FAQ

Below is a list of Frequently Asked Questions to provide further information about the Annual Meeting. Questions are broken into the following sections for your convenience.

General Information
Registration Information
Presenter Information
Housing/Travel Information
Career Center
Travel Awards


General Information

Q: How many attendees do you expect at the Biophysical Society Annual Meeting in Philadelphia?
A: We are anticipating over 6,000 scientists and over 150 exhibiting companies.

Q: How do I request a letter of invitation for a visa?
A: Register online and request a letter of invitation during the registration process. Or send an email requesting a letter, along with your registration receipt, to society@biophysics.org.

Q. Where can I pick up a copy of the program book?
A. Program books, Abstract CDs, and all other meeting material will be available for pickup at the Registration counters located in Bridge West of the Pennsylvania Convention Center.

Q. Do you have a mobile application?
A. A mobile friendly version of the Itinerary Planner will be available for your use after December 3, 2012. Check back for complete instructions and to bookmark the link on your phone.

Q. Will the program book be mailed to me?
A. No, PDFs of the Daily Schedules and a downloadable version of the Abstracts CD will be posted online prior to the meeting. Also, the online itinerary planner, which whill be available in December, may be helpful in planning your meeting schedule.

Q: Will I receive my badge prior to the Annual Meeting?
A: Badges will not be mailed prior to the meeting but are to be picked up on-site at the registration kiosks located in Bridge West of the Pennsylvania Convention Center.  All registrants will receive an email containing a bar code one week prior to the meeting. Print this email and bring it with you to registration so that you can scan the barcode to print your badge. If you do not receive this email prior to the meeting, or you misplace it, you can bring your registration confirmation to obtain your badge.

Q. I would like to bring my child/children to the Meeting. Is childcare available?
A: Childcare services are available through KiddieCorp. Reservations for this service should be made in advance. For rates and registration, go to https://www.kiddiecorp.com/bpskids.htm.

Q. Where can I nurse my baby or change diapers?
A. The BPS has provided a Family Room located in Room 307AB of the Pennsylvania Convention Center.

Q. I would like to locate/message a colleague. How do I do this?
A. Meeting attendees can post and receive messages at the message center located in Bridge West in the Convention Center. 

Q. Where can I check my email?
A. Attendees can access their email accounts for free at the Cyber Café located in the Lobby outside of Exhibit Hall C of the Pennsylvania Convention Center.  BPS will also be providing free wireless internet throughout common areas of the Convention Center. 

Q. Where is the lost and found?
A. Attendees may turn in items that are lost to the BPS Meeting Office located in Room 304VIP.  Items are stored in the Society’s safe in the Society Office. Please note that all items not picked up at the end of the meeting will be turned in to Convention Center security.

Q. Is there a luggage and coat check? If so, where is this located?
A. Yes. This is located near BPS Registration, which is on Level 1 under the escalators between the 11th and 12th Street entrance of the Pennsylvania Convention Center.

Q. Where is First Aid?
A. The First Aid office is located in Hall BC . Hours are:

Saturday 8:30AM – 6:00PM
Sunday 8:00AM – 6:00PM
Monday 8:00AM – 6:00PM and 7:30PM – 9:30PM
Tuesday 8:00AM – 6:00PM
Wednesday 8:00AM – 3:00PM

Q. Does the Pennsylvania Convention Center offer disabilities and special need assistance for attendees and visitors? If so, who should I contact?
A. Attendees who have a disability or special need should indicate this by checking the appropriate box when registering with the Biophysical Society through the online system. A BPS staff member from the Meetings Department will contact you for further information to ensure appropriate accommodations while at the Meeting site.

Q. I am a member of the Press. Where do I register?
A. Press may register in advance, or on-site in the BPS Meeting Office located in Room 304VIP.

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Registration Information

Q: What is included in the registration fee?
A: Registration includes admission to all scientific sessions, subgroups, poster area, and exhibits; National Lecture and Awards Ceremony; programs for minorities, students, postdocs, and international attendees; printed program, online itinerary planner, and meeting badge; opening mixer and meet & greet; and reception and dance.

Q. What are the hours of on-site registration?

Friday 3:00PM – 5:00PM
Saturday 8:00AM – 6:30PM
Sunday - Tuesday 7:30AM – 5:00PM
Wednesday 8:00AM – 3:00PM

Q: I lost my badge. What do I do?
A: You will be able to obtain a replacement badge at the onsite registration counter at the Pennsylvania Convention Center. Please note that there will be a $20 badge re-print fee. A photo ID is required.

Q. What is the cancellation/refund policy?
A. Meeting registrations are non-transferable. They are non-refundable after January 2, 2013. Refunds must be requested, in writing, no later than January 2, 2013 . Also please note that all refunds are subject to a cancellation fee of $50. No refunds will be issued for requests made after January 2, 2013 .

Q. Where can I obtain a receipt for my Biophysical Society purchases?
A. If you or your institution requires a receipt for past or present Society transactions, they may be obtained at the BPS Meeting Office located in Room 304VIP. Be prepared to provide name or Membership ID number, product purchased, and any information the institution requires (i.e. Method of Payment, Verification name or signature).

Q. I just want to see one talk. Do I have to register for the entire meeting?
A. Biophysical Society offers one-day registration badges for both members and non-members. Anyone interested in attending one talk or session will have to obtain this badge from the BPS Meeting office located in Room 304VIP.

Q. I submitted my abstract and paid $60 (early fee) or $120 (late fee) and am not registered, why is this?
A. $60.00 & $120.00 are the abstract fees only. The abstract payment did not include registration or dues payment. Registration fees must be paid separately.

Q. Where can I purchase a guest badge?
A. Guest badges are available through the Biophysical Society’s online registration site when purchasing registration for the meeting. For on-site guest badges, attendees should request one, along with payment, at the registration counters.

Q. I received an email that my badge and registration materials are on hold, what does this mean?
A. There could be a number of reasons for this email:

  • Attendee may not be a Society member yet he/she has paid the member registration rate. (Attendee would need to join and pay the membership fee or pay outstanding non-member balance.)
  • Attendee has sponsored his/her own abstract but is not a member or has not renewed his/her 2013 membership dues. (Attendee needs to join and pay membership fee or renew.)
  • Attendee is either not a member or has not renewed his/her dues or his/her sponsor is not a member. (Attendee needs to join or have his/her sponsor join or renew for 2013.)
  • Attendee is not a member and his/her sponsor is a student. (Attendee must join; students may sponsor their own abstract only.)
  • Attendee has submitted more than one abstract. (Attendee must find another 2013 Regular or Early Career member to sponsor the other abstract(s).)

Q. Where can I get a Certificate of Attendance?
A. Please go to the BPS Meeting Office in Room 304VIP and a staff member will provide one.

Q. I have registered for the 2013 Annual Meeting but unexpectedly cannot attend. Can I send someone else in my place? 
A. Unfortunately, meeting registrations are non-transferable.

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Presenter Information

Q. Do I need a member ID in order to submit an abstract?
A. A member ID is not required for abstract submissions. However, you will need to create a username and password, if you haven’t already done so.

Q. When is the deadline to submit an abstract?
A. The regular abstract submission deadline has passed. 

The late abstract submission deadline is January 3, 2013.

Q. When and how will I be notified of acceptance?
A. The Biophysical Society Office will email abstract scheduling notices only to Presenting Authors only in late November 2012. The Presenting Author holds the responsibility of notifying all authors on the abstract of the scheduling.

Q. How do I retrieve my abstract ID and password?
A. If you have submitted an abstract in the past, visit the abstract submission site and enter your login and password. If you are unable to remember your password, you can have it emailed to the address you used when you originally created your account. 

If you have not submitted an abstract before, visit the abstract submission site and click the “Click here to create a new user account” link on the left-hand side. Provide all required information for the Presenting Author, including complete first name and email address. Should you re-enter the site to submit another abstract or revise your abstract, you will need your login information.

Q. Do I have to be a Biophysical Society member to submit an abstract?
A. Yes, but a nonmember may have a regular, early career, or emeritus member who is not submitting his/her own abstract sponsor the nonmember abstract. Alternatively, a nonmember may apply for membership at the time of submission and sponsor his/her own abstract and pre-register at the member rate.

Q. How do I make corrections to my abstract?
A. Revisions for regular abstract submissions must be received by Friday, October 5, 2012, 11:59 PM EST. Revisions for late abstract submissions must be received by Thursday, January 3, 2013. Click on the “Submit Abstract” link and enter your Login and Password. Next, click on the “Title” link of the abstract you wish to edit. DO NOT submit revisions by clicking the "New Submission" link or you will be charged for a new abstract (abstract processing fee is not refundable under any circumstances). You can make changes and corrections by selecting the appropriate link on the left-hand margin to return to that particular area of the submission site. Once you make a revision, please go to the "Review my work" page to confirm that the changes were accepted. If you do not click on this page, your changes may not be saved.

Q. I have paid the Combination Abstract and Registration Fee, but unexpectedly cannot attend. How can I change the Presenting Author and transfer the registration?
A. Although you may still change the presenting author on your abstract (until Friday, October 5, 2012) after the combination abstract and registration fee has been processed, the registration cannot be transferred to the new presenting author. A combo registration is non-refundable and non-transferable. 

Q. When is the deadline for abstract withdrawal?
A. Withdrawals must be submitted by Friday, October 5, 2012, 11:59 PM (Eastern). Requests for abstract withdrawal must be received in writing by the Biophysical Society, 11400 Rockville Pike, Suite 800, Rockville, MD 20852; fax: (240) 290-5555; or via email: society@biophysics.org from the presenting author’s email address. The presenting author's full name and abstract number must be included in the withdrawal request. All abstracts not withdrawn by this date will be published in the abstracts issue, regardless of changes.

Q. If I submit a late abstract when/where will it be published?
A. Late abstracts are not considered published material and will only be searchable through the online itinerary planner.

Q. Does BPS offer a printing service for poster presentations?
Yes. To have your poster presentation printed, packaged, and ready for pick-up on-site at the Pennsylvania Convention Center, see our information page and order through the online submission site of Tray Printing, our preferred provider. Posters must be submitted one week prior to the beginning of the meeting to avoid late rush fees. You must submit your poster a MINIMUM of 3 days prior to the conference to utilize this service.

Q. Is there a room for speakers to review their presentations?
A. The Speaker Ready Room, located in Room 102AB, is available for all speakers to check their presentations and rectify any errors that may occur prior to presenting. Audiovisual technicians will be available during the hours listed below to answer any questions.
Saturday – Tuesday    8:00AM – 6:30PM
Wednesday                 8:00AM – 3:00PM

Q. I am a speaker at the meeting. Will you provide a laptop?
A. You must bring your own laptop as BPS does not provide them.

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Housing/Travel Information

Q. Can I contact the Hotels directly to make my hotel reservation?
A. No. Attendees must make their reservations through the BPS Official Housing Bureau: Convention Housing Partners, in order to take advantage of BPS contracted discounted rates.

Q. I’d like to share a room with someone in Philadelphia. Is there a way that I can do that?
A. To access the Room Sharing service, click on the hyperlink and submit your information. Please remember to remove your information once you have found a roommate.

Q. What is the deadline for making a hotel reservation?
A. The hotel deadline is January 6, 2013. However, to ensure that you get into the hotel of your choice it is recommended that you make your reservation as early as possible.

Q. Will transportation be provided between hotels and the Pennsylvania Convention Center?
A. The BPS does not provide shuttle buses because all hotels are within walking distance of the Center. It is the responsibility of the attendees to make their own transportation arrangements.

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Career Center

Q. How do I post a job?
A. Employers may post a job in advance to arriving at the Annual Meeting via the online job board, or they may wait until arrival and post the job online in Room 108AB. Job Applicants will have access to the job posting throughout the Annual Meeting. Instructions are available on the Meeting website, here.

Q. Can I post a job for free in the Career Center?
A.   No. Unless you are a paid-in-full exhibitor, there is a fee for posting a job. All job postings must be done through the Career Center. Rooms may be available for private interviews.

Q. How do I sign up for 1-on-1 resume critiques?
A. Go to Room 108AB to schedule an appointment. Appointments are given on a first-come first-serve basis.

Q. Do I need to sign-up for the Career Workshops?
A. No. Workshops are open to all attendees. Only 1-on-1 resume critiques require appointments.

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Travel Awards

Q: Where do I pick up my award check?
A: All Travel Award checks will be distributed at the appropriate Travel Award Reception. If you miss the reception, you may pick up your Travel Award check and certificate at the Society Office, located in Room 304VIP of the Pennsylvania Convention Center. You must present a picture ID in order to obtain your check as well as sign to acknowledge receipt. The Society Office will not cash award checks.

Award checks may be cashed at many nearby banks in Philadelphia. Awardees will need to present the bank cashier two (2) forms of identification (one must be a photo ID) in order to cash the check. The following IDs will be accepted: passport, US student ID, major credit card, work ID, and international driver’s license with photo.

Should either of these banks charge a fee when you cash the Travel Award check, you may bring your receipt to the Society Office. The Society will reimburse you for any incurred cost.

Q: If I do not receive a travel award to the Annual Meeting, may I receive a refund for my abstract submission and registration?
A: No, abstract submission fees are non-refundable. If you wish to retract your registration, you will be refunded the registration fee, less the $50 cancellation fee, if requests have been received by the January 2 deadline.

Q: When will I receive my travel award? Will I receive my travel award prior to the Meeting so I can pay for my travel expenses in advance?
A: Travel Awards are distributed at the meeting (during designated awards receptions), no exceptions. Because this is a travel award, recipients must travel to the meeting in order to receive the award. In the case you cannot attend the reception, you may pick up your Travel Award check in person with proper identification at the Society Office in Room 304VIP of the Pennsylvania Convention Center after the scheduled award reception.

Q: Do I need to register for the meeting and submit my abstract prior to submitting the travel award application?
A: If you are applying for a travel award, you must submit an abstract for presentation. You do not need to register prior to submitting a travel award application. However, you will need to register for the meeting in order to attend the meeting.

Q: I received a travel award, but was not able to attend the meeting. Will I still receive the check?
A: If you win a travel award, you must attend the meeting in order to receive your award check.

Q: Are postdocs eligible to apply for travel awards?
A: Yes, postdocs may apply for travel awards. Please check the specific eligibility requirements for each travel award for details.

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