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Frequently Asked Questions

Find answers to the most common questions planners have about Cvent's site selection and sourcing tools.

Attendess

The regular registration fee will include:

  • Attendance at all scientific sessions, workshops, seminars, vendor seminars and other satellite events
  • Access to the poster and exhibition area
  • Conference kit (name badge, conference bag, conference documents, certificate of participation, certificate of presentation on request)
  • Final programme
  • E-Book of abstracts
  • Coffee/Tea breaks
  • Buffet luncheons
  • Welcome drink

All delegates should be pre-registered/ registered on the spot in order to attend the conference

All delegates should be pre-registered/ registered on the spot or hold an exhibition badge to attend the exhibition.

All participants are expected to wear their badges at all times during the conference

Under no circumstances can the badge holders share their badges with anyone else.

The organizers have the right to remove anyone holding a conference delegate/exhibitor badge acquired by illegal means.

Prior written consent from the organizers is required for anyone under the age of 16 to attend the conference.

The attendees should not wear offensive clothing or participate in any activity that may disrupt the conference.

The organizers possess the complete rights to remove anyone who doesn’t adhere to the above policies, who are considered likely not to comply with the above rules or by under any laws, sanctions or regulations prohibited from attending the conference.

The press badges are only provided to the journalists, editors, publishers, photographers, broadcasters and web bloggers associated with the conference.

The members of the press are required to submit a completed application form, photocopies of the press card, business card, and a letter from the editor or an official web link to a press release for verification purposes.

Applications from advertising personnel or media sales representatives will not be considered.

Authorized personnel will take photographs and videos during the conference. Delegates’ consents to this without compensation.

The organizers are entitled to use these photographs and videos (may include photos/videos of the delegates), for purposes of marketing the conference via any/all media without liability.

Photography or filming by anyone other than the official photographers will be permitted only if they have a prior written consent from the organizers.

Unfortunately, the conference organizers currently do not have funds to support delegate attendance. It should be also noted that authors who fail to register before the author registration deadline, would have their presentations removed from the conference.

We will provide letters of invitation upon request to registrants only in the following circumstances:

1. Registration is paid in full.

2. A copy of your passport

3. A letter from your employer

Please refer to the location section of the website for details on booking an accommodation. It is advisable to book accommodation early to ensure availability and special conference rates.

The abstract submissions can be made online under ‘submit abstract’ section of the website. The submission process is simple and involves filling an online form, providing contact information and abstract details. Ensure that the abstract is formatted according to the submission guidelines provided in the website. Please refer to the ‘submit abstract’ section for complete guidelines for submission.

Please be sure to give the correct email address during submission in order to receive automatic receipt on submission.

Please contact the Dutch embassy/consulate in your country if you are not sure if you need a visa to attend the conference. If you require a visa, it is advisable to start the visa process immediately in order to ensure that you have a valid visa in time for the conference.

Unfortunately, the conference committee cannot submit or follow up the visa application on your behalf. However, subject to certain conditions, we can provide an invitation letter, which will assist you in the visa application process. The invitation letter can be downloaded from the registration system.

It is advisable to register as soon as you are sure that you will be attending the conference. This is ensure that the conference committee can send you all the required information and documents necessary for the conference and to secure your place in the published list of participants.

This is to also guarantee a place in the conference (in cases of overbooking. For people who’s attendance is not definite (in cases of no funding, entry visa not arranged etc.), it is advisable not to register until the above issues are solved.

Members of partner organisations are eligible for 10% discount. Please arrange us a membership card copy so that we send you an offer for the discount.

A certificate of attendance is will be send via email after the conference attendance.

Speakers

We do not offer accomodation services, however we have recommended some of the hotels near the venue. Please refer to the location section of the website for details on booking an accommodation. It is advisable to book accommodation early to ensure availability and special rates.

The committee will will assign you a time, date and location for your session and will notify you once all assignments have been determined. 

Our efforts are always to maximise the number of session participants. We also encourage speakers to invite the attendees and spread the conference message in your network. You can help increase attendance by promoting your session using the pre-conference mailing and your own marketing vehicles (emails, tweets, table top handouts, etc.). We can arrange a promo message with your photo and topic or an conference email signature which will help us to clients of your interest.

No, if you would like a moderator please make arrangements on your own.

Please email your presentation to preeti@aiiconventions.net 8 weeks prior to conference. Please indicate if it is available for download for the attendees so that they can download the presentations. Speakers are also encouraged to bring their presentation with them to the conference on a USB memory stick.

No, the conference speakers will not receive complementary registration. All speakers need to get registered, please register all speakers online.

You are responsible for making all travel and hotel arrangements.

We recommend that the speaker arrives 15-30 minutes early to set up the presentation and ensure the room is set properly.

Sponsors & Exhibitors

Yes, please contact sales@aiiconvetions.com to make arrangements. 

Exhibition space is limited, to ensure your reservation, please send us an online enquiry or an email to sales@aiiconventions.net for more information.

Sponsorship opportunities are limited, so act today. Sponsorships are processed by the conference committee and if you wish to become a sponsor, please send us an online enquiry or an  email at sales@aiiconventions.com. 

Sponsor and/or exhibitor representatives are required to register for the conference and wear a name badge throughout the exhibit hall and conference. Registration includes entrance to sessions, exhibit hall, meals and during networking dinner.

The conference grows each year. We currently have space for 20 booths.

The conference draws hundreds of company and academic professionals for 2.5 days of brainstorming and key lectures. Sponsorship affords you access and exposure to this versatile user base

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