Frequently Asked Questions
When will the conference take place and where?
The 24th European Students’ Conference (ESC) will take place from 4th -7thSeptember 2013 at the
Campus Virchow-Klinikum, Charité – Universitätmedizin Berlin,
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What are the main topics?
Please distinguish between sessions and conference topics.
The sessions (scientific contest) cover all medical fields. This means you can send in your abstract from all fields of medical research.
The conference topics include key-note lectures, workshops, panel discussions etc. The theme of this year´s Conference is “Consciousness and the Senses: How do We Perceive the World”.
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What does “active and passive participants” mean?
As a passive participant, you are allowed to attend all sessions, workshops and lectures. However, you are not able to take part in the scientific contest or win a prize. You won´t be allowed to hold a presentation or display a poster on the coference.
Active participants will enjoy all privileges of passive visitors. In addition they will present their scientific work and compete for prizes with other participants. Furthermore all active participants can join in workshops and in any special or social event. Any active applicant who is not selected by our scientific jury is very welcome to participate passively.
How can I register for the conference?
You can register online for the conference either as an active or passive participant.
If you would like to present your research at the ESC you have to submit your abstract by 15th of June, 2013.
There is no deadline for a passive participation.
What are the registration guidelines?
These are the pointers for how to submit your applications as well as notes on the presentations.
Please have a look at the guidelines
Can I register for more than one presentation?
No. Please submit only one abstract.
Since your registration is binding, you may not make changes to your abstract after submission.
Your abstract will be submitted to the scientific jury to assess its quality.
What are the guidelines for presenting a research work?
You will find information about that if you click on Conference on the toolbar of our website.
Please have a look at the guidelines.
Does my abstract need to be in a special file format?
Please paste the Title, Keywords and co-author(s) – if any into the respective fields in the registration form.
The Body of the abstract should contain the References and note the 2500 character limit.
We will automatically create PDF files for further evaluation and print your abstract if it is accepted.
Please also indicate the field of research your work is done in.
You cannot make changes to your abstract after your abstract has been submitted.
Can I submit an abstract about a project which is not yet finished?
Yes you may but, you have to indicate that your results are preliminary and include what
results are expected. Be aware, that preliminary results ought to be of a superior nature and
should be well presented in the abstract.
Please note that participants will be chosen by a scientific jury from all the submitted applications.
Can two or more people apply as authors for one abstract?
Only one author can be the first author and therefore the presenting
participant. Additional authors are regarded as co-authors.
When is the deadline for sending in an abstract?
The deadline for the submission of abstracts is 15th of June 2013.
What are the guidelines for sending in an abstract?
Please have a look at the application guidelines.
Can I submit graphics within my abstract?
Please refrain from including graphics in your abstracts.
How can I pay the conference fee?
You will be allowed to pay by credit card (visa or master card) and with your debit card.
Payment Options will be made available.
When do I pay the conference fee?
If you are a passive participant you need to transfer the conference fee upon registration.
Active participants have to pay their fee within 14 days after their abstract has been accepted by our scientific board.
Please see the participation fees for further information.
Will I get travel grants?
Unfortunately, we cannot give travel grants to participants this year but this is subject to change.
You could request a stipend from your University or other Institution, if there are stipends available.
What about accommodation?
More information about accommodation options can be found here.
If you want to stay together with other ESC-participants, please contact our Applicant Support Officer
at email@example.com for your convenience or visit our Facebook page to find others who
may be attending the conference. You can search on twitter (#ESC) as well.
I cannot attend the conference. Can my co-author do the presentation?
Yes, if you cannot attend the conference, you may assign your rights to your co-author with
an application in the login area. Please pay attention to the following rules:
1. If you or your co-author want to pay online, you have to pay with your account.
2. The abstract will be printed in the abstract book, but you will loose the following privileges:
- Right to take part in the conference as an active or a passive participant (except in the case of extra payment)
- Right to present the abstract at the ESC
- Right to apply for travel grants
- Right to win any awards (research award included)
- Credit points/Impact points
This is subject to change without prior notice.
3. The named rights will be transferred to your co-author.
4. The co-author will register at the conference with the ID and the name of the author.
Who can I contact if I have further questions?
Greta Pierchalla is responsible for all applicant support.
Please send all further questions to her at firstname.lastname@example.org !
For questions concerning technical problems, please contact email@example.com
Yes. The payment processor is provided by iPayment (see http://ipayment.de website) and it is secure!
We have integrated (framed) the configurable secure template sites, provided by ipayment, in our content frame
in order to prevent manipulation and fraud attempts in the address field of a browser.
This is only one of 3 other security measures in order to prevent fraud.
Because of this fact, you may NOT see the current link in the url-address field of your browser!
Instead, the first entered address link will remain, regardless of browser activities within the frame.
You can see secure leading link by just hovering over the “Continue >” button and looking to the status line
of your browser to where it is linked to: “https://ipayment.de/merchant/…./”
We only give the name, esc-id, currency and amount to the processor of iPayment, a company which
handles such type of payments and collects all other information which are necessary to
process a payment (eg. CC-Number, security codes, cardtype).
For more information, please visit the http://ipayment.de website.
The amounts shown on our website are formatted amounts for display purposes only.
The amounts transferred to the payment processor are, according to international transaction regulations without any interpunctions.
For example: if I pay 60.00 (or 60,00) EUR, the data sent to the processor is 6000. For 75.00, would be 7500.
These are international regulations and cannot be influenced by any of us.
Please see the participation fees
I need a visa! Are you going to support me in the process of application?
If you need a visa please provide us with all necessary information, such as your full name, birth date, home address and passport number.
We will send you an official invitation letter by e-mail and contact your local embassy to ensure that they will accept a printout.
Many embassies and consulates have appointment systems for applying for Schengen visas. We recommend you to book an appointment at least 8 weeks before your planned journey.
If you are travelling in a group you can also apply for a group appointment. This is convenient in most of the times.
If you have any further questions please contact us at firstname.lastname@example.org
Can Non-Europeans participate?
Do not get confused by the name of our Conference. “The European Students’ Conference” is an international (bio) medical conference and every year we have applicants from all over the world.
The name results from our history: The ESC was founded in 1989 to enhance the scientific exchange between eastern and western Europe. Since then the ESC has grown steadily and is now one of the biggest international student-run conferences in Europe!
I cannot attend the conference. Can I get my fees back?
If you are unable to attend the conference please notify us at least one week (7 days) before the conference. We will transfer the money back deducting only trasfer charge. If you notify us later please understand that we cannot transfer the money back because all arrangements for your participation have already been made.
Furthermore, please keep in mind that we are unable to transfer back the costs for the social programme. A registration for the social programme is binding.