SETAC Europe
Avenue de la Toison d'Or 67
B-1060 Brussels
Belgium

Phone: +32(0)2 772.72.81
Fax: +32(0)2 770.53.86
E-mail: setaceu@setac.org

Society of Environmental
Toxicology and Chemistry

Frequently asked questions

Scientific programme

  1. I submitted an abstract but did not get a confirmation mail?
  2. Why do I have to submit an extended abstract if I want to give a platform presentation?
  3. I do not want my extended abstract to be published. What to do?
  4. When will I receive news about the acceptance of my abstract?
  5. It is February or later and I still haven't received any news about the acceptance of my abstract?
  6. I received an acceptance letter for a poster presentation although I requested a platform presentation?
  7. I submitted an extended abstract for platform presentation but I now have a poster presentation. What happens to my extended abstract?
  8. I want to make changes to my abstract / extended abstract. What to do?
  9. I have a poster/platform presentation but cannot attend the meeting. What to do?
  10. I have a poster presentation but cannot attend the meeting. Can I send my poster to the SETAC Europe office or to the congress centre so that somebody puts it up for me?
  11. Are there any guidelines for preparation of my poster / platform presentation?
  12. What is a poster spotlight?
  13. What is a poster corner?
  14. Where can I find the scientific programme for the meeting?

Registration

  1. When does online registration open/close?
  2. What are the registration costs?
  3. I did not receive any confirmation e-mail/invoice after registering online, what can I do?
  4. What is the 'Combi' fee?
  5. How can I pay?
  6. Do I receive a printed invoice?
  7. What happens if I don't pay my early registration fee in time?
  8. What happens if I have to cancel my registration?
  9. How do I receive a certificate of attendance?
  10. Will I get a receipt for my registration?
  11. What are the days and hours of operation of the registration desk?
  12. My colleague cannot attend the meeting: can I take his/her registration package?
  13. I have already registered but want to add/change/cancel an event to my registration (e.g. short course, banquet ticket); what to do?
  14. I am a (platform or poster) presenter at the meeting. Do I need to register and pay?
  15. I am a session chair / scientific committee member. Do I need to register and pay?

Travel & hotel

  1. How do I book my hotel room?
  2. Which Milan airport should I fly to? 

Other questions

  1. I would like to book a meeting room for my committee / advisory group / parallel meeting during the Annual Meeting. How do I do this?

Scientific programme

  1. I submitted an abstract but did not get a confirmation mail?
    If you submitted your abstract successfully, you should receive a submission confirmation e-mail within 24h after submission. If you didn't, please contact the SETAC Europe office as soon as possible so they can check if your submission was successful.
  2. Why do I have to submit an extended abstract if I want to give a platform presentation?
    SETAC Europe introduced the submission of extended abstracts for platform presentation in order to improve the scientific quality of the meeting. Extended abstracts enable the scientific committee and the session chairs to better judge the papers, and facilitate the consistent programming of the platform sessions.
    At the meeting, a regular abstract book containing the short abstracts for all platform and poster presentations will be distributed. The extended abstracts will be published separately in a congress proceedings book. Both books will be distributed electronically, the regular abstract book will also be available in print upon purchase.
    Please note that ONLY submissions including an extended abstract will be considered for a platform presentation, even if you do not want your extended abstract to be printed.
  3. I do not want my extended abstract to be published. What to do?
    In case you are selected to give a platform presentation, your extended abstract will be published in a separate congress proceedings book which will be distributed electronically, UNLESS you have indicated during your online submission you do NOT give SETAC permission to print the extended abstract.
    If you have not indicated this during your online submission, you can still send an e-mail to the SETAC Europe office until 23 March 2011 asking them to exclude your extended abstract from the congress proceedings book. After that date, abstract and programme book will be sent to the printer and changes cannot be made anymore.
  4. When will I receive news about the acceptance of my abstract?
    You will receive an acceptance or rejection letter by the end of January 2011. Deadline for submission of abstracts is 30 November 2010 and the abstract review process starts early December. Firstly, all abstracts are evaluated by the members of the scientific committee. They do a first screening and take out non-fitting and poor quality abstracts. Just before Christmas, the abstracts go to the session chairs/co-chairs for a more detailed review. They evaluate all papers in order to make a selection of platform and poster presentations, and suggest a programme for their session. This programme then goes back to the Scientific Committee and they do a final check to take out biased or too commercial sessions. The SETAC Europe office coordinates this whole process and administers the results of each step. Once the review process has been terminated, the SETAC Europe office will send out the acceptance / rejection letters to all submitters by the end of January 2011. If authors do not receive any news by 4 February 2011 we strongly advise them to contact SETAC staff.
  5. It is February or later and I still haven't received any news about the acceptance of my abstract?
    For every abstract, the contact person of the abstract (i.e. the person submitting the abstract) receives an acceptance or rejection letter by the end of January 2011. If you have not received any news by 4 February, we strongly advise you to contact SETAC staff.
  6. I received an acceptance letter for a poster presentation although I requested a platform presentation?
    In the frame of the Annual Meeting programme, the members of the scientific committee and/or the session chairs/co-chairs have the responsibility of reading, evaluating and selecting papers for platform and poster presentations. The number of slots for platform presentations is limited, so it is simply not possible to give all persons requesting a platform presentation a slot to give their talk. A change from poster to platform is not possible because at that stage we have already scheduled all the platform sessions and notified all submitters about their abstract status. However, in case of a platform withdrawal there can be a possibility of switching a poster to a platform presentation, which is decided by the session (co-)chairs. If an author would have any specific questions about the choice of platform/poster assignments, he/she is advised to contact the session chairs/co-chairs.
  7. I submitted an extended abstract for platform presentation but I now have a poster presentation. What happens to my extended abstract?
    Extended abstracts are used to enable the scientific committee and the session chairs to better judge the papers, and facilitate the consistent programming of the platform sessions. Your abstract will be reviewed by the scientific committee and the session chairs and they can decide to accept your abstract as a poster presentation. This means your extended abstract will not be published in the separate congress proceedings book but only your short abstract will be published.
  8. I want to make changes to my abstract / extended abstract. What to do?
    Please note that you CANNOT make changes to your abstract / extended abstract once you have submitted it. If for some reason you need to make IMPORTANT changes to your abstract (e.g. change presenting author, change permission to publish extended abstract), please send an e-mail to the SETAC Europe office before 23 March clearly mentioning your abstract number, title and the changes that need to be made. If you need to make changes to your extended abstract, please attach the changed file to your e-mail. After 23 March, abstract and programme book will be sent to the printer and changes cannot be made anymore.
  9. I have a poster/platform presentation but cannot attend the meeting. What to do?
    Check with your co-author(s) if they can present your poster/platform for you. If they can, then notify the SETAC Europe office that the presenting author of your poster/platform presentation will change. If there is nobody to present your poster/platform presentation, you will have to withdraw it from the programme. In this case, please notify the SETAC Europe office immediately so they can make the necessary changes to the programme.
    Note that presentations from presenting authors not having registered by 15 March 2011 will be cancelled and excluded from the programme and abstract book.
  10. I have a poster presentation but cannot attend the meeting. Can I send my poster to the SETAC Europe office or to the congress centre so that somebody puts it up for me?
    NO. Poster presenters are responsible for their own poster, and should bring their poster personally. If for some reason you cannot attend the meeting, check with your co-author(s) if they can present the poster instead. In case of withdrawal, the author should notify the SETAC Europe office immediately.
  11. Are there any guidelines for preparation of my poster / platform presentation?
    Technical guidelines to prepare your poster / platform presentation are available here.
  12. What is a poster spotlight?
    In some platform sessions, the last 20 minutes slot has been reserved for 4 very short presentations or 'poster spotlights' (of 4 minutes each). Poster spotlight presenters should prepare 2-3 slides to highlight the work presented on their poster that will be displayed all day in the poster/exhibition hall. If more than 3 slides are submitted for the poster spotlight presentation, only the first 3 slides will be shown.
  13. What is a poster corner?
    A poster corner is located in the poster area/exhibition hall and displays 6 to 8 posters with a common subject. During the poster social at the day the session is scheduled, a group discussion will be organised with an introduction by the session chair in front of the posters. After this introduction the posters will be discussed among the authors and the audience present in the poster corner.
  14. Where can I find the scientific programme for the meeting?
    The session overview can be found here. The detailed scientific programme with presentation titles and authors will be online by 23 March 2011.
    In addition to the regular sessions, six special sessions will be planned in Milan.

Registration

  1. When does online registration open/close?
    Online registration opens 17 January. As of 2 May, online registration is no longer possible. From then on only on-site registration will be possible.
  2. What are the registration costs?
    Click here for the registration categories and costs. Note that considerable discounts are offered for SETAC members; do not forget to enter your membership number during registration so we can check your membership status.
  3. I did not receive any confirmation e-mail/invoice after registering online, what can I do?
    Please go back to the registration site and enter your login and password under “already registered for this meeting”. Please make sure that you click on the “SUBMIT” button before closing the website! If the “SUBMIT” button is NOT CLICKED the registration is NOT SUBMITTED! If you still haven’t received a confirmation after this, please contact the SETAC Europe office.
  4. What is the ‘Combi’ fee?
    A combi fee is a registration fee for the meeting PLUS a SETAC membership. This fee is lower than the non-member registration fee and allows you to enjoy the many benefits SETAC offers to his members.
  5. How can I pay?
    We strongly prefer payments by credit card (details of the card can be submitted during the online registration or sent by fax to the office). Payments can also be made by bank transfer. Note that cheques will not be accepted!
    If we haven’t received your payment, a reminder of non-payment will be sent 2 weeks before the Annual Meeting. If you have received such a reminder but have paid, please bring the proof of payment (bank statement) or official P.O. (purchase order) with you.
    If no payment was received and no proof of payment can be shown, the full registration amount MUST be paid on-site!
  6. Do I receive a printed invoice?
    The confirmation e-mail you receive after registration is considered the invoice. You will also receive a printed invoice in your registration package on-site.
    In case a printed invoice is necessary for payment, it will be sent upon simple request.
  7. What happens if I don’t pay my early registration fee in time?
    Your early registration fee will automatically be changed to a late registration fee and the increased fee is due.
  8. What happens if I have to cancel my registration?
    If you cancel by 5 April, a cancellation fee of € 50 will be charged or in case of refund, deducted from the already paid amount. Cancellations must be received in writing by mail or fax.
    No refunds will be made for any reason for cancellations received after 5 April 2011. If you cancel your registration but have not paid yet, the outstanding amount will still be due. Paid no-shows will receive all materials covered by their registration fees upon request.
  9. How do I receive a certificate of attendance?
    You will find a certificate of attendance in your registration envelope which you will receive on-site.
  10. Will I get a receipt for my registration?
    Yes, a printed copy of the invoice will be in the registration envelope on-site.
  11. What are the days and hours of operation of the registration desk?
    Opening hours of the on-site registration desk will be
    Sunday-Wednesday, 7:30 - 19:00
    Thursday, 7:30-16:00
  12. My colleague cannot attend the meeting: can I take his/her registration package?
    As the registration is not transferable, we cannot hand over the package to somebody else. This can only be done when the registration is fully paid and a written confirmation of the colleague can be shown.
    The colleague will receive all meeting material covered by the registration fee upon simple request by mail/e-mail.
  13. I have already registered but want to add/change/cancel an event to my registration (e.g. short course, banquet ticket); what to do?
    Once the registration is completed you cannot make any changes yourself. Please send an e-mail and the changes will be made for you.
  14. I am a (platform or poster) presenter at the meeting. Do I need to register and pay?
    YES. All presenters have to register and pay the appropriate registration fee by 15 March. Note that presentations from presenting authors not having registered by 15 March 2011 will be cancelled and excluded from the programme and abstract book. For registration info, click here.
  15. I am a session chair / scientific committee member. Do I need to register and pay?
    YES. While we strongly appreciate the efforts the session chairs and scientific committee members put into the organisation of the meeting, we do not waive their registration fees. Many of our meeting delegates are involved in the organisation of specific parts of the meeting programme. Because we want to keep the registration fee for our meetings as low as possible, all of these volunteer contributors are asked to pay the appropriate registration fee. For registration info, click here.

Travel & hotel

  1. How do I book my hotel room?
    Click here for information on hotels. Note that the Atahotel Fiera Milano will be the SETAC headquarter hotel.
  2. Which Milan airport should I fly to?
    Milan has 3 airports:
    1) Malpensa (MXP) is Milan's largest airport and the main airport for international travel. The airport is located about 50 km northwest of central Milan, and connected to central Milan by the Milano-Varese highway as well as by the "Malpensa Express" train, which takes you about 40 minutes.
    2) Linate (LIN) is mainly used for domestic and short-haul international flights and is located about 15 km east southeast of the city. It takes you about 25 minutes to get to central Milan by bus from Linate.
    3) Bergamo (BGY) or Orio al Serio airport mainly serves low-cost traffic and is located about 55 km from central Milan.
    Which airport to fly to, will depend on where you are flying from as the departure location may affect accessibility and price. For directions from the different airports to the Milan city centre / Milan Convention Centre, click here.

Other questions

  1. I would like to book a meeting room for my committee / advisory group / parallel meeting during the Annual Meeting. How do I do this?
    As usual, during the SETAC Europe 21st Annual Meeting, meeting rooms will be available for parallel / business meetings. If you would like to book a meeting room, please fill out the appropriate online meeting room request BEFORE 1 May. Note that space is reserved on a first come, first serve basis. If you want to book a room after 1 May, please come and see SETAC staff at the registration desk. Do not hesitate to contact Barbara Koelman if you need more information.