Registration and payment queries

How do I register?
You can't yet register for SOA 2023, but watch this space for more information.

How do I register a group?
If you are looking to make a group booking for the conference, at the beginning of the registration process please choose one of the following: ‘Registration contact is not attending, but there are other attendees’ or ‘Registration contact is attending along with other attendees’.

We can only accept card payments for bookings under £600. For group bookings above this amount payment is available via invoice.

How can I pay for my registration?
If you have opted to pay via invoice the booking confirmation email will include a copy of the invoice. The full conference fee must be paid, in clear funds and in accordance with the instructions set out in the invoice, within 30 days of the date of the invoice or before the event date, whichever is earlier. If your company uses Purchase Order Numbers, please supply this at the time of booking as failure to do so may cause problems with your booking. If at a later date you wish to pay your invoice by credit card, please call the phone number at the bottom of the invoice. Payment for your place at the event must have cleared before your registration badge will be emailed to you.

If you have opted to pay via credit card upon registration you will receive an email confirmation from Stripe and a receipt will be emailed to you. If you are booking within 6 weeks of the event (after 17 May) we will require payment by credit card. Please note that we only accept MasterCard and Visa. American Express cannot be accepted.

If this causes difficulty then please contact our customer services team on +44 (0) 208 267 4064 or email ics@haymarket.com. Please note we do not accept cash or cheque payments.

When will I receive confirmation of my booking?
Once you have completed your registration, a booking confirmation will be emailed directly to the delegate. Please ensure we have up-to-date contact information and check your junk mail to ensure this email has not been blocked.

If you have not received a booking confirmation within 48 hours of completion, please contact our customer service team on ics@haymarket.com. 

Joining instructions will be emailed to you a week prior to the congress. 
Can I transfer my place to someone else?
Substitute delegates are welcome at no extra charge but we require you to advise us of any substitutions (including full contact details and accessibility requirements).

Can I cancel my registration?
Cancellation of registrations must be received in writing to ics@haymarket.com.

Can I share my place at the event?
No, all delegates must purchase their own ticket to attend.

Can I register for a one-day ticket?
We have a range of ticket options available including one-day two-day and three-day congress tickets. You also have the option to add social event and workshop tickets to your booking.

Do you offer any early registration discounts?
Discounted super earlybird and earlybird rates will be available.

Will the event also be available virtually?
Yes, virtual registration will open at the same time as in person registration.

Do I need a visa?
If you are an Overseas Delegate and require a letter of invitation to the conference to support your Visa application, please email ics@haymarket.com to request this.

Please ensure you include your full name, passport number, passport expiry date, date of birth and nationality in your email. We also require you to specify the consulate or embassy you wish your letter to be addressed to. See here for a list of embassies and consulates: www.gov.uk/world/embassies

Please note we are not able to provide invitation letters to those who are not planning to attend the conference (e.g. partners). Invitation letters can only be provided to those who have registered and paid for the conference.

Does my registration fee include access for my accompanying partner?
No, a single delegate pass does not include access for accompanying partners. If you are travelling to the conference with a partner or associate, please ensure they have registered for their own delegate ticket prior to the event.

If you are travelling to the UK with a partner or associate who is not intending to attend the congress with you, Belfast city and the surrounding areas have a wealth of culture, art, tours and activities. Please visit the website here for more information, so that they can plan their trip in advance while you attend the congress.

Is it possible to register onsite?
Yes, onsite registration is currently possible for in person tickets, however, we recommend completing your registration before arriving onsite. If you would like to register and pay onsite we will require payment by credit card (MasterCard and Visa only). Please note we do not accept cash or cheque payments onsite.

If this causes difficulty then please speak to a member of our registration team onsite.

Attending the event

When and where will State of the Art 2022 be held?
The State of the Art 2023 congress will take place 27 - 29 June 2023, at the ICC Birmingham. 

Venue Address: 0 Broad St, Birmingham B1 2EA

How can I book accommodation?
We have partnered with MICE Concierge to provide you with a free online accommodation booking service. This is a flexible service which allows you to book accommodation to suit your needs and budget. Special rates have been negotiated at a number of accommodation options close to the congress venue.
What if I have special requirements?
If you have any particular requirements, disabilities, or any other needs we should be aware of, there will be an option to specify when you register for the event. Alternatively, please email ics@haymarket.com as soon as possible.

When and how will I receive joining instructions?
Joining instructions will be sent to your registered email address one week prior to the conference. Please ensure your contact information is up to date. If you have not received this information, please email ics@haymarket.com with your booking reference number.

Will lunch and refreshments be provided?
Lunch and refreshments are included in the ticket price.

How can I let you know about dietary requirements?
At the time of booking your registration online, you will be given the opportunity to disclose any dietary requirements. If these change after you have completed registration please contact the customer service team by email at ics@haymarket.com as soon as possible.

What is the dress code?
The dress code for the conference is smart casual and comfortable shoes are recommended.

Will I have the opportunity to ask speakers questions?
All delegates have the opportunity to submit questions during sessions with a live Q&A. A user guide will be provided with your joining instructions. 

Are there any networking opportunities?
State of the Art 2023 will give all delegates the opportunity to connect and network with peers throughout the congress. 

The congress organisers will also be hosting a social event. Social event tickets will be available to to purchase online via the SOA23 registration form for £25 each.

Where do I view the Scientific Posters?
ePosters will be displayed on large digital screens in the exhibition area. Users can browse the programme, search by poster number/title and filter by topic. Each poster will include an abstract, PDF poster, authors and, where applicable, an option to contact the authors by email.

There will also be a number of oral presentations taking place throughout the congress.

What happens if a speaker cannot present?
Occasionally, speakers are prevented from presenting for personal or business reasons. Although we do endeavour to find suitable replacements of a similar calibre, we cannot guarantee any specific case studies, speakers or sessions. We appreciate your understanding and ask you to check the website regularly for updates.

Will my details be shared with sponsors and partners?
State of the Art event sponsors and partners may want to share information and news about products and services with you, if you have viewed their sponsored content. Haymarket Media Group, organisers of ICS conferences and events, takes your privacy seriously. Sharing your details with sponsors and partners is always your choice and you will always be provided with a clear opportunity to indicate if you would prefer us not to share this information during registration. If you would like to change your preferences please email us via ics@haymarket.com. 

After the event

Will I receive a certificate of attendance?
Certificates of attendance will be sent to your registered email address 7 working days after the event. 

We recommend that you keep note of the sessions you attend at the conference. Conference sessions can be added to your personalised schedule and downloaded to your calendar. 

Can I get copies of the materials presented at the conference?
We request permissions from all of our speakers to share their presentation slides so that they are available for delegates to download post-event, but not all speakers give us permission to do so. Some speakers may provide abridged versions. What we are legally permitted to publish online, will be made available to you as soon as possible. This tends to be within one week of the conference.

How can I give my feedback?
All event attendees will be emailed a feedback questionnaire after the event. If you would like to give any additional feedback or suggestions, please email ics@haymarket.com.

Abstract submissions

Do I have to be a member to submit an abstract?
No, you are not required to be an ICS member to submit an abstract.

Are there any limits in the number of abstracts an author can submit?
Individuals may submit an unlimited number of abstracts as co-authors, however we have a strict policy that one ticket must be purchased for each individual poster presented, at the appropriate rate for that presenter according to their professional status on the first day of the event.

What information do I need to submit my abstract?
More information, including abstract submission guidelines can be downloaded from the website here.

Can I submit an abstract by email?
No, abstracts can be submitted only via the online submission service. Any abstract sent by email will not be accepted and automatically returned to the sender.

Can I submit my abstract under more than one submission topic?
No, abstracts may only be submitted for consideration under one topic.

Is there a word/character limit for the abstract?
Abstract text must not exceed 350 words (250 words for the abstract, 100 words for any conflicts of interest); heading maximum of 160 characters.

Do I have to structure my abstract in a specific format?
Yes, abstracts should be structured under specific headings according to submission type. For more information please refer to the abstract submission guidelines.

Can I include a table or graph in my abstract?
Yes, you may add up to one table and one graph to your submission.

How many authors can be included on my abstract?
You can include up to 10 co-authors. Please include authors at the time of submission. 

Can I amend my abstract or add co-authors names before the submission deadline?
Any edits to submitted abstracts can be made up until the abstract submission deadline.

Can I change the assigned presenting author?
You will be asked to assign the presenting author at the time of submission. If the presenter needs to be changed afterwards, please send an email to ics.submissions@haymarket.com, including the presenters name, job title, organisation and contact details as soon as possible. 
In all cases, the presenter must be part of the submitted authors list and be able to present and discuss all aspects of the abstract.

Does the presenting author have to register for SOA23?
Presenting authors must register at the appropriate rate for that presenter according to their professional status on the first day of the event. Accepted abstracts for which a presenting author has not registered and paid the registration fee, will be withdrawn, will not be presented at the conference and will not be published in the Journal of Intensive Care Society (PubMed Indexed).

Can I save an incomplete abstract for later?
It is possible to save an incomplete abstract, you will save your work as you proceed through the pages, if you have to stop part way through the process your submission will be saved and you can return to complete your work at a later stage. Once submitted you can log back into your submission and amend it. Any edits to abstracts already submitted must also be finalised by the submission deadline.

If I abort the submission process before submitting, is the information I have entered saved, or will I have to start over again?
You will save your work as you proceed through the pages, if you have to stop part way through the process your submission will be saved and you can return to complete your work at a later stage

Can I withdraw my abstract?
If you decide to withdraw your abstract prior to the submission deadline, you may log into the abstract submission system and withdraw your abstract there.

After this deadline, abstract withdrawal requests should be emailed to ics.submissions@haymarket.com. Please include your abstract submission ID number, title, and the presenting author’s name in your email.

What do I do with abstracts that I have added to the system, but do not want to submit?
You can either delete them or you can leave them in the system as “not submitted”. Please note that you will receive reminders to submit them.

I have submitted my abstract, but not received a confirmation email. What should I do?
You will receive email confirmation that your abstract has been received. Please re-check your junk/spam email folder. If still not received please contact ics.submissions@haymarket.com.

When will I hear if my abstract was accepted or rejected?
Submitting authors will be notified, via email, of the outcome of their submission. To ensure receipt of your notification, it is important that you provide a correct email address for the submitter and the presenting author.

Can I have feedback and/or reviewers notes on my abstract?
Unfortunately due to the volume of applications and the size of the conference, we are unable to provide individual feedback on poster submissions during any stage of the process.

Sponsorship and exhibiting at the conference

Are there any sponsorship and partnership opportunities available?
To find out how to become a sponsor or exhibitor and to hear about our customised packages which offer you a full range of promotional opportunities, please contact Joy Clarke, Sales Director via joy.clarke@haymarket.com.

More information for Sponsors and Exhibitors is also available via the website.

My question has not been answered here, who do I contact?

Please contact the customer services team on +44 (0) 208 267 4064 or email ics@haymarket.com.

Please note, the above FAQs may be subject to change to adhere to any new COVD-19 restrictions and social distancing guidelines in place at the time of the event.