FAQ - Frequently Asked Questions

I submitted an abstract but did not get a confirmation mail?

Why do I have to submit an extended abstract if I want a platform presentation?

How long does it take to receive news about the acceptance of my paper?

It is February or later and I still haven’t received any news about the acceptance of my abstract?

I do not want my extended abstract to be published. What to do?

I receive an acceptance letter for a poster presentation although I requested a platform presentation?

I submitted an extended abstract for platform presentation but I now have a poster presentation. What happens to my extended abstract?

I want to make changes to my abstract / extended abstract. What to do?

I have a poster/platform presentation but cannot attend the meeting. What to do?

I have a poster presentation but cannot attend the meeting. Can I send my poster to the SETAC Europe office or to the congress centre so that somebody puts it up for me?

Two months ago I registered for a short course but I can not find this course on the website anymore?

I want to register for the meeting, could you please send me your bank account number?

Could you please send us your VAT number?

I submitted an abstract but did not get a confirmation mail?

Answer: If you submitted your abstract successfully, you should receive a submission confirmation e-mail within 24h after submission . If you didn’t, please contact the SETAC Europe office as soon as possible so they can check if your submission was successful.

Why do I have to submit an extended abstract if I want a platform presentation?

Answer: To better ensure the quality of the papers presented at the annual meeting, SETAC Europe decided to introduce the submission of extended abstracts for platform presentations. Extended abstracts enable the scientific committee and the session chairs to better judge the papers, and facilitate the consistent programming of the platform sessions. At the meeting a regular abstract book containing the short abstracts for all platform and poster presentations will be distributed. The extended abstracts will be published separately in a congress proceedings book, which will be distributed at the meeting on CD-ROM .

Please note that ONLY submissions including an extended abstract will be considered for a platform presentation, even if you do not want your extended abstract to be printed.

How long does it take to receive news about the acceptance of my abstract?

Answer: Deadline for submission of abstracts is 30 November, the abstract review process will start after this date. Before Christmas, all papers are evaluated by members of the scientific committee. Due to the Christmas holiday season, the abstract review process is inactive during 2 weeks. The first weeks of January the session chairs/co-chairs evaluate all papers in order to make a selection of platform and poster presentations. Once this review process has been terminated, SETAC staff will administer the results and finally send out the acceptance letters to all submitters. The acceptance letters will be sent on 25 January, if authors do not receive any acceptance/rejection letter by 5 February we strongly advise to contact SETAC staff .

It is February or later and I still haven’t received any news about the acceptance of my abstract?

Answer: For every abstract, the contact person of the abstract receives an acceptance or rejection letter on 25 January. If you have not received any news by 5 February, we strongly advise you to contact SETAC staff .

I do not want my extended abstract to be published. What to do?

Answer: In case you are selected to give a platform presentation, your extended abstract will be published in a separate congress proceedings book, UNLESS you have indicated during your online submission you do NOT give SETAC permission to print the extended abstract.

If you have not indicated this during your online submission, you can still send an e-mail to the SETAC Europe office until 15 April asking them to exclude your extended abstract from the congress proceedings book . After that date, abstract and programme book will be sent to the printer and changes cannot be made anymore.

I receive an acceptance letter for a poster presentation although I requested a platform presentation?

Answer : In the frame of the Annual Meeting programme, the members of the scientific committee and/or the session chairs/co-chairs have the responsibility of reading, evaluating and selecting papers for platform and poster presentations. The number of slots for platform presentations is limited, so it is simply not possible to give all persons requesting a platform presentation a slot to give their talk. Usually, a change from poster to platform is not possible because at that stage we have already scheduled all the platform sessions and notified all submitters about their status. However, in case of a platform withdrawal there can be a possibility of switching a poster to a platform presentation. If an author would have any specific questions about the choice of platform/poster assignments, he/she is advised to contact the session chairs/co-chairs.

I submitted an extended abstract for platform presentation but I now have a poster presentation. What happens to my extended abstract?

Answer: Extended abstracts are used to enable the scientific committee and the session chairs to better judge the papers, and facilitate the consistent programming of the platform sessions. Your abstract will be reviewed by the scientific committee and the session chairs and they can decide to accept your abstract as a poster presentation. This means your extended abstract will not be published in the separate congress proceedings book but only your short abstract will be published.

I want to make changes to my abstract / extended abstract. What to do?

Answer: Please note that you cannot make changes to your abstract / extended abstract online once you have submitted it. If for some reason you need to make important changes to your abstract (add/delete a co-author, change the presenting author, correct abstract text), please send an e-mail to the SETAC Europe Office before 15 April clearly mentioning your abstract number, title and the changes that need to be made. If you need to make changes to your extended abstract, please attach the changed file to your e-mail. After 15 April, abstract and programme book will be sent to the printer and changes cannot be made anymore.

I have a poster/platform presentation but cannot attend the meeting. What to do?

Answer: Check with your co-author(s) if they can present your presentation for you. If they can, then notify the SETAC Europe Office that the presenting author of your poster/platform presentation will change. If there is nobody to present your poster/platform presentation, you will have to withdraw it from the programme. In this case, please notify the SETAC Europe Office immediately so they can make the necessary changes to the programme.

Note that presentations from presenting authors not having registered before 15 April 2008 will be cancelled and excluded from the programme and abstract book.

I have a poster presentation but cannot attend the meeting. Can I send my poster to the SETAC Europe office or to the congress centre so that somebody puts it up for me?

Answer: No. Poster presenters are responsible for their own poster, and should bring their poster personally. If for some reason you cannot attend the meeting, check with your co-author(s) if they can present the poster instead. In case of withdrawal, the author should notify the SETAC Europe Office immediately.

Two months ago I registered for a short course but I can not find this course on the website anymore?

Answer: In January/February, we make a selection of short courses available for registration, trusting that many students and other delegates will attend them. Unfortunately, it happens that due to insufficient registrations we need to cancel  some short courses originally offered, including the short course of your choice. You will be informed on this course cancellation via email. We  will offer you the possibility to register for another course, or if you do not wish to participate in any of the other courses, the alternative is that we reimburse your short course registration. The reimbursement can be done before the meeting (before 1 May) or on site at the registration desk

I want to register for the meeting, could you please send me your bank account number?

Answer: During the online registration process, delegates can opt to pay with a bank transfer. Click this option, and finish your registration. Upon receipt of your online registration, SETAC Europe will send you an invoice, and on this invoice you will find the bank account details, and also the invoice number, which is essential as a reference of your bank payment. Payments received without invoice number are difficult or sometimes impossible to trace, and registrations remain on status unpaid.

Could you please send us your VAT number?

Answer: SETAC Europe is a not-for-profit organisation, and according to Belgian legislation these type of organisations do not require a VAT number. Therefore SETAC does not have a VAT number.

Feel free to contact the SETAC Europe office if you have any other questions.