If I submit an abstract do I have to attend the Conference?
All accepted abstracts are scheduled in the Scientific Program either as Oral or Poster
Presentations. It is expected that at least one author of the abstract attends the meeting
to present the work and answer questions. Only abstracts of registered participants will be
scheduled in the Scientific Program.
I have submitted an abstract, when will I know if it has been accepted?
Only after all abstracts have been reviewed by the Scientific Committee will notifications be
sent to the abstract submitters. Every effort is made to conclude this process within one
month after the abstract submission deadline.
How can I make changes to an abstract I have already submitted?
Please send details of any submitted abstracts changes to email@example.com.
My abstract has been accepted but I do not have a copy. Are you able to send one to me?
Copies of your submitted abstracts can be sent to you by email. Please contact
firstname.lastname@example.org for further details.
How do I register for the Meeting?
In order to register for the Meeting, please register online or fill in the registration &
accommodation form (PDF version) – both options are available via the registration page of
the meeting website.
How can I pay the registration fees?
Payment of registration fees can be made by credit card or bank transfer.
Can I receive an invoice under the sponsoring Company/Hospital’s name?
Yes. If you require an invoice to be issued to the sponsoring company, please send an email
to the registration department at email@example.com, specifying the services requested
and full address of the sponsoring company.
Can I register for the Meeting without paying?
Yes, but your registration will only be confirmed when full payment is received.
Can I register before the early fee deadline and pay later?
In order to benefit from the early fee registration discount, payment must be received before
Can I register on-site?
Yes. On-site registration is available during the Meeting days. On-site fees will apply.
What do my registration fees include?
For full detailed entitlements, please check the registration page.
Will I receive a confirmation letter after I have finished registering?
Yes. A detailed confirmation letter and receipt will be sent to you by email as soon as
payment is received and registration is completed.
How can I find out information about hotels and their rates?
Kenes International is offering ESPID 2011 participants specially reduced rates for various
hotels in The Hague. Information, pictures, location and rates are available on the hotel
How can I book my room and should I pay in advance?
In order to book a room, please book online or fill in the registration & accommodation form
(PDF version) available on the website via the hotel accommodation page. A deposit payment
of 1 night is requested in order to confirm the booking, and the balance payment is payable
until 3 weeks prior to arrival. Please note that full payment is required before arriving in
Will I receive a hotel confirmation?
Yes. A detailed confirmation will be sent to you by email as soon as the booking is confirmed
and the requested deposit is received.
Can I book a hotel room without registering for the Meeting?
Yes. You can book your room without registering by clicking on the "Booking" button of your
chosen hotel or by filling in the registration & accommodation form (PDF version, skip the
registration section) available on the website via the hotel accommodation page. If you
need further assistance, please email the accommodation department at firstname.lastname@example.org.
How can I book rooms for a group?
For group booking (10 rooms and more) please contact Ms. Naomi Raber at email@example.com.
Different payment and cancellation conditions apply.
Invitation Letters & Visa Applications
How do I apply for a visa to visit the Netherlands?
Visa regulations depend on your nationality and country of origin. We suggest you contact
your local Dutch Consulate for full and official instructions on the specific visa regulations
and application procedure that apply to you.
Where can I get a Meeting invitation letter so that I can apply for a visa?
Please email firstname.lastname@example.org and specify name, contact details, passport number/country
and the Meeting name.
Is it possible to send an official invitation letter directly to my local Dutch Consulate?
Unfortunately we are unable to send invitation letters directly to consulates. Invitation letters
are prepared solely for individuals and are e-mailed directly to them.
Where can I send my comments?
ESPID recognises the value of complaints as an important tool in monitoring and responding to participants and members expectation. In order to assist us to respond appropriately, all forms of complaint need to be documented and assessed as part of an on-going process.
This policy sets out the responsibility of ESPID to:
Recognise, promote and protect the participants and members right to complain about their dealings with the ESPID Annual Meeting, ensure an accessible and publicised complaints procedure is in place, recognise the need to be fair to both the complainant and the organisation or person complained about, provide a mechanism for responding to complaints in a timely and courteous manner, determine and implement remedies, provide adequate resources to support the complaints management process, and record, assess and review complaints on a regular basis to ensure responsiveness and on-going commitment to service improvement.
3. Definition and Procedure
Complaints are expressions of dissatisfaction made by participants and as such form a major source of the member’s perception of services received from ESPID.
Complaints can be made:
• By letter, fax or email to the ESPID Secretary
• On a specific complaint form which will be available online at the Annual Meeting website or available at the ESPID booth during the Meeting.
• Via comments and feedback on surveys
Complaints to be addressed directly to the ESPID secretary
Maria Tsolia, M.D., PhD
Associate Professor of Paediatrics
Paediatric Infectious Diseases
Second Department of Paediatrics
National and Kapodistrian University of Athens
School of Medicine
P. and A. Kyriakou Children´s Hospital
115 27 Athens, Greece
A participant/ member’s right to complain is recognised, and the ESPID secretary will handle and forward complaints to the appropriate area as needed. All staff is empowered to provide information and advice on the complaints handling process. Complaints which are complex or require additional support will be referred to the
relevant area of responsibility. All complaints will be reviewed in a timely and efficient manner, with a view to resolving issues in a non-confrontational, non- adversarial environment. Complaints will be documented and reviewed regularly as part of an on-going service quality assessment. ESPID will acknowledge receipt of a complaint within 4 weeks and we will make every effort to resolve the complaint within 60 days of receipt. The participant/ member will be notified if a longer period is necessary to reply to the complaint.
The complaints policy will be referenced on the ESPID society website and the annual meeting website and from 2012 onwards also in the annual meeting programme book.
The complaints procedures will be documented and located in the ESPID filing system, which will be maintained and to which the ESPID board will have access at all times. All complaints must be recorded, and these records must be kept for at least one year. Accumulated data on complaints will be discussed annually at board meetings and will be shown at the AGM.
6. Complaints handling process
Complaints will be handled fairly and justly and in a consistent manner, and with the understanding that complainants should not be disadvantaged by the complaint process. Complaints against staff will be directed to the relevant Manager and all correspondence and assessments will be confidential. Complainants will be kept informed of their complaint and of the final resolution.