Frequently Asked Questions
On this page, we answer some common questions delegates have about BES2022.
When is the registration deadline?
The earlybird registration deadline for in-person presenters was 17:00 (BST), Friday 21 October and the 2022 Annual Meeting is now at capacity for people attending in person, following unprecedented demand.
The deadline for online presenters to register for the virtual event was 17:00 (BST) 28 October. Virtual registration is still open to delegates without a presentation until 17:00 (GMT), Monday 5 December.
How do I register?
You can no longer register for the in-person event. You can register for the virtual event until 17:00 (GMT) Monday 5 December. Please register through our online booking system by clicking here. You can register yourself, another person, or a group of up to six delegates.
How do I book a pre-conference workshop or the conference dinner?
The deadline for booking a pre-conference workshop or the conference dinner has now closed.
Can I pay by invoice?
We are only able to offer payment by invoice in exceptional circumstances. The invoice must be processed by the relevant deadline to confirm the booking. Before requesting an invoice, please note that we always provide a VAT receipt of your booking which you can present to your institution to reclaim expenses and that group bookings of up to six can be made online. If you think that you do require an invoice, please get in touch with firstname.lastname@example.org.
Can I change my registration type (in-person or virtual)?
Our standard cancellation policy applies to cases of switching from one registration type to another. Get in touch with email@example.com to request a change.
How do I cancel my registration?
Get in touch with firstname.lastname@example.org. Refunds are issued in accordance with our cancellation policy.
What is your cancellation policy?
If you are unable attend because you have COVID-19 you should let us know as soon as possible and provide proof of a positive test. You will be offered a full refund or, if you wish to join virtually, we will refund the difference in price. We will not cover the cost of any cancelled travel or accommodation, please speak directly to providers and check your travel insurance policy.
In the event of the conference being cancelled we will offer a full refund to all delegates or the option to switch to a virtual pass if we move to a fully online event.
For all other cancellations the standard cancellation policy applies. These deadlines also apply to those wishing to move from in-person to virtual attendance:
- If cancellation is received before 17:00 (BST), Friday 21 October, the full registration fee will be given.
- If cancellation is received after 17:00 (BST), Friday 21 October, but before 17:00 (GMT), Friday 18 November, 50% of the registration fee will be refunded.
- No refunds will be given after 17:00 (GMT), Friday 18 November.
Can I request an invitation letter for my VISA application?
We can provide invitation letters to those attending our Annual Meeting and attendance certificates after the meeting. We do not get involved in the VISA process other than providing these letters. VISA applications will only be provided after the following criteria have been satisfied:
- Applicants must provide us with a scan of their valid in-date passport that contains a photo of them.
- Applicants must provide us with an academic CV and the correspondence address for the letter.
- Applicants must provide us with a letter of support from their institute, saying they support the delegate attending the meeting.
- This must be carried out in good time before the meeting, “last minute” requests will not be processed.
- We should forewarn delegates requesting VISA letters that a Skype/phone call MAY be required in some circumstances.
- The general rule is that delegates must have paid for registration and submitted an abstract to get a letter of invitation.
Abstracts and presentation
Can I still submit an abstract?
The call for abstracts closed on 9 September and we are unable to accept any more submissions at this stage.
When will I learn if my abstract has been accepted?
We have now sent out decisions on all submitted abstracts. If you have not heard back, please get in touch with email@example.com.
When will I learn the date and time of my presentation?
We have now sent the date and time of presentations to all in-person presenters. If your abstract was accepted but you have not received an email confirming the time and date of your presentation, please contact firstname.lastname@example.org.
What are the guidelines for preparing my presentation?
Full presenter guidelines are available on our Programme and Presenter Guidelines page.
Applications have now closed for our conference grants as all money has been allocated and successful applicants have already been notified.
Conference schedule and facilities
Is there a timetable for the meeting?
A complete timetable of the event is now available. This timetable is subject to change.
All delegates will be sent details on how to access the virtual event platform (Whova) during w/c 5 December.
Will you offer childcare at the conference?
Unfortunately there will be no childcare facilities on site this year. We offer discount family registration and a family room to support those caring for children at the conference. Learn more on our For Families page.
Where can I find accessibility information for the conference?
The EICC is a fully accessible events venue, and you can find more detailed information about disability access on their website. Please get in touch with email@example.com with any specific requests or questions regarding access or special requirements.
Will the RMT rail strikes affect the Annual Meeting?
A new set of strikes on trains in the UK has been announced by the RMT, one of the main trade unions for transport.
The dates announced include Friday 16 December and Saturday 17 December, among others. There will be an overtime ban from 18 December to 2 January.
This means will be significant disruption for anyone planning to travel by train to the 2022 BES Annual Meeting that weekend, if the strikes go ahead as planned.
Advice on previous strike days has been to find alternatives where possible as almost all train services have been cancelled. Disruption to timetables is likely to continue on Sunday 18 December.
We will continue to monitor the situation. We will send you helpful updates when there is new information and advice.
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