeting and are subject to a $100.00 cancellation fee. After this date, registrations are non-refundable. FASEB reserves the right to reject any requested registration changes or modifications. 

If I'm registered for a virtual conference, can I make changes to my registration?
For virtual conference participation, any registration changes must be received in writing at [email protected] more than 48 hours prior to the start of the conference. Registration fees for virtual conferences are nonrefundable if content is available for a certain duration post-conference. 

I cannot attend the conference; can I send someone in my place? 
Registration substitutions may be allowed at the discretion of the conference organizer. To request a registration change, please contact the FASEB SRC office at [email protected]. 

Event Cancellation/Force Majeure 

What happens if the conference is cancelled?
In the event a conference is cancelled, the full registration fee will be returned to each registrant. Any travel, lodging, or other arrangements made by the participant to attend the conference, are the responsibility of the participant. FASEB and the organizers of any SRCs shall not be held responsible for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by fire, flood, strike, civil, governmental, or military authority, acts of God, acts of terrorism, acts of war, epidemics or pandemics, the availability of the venue or internet or other similar causes beyond its reasonable control and without fault or negligence. For one or more of such reasons, FASEB and the organizers may postpone, reschedule, or cancel the event without liability on the part of FASEB and the organizers of the respective SRC. In the event the conference cannot be held or is postponed pursuant to this section, FASEB and the organizers shall not be liable to attendee for any damages, costs, or losses incurred.