ESPNIC ANNUAL MEETING “NO-SHOW” POLICY
ESPNIC 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 objective.
ESPNIC 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.
The first notification is sent a month prior to the early deadline to allow the participants sufficient time to benefit from reduced early registration rates.
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.
**Should the corresponding author be unable to attend the meeting, a registered co-author may present the poster or oral presentation instead.
The person assigned as the Presenting Author of accepted abstracts will be expected to present the study at the Annual Meeting. If accepted, the Presenting Author is required to pay the Congress registration before the abstract can be definitively accepted and scheduled for any type of presentation and publication.
In case the person assigned as the Presenting Author can unexpectedly not present in person the abstract during the Congress, one of the co-authors has to present it. Notice should be given to the Congress organization at least one month in advance of the Congress. Should the co-author present the abstract, they must be registered to the Congress and Congress registration has to be fully paid.
If none of the authors is able to replace the person assigned as the Presenting Author for presentation during the Congress despite the abstract being definitively accepted (according above conditions), the abstract will be marked as a “now show” and all authors named one the abstract during submission will be “black listed” by the Congress.
A “black listed” author will not be allowed to submit any other abstract as Presenting Author for the next 3 years from the date of the submission.
Abstracts are allocated at the discretion of the Scientific Committee and under no circumstances will changes be made to the abstract allocation schedule.
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-Show”) on the poster presentation 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/ESPNIC meeting secretariat will manage a list containing details of said participants as of the ESPNIC Meeting in 2017, and share this information regularly with the ESPNIC Board.
Should an author of a previous “No-Show” poster or oral contribution submit an abstract to the following ESPNIC 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 and any ESPNIC award for the following 3 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 ESPNIC Board shall instruct Kenes whether to approve or decline the request.