FAQ

Status 25.06.2020

What is a virtual meeting?

Virtual meetings use technology to allow groups to exchange content through an Internet connection. This virtual meeting platform maintains an audio and a video component, and it is not simply a voice connection.
Virtual meetings are fairly easy to conduct. All that is needed for participants at the basic level is:

• A stable internet connection
• Audio (through computer speakers and microphone, or telephone)
• Webcam (not mandatory for participants)

Will my registration fees be refunded?

Your registration fee can be either refunded to you (minus the bank charges) or donated to the EAS to support the difficult situation. If your registration fees were already paid for the face to face meeting, then you should receive a form by April 24th to be filled out whether to confirm your attendance. If you have not received it please let us know at eas2020 @ kuoni-congress.com (before May 31st).

What will happen if I do nothing?

If your registration fees were already paid for the face to face meeting, then you should receive a form by April 24th to be filled out whether to confirm your attendance. If you have not received it please let us know at eas2020 @ kuoni-congress.com (before May 31st).

Will the social events fees be refunded?

Yes, all the social events have been cancelled automatically, and will be refunded to you. The social events include: excursion, conference diner (student event and welcome reception).

When can I expect to receive my refund?

Please bear with us as the refund process might take some time (due to the Covid-19 situation). You will receive an email including a receipt of the refund when we will have processed it.

How will I receive my refund?

Please fill in the form that you should receive by April 24th, in order to share with us all the necessary information to proceed to the refunds.
If you have paid by credit card, the refund will be sent back directly on the same credit card account (minus 15€ bank fees). If you have paid by bank transfer, we need to receive your bank details.

I paid by credit card, but it has expired or is now cancelled. How will you send me my refund?

If the credit card you used to pay your fees is not valid anymore, we will proceed to the refund by bank transfer. We will need to receive your bank details. Thank you to fill in the form that you should receive by April 24th.

Do I need to send you my bank account details?

Yes please, if you have paid your fees by bank transfer or if the credit card you used is not valid anymore, fill in the online form that has been sent to you to collect the necessary information. If you have not received it, please contact us eas2020 @ kuoni-congress.com.

I didn't get a confirmation email of my refund. Did it go through?

You should automatically receive an email including your refund receipt, as soon as the refund is processed. If you do not receive any, it probably means that it has not been processed yet. Please allow us some time to proceed the refund, and if you do not receive any confirmation at some point, do not hesitate to contact us by email at eas2020 @ kuoni-congress.com. Please also check your junk email box.

Will the virtual meeting be free?

No, but the virtual meeting will be offered at a reduced fee.

Although many of the costs of an in-person conference have gone away (e.g., venue rental, audio-visual equipment rental and setup, and catering), the abstract and registration system, as well as the staff time needed to organize all the details of the meeting still have to be paid. We also have some new costs, mainly the software licenses for the technology solutions and a technical support.

If I had registered to EAS 2020 Leiden, do I also need to register for the virtual meeting?

Yes. You should have received a form by April 24th to be filled out whether to confirm your attendance. If you have not received it please let us know at eas2020 @ kuoni-congress.com.

I have not yet registered but I am interested in participating to the virtual meeting. What should I do?

Please register using the online registration portal that you can find on the registration tab of this website. Registration until the last day is possible.

I was planning to be a volunteer in Leiden. Will I still be able to help?

Yes, any support is always appreciated. We will need volunteers for each session as greeter, moderator/facilitator, time keeper, technical support, and more. See Volunteer web page for more details.

How many days will the virtual meeting last?

The dates of the virtual meeting remain the same. 5 days of conference.

Will sessions be pre-recorded or live?

The presentations could be either recorded or live, and in any case interaction with the presenter will be available, also via Q&A.

What days/times are the sessions?

The dates for the virtual meeting remain the same than the face-to-face meeting: June 29th to July 3rd, 2020.

The time zone will be the Central European Summer Time (UTC+2).

We are aware that these times won't be perfect for some presenters.

Will I be able to jump from session to session during the conference?

Yes.

Will the sessions be recorded for post-conference viewing?

Yes, for registered participants the presentations (platform and posters) will be made available after the meeting for a month.

Do all the presenters in a session need to agree to participate for a virtual session to be held?

No. We understand that some individuals may not want to participate to this conference format. If the session counts enough presentations, then it will be maintained.

Will attendees be able to ask questions or participate in the session, or it will just be streamed presentations?

The sessions will be of the form of webinars, i.e., only chairs and speakers will be able to speak or be seen. However, attendees will be to ask questions via the platform's Q&A, while interactions during a session can take place via the Slack space eas2020.slack.com.

Will we have access to e-poster viewing?

Yes, ePoster sessions and ePoster Online Gallery will be available for registered participants, during and after the meeting (for a limited period of one month).