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 InformationRegistration InformationPresenter InformationHousing/Travel InformationCareer CenterTravel Awards
Q: How many attendees do you expect at the Biophysical Society Annual Meeting in New Orleans?A: We are anticipating over 7,000 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 email@example.com.
Q. Where can I pick up a copy of the program book?A. Program books and all other meeting material will be available for pickup at the Registration counters located in the Lobby of the Ernest N. Morial Convention Center.
Q. Do you have a mobile application?A. The mobile application and Desktop Planner will be available for your use in mid-January. Check back for complete instructions on how to download the app and use the planner.
Q. Will the program book be mailed to me?A. No, an E-book of the program will be posted online prior to the meeting. Also, the desktop planner and mobile app may be helpful in planning your meeting schedule. Both will be available in January.
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 the Lobby of the Ernest N. Morial Convention Center. All registrants will receive an email containing a QR code one week prior to the meeting. Print this email and bring it with you to registration so that you can scan the QR code 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. Where is the lost and found?
A. Attendees may turn in items that are lost to the BPS Meeting Office. 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 in the Lobby of the Ernest N. Morial Convention Center near registration.
Q. Where is First Aid?A. The Medical office is located at Lobby B. Hours are:
Q. Does the Ernest N. Morial Convention Center offer disabilities and special needs 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.
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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, desktop planner, mobile app, and meeting badge; and social functions.
Q. What are the hours of on-site registration?
Q: I lost my badge. What do I do?A: You will be able to obtain one replacement badge at the onsite Registration counter in the Lobby of the Ernest N. Morial Convention Center. Please note that there will be a $30 badge re-print fee. A photo ID is required. All subsequent requests for badge replacements will require the attendee to re-register for the meeting at the full on-site registration rate in the attendee's member category.
Q. What is the cancellation/refund policy?A. Meeting registrations are non-transferable. They are non-refundable after January 9, 2017. Refunds must be requested, in writing, no later than January 9, 2017 . Also please note that all refunds are subject to a cancellation fee of $50. No refunds will be issued for requests made after January 9, 2017 .
Q. What do I do if I paid for the wrong registration fees? If you have accidentally paid for the wrong registration category, please email firstname.lastname@example.org so that we can make the correction. There will be a processing fee of $5. Please note that once processed, combo fees are non-refundable and non-transferable.
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. Be prepared to provide name or Membership ID number, product purchased, and any information your institution requires (i.e. Method of Payment, Verification name or signature).
Q. I submitted my abstract and paid $65 (early fee) and am not registered, why is this?A. $65.00 is the abstract fee 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. To purchase a guest badge on-site, visit the Registration counters in the Lobby.
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:
Q. Where can I get a Certificate of Attendance?A. Please go to the BPS Meeting Office or the Society Help Desk in the Lobby and a staff member will provide one.
Q. I have registered for the 2017 Annual Meeting but unexpectedly cannot attend. Can I send someone else in my place? A. Unfortunately, meeting registrations are non-transferable.
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 is October 3, 2016.
Q. When and how will I be notified of acceptance?
A. The Biophysical Society Office will email abstract scheduling notices only to Presenting Authors in late November 2016. 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 October 7, 2016, 11:59 PM EST.
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. The deadline to change presenting authors on your abstract is October 3, 2016, 11:59 PM EST. 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. The deadline for withdrawals is October 7, 2016, 11:59 PM EST. Requests for abstract withdrawal must have been received in writing by the Biophysical Society via email: email@example.com 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 desktop 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 Ernest N. Morial Convention Center, see our poster printing guidelines and order through the online submission site of Tray, Inc., our preferred provider. Posters must be submitted 10 days prior to the beginning of the meeting to avoid late rush fees.
Q. Is there a room for speakers to review their presentations?A. The Speaker Ready Room 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 – 6:30PMWednesday 8:00AM – 3:00PM
Q. I am a speaker at the meeting. Will you provide a laptop?A. You must bring your own laptop. BPS does not provide them.
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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 New Orleans. Is there a way that I can do that?A. Yes, by filling out the Room Sharing form you are able to find other attendees who are also looking to share a room. Please visit the room share page under hotel & travel in order to complete the form. 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 26, 2017. 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 Ernest N. Morial Convention Center?A. BPS does not provide shuttle buses to the convention center. It is the responsibility of the attendees to make their own transportation arrangements.
Q. How do I post a job?A. Employers may post a job prior to arriving at the Annual Meeting via the online job board, or they may wait until arrival and post on the job boards in the Career Development Center. Job Applicants will have access to the job posting throughout the Annual Meeting. Instructions are available on the Meeting website.
Q. Can I post a job for free in the Career Development 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 Development Center. Rooms may be available for private interviews.
Q. How do I sign up for 1-on-1 career counseling?A. Go to the Career Center to schedule an appointment. Appointments are given on a first-come first-serve basis. Sign up opens Saturday, February 11 at 12:00 Noon.
Q. Do I need to sign up for the Career Workshops?A. No. Workshops are open to all attendees. Only 1-on-1 career counseling sessions require appointments.
Q: What is the Travel Award application deadline?A: October 5. Remember: You MUST submit an abstract by October 3 in order to be eligible for a Travel Award.
Q: Can I submit any part of my application late?A: No. ALL parts of your application are due by the October 5 deadline – including your letters of recommendation! Start asking your advisers for references now, and be sure to read each award’s description so you know exactly what is required.
Q: I think I’m qualified for multiple Travel Awards. Can I apply for more than one?A: Yes, you can apply for multiple travel awards, as many as you are eligible for. However, you can only be selected to WIN one award.
Q: I am a co-author on an abstract, but not a presenting author. Can I apply for a Travel Award?A: Yes, for all Education, CID, International, and Bridging awards, you MUST be a presenting author on the abstract. If you are not a presenting author, your abstract will be marked as ineligible. This also applies to CPOW awards for postdocs. The only exception is the mid-career CPOW award, for which you must be either a co-author or presenting author on a submitted abstract.
Q: When will I find out if I won?A: You will be notified on the outcome of your application via email by November 23. Be sure to check your spam folder if you don’t see the email.
Q: My adviser would rather send the letter of recommendation directly to you. Where exactly should he/she send it?A: Letters of recommendation can be emailed to Laura Phelan, firstname.lastname@example.org.
Q: I am not a US citizen or permanent resident, but I am still a scientist from a group underrepresented in biophysics researching in the US. Why can’t I apply for the CID Travel Award?A: Because the CID Travel Awards are funded by an NIH grant, only US citizens or permanent US residents are eligible. Please be sure to check out the Education and CPOW awards and Bridging Funds requirements to see if you qualify.
Q: I’m originally from outside the US, but I now live/research/study in the US. Am I eligible for an International Travel Award?A: No, you are not eligible. You must be living and conducting research OUTSIDE of the US in order to qualify for an International Travel Award. If you live/work/study in the US, no matter your origins, you are not eligible for this award.
Q: I am currently a graduate student. However, by the time of the Annual Meeting I will be a postdoc. What award should I apply for?A: You should apply for the awards that fit your career level as of October 5. In your case, you must apply as a graduate student.
Q: I am no longer a student or a postdoc. Am I eligible for a Travel Award?A: CID, CPOW, and the International Relations Committee all offer travel awards for junior, senior, and/or mid-career scientists. Please check eligibility requirements online to see if you qualify for any of these awards. Additionally, Bridging Funds are available for independent or principal investigators who would normally attend the meeting but cannot due to lack of funding.
Q: Where do I pick up my award check? How do I cash it?A: For Committee for Inclusion and Diversity Travel Awards, recipients will be reimbursed following the Annual Meeting, after you submit your receipts for travel expenses. Travel Award checks for the Education, Professional Opportunities for Women, and International Relations Committee awards 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 at the Convention Center. You must present a picture ID in order to obtain your check. The Society Office will not cash award checks. Award checks may be cashed at many nearby banks in New Orleans. 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 the bank 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 your request has been received by the January 9 deadline and you did not pay the Combo fee.
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: Because this is a travel award, recipients must travel to the meeting in order to receive the award. Education, Professional Opportunities for Women, and International Relations Committee Travel Awards are distributed at the meeting (during designated awards receptions), no exceptions. Committee for Inclusion and Diversity Travel Award recipients are reimbursed for travel expenses up to $1000 after the meeting has concluded. If you cannot attend the reception, you may pick up your Travel Award check in person with proper identification at the Society Office 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 or, for the CPOW mid-career award, be the senior author on a submitted abstract. 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.