Exoplanets III

Frequently Asked Questions (FAQ)

  • What if I/we need to cancel due to COVID-19?
    Now that the SARS-CoV-2 virus reached Europe, we are starting to get questions how we will deal with this issue, should it lead to travel restrictions during the summer. We are monitoring the situation closely, and will update you immediately if we are making changes to the plans of Exo3 (both by email and by posting a message on the main page of the conference). Should travel restrictions related to COVID-19 prevent you from attending Exo3, you will get a full refund of the conference fee. In the unlikely event that Exo3 has to be cancelled or shifted, we will of course also fully refund your conference fee. At the moment, however, it is still far too early to make any predictions, so we are (and expect to remain) firmly in "all systems go" mode. The EMBL / ATC (the conference venue) has a special-purpose web page dedicated to the SARS-CoV-2 situation (click here), but please keep in mind that this is a page not just for Exo3, but for all meetings at the EMBL / ATC. Please feel free to ask any question by sending us an email (exo3@mpia.de).
  • If I do not get a talk, can I still cancel?
    Although we hope you don't: yes, you can. We are aware that some institutes and financing agencies require you to be given a talk slot to be eligible for travel funding. After the announcement of the talk schedule, you have still 2 weeks to decide if you come. The refund of the conference fee will be a full one, minus a 50 Euro handling fee (provided you cancel within 2 weeks of the announcement of the talks). We do hope, however, that you still wish to come. Everyone who has not gotten a talk slot, will still be able to present a poster. We will have extensive poster sessions, and we do all we can to increase the visibility of the posters.
  • Can I get an invitation letter for a visum request?
    Yes, you can click the "visum" option on the registration page (you need to have an account on our conference system). We will then send you a formal invitation letter (but only after payment of the conference fee has been received).
  • Are there child care options?
    Yes, you can click the "child care" option on the registration page (you need to have an account on our conference system). We will then contact you and provide you with the necessary information.
  • Can I be sure to be able to present at least a poster?
    Yes. Every participant will be allowed to present something. If not a talk, then certainly a poster.
  • I stay less than 5 days, can I get a reduction of the conference fee?
    No. We hope you stay the for all 5 days. If not, that is ok, but we cannot refund anything. However, if you have exceptional circumstances (e.g. time restrictions due to child/family care, health issues, ...), you can in your registration form click on the 'Request reduced fee' flag, and fill out the 'Request text' justification. The LOC will then decide, on a case-by-case basis, if the fee can be reduced.
  • I am a student, can I get a reduction of the conference fee?
    The conference fee is not reduced. But depending on the amount of third-party funding we get approved, we may be able to refund part of your fee or pay for your accommodation. You can request funding on the registration page (you need to have an account on our conference system). As soon as we know which (if) funds will be available, we will post this information.
  • Can I modify my abstract after the registration deadline?
    Yes. We realize that science moves ahead fast, and you may wish to adjust your talk or poster to your very latest results. You will therefore be able to adjust your abstract until relatively shortly before the conference. The exact closure date is not yet decided, but we will let all participants know. To modify your abstract, you will need to log back in to the conference system with your email-address and password.
  • Can I submit a poster abstract after the deadline?
    Yes. The deadline for abstracts (January 31, 2020) only holds for talk abstracts. You can submit a poster abstract until relatively shortly before the conference. The exact closure date is not yet decided, but we will let all participants know. To add a poster abstract you will need to log back in to the conference system with your email-address and password.
  • Why is the conference fee so high? When do we know if financial support is available?
    Several people are wondering why the conference fee is so high, and when we will know if financial support / reduced fee is available, and for whom. We will try to answer these questions here.
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Heidelberg University and MPIA

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