Q: What is included in my Event Pass registration fee?
A: Your registration fee covers your conference attendance, coffee breaks, lunches and refreshments at the poster session. The Gala Dinner and Evening Meals are an optional extra to the event pass fee, unless otherwise stated. These extra can be paid for through the office in advance or at the conference registration by card (Mastercard or Visa) or cash (currency of the destination).
Q: I have registered and paid for the conference, but I haven’t received any confirmation.
A: You should always receive an automated confirmation email when you register and also when you have made payment. If you haven’t received an email from us then please email firstname.lastname@example.org with your name, registration number and the conference you have registered for. Once registered and your deposit is paid you will have access to a personalised link to your online details of the conference.
Q: What is the Cancellation Policy for conferences?
A: Please refer to the terms and conditions via the following link Terms & Conditions
Q: I’ve missed the registration deadline for the conference, can I still attend?
A: Please email email@example.com to see if there are spaces still left at the conference. A small admin charge will apply for late registrations.
Q: Can you send me a visa letter for my visa application?
A: Yes, we can send you a letter for your visa application. Please note that no visa letters can be issued before you have registered and the £/$/€ 95 deposit has been paid. Once you have completed your registration, please email firstname.lastname@example.org to request your Invitation Letter.
Q: I want to bring a guest, how do I register them, and do I need to pay for them even though they are not attending the conference?
A: Contact the Zing Team email@example.com, we will inform you of the rate for guests and what is included in the fee. Full payment must be made prior to arrival. Any person who arrives at the hotel will be charged the full rate. There are no exceptions to this clause. Guests are not allowed into the conference unless an event pass is purchased by them. A guest of a speaker may be allowed to watch that one talk, at the discretion of the Zing team.
Q: Where can I find out latest information about the conference?
A: Information on the website will be kept as up to date as possible, as soon as the conference programme is available it will go up on the conference webpage and any changes made will be updated on this copy. We will make a copy of the programme available to you at the conference also.
Q: I have submitted an abstract, when will I find out if I have been selected to give a talk?
A: Once the deadline has passed, we send all of the abstract submissions to the chairs. They will then review the documents and select those delegates they wish to offer a talk slot on the programme. Once they have decided, they will inform us and we will contact the selected applicants. We aim to inform delegates if they have been selected within 2 weeks, the Chair(s) decision on abstract acceptances is final.
Q: Do I need to submit an abstract to register for a conference?
A: It is possible to register without submitting an abstract. However, please note that we do encourage all delegates including chairs, plenary and invited speakers to submit an abstract and actively take part in the programme by presenting either a talk or poster.
Q: I am presenting a poster at the conference, what do I do with the poster when I arrive?
A: Bring your poster with you when registering at the conference and hand it to a member of the Zing Staff. They will hang it in the Poster Room on your behalf for the Poster Session. We ask for posters to be printed no larger than A0 as we may be unable to display your poster if it is larger than this.
Q: Will there be a poster prize?
A: A poster prize may be awarded at some conferences. Please check the conference website for further information.
Q: Are airport transfers included in the cost of my registration?
A: No. However, Zing does try to arrange special rates with transfer providers at each destination and will post any such details on the website and in a welcome pack sent to you prior to the conference. Delegates can also visit the airport website for information on car hire or public transport. Zing Conferences C.I.C assumes no responsibility for transfers to and from the venue or conference.
Q: Can I book an event pass for the conference and stay at the hotel?
A: Limited rooms are often available, please contact firstname.lastname@example.org for more information.
Q: I am a speaker with accommodation booked through Zing, can I stay at the hotel for extra nights?
A: Yes. Subject to availability, additional nights can be booked directly with the venue using the link on our webpage to give you a preferential rate. For more information please email email@example.com.
Q: Is there an internet connection at the hotel?
A: Yes, There is complimentary WIFI in the conference room.
Q: I am interested in sponsoring a conference, how do I go about it?
A: If you are interested in Sponsoring a conference please email firstname.lastname@example.org for more information. Information on Sponsorship can also be found on the Sponsor/Exhibit Webpage
Q: I require an Attendance Certificate for my portfolio, how can I get one?
A: Attendance letters are emailed upon request to attendees within 1-2 weeks post-Conference. If you would like an attendance letter for a conference that you have previously attended, please email us at email@example.com. Attendance letters are only given to attendees who join the conference for 85% of the talks
Q: Are there opportunities to network throughout the conference?
A: There are many opportunities for delegates to mix and mingle throughout the conference. There is a lengthy lunch break for delegates to discuss the day’s topics and make plans for the rest of the Conference. There is also a Gala Dinner (optional extra), and tours organised by local destination management companies that Zing will make you aware of on the website. In addition, refreshment breaks and lunches ensure our delegates have enough opportunity to make and maintain connections.
Q: Do I have to pay for accommodation to stay at the hotel? A: Yes. Any person who arrives at the hotel who has not pre booked and paid will be charged the full amount. You do have the option of
purchasing an event pass if you wish to stay at another hotel.
Q: How can I pay?
A: You can pay by card payment online or by faxing them to us (+44 (0) 1223 280270). You can also pay by bank transfer in the relevant currency, details of the bank can be found on the bottom of your invoice. We are no longer able to accept Cheques.
Q: Why do I have to pay for my accompanying person if they are sharing my room?
A: This is because the fee includes accommodation, use of the hotel facilities, breakfast and dinner.
Q: Is my accompanying person allowed into the conference?
A: No, but they are allowed to the Farewell Dinner at the end of the conference, if a ticket is purchased.
Q: Why do I have to pay the £95, €95 or $95 deposit?
A: This is a non-refundable registration fee that is deducted off the conference fee when invoicing. It allows you to submit your abstract for consideration, have personal access to your registration page and be kept up to date with news.
Q: What is the refund policy?
A: The refund policy is under our terms and conditions on the website. This is the refund policy we follow in accordance to our contract with the hotel’s
policy. The decision of Zing Conferences C.I.C is final.
Q: The chair said I was getting funding for the conference but I have an invoice on my registration?
A: Please forward us a copy of the invitation that the Chair sent to you for us to clarify with the Chair
Q: The chair has said he will support some of my registration do I still need to pay?
A: You will need to pay the difference between the full registration fee and the amount the Chair has supported you from the budget.
Q: Will I be required to attend the whole conference if I am receiving a budget contribution?
A: If you are awarded a contribution towards registration or your registration has been covered by the Chairs budget, you will be required to attend the whole conference.
MY QUESTION IS NOT LISTED
Q: My question is not listed in the FAQ’s, who should I contact?
A: For all other questions please email firstname.lastname@example.org