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1 Dear Organisers & Speakers, We very much look forward to welcoming you to Birmingham and IUPS Over 500 speakers will be presenting to our international attendees and we thank you for the time you are taking to attend and hope you have a productive and enjoyable time at the congress. Below is some guidance on what s required of you as an invited speaker. Should any of your questions not be answered below please don t hesitate to contact us on the numbers below. 1. Where is the congress taking place? The International Convention Centre Broad Street Birmingham B1 2HG UK 2. Do I have to register for the meeting? Is there a charge? Yes, you will need to register for the meeting (see instructions below). As an invited speaker you are entitled to complimentary Congress registration, including a ticket to the Welcome Reception and Congress Dinner (value 75). Additional items can be purchased when registering (e.g. packed lunch vouchers, accompanying person pass, social programme guest tickets, créche facilities etc.). 3. Can I bring a guest to the meeting and/or Social Programme? How is this handled? Guests are very welcome and additional tickets may be requested at time of registration. Payment for additional tickets will be required. There will also be an accompanying person s scheme in operation and details will be posted via early next year. 4. How do I register? Go to Click on the Register button The registration page will open in a new window. Step by step guidance is below:
2 Choose Invited symposium / keynote speaker Note: Registration is not linked to abstract submission so you are required to create a new account. Complete the Personal Information page; on this page you will be asked which day you are speaking and the name of your session organiser.
3 You will then be taken to the Conference Information page. After speaker registration you will see a printable registration confirmation, this will also be ed to you. Registration is being handled by BioMedEx (a 3 rd party supplier) and all enquiries should be ed to IUPS@biomedex.co.uk PLEASE REGISTER AS SOON AS POSSIBLE! OUR CATERING ORDER WILL BE BASED ON NUMBERS BOOKED SO PLEASE ONLY REGISTER FOR SOCIAL EVENTS YOU ARE PLANNING TO ATTEND AND ADVISE US IF YOU WISH TO CANCEL. Unused allocations may be released for other participants. 5. Am I required to submit an abstract and what is the deadline? How should these be submitted? Yes, we ask all speakers to submit an abstract (5000 character count allowance). Abstract submission is now open and will close on 28 February NB Speaker abstracts are not reviewed in any way and descriptive (review type) abstracts are acceptable. Exact titles of abstracts will be cross referenced with the publicised programme to ensure accuracy The former will take precendence. 6. How do I submit my abstract? Go to Click on the Submit abstract button Abstract submission is via ScholarOne (a 3 rd party site). You must create a new account. Abstract submission deadline: 28 February 2013
4 The abstract submission page will open in a new window. You must create an account. Choose the left hand side tab Create an Account Note: Abstract submission is not linked to registration so you are required to create a new account in order to submit.
5 On the Role Request page choose Symposium Submission (invited speakers only) and Plenary and Keynote Lecturers and click Finish. Return to the Log In page and enter your details. Choose the top tab Submission We advise you to read the information in the submission guidelines on the Instructions page. Invited speakers are allowed a 5000 character count. The character count consists of the title and main body text (including tables). References and author names and addresses do not contribute to the character count. There is no reduction in character allowance for figures, but for each three rows of a table, deduct 150 characters. Each special character, space or punctuation mark counts as one character. Any corrections made to an abstract that involve additional text will also be deducted from your character allowance. To submit your abstract choose the left hand tab Create a new submission. STEP 1 IS TITLE AND BODY.
6 STEP 3 Please try to ensure your abstract is linked to the correct symposium in Step 3 (or to Keynote lecture). Continue with submission, including author details, affiliations, tables and images. Abstracts will be featured on a USB stick, provided free in your participant bag but will also be available online on our new digital desktop and mobile platforms prior to the Congress. 7. What is my expenses allowance? Funding has been allocated per symposia (based on geographic band allowances). Your Symposium organiser will have advised you about your allowance which can be claimed via the Speaker Expense claim form (available from your symposium organiser or by contacting info@iups2013.org). As an invited speaker you also receive complimentary Congress registration, including a ticket to the Welcome Reception and Congress Dinner (value 75). Additional items can be purchased when registering (eg. packed lunch vouchers, accompany person pass, social programme guest tickets, créche facilities etc.). 8. How will reimbursement be handled? All organisers and speakers will be required to submit a Speaker Expense claim form and receipts (up to the stated funding level) following the meeting. Payments in the UK are by BACS only and overseas payments will either be made electronically or by bankers draft in the local currency drawn on a local bank. Speaker Expense claim forms will be provided by your symposium organiser or by contacting info@iups2013.org. Under no circumstances will cash reimbursements be made.
7 9. How do I go about booking accommodation? All accommodation will be handled centrally by the Birmingham Convention Bureau (a 3 rd party supplier) and organisers and speakers will be required to self book this either at time of registration or very soon after. A number of excellent hotels in close proximity to the ICC will be on offer and at a range of budgets. The Hyatt Regency, Birmingham will be the main HQ for the IUPS and is linked by walk way to the ICC. There are many other options for you to consider. Early booking is advised. Accommodation can be booked via the following website: Please note that no access code is required. This can be ignored. 10. What is the best way to get to Birmingham? It couldn t be simpler! For a full and comprehensive guide visit here/ All speakers are required to book their own travel to and from the congress, travel advice can also be found at meeting 11. Have you arranged for an official congress carrier for discounted airfares? Yes, we have arranged to join the Star Alliance Conventions Plus Programme, saving up to 20% on travel with the Star Alliance Network. Organisers and speakers can visit solutions/conventions plus/ and use promotional code LH18S13 to book and receive discounts with selected airlines, including Adria, Aegean Airlines, Air Canada, Air China, Air New Zealand, ANA, Asiana Airlines, Austrian, Blue1, Brussels Airlines, Continental Airlines, Croatia Airlines, EgyptAir, LOT Polish Airlines, Lufthansa, Scandinavian Airlines, Singapore Airlines, South African Airways, Spanair, SWISS, TAM Airlines, TAP Portugal, THAI, Turkish Airlines, United, US Airways. Registered participants plus one accompanying person travelling to the event can qualify for a discount of up to 20%, depending on fare and class of travel booked.
8 12. How do I find out when I am speaking and symposia timings? The symposium schedule has now been fixed. To find when your session has been scheduled we suggest searching for your surname or keyword in your session title by using the SEARCH facility in the top right hand corner of the Congress website. You can also print your session and your friends here. Scheduling specifics corrections / amendments should be ed to Ruth King rking@physoc.org As we have so many parallel sessions it is imperative sessions stay to time. Organisers will be instructed to ensure this occurs, however, for information the format of the sessions is as follows: Morning sessions Time Afternoon sessions Time Speaker 1 (25 min + 5 Q&A) Speaker 1 (25 min + 5 Q&A) Speaker 2 (10 min + 5 Q&A) Speaker 2 (10 min + 5 Q&A) Speaker 3 (25 min + 5 Q&A) Speaker 3 (25 min + 5 Q&A) Speaker 4 (10 min + 5 Q&A) Speaker 4 (10 min + 5 Q&A) Speaker 5 (25 min + 5 Q&A) Speaker 5 (25 min + 5 Q&A)
9 A layout of the programme is below and further details about each symposia timing is available at: Registration and the opening ceremony and lecture + the welcome reception will be on Sunday 21 July. For Sunday s timetable please visit programme/sunday 21 july 13. Presentation formats and speaker preview Latest PowerPoint will be available as will a speakers lounge on site at which you may preview your presentations and speak with technical personnel if you have bespoke elements such as embedded video/graphics. Speakers will be asked to pre load presentations at the central speaker preview at least 1 hour prior to the commencement of the session (and ideally the day before the session).. Don t forget to bring power adaptors and MAC dongles. Each theatre will have technical staff on hand, but please avoid turning up to a session with your own laptop or USB drive as this may cause delays in timings.
10 14. Will there be crèche facilities available at the Congress? Yes, we are arranging for the provision of crèche facilities during the Congress to assist the attendance of those that require it. This will be on a first come first served basis (and will be based on need as a priority) and may be booked at time of registration. There will be a small daily charge for this service. 15. Other useful links Official Congress website Most information about the Congress, the location, city, venue and the science is here. Registration details, abstract submission and accommodation booking will also appear here. Additional and supplementary sites Official International Conference Centre (ICC) website Meet Birmingham Get to know the city and surrounding area, what s on offer, entertainment, restaurants, nightlife, culture and much more Birmingham airport Official partner sites About The Physiological Society About the International Union of Physiological Sciences (IUPS) About the Federation of European Physiological Societies (FEPS) About the Scandinavian Physiological Society About the European Society for Microcirculation (ESM) About the European Vascular Biology Organisation (EVBO) Contacts please use info@iups2013.org BioMedEx Registration enquiries, visa enquiries, sponsorship, exhibition E: IUPS@biomedex.co.uk Ruth King First point of contact for all general enquiries Website, speakers T: +44 (0) E: info@iups2013.org
11 Christine Carr Abstract submission, Plenary & keynote lectures, social programme T: +44 (0) E: Tweeters If tweeting about the IUPS 2013 Congress, we ask that you use the hashtag #iups2013 to allow interested parties to follow the feed of tweets about this meeting. Point counter point sessions Suggestions for topical and controversial Point Counter Point sessions are sought. These mini sessions of a maximum of 15 minutes in duration will consist of two individuals debating a specific topic. Please submit your contentious issue that has perhaps polarised current thinking (or might do in future), along with the names of two individuals who might be prepared to speak on the topic from opposite ends of the spectrum. Each session will have a moderator with the audience voting on the overall winner at the end. Suggestions for Point Counter Point sessions should be sent to info@iups2013.org by 31 January Latest News Download the latest newsletter here. Sponsor & exhibit The success of the Congress relies on the generous support of sponsors and exhibitors. If you have personal contacts/suppliers you think may/should be supporting the Congress, please guide them here. Support us We would like to invite all members of the physiological sciences community to contribute to the success of the 37th Congress of the International Union of Physiological Sciences through your attendance.
12 IUPS 2013 will attract many graduate students and postdoctoral fellows seeking knowledge of the latest research findings. Many of these physiologists do not have adequate funds for travel to the UK and need to be supported with travel grants in order to attend and present their data and learn about yours. To make their participation possible, we ask for your financial assistance to make it an exciting and dynamic Congress. Please take an active role in ensuring the success of the IUPS Take a few moments now to make a donation. Contributors will be acknowledged and recognised in materials distributed in conjunction with the Congress and on this website. Regardless of the amount that you contribute, your participation will make a big difference as we launch our sponsorship campaign. Thank you in advance for your support of the 37th International Congress of Physiological Sciences. You can donate online using the JustGiving website, all major credit cards are accepted. Make a donation here.
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