Frequently Asked Questions

On this page, we answer some common questions delegates have about BES2023.

Find answers to some common questions on this page:

The online Whova platform

The online platform, Whova, and the recordings on it will be available to view until March 2024.

To get orientated on Whova and see all the different elements of online BES2023 please watch the video and take a look at the joining instructions below.


For any technology and troubleshooting issues using Whova, take a look at the guide below.

Troubleshooting for Whova FAQ

For a general guide to the online conference, take a look at the guide below.

Online Joining Instructions

BES2023 Agenda

For the most up to date agenda please refer to the agenda on our conference platform Whova.

You can also view and download the agenda on our website.

Scam Emails

The British Ecological Society does not sell its delegate list, or offer it to other organisations for them to sell. If you receive a communication which offers to sell you the delegate list, please ignore and delete.


How do I register for the in-person event?

Registration is now closed for our in-person and virtual events.

How do I book a pre-conference workshop or the Annual Meeting Party?

The annual meeting party and pre-conference workshop bookings have now closed.

How do I cancel my registration?

As per our cancellation policy we are no longer able to offer refunds. If you have booked an in-person ticket you will still be able to access the all of the online content you would with a virtual ticket.

What is your cancellation policy?

  • If cancellation is received before 17:00 (BST), Thursday 26 October, the full registration fee will be given.
  • If cancellation is received after 17:00 (BST), Thursday 26 October, but before 17:00 (BST), Monday 13 November, 50% of the registration fee will be refunded.
  • No refunds will be given after 17:00 (BST), Monday 13 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. Invitation letters will only be provided to those who have submitted an abstract and registered for the event.

Applicants must also provide us with:

  • A scan of their valid in-date passport that contains a photo of them.
  • An academic CV and the correspondence address for the letter.
  • 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.

Can I book a group?

Group bookings of up to 6 can be made online and paid by card.

Abstracts and presentations

When will I learn the date and time of my presentation?

Presenters will have already been informed about the date and time of their presentations in November. If you have not yet received this, please get in touch. If you have been accepted to present, please ensure you are available from the 13-15 December 2023 as we are not able to accommodate individual requests to swap presentation times.


When does the conference start and end?

An overview of the in-person meeting programme is now available. This outlines the key timings for the conference. Please note that the timetable is subject to change.

Conference grants

When will applications for conference grants open?

Applications for travel grants are now closed and all of the funding has been awarded. To find out more about other funders who may be able to help with your attendance please visit our other funders page.

The Venue

Where is BES2023 being held?

We are delighted to be returning to ICC Belfast for this meeting and would like to thank Belfast City Council, Tourism Northern Ireland and Visit Belfast for their support of the BES Annual Meeting 2023.

If you would like to make the most of your visit to Northern Ireland you can find out more on the Visit Belfast website.

Where can I find accessibility information for the convention centre?

You can find detailed information about disability access at ICC Belfast on their website. Please get in touch with with any specific requests or questions regarding access or special requirements.

The ICC Belfast have produced a video tour of the venue including accessibility information. If you have any questions during the event, please speak to a member of ICC staff who will be available throughout the conference centre.