FAQs for COV11 Participants

Physical or Virtual attendance of COV11 Conference

(FAQs apply to both physical and virtual attendees)

Q: How can I register for COV11 conference (either for physical or virtual attendance)?
A: You should follow this link online services booking form in order to complete your registration (the option for physical or virtual attendance is included in this form)

Q: How can I pay the registration fees?
A: You can pay by credit card or bank transfer till the close of pre-registration period.

From then on

  • Physical attendees can pay by credit card or cash at the registration area, operating through the conference days
  • Virtual attendees can pay by credit card ONLY through the online services booking form, until 16 June 2022.

Q: Can I register during the conference dates?
A: You can register during the conference dates as follows:

  • Physical attendees can register onsite at the registration desk, operating through the conference days. Please note that the relevant on-site fee will apply though, and there will only be a credit card payment option available.

Pre-registration is highly recommended (to avoid overcrowding at the registration area and keep the protocols provided)

  • Virtual attendees can register any time throughout the conference dates, by visiting the online services booking form until 16 June 2022.

Only a Credit card payment option will be available for the virtual attendees.

Q: Can I register for the conference without paying (either for physical or virtual participation)?
A: You can submit your registration (physical or virtual option) without paying, but in this case, your registration fees will be subject to changes according to the respective deadlines.

Please note that a registration is valid if fully paid.

On-site fees will apply for the registrations with an outstanding amount (unpaid registrations) on the conference opening.

Q: I have already registered for online (virtual) attendance at the COV 11 Conference, but now I would like to attend in person. Is that possible?
A: Yes, as long as you make this change before the Close of Registration, 30 May 2022, through the online services booking form and pay the relevant difference.

Q. What does my registration fee include?
A. For details on the entitlements (of any registration category and type of participation) please visit the relevant section of the conference registration page.

Q: Will I receive a confirmation letter after I have finished registering?
A: Yes. A detailed confirmation letter and receipt, if the payment is complete, will be sent to you via email upon submission of your online services booking form. This applies to both physical and virtual participation

Q: Can I receive an invoice under my sponsoring Company/ Institution’s name?
A: It is possible, as long as you select the option “I will need an invoice” upon completion of your online services booking form. At this point, you will also need to fill in the relevant billing details of the company/institution.

Q: Can I cancel my registration for the conference? 
A:  You may cancel your registration but please have in mind that for the pre-registered attendees of 2020, 100% cancellation fees apply.  You are always welcome to attend virtually.

Q. Can I change my participation to virtual online and vice versa?
In order to assist you with your inquiry please send an email to the Professional Congress Organizer at registrations@citiesonvolcanoes11.com

Q. How do I apply for a visa to come to Greece?
A. Visa regulations vary based on your nationality and country of origin. We suggest that you contact your local Greek Embassy or Consulate, to receive full and official instructions on the specific visa regulations and application procedures that apply to you. For detailed information, please visit the Greek Ministry of Foreign Affairs: http://www.mfa.gr/en/visas/

Q. Where can I get an invitation letter so that I can apply for a visa?
A. To obtain a visa invitation letter, your registration fee must be fully paid.  You can either request a letter through the COV11 online services booking form or by e-mail at registrations@citiesonvolcanoes11.com. A personalized official invitation letter will be created and sent to you by e-mail within 10 working days.

Q. Is it possible that you send an official invitation letter directly to my local Greek Consulate?
A. Unfortunately, we are not entitled to send invitation letters directly to Consulates. Invitation letters are prepared solely for individuals and are sent directly to them. 

Abstract submission has closed on February 13, 2022.

Q. I have submitted an abstract, do I have to attend the conference? 
A. You only have to attend if you are the presenting author in an accepted abstract. Therefore, we encourage you to submit an abstract only if you intend to attend the conference and present it. Presentation details are available through the relevant website page Instructions for presenters 

Q. My abstract has been accepted but I do not have a copy. Are you able to send me one? 
A. You can view your abstract through the online platform you used for submission. The username & password you created the first time you logged in, remain the same should you wish to check anything related to your abstract submission. 

Q. Where is the conference taking place?
A. The conference will take place at the Cultural Conference Center of Heraklion.
For more information please visit the relevant section of the COV11 website, Conference Venue

Q. Will there be free Wi-Fi internet available at the venue? 
A. Yes, free WiFi will be available at the conference venue. 

Q. How can I find out information about hotels and rates?
A. Detailed information about hotels and rates can be found on our conference accommodation page. 

Q. How can I book my room? Is payment in advance required?
A. You may book your room through the online services booking form. Full payment is required to confirm your booking.

Q. Will I receive a hotel confirmation?
A: Yes.  A confirmation letter will be sent by e-mail within 7 working days of the properly filled in accommodation form receipt and relevant payment. 

Q. I will not be able to attend. How can I cancel my hotel reservation?
A. Any change or cancellation request, needs to be addressed in writing to the Professional Congress Organizer at reservations@citiesonvolcanoes11.com.  Based on the date of your request, the relevant cancellation policy will apply according to the Terms & Conditions

Q. Will I be refunded for my hotel reservation, in case of cancellation?
A. Detailed information about hotel cancellation policy can be found in the relevant section of the Conference Terms & Conditions

Q: I have booked a Field Trip and I want to cancel what should I do?
A: Detailed information about field trip cancellation policy can be found in our Terms & Conditions. Any change request should be addressed to the Professional Congress Organizer by email at reservations@citiesonvolcanoes11.com

Q: Can I make a name change to my Field Trip booked?
A: Yes. A name change is possible till May 2, 2022. Your request should be sent in writing to the Professional Congress Organizer at reservations@citiesonvolcanoes11.com

Q: Which device should I use to participate in the virtual Meeting?
A: You can participate using any device that has a working internet connection and successfully logged in to the virtual environment, although a desktop or laptop computer is highly recommended. Please make sure to have installed the latest version of Google Chrome, which is the browser that guarantees maximum compatibility with embedded video. Please note that you are responsible yourself for a properly functioning and charged device.

Q: The device that I will use for online participation has a camera installed: will I be visible at COV11 Conference to other participants or anyone else?
A: No, you will not be visible, unless you decide to activate it during networking functions or one-to-one meetings with other attendees.

Q: My internet connection is not working properly. Will I be able to participate in the virtual conference?
A: You will need a working internet connection during the meeting. On your phone, you could use a mobile signal (4G), if available, or use WiFi. A wired (Ethernet) connection is highly recommended, particularly for presenters.

Q: Can I test my access to the virtual environment ahead of the COV11 Conference?
A: Yes, you can do this. Attendees will have the opportunity to test the online platform as early as one week before the event. Presenters will be allocated a specific rehearsal time slot. All dates will be announced soon.

Q: Can I ask questions as a virtual participant of the Conference?
A: Yes, provided that there is a Q&A module available in a session. Note that presenters may bundle attendee’s questions by theme. Presenters may refrain from answering questions if answering the number of questions exceeds the time frame of their Session.

Q: As of which moment, can I log into the COV 11 Conference virtually?
A: You can log in as of 60 minutes before the start of the COV 11 Conference

Once you have done so, you are counted as a delegate, attending the Conference virtually, even if you leave before the start or at any time during the COV 11 Conference (whether or not due to an internet connection failure).

We encourage you to log in timely and not to do this last minute.

Q: Are there any rules and conditions set by the Organizers that apply to the Hybrid Conference?
A: Yes, you can refer to the Hybrid Meeting Policy.

If you participate online, please make sure you have read this policy.

Q: The online platform is not allowing me to log in, what should I do?
A: Please contact apolyrakis@convin.gr

Q: I appreciate the possibility and option to participate in the COV11 Conference online, I wonder how the Organizers ensures that online participation will be without issues?
A: The Organizers offer the application through third parties that have such experience. However, even though the Organizers has given their best efforts to ensure delegates are offered the best possible service, they cannot guarantee that virtual attendees will not experience issues that are common to any digital application.

Q: When I participate online, will other delegates be informed that I am participating or do they have the possibility to know that?
A: Upon logging in to the virtual platform for the first time, you will be given the option to choose which exact information you wish to share with other attendees. This information will be shown in the Meeting Hub, Networking Functions and any other module that involves interaction with other attendees, excluding scientific sessions.

Q: When there is a failure in my network connection, or my device stops working during the COV11 Conference, will I be able to log in and continue to participate in the virtual conference once the connection has been restored?
A: Yes, assuming you have logged in successfully before the start of the virtual conference, you will be able to continue to attend the conference after the network connection has been restored. You will also be able to attend anything you might have missed due to the technical problem you have come up with, since all sessions will be recorded and available to all virtual registrants after the conference.

Q: Will I be able to ask questions or say something during the virtual conference?
A: When participating online you will only be able to watch the webcast and to submit your question(s) in writing through each session’s relevant functionality.

We cannot guarantee though that all questions received will be answered, since there might be the case that the number of questions exceeds the time frame of the Session.

Q: Whom can I contact if I have a question that is not included above?
A: You can contact the Professional Congress Organizer via email at registrations@citiesonvolcanoes11.com 

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