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Course and Conference Office

The CCO exists to achieve EMBL’s mission to train scientists, students and visitors at all levels.

Frequently Asked Questions

EMBL and its Course and Conference Office aim to provide you with all the necessary and relevant information in order to make your participation at one of our events as enjoyable as possible. We have therefore compiled this list of FAQs to assist you.

Participants

Registration

Why should I create a login/account to register for a course/conference at EMBL?

The creation of an account is needed in order to register for one of EMBL’s events. You only need to create this account once and you can use it to register for any other EMBL events.

Please make sure to use a valid e-mail address. We assume no responsibility if communications cannot be sent to you due to a faulty e-mail address. Please note that the data you entered will appear on your name badge, receipt, abstract book, certificate of participation etc as you insert it. Please do not use only uppercase or lowercase for your name, institute. (e.g. JOHN DOE; john doe)

How can I change the password for my account?

You can change your password by clicking on the “I forgot my password” link on the registration page.

Why have I not received a registration confirmation e-mail?

After completing your registration you should always receive a confirmation e-mail immediately. In addition, if you have paid and have only received the confirmation from the online payment provider, but not the registration confirmation email, please contact the conference officer responsible for your event. Please check your spam folder in case you don’t see this in your inbox.

You can change your password by clicking on the “I forgot my password” link on the registration page.

What do I need to do if I want to cancel my registration?

As soon as you know that you will not be able to take part in the course/conference please inform the conference officer responsible for your event. Your registration will be deleted, and for conferences so will the abstract that you have submitted. Please also check our Terms and Conditions for the cancellation policy.

You can change your password by clicking on the “I forgot my password” link on the registration page.

The registration deadline for the course/conference is over, can I still register?

Please contact the conference officer responsible for your event to check if places are still available. All registration deadlines are at midnight CET on the date given.

You can change your password by clicking on the “I forgot my password” link on the registration page.

Can you send me a visa letter for my visa application? (Only applicable for onsite events)

Yes, we can send you a letter for your visa application. Please contact the conference officer responsible for your event. Please note that no visa letters can be issued before being accepted to the meeting (meetings with an acceptance selection process) and payment of the registration fee. In case your visa application was not successful we will reimburse your registration fee. We cannot include information about accommodation in the letter when this has not been covered in the registration fee.

You can change your password by clicking on the “I forgot my password” link on the registration page.

I have already registered for this course/conference. Can I make changes to my registration information?

You can change or update any information that may change such as institution, department, etc. after you enter your account.

Why do virtual events have a registration fee?

EMBL is a non-profit organisation running around 80 events each year, both onsite and virtually. The virtual event registration fee helps us cover our costs to run the event, and includes the work of event organisers, audio visual support, equipment maintenance and setup, software licensing and various other administrative processes. Due to the lower cost of attending and running a virtual event, it is possible to support many more participants with the funds available than ever before. Registrants who submit an abstract can apply for a registration fee waiver. You can find more information under the financial assistance section on each individual event website.

Motivation letter submission (Courses)

Do I need to submit a motivation letter to be selected?

Yes. For selection purposes, your application will not be considered without a letter of motivation. All motivation letters must be submitted by midnight CET on the date given.

How do I submit my motivation letter?

You can submit your motivation letter online only after registration.

The link for the motivation letter will be available on the registration confirmation page and in the confirmation e-mail you will be receiving after registering.

Please take into consideration that the limit of 2000 characters refers to manually typed text and it includes spaces. If an error occurs try using a different web browser.

For detailed instructions on how to submit a course motivation letter, follow the instructions provided in this video.

How long does it take for the selections to be announced?

The results will be announced approximately 2 weeks after the application deadline. It can be that the course application deadline has been extended which means that the selections will also be announced later. In some cases our events are heavily oversubscribed and the review takes a bit longer. Please understand that we want to give every application the same chances to be reviewed properly.

I am getting an "Organization Not Accessible" error. What should I do?

This error occurs if you have previously registered for an event at one of our other locations. Please contact the course officer responsible for the event.

I am getting an "Organization Not Accessible" error. What should I do?

This error occurs if you have previously registered for an event at one of our other locations. Please contact the course officer responsible for the event.

Abstract submission (Conferences)

Do I need to submit an abstract to be selected?

It is possible to register without presenting an abstract. However, please note that we do encourage participants to submit an abstract and actively take part in the programme either by presenting a poster or being selected for a short talk. All abstracts must be submitted by midnight CET on the date given.

How do I submit my abstract?

You can submit your abstract online only after registration.

The link for the abstract submission will be available on the registration confirmation page and in the confirmation e-mail you will be receiving after registering.

Please take into consideration that the limit of 2000 characters refers to manually typed text and it includes spaces. If an error occurs try using a different web browser.

For detailed instructions on how to submit a conference abstract, follow the instructions provided in this video.

The author submitted the abstract. As co-author, do I need to submit the abstract again?

No, it is not necessary to submit the same abstract. If you are a presenter the author can add you when they submit the abstract. An abstract can have multiple presenters.

Although I’ve selected the correct order for my co-authors, they do not appear in the correct order. What can I do?

Contact the responsible conference officer for the meeting and send the correct order of co-authors.

I am getting an "Organization Not Accessible" error. What should I do?

This error occurs if you have previously registered for an event at one of our other locations. Please contact the conference officer responsible for the meeting.

Abstract selection for short talk/poster presentation (Conferences)

How does the abstract selection take place?

All submitted abstracts will be evaluated by the scientific organisers of the meeting and, if accepted, will be selected for either a short talk or a poster presentation.

While submitting your abstract you’ll be able to choose your preference and select that you wish to apply for a short talk, or that you would like a poster presentation only. Abstracts submitted as a poster presentation only will not be considered for a short talk.

If I am selected for a short talk, can I also bring a poster?

If you have been selected for a talk you will not receive an allocated slot for a poster. As an exception, if you would like to present also a poster during the poster sessions, based on space availability we might be able to offer you a poster board. Please contact the conference officer responsible for the meeting.

If I am not selected for a short talk, is there another way to present my work?

Applicants not selected for a short talk will have the opportunity for a poster presentation during the poster sessions of the meeting.

How long does it take for the selections to be announced?

The selection normally takes place around 2 – 3 weeks after the abstract submission closes. It can be that the meeting’s abstract submission deadline has been extended which means that the selections will also be announced later. In some cases our events are heavily oversubscribed and the review takes a bit longer. Please understand that we want to give every application the same chances to be reviewed properly.

Poster presentations

How do I identify my poster board?

You will be allocated a poster board with a number, which can be found in the abstract book.

What limitations should I take into consideration when I create my poster?

The size of our poster boards are 1.05 m wide x 2.30 m high. Pins will be available on the poster board for mounting your poster. Our poster boards are portrait oriented. If you create a landscape oriented poster it will not fit on only one poster board. You may need to place it at the end of the poster exhibition.

Where does the poster exhibition take place?

In the EMBL Advanced Training Centre (ATC), the permanent poster exhibition will be located in the helix spirals A (green) and/or B (yellow), depending on the numbers of posters for the meeting. Exact information on the location of your poster board will be provided in advance.

When should I hang up and take down my poster?

Posters can be hung upon arrival and taken down after the last session. Please note that the posters which are still up at the end of the meeting will be discarded.

Financial assistance

What types of financial assistance can I apply for at EMBL?
Name Amount Selection Criteria/Restrictions
Registration Fee Waiver from EMBL Advanced Training Centre Corporate Partnership Programme The sum that you have paid to attend the course / conference will be reimbursed after the meeting. You may apply for an EMBL CPP registration fee waiver when submitting your abstract / applying for a course. During the abstract submission / letter of motivation phase (Step 2 after you have registered your personal details) you will also be asked how the course / conference will make a difference to your career and to detail your reasons for requesting financial assistance.

The scientific organisers will select the recipients of the fee waivers during the abstract review / course selection process.

Travel Grant from EMBL Advanced Training Centre Corporate Partnership Programme Travel grant up to €400 for participants travelling from geographical Europe and up to €1000 for participants travelling from outside Europe You may apply for an EMBL CPP travel grant when submitting your abstract / applying for a course. During the abstract submission / letter of motivation phase (Step 2 after you have registered your personal details) you will also be asked how the course / conference will make a difference to your career and to detail your reasons for requesting financial assistance.

Applications are invited worldwide.
Participants coming from the following countries will be given priority for travel grants:

Albania, Armenia, Azerbaijan, Bulgaria, Belarus, Bosnia and Herzegovina, Czech Republic, Cyprus, Estonia, Georgia, Hungary, Kazakhstan, Kosovo, Kyrgyzstan, Lithuania, Macedonia, Malta, Moldova, Montenegro, Poland, Romania, Russia, Slovakia, Slovenia, Serbia, Ukraine and Turkey. Africa, South and Central America and Asia (excluding China, Japan, Singapore, and South Korea).

Receipts of travel will need to be submitted to the EMBL Course and Conference Office and the exact sum for travel expenses up to the cap will be reimbursed after the meeting.

The scientific organisers will select the recipients of the travel grants during the abstract review / course selection process. At the organisers’ discretion, the amount of the travel grant can be lowered to accommodate more participants.

EMBO Travel Grant
 

Available only for EMBO Practical Courses & EMBO Workshops only

A maximum of €500 per travel grant.

In the case of participants working in laboratories in Chile, India, Singapore and Taiwan, a maximum of €1,000 per travel grant can be awarded.

EMBO provides additional funding to enable organisers to offer travel grants to selected participants.

Travel grants can be used to cover travel, accommodation, visa costs and/or registration fees.

At the organisers’ discretion, the amount of the travel grant can be lowered to accommodate more participants.

You may apply for a travel grant when submitting your abstract/applying for a course. Travel grants will be awarded by the course organisers and allocated on the basis of the quality of the abstract submitted.

Participants of any nationality working anywhere in the world can apply for EMBO travel grants, however, they will be prioritised for participants of any nationality working in laboratories in: Croatia, Czech Republic, Estonia, Greece, Hungary, Italy, Malta, Lithuania, Poland, Portugal, Slovakia, Slovenia, Spain and Turkey.

EMBO|EMBL Symposia Travel Grants & Fee Waivers

 

Available only for EMBO|EMBL Symposia

Funded by the EMBL Advanced Training Centre Corporate Partnership Programme and EMBO

Travel grant up to:

€400 for Europe
€1000 for rest of the world

and/or

cost of registration

You may apply for an EMBO|EMBL Symposia Fee Waiver / Travel Grant when submitting your abstract. Participants can apply for both fee waivers and travel grants. Applicants will be asked to specify if they are applying for  one or the other, or both.

Travel grants will be given with first priority to participants working in the following countries:

Africa,  Albania,  Armenia,  Asia (excluding Japan, Singapore and Korea),  Azerbaijan,  Belarus,  Bosnia and Herzegovina,  Bulgaria,  Cyprus,  Czech Republic,  Estonia,  Georgia,  Hungary,  Kazakhstan,  Kosovo,  Kyrgyzstan,  Lithuania,  Macedonia,  Malta,  Moldova,  Montenegro,  Poland,  Romania,  Russia,  Serbia,  Slovakia,  Slovenia,  South and Central America ,  Turkey,  Ukraine

The scientific organisers will select the recipients of the financial assistance during the abstract review process. Registration fees and travel costs must initially be paid by the participant, the sum up to the amount allocated will be reimbursed after attendance. Receipts of travel will need to be submitted to the EMBL Course and Conference Office and the exact sum for travel expenses up to cap will be reimbursed.

EMBO Childcare Grant

Available only for EMBO Practical Courses & EMBO Workshops

A maximum of €500 per childcare grant EMBO provides childcare grants to offset child care costs incurred by participants or speakers when participating at a course or workshop. Eligible costs include fees for a baby-sitter or child-care facility, travel costs for a care giver, or travel costs for taking the child to the meeting etc. Please note that priority will be given to early stage researchers. In order to apply for this grant, you must be registered by the abstract submission deadline. The application process for 2019 will be managed by email.
Boehringer Ingelheim Fonds, Foundation for Basic Research in Medicine

Available for specific practical courses only

Travel Grant (Registration Fees, travel and accommodation) The exact amount of financial assistance will be decided individually by Boehringer Ingelheim Fonds according to the applicants financial circumstances and the calculation of expenses provided.

Please indicate your interest for this grant when submitting your letter of motivation. The short list of applicants will be selected by the scientific organiser during the course selection process, at which point you will be contacted and requested to complete a standard form and submit the requested documentation.

The foundation will award the grants to applicants pursuing an experimental project in basic biomedical research. The applicants should belong to one of the following groups of junior scientists:

– PhD students or medical students pursuing an experimental doctoral thesis;

– Postdocs who are pursuing a particular research project.

Whether you are eligible to apply for a travel grant, depends on how long ago you received your first university degree qualifying for a profession (e.g. Abitur, A-Levels, High School Diploma, Final State Examination):

– PhD and MD students, as well as graduates – the university entrance qualification must not have been obtained more than 11 years ago at the time of the envisaged course

– Postdocs – the university entrance qualification must not have been obtained more than 13 years ago at the time of the envisaged course

How can I apply for any financial assistance?

You can apply for financial assistance when submitting your abstract / letter of motivation. During the abstract / motivation letter submission there will be a field to complete your reasons for requesting financial assistance. During this phase (Step 2 after you have registered your personal details) you will also be asked why your lab can’t fund your attendance and how attending this course / conference will make a difference to your career.

When can I expect to receive the selection results of my application?

If you are awarded financial assistance, you will be notified after the completion of the abstract review / course selection. This is usually 6-8 weeks before the event start date.

What do I need to do to receive the travel grant money?

Travel grants will be reimbursed after the course / conference. The conference officer responsible for the event will send you a reimbursement form in which you need to complete your bank details and send it back with your original receipts and travel documentation. Please note that you must pay your registration fee by the payment deadline (6 weeks before the event start date).

Payments

Can I pay online?

Yes, please follow the instructions below.

1. Sign-in to the account you created when registering (e-mail and password). If you have forgotten your password click on the I forgot my password link.
2. Click the ‘Edit’  link located on the right hand side. Select ‘I will pay with my credit card’ and accept the Terms and Conditions and click Checkout to move to the payment site.
3. Select your desired payment method: Master Card, Visa or American Express. You may be required to go through an additional level of security depending on your credit card verification policy.

Can I pay by bank transfer?

Only in exceptional cases when it is not possible to make a credit card payment.

Why have I received a payment reminder although I have made a bank transfer?

Unlike credit card payments, bank transfers are not immediate, therefore you may receive the payment reminder until the payment is processed. In order to avoid receiving payment reminders, please send proof of payment.

I’ve paid online, but my credit card has been charged twice. What do I do?

Please contact the responsible conference officer as soon as possible. The duplicate payment will be reimbursed.

When do I have to pay the registration fee?

Please pay your registration fee immediately to secure your place at the event.

If the course/conference requires a selection, you will be able to register with the mention “I will pay later” in your registration. Once you receive the acceptance e-mail you will be informed on how to make the payment.
The payment deadline for all events is 6 weeks prior to the start date. Your registration will be cancelled if your payment has not been received by the deadline.

Do the registration fees include taxes?

No, our registration fees do not include taxes. As an international organisation we are tax-exempt.

For the administration of my institute I need an official invoice, can I get one?

We normally issue billing statements that mention the amount that the registrant needs to pay. If this is not enough for your institute, we can also issue an official invoice including the tax number of our institute. If you need one, please contact the conference officer responsible for your meeting with your request.

Travel

How can I get to Heidelberg?

Please click here for information on how to reach Heidelberg by plane, train, and car.

Do you organise individual airport transfers for participants?

No, we do not organise individual airport transfers for participants. Some conferences offer a shuttle bus from the conference venue to Frankfurt International Airport (FRA).

How can I reach EMBL by public transportation from downtown Heidelberg?

From main station: There are only a few direct connections from the main station to EMBL via the 39A – click here for details. It may be easier to take a taxi to EMBL (15-20 EUR).
From Bismarckplatz: click here for details

Are there car parking facilities at EMBL?

Yes, free parking is available on the campus. Please use car park P1, located on the left hand side as you enter the Meyerhofstraße. Please note that the other car parks are usually full as they are used by the EMBL employees.
Please see the campus map to locate the car parks. Cars parked in “no parking” areas will be towed.

Which are the bus stops for the conference bus?

During the conference we organise buses from central points in town to EMBL and back, mornings and evenings. You can find our generic bus stops along with the hotels that we recommend on the following Google map.

Important information: Please note that not every bus stop will be used for every event. Consult the webpage of the specific event for more details on the bus stops. The bus schedule is usually available 1-2 weeks before the event. This is distributed to the participants per e-mail and to the hotels which are used for the conference. The transportation is subject to terms and conditions of transport of our carrier. Deviations from the timetables due to traffic obstructions, operational defaults or disruptions as well as the non-availability of seats do not give reason for any claims against EMBL. Any cost of alternative transportation due to delays or cancellation shall be covered by the passenger.

I did not book one of the suggested hotels; can I still use the conference bus?

Yes, the bus is free of charge for all delegates. Simply go to one of the bus stops as indicated in the bus schedule.

Accommodation

Which is the nearest hotel to EMBL?

ISG Hotel is the nearest hotel to EMBL. Check map for other hotels.

I do not need accommodation, however only registration fees with accommodation are available – do I get a reduction?

This usually applies for the EMBO courses, which are heavily subsidised and thus, the registration fees do not represent the real costs associated with the course. As a result, we cannot further reduce the fees.

There are no rooms available at the EMBL partner hotels. What should I do?

If you did not find a hotel, please use hotel reservation portals (ie. www.hrs.comwww.booking.comwww.airbnb.com, etc)

Invited Speakers

Travel

Should I book my flight ticket with you?

No, please book your flight on your own. This is usually faster and more convenient, especially if you need to change dates due to other obligations

Can I book any kind of flight or are there restrictions?

The conditions of your invitations are stated in your invitation, please read it carefully before booking. Depending on the event’s budget we might be able to reimburse you the full amount of your expenses. However, it might also be that there is a cap on the flight’s costs. We generally pay for economy flights; business class is only supported if there is a medical indication and if the case has been discussed with the responsible conference officer.

Is there airport transfer available?

Yes, we organise the transfer from/to the airport to/from EMBL/hotel. Please send your flight details to the responsible conference officer. We usually offer this service for the International Frankfurt Airport (FRA). In some cases this service is also possible for the airports: Karlsruhe/Baden-Baden (FKB), Stuttgart (STR), please contact your conference officer to discuss further proceedings.

Will there be a shuttle from the hotel to EMBL?

We arrange shuttles from central points in town to EMBL and back. Those central points are either close to the downtown hotels or directly from one of remote hotels. The shuttle schedule is usually available 1-2 weeks before the event starts on the respective event website.

Will there be a hotel booked for me?

Yes, we organize your accommodation. Usually you will be accommodated in the EMBL ISG Hotel. Please send the arrival and departure dates to the conference officer and indicate any special needs (e.g. allergies, walking disability).

Accommodation

I need to stay longer than the conference, can I continue staying in the hotel?

The hotel can be booked for the whole length and only the additional nights you would need to pay directly to the hotel.

Reimbursement

I need to stay longer than the conference, are the costs covered?

This is quite case-sensitive. If you are coming earlier and/or staying longer due to duties connected to the conference, the additional nights are covered. If you are staying longer for your own pleasure, then you would need to pay for those additional nights. The hotel can be booked for the whole length and only the additional nights you would need to pay directly to the hotel.

In cases, where the costs of the flight are quite lower when staying including a weekend, then on average we cover the additional nights. Please contact the responsible conference officer to discuss the case.

I am traveling with my spouse/family, will their costs be reimbursed as well?

We are sorry, but the invitation and consequently the reimbursement is meant for you as the invited speaker only. We are a non-profit organization, thus also our events are organized on a break-even basis and not to earn a profit. We therefore have to be very cost-efficient to meet the budget constraints. However, we of course offer you the possibility to have the hotel and transfer organized for your family as well. Please indicate this upon the registration or contact the responsible conference officer.

What do you need to reimburse my expenses?

We will send you a digital reimbursement form. Please fill out the form and send it back to us with all receipts you are claiming for. Please keep in mind that we only reimburse based on the conditions stated in the invitation letter and only expenses related to your travel (flight ticket, train, parking ticket etc.). For any extraordinary costs that were necessary for the journey, please contact the conference officer before purchase.

Sponsors

Sponsorship options

I have booked flyers in delegate bag / notepads and pens in delegate bag / lanyards / journals on registration counter. When and where do I need to send these?

Any sponsorship items should be sent to the following address two weeks prior to the event:

Company Name (Event name – sponsored item)
c/o
Assol Rustamova
Course and Conference Office
ATC Warenannahme
Meyerhofstr. 1
69117 Heidelberg
Germany

Where should I deliver freight?

All material required for booth set-ups should be sent to:

Company Name (Event name – sponsored item)
c/o
Assol Rustamova
Course and Conference Office
ATC Warenannahme
Meyerhofstr. 1
69117 Heidelberg
Germany

Where does the industry exhibition take place?

The main sponsoring exhibition takes place in the inner circle of the foyer, and in the five outer niches. All coffee breaks and lunches take place in the Auditorium Foyer.

Sponsoring Exhibition_web

To view the exhibition area online, please visit the EMBL Advanced Training Centre Panorama Tour.

When should I set up the exhibition?

All booths must be set up prior to the start of the event registration. The exact details will be sent to you in the exhibitor manual four weeks prior to the event.

We would like to sponsor a poster prize. What prize should we provide?

Poster prizes should be to the value of approximately €300. Common prizes include journal subscriptions, gift vouchers, electronic items. Alternatively it is possible to cover the conference registration fee and/or travel costs of the winner.

The conference finishes on the weekend. When should the material be shipped?

If the conference ends on a weekend, the break-down of the booth can either take place on the last day of the conference – in which case the material will be kept in the storeroom until the next workday – or on the following Monday. Please inform the Sponsorship Team of your break-down and shipping arrangements.

I have booked an exhibition space. What is included in this option?

We will provide exhibition space only. There won’t be any shell scheme or fascia, so please bring your roll-up banner(s).Your exhibition space will be equipped with the following:

1 table (1.7 m x 0.75 m) or 2 small tables (1.20 m x 0.40 m) for a 3 m² exhibition space
1 bistro table
2 chairs
1 electrical socket
1 waste paper basket
full catering during the conference hours
access to all lectures and social events during the conference

Can I use the EMBL logo to promote our participation in an event?

Please note that it is not permitted to use the EMBL logo on any company related material or advertising. Should you wish to promote your participation in an event, please contact the Sponsorship Team, who can provide you with the event banner for this purpose.

Registration

Do I need to register for the conference as a sponsor?

Yes. As EMBL conferences are organised using an event management programme, sponsors are required to register to ensure they are taken into account in the organization of all logistical matters, e.g. badge printing, abstract book production, catering. You will receive the sponsorship registration link from the Sponsorship Team approximately four weeks before the event.

Should extra representatives pay online or will they be sent an invoice?

Extra representatives attending as sponsors are required to register online, however do not need to pay online. The sponsoring company will be sent an invoice for the registration amount of all representatives either shortly before or after the event. The sponsoring company is obliged to inform the Sponsorship Team how many representatives it plans to send to the event when it submits its sponsorship option form.

We plan to swap representatives over during the event. Do we need to pay for the registration for two company representatives?

In theory this is possible for no extra cost, provided only one representative is on site at a time. This must be arranged with the Sponsorship Team prior to the event. Both representatives are required to register as sponsors. The first representative must return his badge to the registration counter upon leaving the event.

Why should I create a login/account to register for a meeting at EMBL?

The creation of an account is needed in order to register for one of EMBL’s events. You only need to create this account once and you can use it to register for all EMBL events.

Please make sure you use a valid e-mail address. We assume no responsibility if communications cannot be sent to you due to a faulty e-mail address. Please note that the data you entered will appear on your name badge, receipt, abstract book etc. as you insert it. Please do not use only uppercase or lowercase for your name, institute. (e.g. JOHN DOE; john doe)

How can I change the password for my account?

You can change your password and update any information that may change such as name, address, department etc. by checking the ‘Edit my account’ checkbox when you enter your account

Why have I not received a registration confirmation e-mail?

After completing your registration you should always receive a confirmation e-mail. If this is not the case, please contact the Course and Conference Office.

What do I need to do if I want to cancel my registration?

As soon as you know that you will not be able to take part in the meeting please inform the Sponsorship Team. Your registration will be deleted. The company representative taking your place will need to register online. Please also check our sponsorship Terms and Conditions for the sponsorship cancellation policy.

I have already registered for this conference. Can I make changes to my registration information?

You can change or update any information that may change such as password, name, address, department etc. by checking the ‘Edit my account’ checkbox when you enter your account.

Abstracts

Is it possible to submit an abstract?

Yes, it is possible to submit an abstract as a sponsor, however the abstract is subject to the same review process as abstracts submitted by scientific participants.

What should I do if I want to submit an abstract?

You can submit your abstract online only after registration.

If you wish to submit an abstract as a sponsor, please contact the Sponsorship Team, who will then send you the relevant link.

When submitting your abstract you can also apply for an oral or poster presentation. A selection process will take place with the results announced 2-3 weeks after the abstract submission deadline.

Please note:
Browsers:
 Our system only supports Internet Explorer and Mozilla Firefox

Abstract length: The maximum limit of 2000 characters (ca. 200 words) refers to manually typed text (spaces included).

Co-authors: Please enter your co-authors correctly via the system by adding accounts with their institution and DO NOT copy-paste them into the body of the abstract text, as they will not be indexed in the abstract book.

Text only: Please note that the abstract book will show a text-only version of your abstract, so all style commands will be stripped once submitted. If you copy-paste the text, hidden formatting might still be included and you will be informed that your text exceeds the limit of 2000 characters. We recommend either:

  1. saving your text as text only in your editor or Email programme, OR
  2. copy-pasting it into Notepad and then onto the website.

Some web browsers do not accept abstracts close to the 2000 character count.

Symbols: If you have special symbols in your text make sure you are using Unicode characters, otherwise these will not be recognised by the tool.

Abstract availability: Please be aware that all abstracts may be made available digitally to all delegates shortly before the meeting.

Workshops

Is it possible to run a workshop as part of the scientific programme?

Gold and Silver sponsors have the opportunity to run workshops prior to the registration of the event. If you are interested in running a workshop in connection with an event, please contact the Sponsorship Team.

How much does it cost to run a workshop?

Pre-conference workshops are part of the conference Gold and Silver sponsorship packages. The following rooms are available in the Advanced Training Centre:

  • 2 Flex Labs (capacity 49 each – can also be joined together as one room)
  • 2 Courtyard rooms (capacity 50 each – can also be joined together as one room)
  • 2 Helix meeting rooms (capacity 30 each)
  • 1 Computer Training Lab (capacity 36)

Please contact the Sponsorship Team for availability and prices.

Travel

How can I get to the Advanced Training Centre, Heidelberg?

Please click here for information on how to reach Heidelberg by plane, train, and car.

Where should I book a hotel?

ISG Hotel is the nearest hotel to EMBL (5 min. driving, 20 min. walk through the woods), however there are a range of hotels located in Heidelberg which are also favoured by sponsors. Please click here for further information or check map for other hotels.

How do I find the Advanced Training Centre?

The Advanced Training Centre (ATC) is located on the EMBL Campus in Heidelberg, Meyerhofstraße 1, 69117 Heidelberg, Germany.

EMBL_campus_small

How do I find my way around the ATC?

The registration desk is situated at the main entrance of the ATC – please feel free to ask for directions. Signs and building plans can be found throughout the ATC. A floorplan can be found here.

Is wireless internet available in the ATC?

W-LAN is available within the EMBL campus – please use the ‘ATC Guest’ access that does not require a password. In order to use the LAN network for your presentations, your laptop must be registered by our EMBL IT service. Please inform us in advance if this is required.

I will arrive by car. Are there car-parking facilities at EMBL?

Free car parking is available at EMBL. Please park in the parking lot “P1” on the left hand side as you arrive in Meyerhofstraße.

Payment

Can I pay online?

As a sponsor you are not required to pay online. The company will be sent an invoice from EMBL for all costs including registration costs of company representatives. All company representatives attending the event are however required to register online (see also “Do I need to register for the conference as a sponsor?”).

Do the sponsorship option prices include sales tax?

An additional 19% VAT is applicable to all sponsorship prices. All monies are payable in Euro.

Trouble-shooting: errors during registration

"The page you requested could not be displayed because one of the URL parameters was invalid or the requested page does not exist or a system failure occurred."

If the link does not work, your e-mail settings (plain text) are cutting the link. Just check in your e-mail that your link is written in only one line, if some letters/numbers are written on another line you need to type those in the browser after the first line of the link.

"You cannot logon with this account because the account has no contacts."

Some error might have occurred when you created your account in the first place. Please contact the conference officer responsible for your event who will correct your logon account.

Press

This page contains some key information for journalists wishing to attend an event at the EMBL Advanced Training Centre. If you have any further questions, please contact the Course and Conference Office events@embl.de.

Who can apply for a reduced rate press registration?

Journalists, reporters, writers and news editors may apply for a reduced rate press registration (or in some cases be granted a complimentary registration). To qualify, you must be able to provide accreditation or equivalent proof that you are a member of press (see below).

I am an accredited member of press. Does this guarantee I will get a reduced rate press registration?

The acceptance of reduced rate press registrations is granted at EMBL’s discretion. Each registration is considered on an individual basis. Shortly after the registration deadline, we will notify you of whether you have been granted a reduced rate press registration.

Are bloggers entitled to a reduced rate press registration?

Yes, bloggers are subject to the same application process as all other members of the press.

How do I apply for the reduced rate press registration?

To apply for a reduced rate press registration please contact the event’s conference officer (details on the contact page of the event you wish to attend) with your request.

What accreditation documents should I provide?

In order to consider your application you will be required to submit proof of an affiliation with a recognised media outlet and/or evidence of your journalistic credentials (for example a copy of your press card, masthead or a bylined article).

What happens if I don’t receive a reduced rate press registration?

If you do not receive a reduced rate press registration, you will still be able to finalise your academic registration with an online payment.

What happens if I don’t receive a reduced rate press registration?

If you do not receive a reduced rate press registration, you will still be able to finalise your academic registration with an online payment.

Will I have access to all areas at the event?

Yes, a press registration entitles you to visit the exhibition and conference areas at the event.

Can I bring a camera crew/photographer/translator?

This may be possible, but must be decided on a case-by-case basis. Please contact the EMBL Course and Conference Office with your request.

Will there be an Internet connection at the event?

Yes, you will be able to access the Internet on site via WLAN.

Where can I pick up my press registration badge?

Press badges will be available for collection at the main registration desk at the event.

Can I contact speakers before the event?

This may be possible, but must be arranged on a case-by-case basis. Please contact the event’s conference officer (details on the contact page of the event you wish to attend) with your request.

How can I access images and graphics related to the event?

Please contact the event’s conference officer (details on the contact page of the event you wish to attend) to request images and graphics from the event. Please note that images are provided subject to your agreement to credit them as indicated by the conference officer.

Can I report on results presented at the event?

You must request permission from each speaker/presenter to report on their data, as results are often presented at EMBL events prior to publication in the scientific literature.

Will there be a press room at the conference?

Most EMBL events do not have a press room, but if requested in advance, a meeting room can be booked for interviews. Please contact the event’s conference officer (details on the contact page of the event you wish to attend) to make arrangements.

If you are unable to find the answer to your question, please contact the EMBL Course and Conference Office.

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