• UKAIS 2020 Conference – Frequently asked questions.

    Q: When should I register?

    A: Please register as soon as you know that your attendance for the Doctoral Consortium, the main conference, or both is definite. This will allow the conference team to be able to send you the necessary documentation in advance of the event, and your name will be included in the published list of participants. However, if your attendance is not definite i.e. you do not yet have your funding or entry visa finalised, please do not register yet.

    Q: When is the deadline for registration?

    A:  The deadline for all presenter registrations is 21 days before the start date of the event. If you are presenting a paper or poster at the event, it is essential that you register according to the author registration deadline. If you do not register by this date, your material will be automatically excluded from the final event program and will not feature in the conference proceedings.

    If you are planning to attend as a non-presenting standard delegate, you will also be able to register any time up to 14 days before the event start date.

    We recommend that you check the homepage of the UKAIS conference website for announcements about the conference being/becoming fully booked. If you know you are going to attend, we recommend that you register as early as possible.

    Q: How and when do I pay my registration fee?

    A: Your registration fee must be paid as part of the registration process. You will be asked to pay online by credit card, PayPal or by invoicing your organisation. 

    Q: It is very close to the conference start date, can I still pre-register?

    A: If the conference is fully booked, this will be announced prominently on the homepage of the conference website. If there is no such announcement, we still have places available.

    Q: I am unable to pre-register - I can only register on the day. Is this possible?

    A: Unfortunately, no. Due to the restrictions placed on us by the conference venues, it is not possible to accept on-the-day registrations. You must book in advance if you wish to attend.

    Q: I have completed the online registration form. When should I expect to receive confirmation?

    A: All registrations are confirmed by an auto generated email after you have completed the online booking process.  If you do not receive a confirmation email please contact the conference team who will be able to help.  All joining instructions and venue information will be sent to all delegates around 2 weeks before the event start date.  If you need information in advance of this, please contact UKAIS2020@gmail.com

    Q: I have registered but I notice that my invoice is not for the correct amount. What should I do?

    A: Please contact the conference team immediately by email, informing them of the error, so that it can be rectified straight away.

    Q: I didn't book any optional extras (such as additional accommodation/optional dinners) when I completed my original registration, but I want to add them on now. How do I do this?

    A: Please contact the Conference Coordinators who will help you with booking any extra’s  Please ensure that all of your additional extras and changes have been made with the conference team no later than 14 days before the event start date.  We cannot guarantee that we will be able to meet changes within 14 days (of the conference start date) due to the venue’s deadlines.

    Q:  I have special requirements that need to be taken into consideration.  What do I need to do?

    A:  Please ensure that you include details of all special requirements in your booking.  This will allow the conference team to make the relevant provision for you in conjunction with the conference venue.  

    Q: I notice that there is VAT to pay on the registration fee (for conferences taking place within the EU) but my institute is VAT-exempt. Does this mean that I can pay the fee without the VAT?

    A: Unfortunately, no. You still have to pay the VAT. Your institute may be exempt from paying VAT on goods purchased, but conferences are classified as a service supplied where performed, and therefore the VAT of the country hosting the conference must be charged. For further details please consult the current VAT Act - Articles 9 and 15 - The Sixth VAT Directive - sect.77/388 which defines the place of supply of services.

    Q: Will I automatically get a receipt for my registration fee?

    A: When you have registered and paid you will receive an online confirmation of your booking which will include information of the payment made.

    Q: Will I get a receipt when I arrive at the conference?

    A: If you require any further receipt documents, please contact the conference team before, during or after the conference. (Delegates are reminded not to email credit card information under any circumstances.)

    Q: I am not yet sure if I can definitely attend the conference. Is it okay for me to register now and then cancel later, or just not turn up at the conference?

    A: No. If you are not sure that you can attend, please do not register at this stage. Cancellation terms and conditions apply to your registration from the moment that you submit your registration form to us, as we will then be holding a place at the conference specifically for you. The conference organisers incur prepaid costs for each place booked, for example for your conference catering and for conference materials, regardless of whether you ultimately attend or not, which is the reason for the cancellation charge. Please refer to the Registration Information section of the conference website for the specific cancellation terms. Depending on when you cancel your place, you will be asked to pay 10%, 50% or 100% of the registration fee due. Please refer to the cancellation policy.

    UKAIS Cancellation Policy:

  • Cancellations made more than 60 days before the event date will be eligible for a 90% refund.
  • Cancellations made less than 60 days but more than 30 days before the event date will be eligible for a 50% refund.
  • Cancellations made less than 30 days before the event will not be eligible for a refund.

Q: I have to cancel my attendance at the conference. Can a colleague attend in my place?

A: This is usually not a problem. Please inform the conference team as soon as possible, by email with your details, plus the full contact details of the person who will be attending in your place. A substitution can then be made, and no extra charge or cancellation penalty is incurred.

Q: I have to cancel my booking at the conference completely, and no one else from my organisation can attend in my place. What do I need to do?

A: Please contact the conference team by email in order to cancel the booking.   Cancellation terms will apply, and the cancellation charge will depend on the date of your cancellation. Please refer to the Registration Information section of the website for details.

Q: I need to cancel my booking. Do you need to know the reason for my cancellation?

A: You do not need to give a reason for your cancellation.  Please be aware that the cancellation terms outlined in the Registration Information section of the website apply regardless of the reason for your cancellation.

Q: I need to cancel, but it is too late to get any sort of refund of my fee. Is it okay for me to just not turn up at the conference?

A: We would prefer that you inform the conference team, by email, of your cancellation for our records, regardless of whether you are due a refund or not.

Q: I registered to attend the conference and opted to pay by institutional invoice.  Now I can't attend, the invoice hasn’t been paid yet, and I have not received confirmation anyway, so is it okay if I just don't turn up?

A:   If you are unable to attend, you must let the conference team know by email, regardless of whether your organisation has settled the invoice or not as you will still be bound by our cancellation terms. Please refer to the Cancellation terms above or on the conference website for the specific terms. Depending on when you cancel your place, you will be asked to pay 10%, 50% or 100% of the registration fee due. 100% cancellation charges apply if you book a place but do not show up at the conference.


Powered by Wild Apricot Membership Software