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Heraklion, Crete, June 12-17, 2022 Hybrid Format 

FAQs for Pre-registered participants of 2020 conference



• Registrations

Q: I registered to attend the COV11 Conference in person, I changed my participation to virtual and now I want to transfer my registration for 2021 Conference, which will be held on June 14-18, 2021 at the Cultural - Conference Center of Heraklion, Crete. What should I do?   
A: You can declare that you want to maintain your registration as physical for 2021 until September 30, 2020 through this link.

Q: I have already requested a registration cancellation but since given the option of maintaining it for 2021, how can I do it?
A:  You can declare that you want to maintain your registration as physical for 2021 until September 30, 2020 through this link.

Q: Can I make a name change to my existing registration? (for physical or virtual attendance preference given for 2020 Conference)
A: Yes, you can, keeping in mind that for any possible alteration/ name change of your existing registration, the Professional Congress Organizer (CONVIN S.A.) must be notified in writing by e-mail at registrations@citiesonvolcanoes11.com 

Q: Can I cancel my registration for the conference? 
A: If you face insurmountable problems to maintain your registration for 2021 Conference and need to cancel your participation, you can do so by September 30, 2020 and registration fee will be reimbursed.

We advise though that:

  • Registration fees for COV11 (which will be held on June 14-18, 2021 at the Cultural-Conference Center of Heraklion), will be increased due to adjustment of higher expenses. (meaning that if you maintain your registration as physical for 2021, you will benefit from the existing cost)
  • A cancellation fee of 50 € per reimbursed registration will be charged for administrative costs;
  • Bank transfer costs will be charged to the beneficiary;
After October 1, 2020 and without any written notice, registrations will automatically be transferred to 2021 Conference (June 14-18, 2021, Cultural - Conference Center of Heraklion, Crete)

In selected special circumstances, the administrative fee may be waived (e.g. going into retirement, completion of PhD). Please get in touch to discuss this option further. The requests have to be sent to IAVCEI SG (roberto.sulpizio@uniba.it) and the decision will be made case by case.

• Abstracts

Q: I have submitted an abstract for 2020 Conference. Should I submit it again it for 2021 Conference?
A: No, you do not have to submit it again for 2021 Conference since the already accepted abstracts will be kept for the June 14-18, 2021 Conference which will be held at the Cultural-Conference Center of Heraklion.
Participants who wish to replace or update/ make changes to their existing abstract(s), will be allowed to do so, for free, once the registration and abstract submission are open later this year or at the beginning of 2021. 

Q: My abstract has been accepted for 2020 Conference 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 codes you created the first time you logged in, remain the same, should you wish to check anything related with your abstract submission. 

Q: If I withdraw my abstract, is the abstract fee refundable?
A: If you decide to maintain your abstract for next year Conference, (June 14-18, 2021 at Cultural-Conference Center of Heraklion, Crete), abstract fee given for this year, is also valid for next year.
If you decide to cancel your participation, the abstract fee for 2020 Conference will not be refunded as it was a prerequisite for entry of your abstract to the review process, which is an already completed action.

• Grants  

Q: I have applied and got a grant for 2020 Conference. What should I do for 2021 Conference?
A: Grants will be entirely moved to June 14-18, 2021 Conference which will be held at the Cultural-Conference Center of Heraklion, upon confirmation of the assignees. The Organizer will send you relevant information shortly.

• Accommodation 

Q: I would like to maintain my hotel booking for 2021 Conference, which will be held on June 14-18 2021 at the Cultural-Conference Center of Heraklion, Crete. What should I do?
A: Relevant information will be provided to your e-mail address in order to accept your booking maintenance for next year.  

Q: I will not be able to attend physically next year. How can I cancel my hotel reservation?
A:   Detailed information about hotel cancellation policy can be found in our Terms & Conditions at Hospitality Services section.

Q: Will I be refunded for my hotel reservation?
A: Detailed information can be found in our Terms & Conditions at Hospitality Services section.

• Field Trips

Q: I have booked a Field Trip and I want to maintain it for 2021. What should I do?
A: You can maintain your Field Trip for 2021, at no additional cost so please stay tuned as relevant information related to the 2021 Field Trips will be sent to you by the Organizer by the middle of February 2021.

Q: I have booked a Field Trip and I want to cancel it. What should I do?
A:  You need to send us a written cancellation by September 30, 2020 at reservations@citiesonvolcanoes11.com

Q: Can I make a name change to my Field Trip booked?
A: As you maintain your field trip for 2021, name changes will be possible based on the details related to 2021 Field Trips, which will be announced by the middle of February 2021.
At that time, you will also be able to select a different Field trip should you wish to do so.

• General

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