General

1. When is ESOF 2016?

ESOF 2016 will be held 23 -27 July 2016. The Opening Ceremony and Welcome Reception will be held on Sunday, 24 July. Sessions in the main programme, including keynote and plenary lectures, will be scheduled between Sunday, 24 July and Wednesday, 27 July and will run 08:30-19:00. Other events, including satellite conferences, may be held on 23 July. The Exhibition will be open all day on 25, 26, and 27 July 2016.

2. What is the theme of ESOF 2016?

Our theme for the forum is ‘Science as Revolution’, reflecting Manchester’s rich history as the birthplace of the Industrial Revolution, a city whose ideas have always challenged the established order.

3. What kind of science will ESOF 2016 look to highlight?

ESOF is a unique conference; it is both international and interdisciplinary and seeks to showcase the full spectrum of scientific breakthroughs from a broad range of disciplines, including science in culture and the arts. Visit our ‘Themes’ page for more information.

4. Do I have to be a EuroScience member to attend?
No, but the registration rates are reduced for EuroScience members. You can become a EuroScience member here.

5. How many people typically attend the conference?

Recent years have seen more than 4500 delegates attending. We’re expecting even more to attend in 2016.  

6. What types of people attend?

ESOF delegates typically include academics, early career researchers, innovators, educators, innovators, business leaders, journalists, and policy makers, from more than 90 countries.

7. Where will the conference be held?

ESOF 2016 will be held at Manchester Central, an award-winning venue in the heart of the city centre. The venue is just 30 minutes from Manchester Airport and at the centre of the city’s multi-modal transport network.

8. Will there be an exhibition?

Yes, an exhibition will be part of ESOF in the main venue. The exhibition will take an innovative format as ‘Science Central’ with specialist areas dedicated to each aspect of the programme – Science, Science to Business, and Careers. The layout has been optimised for networking and information exchange with lounges, catering points and free internet facilities throughout the exhibition hall.

9. Will there be poster sessions?

Yes, poster sessions at ESOF are part of the Careers Programme and for 2016 will be coordinated by the Marie Curie Alumni Association. Details of how to get involved will be available on our website in early 2016.

10. Will there be networking opportunities available at the Conference?

Yes, there will be designated zones within the conference venue.

Registration

1. How do I register for ESOF 2016? 

Registration for ESOF 2016 opened in November 2015 and you may register via our online registration platform here.

2. When can I register until?

Online registration is open until 23 July 2016. Onsite registration will be available during the conference for full conference passes, one-day passes, and exhibition only passes. However, all session organisers and speakers must complete online registration by 30 April 2016, or their session may be removed from the conference programme.

3. Will I get a discount for registering early?

Absolutely. We are offering an "early-bird" discount of £125 on full delegate tickets (Tier 1) for those who register by 31 January 2016, £100 discount for those who register by 30 April 2016 (Tier 2), and £50 for those who register before 23 July 2016 (Tier 3).

4. Do you offer a student discount?

Yes, heavily subsidised tickets are available for those at the beginning of their scientific careers, from individuals still in academic study through to those within the first five years of their career. Proof of status (e.g. degree certifications or official correspondence) confirming this status is a requirement of eligibility for this discount.

6. How can I apply for a travel grant?

Details of this scheme and financial assistance available will be released in January 2016. Check for updates on our ESOF website and social media.

7. How can I apply for a Nature travel grant?

ESOF will again be working with Nature, a longstanding ESOF partner, to provide financial assistance for science journalists and writers travelling to the conference. More details, including the criteria, will be available in January 2016. Check for updates on our ESOF website and social media.

8. I am an overseas participant and need a letter of invitation before I can receive my visa. What is the procedure?

We appreciate that some delegates may need a letter of invitation in order to apply for a Visa. Your registration and accommodation fees will need to be paid in full before this letter can be supplied. If you require a Visa to travel to Manchester and need a letter to confirm your attendance please apply for this via our Visa Assistance system. A link to this system is also supplied in your confirmation email.

9. What does my conference pass include?

Your conference pass includes admittance to all four days of ESOF, including all sessions and plenaries, the Opening Ceremony, Welcome Reception, ESOF Party and the Closing Ceremony. Please note, though included in your registration fee, tickets for the social programme are limited and will be allocated on a first-come first-served basis. The pass also covers complimentary conference materials (including badge and conference bag), access to the exhibition, mobile conference app and free WiFi access in designated areas. As an added bonus, delegates who register before the end of April 2016 will receive one year’s free subscription to the print and online editions of Nature Magazine (if you already have a subscription you will receive the following year subscription free).

10. Do I have to present at the conference to attend?

Absolutely not! ESOF 2016 welcomes everybody regardless of their participation in conference sessions.

11. I only want to attend one day of the conference, is that possible?

Yes, one-day conference registration is available for ESOF 2016. Please note that your registration is valid only for sessions and events on that day and badges will be actively checked throughout the conference to ensure that participants have registered properly. There is no “early-bird” discount available for one day passes.

12. Can I bring my spouse/family/friends?

Yes, all delegates are welcome to bring family and friends to Manchester. However, if any family or friends wish to access the conference venue or attend any sessions, they will have to register at the normal rates.

13. Can I purchase a ticket for the Social Programme?

At ESOF 2016, individual reception tickets will not be offered. In order to attend the Opening Ceremony, Welcome Reception, ESOF Party and Closing Ceremony you will need to have a full conference pass. Those holding a one day pass or an exhibition only pass will not be able to attend the social programme events.

14. I just want to attend one session.  Is that possible to do without registering for the conference?

Individuals wanting to attend a single session must register for a one-day pass for that day; ESOF will not allow unregistered attendees to come to sessions or other conference events.

15. How do I purchase tickets for satellite events?

Please visit our website for details of satellite events, their organisers and ticket purchases.

16. Are there additional food and drink costs?

Tea and coffee will be included for all delegates and lunch will be available to purchase separately onsite.

17. Why can’t I register a group?

In an effort to better track our attendees and provide proper technical assistance in the case that you experience any issues within the system, we require that each attendee be registered separately. It also makes it easier for us to identify registration records and provide an immediate response when a registration needs to be corrected, transferred, or cancelled.

18. How do I buy a ticket to the Keynote sessions?

We do not offer tickets to individual keynote sessions or keynote-only tickets. To gain admittance to a keynote session you must have either a full conference pass or a day-pass for the date of the session.

19. How do I register if I am exhibitor booth personnel?

Two exhibitor passes are included in every 6m2 and extra conference passes are available at a preferential rate via the online registration platform.

20. How do I sign up for a session?

Sessions are open. You do not need to reserve your seat or sign up for any of the sessions. You should also make use of the conference app in order to plan your way around the event, but you do not need to pre-schedule or sign-up for any individual sessions if they are included in your registration.

21. Will a list of participants or attendees be provided?

A list of participants can be accessed via the conference app. Please note that some delegates may have opted out of sharing their information.

22. When will I receive my pass?

Passes will not be mailed to attendees before ESOF 2016. Passes and other conference materials can be collected upon arrival at Manchester Central. Please bring your registration confirmation email and a valid photo ID to the ESOF 2016 registration desk to pick up your pass and conference pack. If you have not received your confirmation email please contact the ESOF 2016 Delegate Services via esof2016@conferencepartners.com.

23. Will I receive a certificate of attendance?

Certificates will be available digitally on request from the ESOF 2016 Delegate Services Team after the conference.

24. Payment

  • What payment methods do you offer?

Card payment

Payment by credit card is available only through the online form. We accept VISA and Mastercard

Bank Transfer/Invoice

If you select to pay via bank transfer your invoice will be attached to the confirmation letter you will receive upon completing your registration.

Please ensure you pass this invoice to your accounts department for prompt payment. Payment is due within 2 weeks of registration and one month prior to the conference, the 24th June 2016.

Please note this option is only available until one month prior to the conference, the 24th June 2016.

  • Can I pay by cheque or cash?

Unfortunately not, you are only able to pay by credit card or invoice.

  • I need a VAT receipt for my conference registration

The ESOF 2016 Delegate Services Team can provide you with a VAT receipt please contact them via esof2016@conferencepartners.com

  • I am an international delegate, why do I need to pay VAT?

Conferences that take place in the UK are liable for UK VAT as they are classed under UK legislation as 'services' and therefore VAT is chargeable at source. International delegates must pay the VAT charged on their invoice initially but can claim this back from the UK VAT office. For information on how to reclaim the VAT please see Notice 723A which can be obtained from www.hmrc.gov.uk

  • When do I need to pay by?

Full payment must be received before the corresponding registration deadlines to benefit from early/pre-onsite registration rates. Should your registration remain unpaid 14 days after the close of that specific registration tier, registrations will be chargeable at the next tier rate.

  • Can I pay onsite?

You will be able to purchase tickets onsite during ESOF 2016. However, any tickets bought during the conference will be sold at full price.

 

25. Cancellations

  • What is the cancellation policy for the conference?

If you need to cancel your registration, the request must be made and received in writing to esof2016@conferencepartners.com.

If you would like a full refund (minus a administration fee) the delegate services team must receive notification of cancellation by Friday 25 March 2016.

Cancellations after Friday 25 March 2016 but before Wednesday 20 April 2016 will receive a 25% refund. No refunds are available after Wednesday 20 April 2016. Refunds will be processed as soon as possible, but ESOF 2016 reserves the right to refund after the conference is concluded if necessary.

  • Can I transfer my pass to another person?

Substitution of registration is permitted and a processing fee will apply. Notification of changes with consent from both parties must be made in writing and sent to the ESOF 2016 Delegate Services Team at esof2016@conferencepartners.com. Substitutions can be made up until the day of the last day of the conference. The individual submitting the substitution request is responsible for all financial obligations associated with that substitution as well as updating any contact/demographic information.

26. How can I make changes to my registration details?

You will be able to edit your details until 1 July 2016. You will receive a link in your confirmation email which allows you to access and edit your registration details. A new confirmation email will be sent when you have submitted any changes.

27. Can I change the days/pass type I am registered for?

Yes it is possible to change the days or pass type that you are registered for up until the 30 June 2016. Please contact the ESOF 2016 team at esof2016@conferencepartners.com to request the change.

29. What happens if I lose or misplace my pass?

Badges must be worn at all times as this is your ticket to all sessions & the exhibition over the four days of the conference. This also includes the social programme events and some satellite events, access to these events will not be given without a delegate pass. If you are unable to locate your pass, kindly note there is a £10 fee to replace a lost delegate badge.

28. Problems with registration

  • How do I get my registration confirmation resent to me?

Please email esof2016@conferencepartners.com.

  • I can’t remember my Password, what do I do?

Please email esof2016@conferencepartners.com

The Programme

1. How can I participate in the conference?

Though it is no longer possible to submit proposals for the main programme, there are still plenty of other opportunities to contribute to and engage with ESOF 2016. It is still possible to participate in the exhibition, host a reception or coordinate a satellite event or conference, please contact the team via info@esof2016.eu for assistance. There are also opportunities to be involved with our Science in the City festival, please contact Annie Keane for more information.

2. How can I organise a satellite event or reception?

If you are interested in organising an event to run during or alongside ESOF, please contact the Delivery Team via info@esof2016.eu and we will be happy to assist you.

3. Can I see previous ESOF programmes?

The programmes from previous ESOFs are available on our website here.

4. Is the conference programme available?

Please continue to check our website for updates on our 2016 line-up of keynotes, speakers and sessions. A full conference schedule will be available on our website from mid-February.

5. Will there be a conference app?

Yes, we will be producing an ESOF 2016 app which will be launched in spring 2016. The app will introduce all speakers with biographies and their session information and include special pieces on keynotes. It will also allow delegates to build their own personal timetable from the programme, locate exhibition stands, and find other delegates at the conference and for networking. There will also be a desktop version of the app available online.

6. What conference material will be provided?

Manchester will host the most sustainable ESOF so far and so, to limit waste, a printed copy of the full conference programme will be available for purchase online at a cost of £20 until 23 July 2016 and can be collected upon arrival at Manchester Central. A limited number of copies will be available to purchase onsite on a first come first served basis. All delegates will be issued with a conference schedule and can access the full programme through the ESOF 2016 app and the conference website.

7. When can I see people speaking?

Our main programme, including conference keynotes and plenaries, will run on Monday 25, Tuesday 26 and Wednesday 27 July. Please continue to check our website for more information on sessions and speakers.

8. What types of sessions are included in the programme?

ESOF will include a variety of sessions; plenary, keynote, general and hot science. Plenary sessions will include invited speakers discussing topical issues and, to enable all delegates to attend, no parallel sessions will be scheduled. Keynote sessions also include invited speakers discussing topical issues but will run parallel to general conference sessions. General conference sessions were selected for inclusion from a wide pool of submitted proposals by our expert committees and many of these also include VIP speakers. There will also be ‘Hot Science’ sessions on topical science issues.

9. What format will the sessions take?

The sessions will be presented in a variety of formats including Question Time debates, interactive roundtables, panel discussions, and hands on workshops. We have strongly encouraged sessions with innovative formats to produce interactive for our audiences. More details on our session formats can be found here.

Session Organisers & Participants

1. When will I receive confirmation of my letter of notification regarding my abstract submission?

All organisers have now been contacted to confirm the acceptance of their session. If you are unsure about the status of your session please contact proposals@esof2016.eu.

2. As a session organiser or participant, am I automatically registered for ESOF 2016?

No. All session participant’s registration fees are waived but they must register to attend the conference via the online platform.

3. When will I find out the date and time of my session?

Session organisers will be informed of the time and date of their session by the end of January 2016. It is then their responsibility to communicate this information to participants and confirm they are still able to attend.

4. I am a session organiser. What are my responsibilities?

Session organisers are responsible for communicating session details with speakers, and ensuring their registration and participation in the conference. Organisers are also responsible for the general management, preparation and organisation of the session. Guidance on this will be provided by the ESOF 2016 Delivery Team. Organisers must also notify the team of any changes to the session.

5. How do I prepare for my session?

Session organisers will be issued with instructions in Spring 2016. These will include a presentation guide with best practice for session organisers, speakers and moderators and details of how to request any required equipment.

6. One of my speakers can no longer participate, what should I do?

Organisers should email the delivery team directly at proposals@esof2016.eu to let us know that one of your speakers has withdrawn. If necessary, the programme team will be able to provide guidance on a replacement speaker. All replacement speakers will be accepted at the discretion of the Programme Manager. 

7. Can I make changes to my session content?

Changes to session content are no longer permitted.

8. I am no longer able to participate at ESOF 2016. What should I do?

As a session organiser, if you are withdrawing your session or transferring organisational duties to another person, you should email ESOF directly at proposals@esof2016.eu. If you are a session speaker, you should inform your session organiser immediately to maximise the time for them to find a suitable replacement.

Exhibition

1. When will the exhibition be open?

A preview of the exhibition will take place immediately after the ESOF 2016 Opening Ceremony on the evening of Sunday 24 July. It will then be open from 8:30 to 18:00 on Monday 25 July and Tuesday 26 July, and 8:30-17:00 on Wednesday 27 July. An A-Z list of exhibitors will be available on our website and in the conference programme closer to the conference.

2. How can I reserve exhibitor space in the exhibit hall?

If you wish to be part of the Exhibition at ESOF 2016 please visit the ‘Becoming an Exhibitor’ page on our website for more information.  

3. How can my organisation become a conference sponsor?

Partnership opportunities are limited, so act today. If you wish to be a partner at ESOF 2016 please visit the ‘Becoming a Partner’ page on our website for more information. 

4. Can I advertise in the conference programme?

Advertising opportunities are open to all. If you would like to advertise in the ESOF 2016 Programme please contact Nicky Martin for more information.

Accommodation

1. Does the registration fee include accommodation?

No, registration does not include accommodation. It is the responsibility of the delegate to arrange their own accommodation but hotels with special rates for ESOF Delegates are available to book now via the registration platform.

2. How can I reserve a hotel room, and what are the rates?

Accommodation can be booked whilst registering for the conference via the online platform. A list of suggested hotels and rates is available on the conference website here.

3. Do I have to book accommodation when I register?

No, you are not obliged to book accommodation when you register. However we would recommend you book early for the best options as Manchester will be busy as the city is hosting a test match at Emirates Old Trafford, Lancashire County Cricket Club.

4. What is the deadline for accommodation booked via the registration platform?

There is no deadline for hotel bookings, however there are a limited number of rooms available at ESOF rates so we advise you book as soon as possible to avoid disappointment. Details of the hotels and rates available can be found here on the ESOF 2016 website.

5. Can I book my own accommodation?

Yes, you can book your own accommodation. However if you wish to stay in any of the hotels listed on our website you are unlikely to find cheaper rates elsewhere.

6. Can I book accommodation for myself and a partner or friend if they are not planning to attend the conference?

You will be able to book accommodation for yourself and one other guest via the registration platform. When selecting your hotel, you can choose to book a double occupancy room. You cannot book separate rooms via the registration platform.

7. Can I book accommodation for more than the duration of the conference via the registration platform?

You will be able to book a couple of nights either side of the conference dates  via the registration platform at some of the hotels, however if you would like to book a longer stay you will need to do this directly with the hotel. If you chose to book extra nights with the hotel directly please advise the ESOF 2016 Team at esof2016@conferencepartners.com.  We can let the hotel know that they should have two bookings in their system for you, one from us and one made by yourself, and we can ask them to ensure that you do not have to move rooms.

8. Do I need to pay a deposit for my accommodation?

Yes, you will need to pay a 20% deposit to guarantee your reservation.

9. Will I receive a confirmation from the hotel?

You will not receive a confirmation from the hotel but the ESOF 2016 Team will send you a pre event confirmation email closer to the conference which will include the details of your hotel booking.

10. What is the hotel cancellation policy?

If you need to cancel your hotel registration, the request must be made and received in writing to esof2016@conferencepartners.com. If you would like a full refund (minus your deposit) the delegate services team must receive notification of cancellation by Monday 20 June 2016. Any bookings cancelled after this date will be charged in full.

11. What are the closest airports to the venue?

Manchester Airport is just 30 minutes from the city centre. Manchester is easily accessible from most other UK airports. More details can be found on our ‘Travel to Manchester’ page.


My question is not listed here. Whom do I contact?

For registration issues please contact esof2016@conferencepartners.com. For other queries please contact info@esof2016.eu for assistance.

Video & Photography Policy

Registration, attendance at and/or participation in, EuroScience Open Forum 2016 and other associated activities during the conference, constitutes an agreement by the registrant to authorise ESOF, EuroScience and Associated Partners to use and distribute (both now and in the future) the participant or attendee’s image or voice in photographs, video, audio, and electronic reproductions of such events and activities.

Persons with disabilities

If you have any special requirements due to a disability, we will do our very best to accommodate any requests so please contact the ESOF 2016 Delegate Services team via esof2016@conferencepartners.com for assistance. You will be contacted prior to ESOF 2016 to make any necessary arrangements.