Authors
- Where can I find the specific deadlines that I should be aware of?
You can find them on the Important Dates page of our website.
- How do I check the status of my submission?
You can log in to the ConfTool platform with your credentials to check the status of your submission.
- I’ve submitted a proposal, but I am not longer able to attend the workshop. What do I do?
You may inform the organizing team by email and request to have your paper withdrawn. You can also propose than a co-author present your work.
- Where will my paper be published?
Every accepted and presented paper will published on a range of digital platforms including IET library, IEEE Xplore, IET Inspec, Ei Compendex, and Scopus.
- Will my paper be published if I don’t attend the workshop?
No, if no one presents it. If you are not able to attend, a co-author can present your paper and it will be published (max 1 paper presented per registration). All information about registrations can be found on the Registrations page of our website.
- As author, do I have to register and pay a registration fee?
Yes, each participant including authors must pay a registration fee. All information about registrations can be found on the Registrations page of our website. Authors are asked to register by 22 April in order to confirm their presentation.
Presentations
All information regarding presentations is available on this page.
- Where can I find when my presentation is scheduled?
You will be informed of this by email on 1 April. You can also find this information on the conference programme after the final selection of full papers is announced.
- How much time is given to the presentations?
If you have been selected for an oral presentation, we ask you to prepare a 12 min. presentation that will be followed by a short Q&A. You are also given the opportunity to present in the poster sessions (see below).
If you have been selected for a poster presentation, you have to prepare for a short presentation to give during your poster session.
- Is there a template I should use for my presentation?
If you have been selected for an oral presentation, please use the mandatory presentation template. You are also given the opportunity to present in the poster sessions (see below).
If you have been selected for a poster presentation, please use the mandatory poster template.
- Where should I upload my presentation and/or poster?
You should upload your presentation and/or poster on the submission platform by 22 May. More information is in the acceptance email you received on 1 April.
- Where should I print my poster?
You may print your poster at home and bring it with you to the workshop. If you prefer, you can print your poster in Brussels. This place is only a 10min. walk from the workshop venue.
Registrations
- Where can I find the registration rates?
You can find them on the Registrations page of our website.
- How and where can I register for the workshop?
You can register on the ConfTool platform of the workshop.
- Where should I stay? Do you provide hotel recommendations?
You can book any of the recommended hotels. They are all within walking distance of the workshop venue.
- Can I get an invoice for my registration?
Yes, you will receive an automatic invoice through ConfTool upon registering. This invoice gathers the information you entered during registration. If you need any change, contact the organizers.
- Can I benefit from the student rate?
To be eligible to this rate, you must work at full-time for a university as a student. A proof of student status is requested (e.g. copy of student card) during the registration process.
- I am author of an accepted contribution, do I have to register and pay the registration fee?
All authors have to register in order to present their contribution (max 1 paper presented per registration). Authors are asked to register by 22 April in order to confirm their presentation.
- When is my payment due?
To be granted the early rate, registration and payment must be received on or before 15 April. After this date, the late rate is applicable.
Late rates must be received by June 2, after this date an extra charge of €100 per registration will be applied. In any case, the payment must reach us before the event.
Purchase orders are not considered as confirmed payments. It is the participant’s responsibility to manage internal payment delays linked to administrative problems. The option to pay by credit card is encouraged in this case.
- Can I get a participation confirmation?
You will receive an automatic participation confirmation letter after the event.
- How can I pay for my registration?
Secured online payment is possible through Stripe proposing a large range of cards and online payment systems. You can also pay by bank transfer (bank fees at your charges).
- Can I get a visa invitation letter?
Visa Invitation letters are downloadable through the submission/registration website, on your Overview page. Please note that visa invitation letters are only available to registered participants in order of payment. Each participant has to check if they need a visa to enter the country and to start the mandatory process on time.
- What are the possible means of payment?
We offer you the possibility to either pay online through a secured website (credit cards, debit cards, online payment systems) or by bank transfer. We encourage online payments as they are immediate. In contrast, bank transfers might take long internal procedures to be processed, it is the participant’s responsibility to ensure the payment arrives in accordance with the deadlines. Purchase orders are not considered as payments.
- What are the cancellation conditions?
In the event of cancellation and provided that written notice is received by 2 May at the latest, a refund of 80 % of the workshop registration fee will be made. The report of the registration fee for another person will be accepted at any time before the workshop provided that the organisers are notified in advance.
After 2 May, no refund will be provided.
- Can I get a code for the Complimentary Tickets – Free Registration?
If you are eligible for a Complimentary Ticket, you should have been contacted by email by the organisers. If you are eligible and believe the organisers have failed to contact you, please contact the organisers. As author of a selected paper, you are not eligible for a complimentary ticket.
- If I am not an author, may I register for the conference?
Yes, anyone can register to attend the conference.
Onsite
- Where will the workshop be held?
The workshop will be held at the The EGG Brussels. More info on our website.
- What time do the sessions begin?
09 June – 09:45
10 June – 08:30
- How do I retrieve my badge?
You can retrieve your badge at any printing station in front of the welcome desk. Just scan the QR code on your registration confirmation.
- How do I ask questions during an oral session or round table?
Go to the session you are attending on the app programme and click on “Interactive” to vote in polls or ask a question.
You can ask questions or vote for other participants’ questions.
- Will the presentations be available after the workshop?
Yes, you will receive them after the workshop.
- Can I get a certificate of attendance to the workshop?
Yes, you will be able to download a certificate of attendance through the registration platform.
- Where is the welcome desk?
The welcome desk is situated at the entrance of The EGG.
- What are the opening hours for the welcome desk?
The welcome desk will be open:
09 June 08:00 – 17:00
10 June 08:00 – 16:45
- What are the opening hours for the cloakroom?
The cloakroom will be open:
09 June 08:00 – 18:30
10 June 08:00 – 16:45
- Where are the conference rooms?
All rooms are on the same level. The auditorium is located in the corridor situated to the left of the welcome desk. The poster hall is located to the left of the auditorium. The catering and exhibition area is located on the right of the welcome desk.
Please refer to the floorplan available on the app for detailed info.
- Where can I have lunch ?
Lunches are provided in the Catering & Exhibition area (Riverside). They are included in the registration fee.
- Where are the coffee breaks?
Except for poster session coffee, coffee breaks are provided in the Catering & Exhibition area (Riverside). They are included in the registration fee.