ESPID Annual Meeting “No-Show” Policy
ESPID has noted that an increasing proportion of accepted poster abstracts were not presented at its Annual Meetings (approximately 15-20%).
A smaller proportion of ‘No-Show’ abstracts are attributed to oral presentations, nonetheless, those oral presenters who do not attend the meeting with no prior warning of their absence, cause considerable disruption to the programme.
ESPID wishes to avoid empty space on poster boards in the future in order to save both space and costs, and to prevent gaps in the scientific programme due to presenters who have not arrived. Therefore, the following ’No-Show‘ policy is to be implemented to regulate the presentation process.
To avoid ’No-Show‘ posters or oral presentations on-site, 3 notifications will be sent to the corresponding presenters.
- The first contact will indicate that the abstract has been accepted as poster or oral presentation and will indicate the deadline to confirm and to register to the Meeting.
- A 1st reminder* will be sent to the corresponding author 2 weeks following the first notification if he/she has not yet registered.
- A 2nd reminder** will indicate that the poster or oral presentation will be removed from the program and all associated printed materials if the corresponding author’s registration is not completed within 5 days.
*The first reminder should be sent a month prior to the early deadline to allow the participants sufficient time to benefit from reduced early registration rates.
**Should the corresponding author be unable to attend the meeting, a registered co-author may present the poster or oral presentation instead.
Notification to Companies
Kenes will advise companies about the ‘No-Show’ policy and companies will be asked to provide a registration list 4 months prior the Meeting.
Spare poster boards will be reserved in the poster area for those participants with an accepted poster presentation who register on-site.
These posters will be displayed under the “On-Site Posters” category rather than in the previously assigned poster topic section.
There will be no option for onsite registration of oral presentations. All oral presentations in the scientific programme must be confirmed and registered in advance.
Kenes Staff will identify the empty boards (‘No-Shows’) on 2 consecutive days and send notification emails after the Meeting to all corresponding authors of ’No-show‘ posters. The same applies to oral contributors which were not presented at the Meeting.
Kenes International/ESPID meeting secretariat will manage a list containing details of said participants as of the ESPID Meeting in 2011, and share this information regularly with the ESPID Board.
Should an author of a previous ’No-Show‘ poster or oral contribution submit an abstract to the following ESPID Meeting, a warning will be sent, acknowledging that he/she was a ’No-Show‘ at the previous Meeting. Should the situation repeat itself, the corresponding author will be excluded from abstract submission for the next ESPID Meeting and will also be excluded from any ESPID award in the following 2 years.
Note: Participants may have legitimate reason for their absence. In such instances, excuses will be arbitrated on a case-by-case basis and the ESPID Board shall instruct Kenes whether to approve or decline the request.