2020 World Congress on In Vitro Biology Virtual Pre-recorded Meeting

We know you will have questions regarding the changes to the 2020 World Congress on In Vitro Biology and how it affects you. Please review the FAQ below to address some of the questions you may have regarding the 2020 World Congress. If your concern is not addressed, please reach out to us at the SIVB Business Office and we will reply to you as soon as possible.

 

Changes to the 2020 World Congress Format

 

Why is the meeting in San Diego being cancelled?

We have been closely monitoring updates and recommendations from the Centers for Disease Control and Prevention (CDC), state, and local governments. We have also been actively following travel advisories and restrictions being placed on countries and members organizations. We noted the recent travel restrictions, ordered closures and gathering restrictions recently enacted in the state of California which disallow for the convention center to host our meeting. The health, safety, and well-being of our members, meeting participants, and staff is of paramount importance. It has been determined that it is in the best interest of everyone to cancel the in-person gathering planned at the Town and Country in San Diego.

 

What is a Virtual Pre-recorded Meeting?

All presenters (Keynote, Plenary, Symposia, and Workshop speakers, Contributed paper, Interactive Poster, and Poster presenters) have been contacted to upload their presentations in advance of the meeting. On June 6, the World Congress will “begin,” and all uploaded presentations will be released via a special website to all meeting registrants. These presentations will be available for your viewing from Saturday, June 6 until Monday, June 22.

 

What is the benefit of attending a Virtual Pre-recorded Meeting?

There are a number of benefits to presenting a Virtual Pre-recorded meeting

  • Attendees can view the content from the safety of their own homes, reducing the risk to themselves, their families and their colleagues during the pandemic.
  • Instead of sitting in session rooms all day or at your desk for 10 or more hours in one day watching presentations in real-time, you will be able to watch each of the presentations in your own time during the 2 weeks they are available and can even re-watch a presentation if it is of particular interest to your research.
  • You won’t have to be in the same time zone as the meeting, won’t have to get up to watch a presentation at 3 am because its only available live, and won’t have to choose to watch one session over another because they are being offered concurrently.
  • Presenters will submit their work in advance of the program dates so they are able to relax and enjoy the other presentations without the pressure of “being next.”
  • The virtual pre-recorded meeting will also enable more attendees from around the world to participate, including those who have traditionally found it challenging to attend the meeting in person. This allows them to present their exciting research and advance their training.
  • This increased participation in the meeting will be accomplished with a minimal carbon footprint.

 

 

 

Abstracts and Presentations

 

What about my Abstract Submission?

All authors who submitted abstracts have been contacted regarding the acceptance and presentation type of their abstract from the Program Committee. Authors were provided the option to withdraw their abstracts at that time. All abstracts submitted by February 20 will be published in the abstract issue and all abstracts submitted from February 21 – April 10 will be published in a fall issue of In Vitro Cellular and Developmental Biology as they have in prior years.

 

 

My research has been shut down for months? Should I still present my work?

We understand that some presenters may have difficulty shaping your originally planned presentation since your research will have been shut down for 3 or more months leading up to the World Congress. Please know that the scientific community understand this limitation; however, we feel it is important that scientists continue to share their work as it currently stands. It is still highly valued and of great interest to your colleagues.

 

How do I upload my Poster Presentation?

All presenters have been contacted by email with their confirmation details, login credentials, and the URL to upload their presentation. If you have lost your login credentials, please contact the Business Office.

Poster authors are requested to upload their poster to the Conference Harvester as a pdf. To maximize the quality of posters being viewed in the Poster Gallery for this year’s program, please design your poster in 16 by 9 ratio. It is recommended that your files be saved in full HD or higher at 1920PX X 1080PX. All posters are being provided with 5-minutes to describe your presentation. You are not required to utilize the entire time allotted for your presentation.

We know that this type of presentation is likely as new for you, so we wanted to provide you with instructions on how to complete the task of uploading your presentation:

  1. It is recommended that you use a Chrome web browser to complete these tasks.
  2. This video that will walk you through the process of uploading your poster and recording audio.
  3. Should you prefer, you can print out pdf directions provided by CadmiumCD on how to upload your presentation and record your audio.

We do ask that you complete this process by May 15.

 

How do I upload my Invited Speaker or Contributed Paper Presentation?

All presenters have been contacted by email with their confirmation details, login credentials and the URL to upload their presentation. If you have lost your login credentials, please contact the Business Office.

Each presenter has received an email that provided you with the length of your presentation. All presenters have been requested to upload a PowerPoint presentation of their work. We also wanted to provide you with a few helpful hints before you upload your presentation and recording:

  1.  It is recommended that you use a Chrome web browser to complete these tasks.
  2. Images in the uploaded PowerPoint presentations are static. You will not be able to include animation in your slides.
  3. It is recommended that you review your PowerPoint presentation carefully to make sure that all the content is correct and complete before you start recording. Should you need to upload new slides after you begin recording audio, you will lose the recordings you have made and will have to start from the beginning with the new presentation.
  4. You do not have to record the entire presentation at once, nor do you need to record the audio in order. You may jump between slides when recording or save where you are and come back to complete your recording later.
  5. This video will walk you through the process of uploading your PowerPoint and recording your audio for each slide.
  6. Should you prefer, you can print out pdf directions provided by CadmiumCD on how to upload your presentation and record your audio.

We do ask that you complete this process by May 15.

 

Is my presentation safe?

We understand the importance of protecting your data. For both Poster and PowerPoint Presentations, the Conference Harvester will convert your files into an encrypted PDF files. These image files will be tied to your audio and only available to be played as a presentation. Attendees will not be able to view the slides alone and the slides will not be downloadable. Attendees MUST watch your presentation on our website which is password protected to only those who have registered to attend the meeting.

All presentations will be available on June 6 and will be removed on June 22, 2020. To be able to access the site, registrants will have to enter their personalized account key which we will provide them by email. Only those with an access key will be able to view the 2020 World Congress Virtual Pre-recorded Presentations.

 

Can I see the presentations if I haven’t registered?

No. You will be able to read the abstracts for each presentation on this website, but the content of the presentations will only be available to those who have registered and received special log in credentials to access them.

 

 

Registration

How can I register?

Registration is available through our website   Registration will be available through June 18, 2020 and presentations will be available until June 22, 2020.

 

I’m a convener/moderator/speaker. Am I automatically registered?

No. All conveners, moderators and SIVB members who are presenting their work are required to register for the meeting to be able to view the content. Invited speakers who are not members of the SIVB will be registered and provided with a login as part of their participation in the pre-recorded meeting.

 

I paid to submit my abstract. Am I registered?

Abstract submission is a separate process from registration. You will need to also register for the meeting to be able to access the event content.

 

I am a student and registration is free. I submitted my abstract. Aren’t I already registered?

While student registration is free, you still need to choose to register for 2020 World Congress on In Vitro Biology by selecting the Student option under the 2020 World Congress on In Vitro Biology Registration.  The Business Office has reached out to all students who have submitted abstracts, but have not registered for the meeting to remind them to do so.

 

Will you need volunteers for the Virtual Pre-recorded Event?

Unfortunately, we will not need volunteers for this year’s pre-recorded meeting. Those who have requested to be volunteers are recommended to register for the Virtual Pre-recorded event at the discounted rates once they become available.

 

I already paid for my registration. What should I do?

We are glad you will be participating in this year’s Virtual pre-recorded program. If you have already registered, we will be contacting you to confirm that you would like to have your registration converted to participate in the pre-recorded event.  Registration fees for the virtual pre-recorded event will be lower than the amount you paid to attend the in-person gathering and we will be asking you how you would like to handle those additional funds. We will also be requesting all those who received discounted registration rates (Research Technicians, Post Docs, and Students) to provide their proof of status which would have normally been collected at the event to confirm your discounted registration rates to participate in the Virtual Pre-recorded program.

 

I registered but can’t participate in the 2020 Virtual Pre-recorded Meeting. What can I do?

In response to this unique situation, our leadership is adjusting our policy for this one year only. If you have already registered and will not be participating in the 2020 prerecorded meeting, you may:

  1. Defer your registration to 2021
    If you are able, we would appreciate you deferring your registration until next year. The 2021 In Vitro Biology Meeting will be held June 5 – 9, 2021 in Norfolk, Virginia. We will apply your 2020 World Congress registration as payment in full for 2021. By deferring your registration, you will not be subject to any fee increase for the 2021 meeting.
  2. Donate your registration to the Society
    By converting your registration fee into a tax-deductible donation, you will support the Society for In Vitro Biology and its mission to foster the exchange of knowledge of in vitro biology of cells, tissues and organs from both plant and animals (including humans).
  3. Request a refund
    We will refund your registration fees.

 

 

What about the special events I registered for?

We are cancelling all special tours and events, such as the Plug Connection Lab, Tour of the Sanford Consortium on Regenerative Medicine, and the evening event at the Maritime Museum. We will be refunding all monies paid for your registration to these events. It will take some time to process all the refunds, so we do request your patience as we work as quickly as we can to complete this process for you.

 

Exhibition

What about Exhibitors? Will there be a Exhibition?

There will not be an exhibition for the 2020 World Congress. The Business Office will be reaching out to all exhibitors regarding payments made for the 2020 World Congress. If you are able, we would appreciate you deferring your exhibition registration until next year. The 2021 In Vitro Biology Meeting will be held June 5 – 9, 2021 in Norfolk, Virginia. We will apply your 2020 World Congress payments to the 2021 meeting and you will not be subject to any fee increase for the 2021 meeting.

 

Travel

Do I need to travel to attend the Virtual Pre-recorded meeting?

No travel is required to participate in the 2020 World Congress. You will be able to enjoy the virtual pre-recorded meeting from any location as long as you have internet access and a computer, tablet or phone that will allow you to view websites online.

 

Will attendees be refunded for hotel costs?

No, we will not refund hotel costs. Attendees who booked with the Town and Country San Diego have had their reservations automatically canceled and their deposits refunded. Attendees who did not book at the Town and Country must contact their hotel/lodging directly to cancel reservations.

 

Will attendees be refunded for airline tickets?

No, we will not refund individual airline ticket costs. Many airlines are offering flexible refund options at this time due to the COVID-19 situation. Please contact your airline and hotel directly to review options. If you purchased travel insurance, please contact your provider for information and next steps.

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