Annual Meetings FAQ

Annual Meeting FAQ

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General FAQ

When and Where is the 2021 Biophysical Society Annual Meeting?

The 2021 Annual Meeting will be held virtually February 22-26 10:00AM -- 6:00PM USA Eastern.

How Can I Get A Copy Of The Program Book?

An E-book of the full program will be posted online in January.

I Am A Member Of The Press. Where Do I Register?

Press may register in advance or the day of the meeting by contacting Leann Fox, Director of Advocacy and Public Affairs, at [email protected].

Is There A Social Media/Photography Policy?

The Biophysical Society welcomes the use of social media to share information from the 65th Biophysical Society Virtual Annual Meeting and to engage with the biophysics community. Please use the Annual Meeting hashtag #bps2021 when posting to help others follow along.

We encourage you to share highlights from the meeting, suggest sessions to attend, discuss stand-out presentations and posters, and connect with your fellow biophysicists, as well as our sponsors and exhibitors.

When sharing information about what you see and hear in meeting sessions, please refrain from capturing or sharing full detail of the material presented in order to respect the intellectual property of the presenters. Some presenters may request, verbally or in writing, that attendees not digitally capture or share information about their presentations and content; please honor those requests so that we can maintain a professional, respectful environment.

Presenters: If you do not wish to have your research shared via social media, please make an announcement before and during your presentation. BPS strongly encourages compliance with speaker requests regarding social media sharing but cannot guarantee it.

Family Care FAQ

Does BPS Offer Family Care?

Yes, we offer a family care grant that Society member attendees can apply for. Click here to begin the application process. If granted, it can be used for dependent care-related costs while attending the Annual Meeting.

Do You Have To Be A BPS Member To Apply For the Grant?

Yes, applicants must be a 2021 BPS member in order to apply for the grant.

When Can Grant Recipients Expect To Receive Funds?

Grant recipients must document and provide proof of expenses after the conclusion of the Annual Meeting. Once this information is received, the recipient will be reimbursed by the Society. Reimbursement requests and proof of expense can be sent to Joon Kwak at [email protected].

Registration FAQ

What Is Included In The Registration Fee?

Registration includes:

Live and on-demand sessions benefiting attendees from all time zones
Live Q&A feature to engage with the speakers during sessions
Opportunity to explore the virtual poster presentations and provide feedback
Live chat feature to engage with other participants and network
Opportunity to explore the virtual Exhibit Hall and meet exhibitors
An on-demand repository of talks for later viewing available well beyond the conference dates

... and more!

What Is The Cancellation/Refund Policy?

Requests for registration cancellations and refunds must be submitted in writing to the Society Office and postmarked by February 5, 2021. No refund requests will be granted after that date. A $25 fee will be deducted from all registration cancellation refunds. Please note that Combo Registrations (abstract submission and registration) are non-refundable and non-transferable.

What Do I Do If I Paid The Wrong Registration Fees?

If you have accidentally paid for the wrong registration category, please email [email protected] so that we can make the correction. Please note that once processed, combo fees are non-refundable and non-transferable. Combo fees are only available to presenting authors at the time of abstract submission by the October 1, 2020 deadline.

Where Can I Obtain A Receipt For My Biophysical Society Purchases?

If you or your institution requires a receipt for past or present Society transactions, they may be obtained by emailing [email protected]. Please provide your name or Membership ID number, product purchased, and any information your institution requires (i.e. method of Payment, verification name or signature).

I Submitted My Abstract And Paid $75 (Early Fee)/ $175 (Late Fee) And Am Not Registered, Why Is This?

$75.00/$175.00 is the abstract fee only. The abstract payment did not include registration or dues payment. Registration fees must be paid separately.

I Received An Email That My Registration Is On Hold, What Does This Mean?

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 2021 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 2021.) 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 2021 Regular or Early Career member to sponsor the other abstract(s).)

Where Can I Get A Certificate Of Attendance?

Please contact the Society Office at [email protected] for a certificate of attendance.

I Have Registered For The 2021 Annual Meeting But Unexpectedly Cannot Attend. Can I Send Someone Else In My Place?

Unfortunately, meeting registrations are non-transferable.

Am I Automatically Registered For The 2021 Biophysical Society Annual Meeting By Submitting An Abstract?

No, you must register for the 2021 Biophysical Society Annual Meeting separately. Payment of an abstract fee does not include registration for the annual meeting. An abstract presenter must register as a member, nonmember, Early Career member, Early Career nonmember, student member, student nonmember, or Emeritus member. Registration for the Annual Meeting opens on August 3.

Abstract FAQ

When Can I Submit My Abstract For Presentation At The 2021 Biophysical Society Annual Meeting?

The late abstract submission site will open on Tuesday, October 6 and close on Friday, January 8, 2021, 11:59 PM, USA Eastern. All abstracts must be submitted online via the abstract submission web form. Submission by other methods (paper, e-mail, etc.) are not permitted.

Do I Need A Member ID In Order To Submit An Abstract?

A member ID is not required for abstract submissions. However, you will need to create a myBPS account and password, if you haven’t already done so.

Can I Submit An Abstract If I Am Not A BPS Member?

Yes, however, your abstract must be sponsored by a current BPS member. Nonmembers 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.

When Will I Receive Confirmation Of Receipt Of My Abstract?

Your abstract must be marked “complete” in order for it to be considered by the Program Committee. When you log into the abstract submission site, a “Complete” status next to your abstract title confirms that your abstract has been received and will be reviewed. An e-mail confirmation will be sent to the Presenting Author. The Presenting Author is responsible for notifying all authors about the abstract status.

When Can I Find Out My Presentation Programming?

Programming for late abstracts will be sent to the Presenting Author only via e-mail in late January (session information and individual presentation time and date for accepted abstracts). To ensure you receive all BPS correspondence, add [email protected] and [email protected] to your e-mail “safe senders” list.

How Do I Make Corrections To My Abstract?

Revisions for late abstract submissions must be received by January 8, 2021, 11:59 PM, USA Eastern.

To make revisions to your abstract:

Log into your myBPS account and return to the Annual Meeting abstract submission page. Click on the control number of the abstract you wish to edit.
Select the appropriate section on the left-hand margin to return to that portion of the submission site. In order to complete the section and save any changes, you must click the “Save and Continue” button at the bottom of the section. You will be directed to the “Review My Work” section.
If all sections have a blue check mark a message will appear that states, “This submission is complete.” Any abstract marked “Incomplete” will not be considered for programming until it has a “Complete” status.

Can I Withdraw My Abstract After The Submission Deadline?

No. All late abstract revisions and withdrawals must be made no later than January 8, 2021, 11:59 PM USA Eastern. No changes will be accepted after this date. Requests for abstract withdrawal must have been received in writing by the Biophysical Society via email: [email protected] 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.

Am I Automatically Registered For The 2021 Biophysical Society Annual Meeting By Submitting An Abstract?

May I Receive A Refund For My Abstract Fee?

No, the abstract submission fee is non-refundable.

How Can I Change The Presenting Author And Transfer The Registration?

The deadline to change presenting authors on your late abstract submission is January 8, 2021, 11:59 PM USA Eastern.

If I Submit An Abstract When/Where Will It Be Published?

Early abstracts (submitted by the October 1, 2020 deadline) are not peer-reviewed, but they are citable. Early abstracts will be published online ONLY prior to the meeting and published as a supplement to the Biophysical Journal. Late abstracts are not published in the supplement to the Biophysical Journal.

Presenter FAQ

What Is The Format Of The Slide Presentation For Symposia And Platform Presentation?

Slide presentation should be in widescreen (16:9) presentation format. More detailed information will be provided to presenters individually.

Virtual Travel Award FAQ

When Is The Travel Award Application Deadline?

The application deadline is October 5, 2020. Remember: You MUST submit an abstract by October 1 in order to be eligible for a Travel Award.

Can I Submit Any Part Of My Application Late?

No. ALL parts of your application are due by the October 5 deadline – including your letter of recommendation! Start asking your advisers for references now, and be sure to read the award requirements so that you are prepared.

Do I Need To Register For The Meeting And Submit My Abstract Prior To Submitting The Travel Award Application?

If you are applying for a travel award, you must submit an abstract by the October 1 abstract deadline. Students and scientists within 10 years of their terminal degree must be the presenting author. Applicants 10+ years beyond their terminal degree must be either presenting or senior author. 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.

I Am Currently A Graduate Student. However, By The Time Of The Annual Meeting I Will Be A Postdoc. Which Award Should I Apply For?

You should apply based on your career level as of October 1, 2020. In your case, you must apply as a graduate student.

I Am A Co-Author On An Abstract, But Not A Presenting Author. Can I Apply For A Travel Award?

All students and applicants within 10 years of their terminal degree MUST be the presenting author on their submitted abstract. Applicants 10+ years beyond their terminal degree may be either the presenting or senior author. If these conditions are not met, your application will not be accepted for judging.

My Adviser Would Rather Send The Letter Of Recommendation Directly To You. Where Should He/She Send It?

Letters of recommendation can be emailed to [email protected]. Please ask your advisor to include your name and application number in the email subject line.

Can I Apply For More Than One Award?

You may only apply for one Travel Award, but you can apply for a Travel Award as well as for Bridging Funds if you meet the requirements for both.

My Account Says That My Application Is In Processed Status. What Does That Mean?

Processed status means that your application has met all of the requirements and has been put forward for review. You will receive notification about the outcome of your application via email by December 2, 2020.

If I Do Not Receive A Travel Award To The Annual Meeting, Can I Receive A Refund For My Abstract Submission And Registration?

Abstract submission fees and combo fees are non-refundable. If you wish to retract your registration, you will be refunded the registration fee, less a $25 cancellation fee, if your request has been received by the February 5, 2021 deadline and you did not pay the combo fee.

When Will I Find Out If I Won?

You will be notified on the outcome of your application via email by December 2, 2020. Be sure to check your spam folder if you don’t see the email.