FAQ

Frequently Asked Questions

Click on the question to see the answer

I am attending the conference and need a personalized invitation letter

Personalized Invitation letters are only available to authors contributing a  paper to the conference. Authors can obtain a personalized letter by login into the paper management system, and select “Request an Acceptance Letter” from the available drop-down options

If I have registered for the conference, and cannot longer attend, can I transfer my registration to another person?

If you would  like to transfer your registration to another person:

The current registree must submit a request via the EMBS customer service tool with the explicit request to transfer his or her registration record to an unregistered party “the receiver”, and supply the first name, last name, email address, and IEEE Member number (if applicable) of the receiver.

Please note: Both the current registrant and the receiver should be equally eligible for the rate included in the registration record, to avoid additional charges. Membership benefits are not transferable.

As such, in cases where the receiver is not eligible for the rate included in the registration record, he or she will be registered for the rate he or she is eligible for, based upon the information provided in the request. Where the receivers eligible rate is higher than the rate and amount paid in the registration record, the receiver will be left with a balance due, which must be paid before the conference commences.

Should the receiving be eligible for a less rate, refunds will not be provided.

Those with an unpaid balance will not be issued a badge at the conference until a balance due is satisfied.

I am traveling to the conference with my family, is there a child rate or discount children for the conference?

IEEE EMBC welcomes students, academic leaders, and industry leaders with interest in the field of Engineering in Medicine & Biology.  Anyone who wishes to attend the conference and is under the age of 18, must pay the applicable registration fee, and be accompanied by a registered and paid parent or guardian.  For the safety and protection of children, we encourage adult attendees who are traveling with children, where the child/children are not student attendees, to make the necessary child care arrangements for their children external to the conference areas.

When will my paper be visible in IEEE Xplore?

Only full contributed papers will be published in IEEE Xplore after the paper has been presented by the corresponding author at the conference.  Full contributed papers that meet the requirements for publication will be visible in IEEE Xplore approximately 90 days after the conference.

I am the first listed author on the paper, but I can’t come to the conference. Can one of my co-authors be the corresponding author?

The corresponding is not synonymous with the first author listed on the paper. The corresponding author carries the responsibility of being the lead paper manager; uploading the final paper, attending the conference, and presenting the paper. Any author listed on the paper who accepts this responsibility can be the corresponding author.

Will a childcare be offered?

Due to insurance reasons, and risks involved with ensuring child protection EMBC does not provide childcare. We do however offer a nursing mother’s room should you need to nurse or rest quietly with your infant child.

I am the corresponding author but my co-author will attend the conference and present the paper as I cannot attend, do I have to take any steps?

If the corresponding author cannot attend and a co-author will present the paper in lieu of the corresponding author, the corresponding author will still be considered a no show. With this, the corresponding author must follow the no show process and submit the No show/Absentee/Substitution form. To avoid this extra step, it is better to make sure the corresponding author is the author who will be attending the conference.

How can receive a confirming invoice for my paid registration?

All invoices are self-printed by the registrant via the conference registration system.  To print one’s invoice he or she should:

Navigate to the Conference Registrant Portal Login Page

Enter the email address you used to register for the conference and your 11 character confirmation number when prompted   (**If you do not have an 11 digit confirmation number follow the instructions and link to have your 11 digit confirmation number sent to you via email**)  

Once Logged in Select “EMBC 2020 Invoice”

Note: The information which appears on one’s invoice is determined by the registrant’s contact information provided.  If one would like his or her invoice to reflect specific information this information must be included in the registrant’s contact information.  To update one’s contract information the registrant should “Modify” the registration information by selecting “Modify” in the registration portal before printing the invoice.

I need to register but I don’t have a credit card?

Similar to an airline ticket or pre-paid hotel reservation, conference registrations are only confirmed where payment has been received by the customer.  The only method of payment our system supports is credit card payments, as it is the only means to receive instant payment which are simultaneously recorded in the registration system.

In cases were a credit card is not available our office can support wire payments.  However, there is a lengthy process for wire payments to be managed and supported. If you need to pay by wire payment we recommend that you begin the process no less than 7 business days before you must have a confirmed registration.

Step One – 1 Business Day:

Complete a Successful wire payment for the full amount of your registration fee to the following IEEE Bank Account  (remember to include any submission fees, or optional items as well)

BANK NAME:

Wells Fargo Bank

BANK ADDRESS:

123 South Broad Street, Philadelphia, PA 19109

Account Name:

IEEE-441090

Account Number:

2000021570326

ABA or R/T Number:

121000248

Swift Number:

WFBIUS6S

Step Two – 1 -2 business days:

Send Confirmation of Wire payment to the EMBS Contact Form requesting the completion of registration

Step Three – 2-3 Business Days:

IEEE EMBS Executive office will confirm payment has settled with the IEEE Treasury Team

Step Four – 1 business day:

EMBC Registration Team will confirm registration

I have food allergies and/or follow a special diet based upon my religious beliefs. What kind of food is served at the conference?

At distinct points in the conference schedule, light refreshments or hors d’oeuvres will be made available to participants, and some special social events may include lunch.  In all cases, as an international organization with a mission to advance technology for humanity in the field of health medicine, and medical technology, the safety, diversity, and inclusiveness of the food we select is an important part of the conference plan.  Each year, where the conference is in different regions of the world, this presents its challenges. Yet, our conference organizing team remains conscious of the importance of these matters, and does its very best to select a wide range of options. During your registration process, you will be asked to provide the conference organizers any information on dietary restrictions you may have. Please share this information with us, so that we can best serve you in your conference experience.