FAQ

​Abstracts

Q: If I submit an abstract do I have to attend the Annual Meeting?
A: All accepted abstracts will be scheduled in the Scientific Program either as Oral or (e-)Poster presentations. It is expected that at least one author of the abstract attend the meeting to present the work and answer questions. Only abstracts of registered participants will be scheduled in the Scientific Program. 

Q: I have submitted an abstract, when will I know if it has been accepted?
A: 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. Please refer to the key dates.

Q: How can I make changes to an abstract I have already submitted?
A: You may enter the Abstract Submission system with your username and password and make changes to your abstract until the submission deadline date. No abstract changes will be accepted after this date, however you are welcome to bring a more up to date abstract to the Annual Meeting.

Q: My abstract has been accepted but I do not have a copy. Are you able to send one to me?
A: Copies of your submitted abstracts can be sent to you by email. Please contact mascc@kenes.com for more information.

Q: If my abstract is accepted, where will it be published? 
A: Copies of your accepted and registered abstracts will be published on the Annual Meeting online journal supplement. Please contact mascc@kenes.com for more information.

Annual Meeting Venue and Directions

Q:​ Where is the Annual Meeting taking place?
A: The Annual Meeting will take place at the Omni Shoreham Hotel

Omni Shoreham Hotel
2500 Calvert Street NW
Washington, District of Columbia 20008
Phone: (202) 234-0700

Q: How do I get from the airport to the Annual Meeting Venue?
A: Please click here for more information.

Q: Can you please send me details of public transport? Do you have a map of the city or area surrounding the venue?
A: Please click here for more information.

Hotel Accommodation

Q: How can I find out information about hotels and their rates for this Annual Meeting

A: Kenes International is offering Annual Meeting participants specially reduced rates for various hotels around the Annual Meeting venue. Information, pictures, location and rates are available on the Accommodation page

Q: How can I book my room and should I pay in advance? 
A: In order to book a room, please click here  to book online. 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 to the hotel.

Q: Will I receive a hotel confirmation?
A: Yes. A detailed confirmation will be sent to you by email as soon as the booking is confirmed and the requested deposit is received.

Q: Can I book a hotel room without registering for the Annual Meeting?
A: Yes. You can book your room without registering by clicking on the "Booking" button of your chosen hotel available on the website via the Accommodation page . If you need further assistance, please contact the Hotel Accommodation Department.

Q: How can I book rooms for a group?

A: For group booking (10 rooms and more) please contact the Hotel Accommodation –Groups Department. Different payment and cancellation conditions apply.

Q:  Can I cancel my hotel booking
A:  Yes, a full free cancellation may be done up to 15 days prior to arrival. If canceled or modified by this date, no fees will be charged. If cancelled or modified up to 10 days prior to arrival, you will be charged for 1 night only. If cancelled or modified later or in case of no-show, the total price of the reservation will be charged.

Invitation Letters & Visa Applications

Q: How do I apply for a visa?
A: Visitors to the USA must have a valid passport. A visa is required for citizens of countries that do not participate with the Visa Waiver Program with the United States. Conference participants should familiarize themselves with visa requirements well in advance of the Annual Meeting. The MASCC/ISOO organizers encourage you to apply for your visa as early as possible, at least 3 to 4 months prior to the Annual Meeting.

Visa regulations depend on your nationality and country of origin. We suggest you contact your local Consulate for full and official instructions on the specific visa regulations and application procedure that apply to you.

Q: Where can I get a Annual Meeting invitation letter so that I can apply for a visa?
A: Invitation letters for visa purposes are available only to registered participants. The option to issue an invitation letter is available within the registration process. At the end of the registration process you will be able to generate an invitation letter, and you will also receive a confirmation email with a link to the invitation letter.

Q: Is it possible to send an official invitation letter directly to my local Consulate?
A: Unfortunately we are unable to send invitation letters directly to consulates. Invitation letters are prepared solely for individuals and are mailed directly to them. 

Key dates

Early Abstract Submission DeadlineSaturday January 31, 2016
Regular Abstract Submission DeadlineTuesday February 14, 2017
Award Application DeadlineTuesday February 14, 2017
Early Registration Deadline Friday April 7, 2017
Regular Registration DeadlineWednesday June 7, 2017

 

Registration

Q: How do I register for the Annual Meeting?
A: In order to register for the Annual Meeting, please click here.

Q: How can I pay the registration fees?
A: Payment of registration fees can be made by credit card or bank transfer. For full details please click 

here.

Q: Can I receive an invoice under the sponsoring Company/ Hospital's name? 
A: Yes. If you require an invoice to be issued to the sponsoring company, please send an email to the Registration Department, specifying the services requested and full address of the sponsoring company.

Q: Can I register for the Annual Meeting without paying?
A: Yes, but your registration will be confirmed only when full payment is received.

Q: Can I register before the early fee deadline and pay later?
A: In order to benefit from the early fee registration discount, payment must be received before the deadline.

Q: Can I register onsite?
A: Yes. Onsite registration is available during the Annual Meeting days. Onsite fees will apply.

Q: What does my registration fees include?
A: For full detailed entitlements, please click here to check the registration phase.

Q: Will I receive a confirmation letter after I have finished registering?
A: Yes. A detailed confirmation letter and receipt will be sent to you by email as soon as payment is received and registration is completed. You may use this confirmation letter for visa application purposes.


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