KES-STS-19 Frequently Asked Questions
| General Registration FAQs |
| FAQ1: I am a student, are there any concessionary conference fees available? |
| Yes, KES conferences provide a limited number of reduced fee student places. Once the allotted number of places have been taken all registrations are at the full rate. Check the on-line registration pages. |
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| FAQ2: Do I need to be a KES member to attend a KES Conference? |
| Yes. Conference registrations can only be completed by a signed-in KES Member. There is no charge associated with becoming a KES Member. There are numerous benefits to members as described in the KES International website- http://www.kesinternational.org/benefits.php and members are able to set their own preferences via their own profile page in the KES Community Portal. |
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| FAQ3: Where do I register for a KES conference? |
| You may register for a KES Conference by following the link found in the conference website or alternatively, via the ‘Calendar’ on the home page of the KES Community Portal. Registration for conferences using the EventBrite registration process may be completed via the link in the conference website. |
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| FAQ4: How do I know if there are any student registration places left? |
| When all allocated student places have been taken it will no longer be possible to select the student registration option during the on-line registration process. |
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| FAQ5: My credit card registration has failed, are you able to check this? |
| No. Credit card payments are directed to a third-party (bank) site for processing and are not seen or processed by KES staff. You should either, re-enter your card details correctly, try using another credit card, or contact your bank for information. Failed credit card transactions usually generate an error message which may help you. Common problems are, incorrect format of card expiry date or, incorrect billing address entered for card being used for payment. |
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| FAQ6: I am a KES member but cannot remember my login details to go on-line to make a registration? |
| There is a facility on your KES Community Portal Member Login page to reset your password. Please do not create a second profile in your name. This may lead to you paying an incorrect registration fee for a conference. If you experience problems please e-mail registration@kesinternational.info |
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| FAQ7: Do I need to request a student place before registering for the conference? |
| No. If a student registration is available, and you are able to confirm your student status, you should go ahead and complete registration without delay. |
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| FAQ8: Do I need to send my student status confirmation before I complete registration? |
| No. You should ideally send your student status confirmation at the same time as you complete your registration, or shortly thereafter. It is important that your student status confirmation follows the format as described in the conference website. Any other documents or copies of student ID cards are unacceptable. A student registration is not confirmed until we have received a compliant student status confirmation. |
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| FAQ9: I have completed a registration opting for a bank transfer payment of the registration fee but have not received a confirmation of my completed registration. |
| A ‘Registration Complete’ message is sent after we receive notification from our bank that your payment has been received, this can frequently take a few weeks. Alternatively, you have entered an incorrect e-mail address in your registration form, or an address other than your own. A delay will also be caused if you do not include your Order Number and Delegate Name in the bank transfer transaction form as this prevents us from identifying the origin of the payment. |
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| FAQ10: I have completed a registration/payment using a credit card but have not received a confirmation of my completed registration. |
| You have completed a ‘Student’ registration but have not provided us with a letter confirming your student status. Alternatively, you have entered an incorrect e-mail address in your registration form, or an address other than your own. |
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| FAQ11: Can KES International arrange for me to get an entry Visa for the country where the conference is being held? |
| Please see the conference website for contact information for obtaining Visa application support documentation. A visa application is the responsibility of the delegate. We will assist an application by providing an Invitation Letter but only for a delegate who has an accepted paper in the conference (Author/Co-author) and only after a registration/payment has been completed. Visa applications sometimes take a considerable time to process. It is therefore important that delegates complete their registration/payment as soon as possible and then request a Letter of Invitation to support their Visa application. KES do not support requests for refunds of a conference payment due to a delegate failing to obtain a Visa for whatever reason. Please see KES International Terms and Conditions- http://www.kesinternational.org/common/KESConfTerms.pdf |
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| FAQ12: Does the conference registration fee include delegate accommodation during the conference period? |
| No. The conference registration fee does not include delegate accommodation. |
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| FAQ13: Can KES International arrange accommodation for me during the conference period? |
| No. Accommodation is the responsibility of the individual delegates. The conference website will usually show details of accommodation suggestions and sometimes a special conference rate will be available. The delegate should contact the hotel of their choice and make their own accommodation and transport link arrangements. |
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| FAQ14: Is it possible to buy an additional conference Dinner Ticket (Banquet)? |
| Yes. This item is available as an optional extra when completing an on-line registration. It is recommended that anyone requiring additional dinner ticket/s do so during their initial registration, or certainly on-line before the conference. It may not be possible to buy an additional ticket during the conference as catering arrangements will have by then been finalised. |
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| FAQ15: I have placed a student registration, is the conference dinner (Banquet) included? |
| No. However a student delegate may purchase a ticket on-line via the conference on-line registration site, either, during their initial registration or before the conference. A student registration does not include the conference dinner so as to recognise the possible funding limitations experienced by some student delegates. A dinner ticket may be purchased as a separate item during registration or before the conference. |
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| FAQ16: Does my basic registration fee cover more than one paper being included in the conference proceedings? |
| No. The basic Full or Student registration fee includes only one paper in the conference proceedings. Additional paper/s may be purchased on-line during the registration process. |
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| FAQ17: Is it possible for me to bring my spouse, colleague to the conference with me? |
| Yes. A ticket for an Accompanying Person is available for purchase during the registration process, however, please ensure that you understand the strict limitations associated with this option (see the conference website Registration and Charges page). |
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| FAQ18: I have completed a registration/payment for the conference but I am not now able to attend can I have my payment refunded? |
| Please refer to the KES International Terms and Conditions where this topic is fully explained- http://www.kesinternational.org/common/KESConfTerms.pdf |
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| FAQ19: Is it possible to make the registration payment on-site at the conference? |
| No. All registration payments must have been received by KES International before the conference commences. Authors must ensure that their payments are complete by the Early/Author registration deadline. |
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| FAQ20: Who do I contact to obtain a Letter of Invitation to attend a conference? |
| A Letter of Invitation is only provided to authors of accepted papers. Contact registration@kesinternational.info |
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| FAQ21: Who do I contact to obtain a letter confirming that a paper has been accepted? |
| A letter confirming that a paper has been accepted can be requested by contacting registration@kesinternational.info. A letter will only be provided for papers in the PROSE system where the status confirms that the paper has been accepted. A letter will not be provided if the paper is still still awaiting re-submission following a request for a revision. |
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| FAQ22: I see that there is an Early/Author registration deadline. Is there a Late author deadline? |
| No. All authors must be registered and have paid their registration fee by the early registration deadline. After this deadline it is too late to submit papers and have them reviewed and submitted/accepted papers without fully paid registrations will be withdrawn shortly after the Early/Author registration deadline. Delegates that do not have a paper submitted for the conference may register after the Early/Author deadline but will be required to pay the full Late registration fee. |
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| FAQ23: I have not submitted a paper, am I still able to attend the conference? |
| Yes. You may attend the conference if you have not submitted a paper. The normal delegate registration fee is payable. |
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| FAQ24: I have been asked to revise my paper and re-submit it by the reviewers. What is the deadline for re-submission? |
| There is no specific deadline but this should be done immediately as the paper will have to be re-evaluated and the final publication files uploaded before the 'Upload Final Publication Files' deadline shown in the conference website. |
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| FAQs for EUR Payments under the KES Portal |
| FAQ30: Can I register for the conference and then revisit the site to complete the payment at a later time? |
| No. Registration/payment is a single process and must be completed end-to-end. It is possible to pay by credit card or a bank transfer. |
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| FAQ31: I have registered for the conference but not received a confirmation by return, am I registered? |
| No. All successfully completed registrations automatically generate a confirmation e-mail which is sent immediately to the e-mail address entered during registration. It is probable that incorrect or incomplete data has been entered during the registration process. The process should be repeated taking care to correctly enter all required data. |
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| FAQ32: Can I register and complete payment on the Early/Author Registration Deadline date? |
| Yes, but only if you complete your payment by credit card. If you wish to pay by bank transfer you must initiate your payment at least three weeks before the Early/Author Deadline. Bank transfers generally take a few weeks before KES are advised of a completed payment. If we have not received your payment by the Early/Author deadline your paper may be excluded from the proceedings. Also, if student registrations are left until the Early/Author deadline it is highly probable that all of the allocated student places will have been already taken. |
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| FAQ33: Can I register for a conference and complete payment after the Early/Author deadline? |
| Yes, but only if you are not the author of an accepted paper. Registrations placed after the Early/Author deadline are intended for those who wish to attend the conference but have not submitted a paper. All registrations placed after the Early/Author deadline must be paid for using a credit card. There is no option for the author of an accepted paper to complete a registration/payment after the Early/Author deadline. |
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| FAQ34: Am I able to complete a Registration/Payment for multiple delegates? |
| No. All delegates must register themselves, entering their own unique data during the registration process via their KES Community Portal Profile. |
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| FAQ35: The payment for my registration will be made by someone else. Is this a problem? |
| No. But please be aware that the information entered in the payment form will also appear on the invoice. (excludes credit card detail information). |
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| FAQ36: I have completed my registration payment but have not received an invoice. Why not? |
| Links to all conference payment invoices are sent out by e-mail a few days before the conference. The invoice links are sent to the e-mail address entered in the registration form. Delegates may access their invoices themselves at any time via their KES Community Portal profile. |
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| FAQ37: Can my invoice be sent to someone else? E.g. An accounts office or another person |
| No. Invoices are generated automatically within our registration system and can only be sent to the e-mail address of the delegate entered in the registration form. |
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| FAQ38: Is it possible to change the information shown in an invoice? |
| Normally no. However, minor changes can be sometimes be made in exceptional circumstances. As the invoices are generated automatically within our registration system this may not always be possible. |
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| FAQ39: I am a KES Silver member but believe I am seeing an incorrect conference registration fee whilst processing a registration? |
| In this situation do not continue with the registration process but send an e-mail to registration@kesinternational.info explaining your query. We will carry out checks and respond to you promptly. |
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| FAQ40: I have completed a registration opting to pay the registration fee by bank transfer but I now wish to complete my payment with a credit card. Is this possible? |
| Yes. This may be achieved by following this process- login to your KES Community Portal > Manage Profile page. In the section titled- Invoicing, Payments & History, select ‘Invoices’ then select the invoice for the conference you wish to pay for, followed by ‘Pay Selected Invoices’. You may then enter your credit card details and complete the payment. Our system will notify us that you have done this and you will shortly thereafter receive confirmation of your completed registration. (Unless your confirmation of Student Status letter is still outstanding). |
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| FAQ41: I have completed a registration/payment but I am now unable to attend the conference to present my paper, may a colleague attend in my place? |
| Yes, this is the preferred solution. Please let us know if you wish to make a substitution by sending an e-mail to registration@kesinternational.info informing us of the name of the substitute and the PROSE paper reference number. The substitute will need to register as a KES Member if not already a member. There is no cost associated with a substitution unless it involves a Student registration being replaced by a non-Student delegate, in this case, it is necessary for the balance between a Student and a Full registration fee to be paid. |
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| FAQ42: Is it OK for someone else to place a registration for me via their Community Portal Profile? |
| No. This will cause incorrect conference documentation to be generated and also has the potential to show the incorrect registration fee causing an under or over payment. Attendance at a KES conference also means that the registered delegate is upgraded to KES Silver membership for a year. |
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| FAQs for GBP Payments Under Eventbrite |
| FAQ50: Can I register for the conference and complete the payment at a later time? |
| Yes, you can request an invoice to pay by BACS but this must be paid by the early registration deadline (if you have selected an early bird registration) or by the conference itself. |
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| FAQ51: I have registered for the conference but not received a confirmation by return, am I registered? |
| No. All successfully completed registrations automatically generate a confirmation e-mail which is sent immediately to the e-mail address entered during registration. It is probable that incorrect or incomplete data has been entered during the registration process. The process should be repeated taking care to correctly enter all required data. You will receive a confirmation if you have registered correctly and you will be registered if you have paid by credit card, but if you have selected to pay by invoice you will not be strictly registered until we receive the full payment. |
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| FAQ52: Can I register and complete payment on the Early/Author Registration Deadline date? |
| Yes, but only if you complete your payment by credit card. If you wish to pay by bank transfer you must initiate your payment at least three weeks before the Early/Author Deadline. As raising the invoice and paying separately can take time and bank transfers generally take a few weeks before KES are advised of a completed payment. If we have not received your payment by the Early/Author deadline your paper may be excluded from the proceedings and the full rate will be payable. Also, if student registrations are left until the Early/Author deadline it is highly probable that all of the allocated student places will have been already taken. |
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| FAQ53: Can I register for a conference and complete payment after the Early/Author deadline? |
| Yes, but you will have to pay the full registration rate. |
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| FAQ54: Am I able to complete a Registration/Payment for multiple delegates? |
| Yes but you must enter all the information on behalf of those you are registering and enter their details when prompted unless it is the buyer information that is requested. |
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| FAQ55: The payment for my registration will be made by someone else. Is this a problem? |
| No, as long as it is clear when making an invoice payment who the attending delegate payment is for so we can reconcile the payment |
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| FAQ56: I have completed my registration payment but have not received an invoice. Why not? |
| Invoices through Eventbrite are not generated automatically; therefore it may take some time to process. If you have not received your invoice please contact us at through the Eventbrite interface. |
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| FAQ57: Can my invoice be sent to someone else? E.g. An accounts office or another person. |
| Yes simply contact us with these details if you wish your invoice to go somewhere else other than the details given during registration. |
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| FAQ58: Is it possible to change the information shown in an invoice? |
| Yes, if you need specific information on your invoice please let us know using the eventbrite mail tool. |
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| FAQ59: I have completed a registration opting to pay the registration fee by bank transfer but I now wish to complete my payment with a credit card. Is this possible? |
| Yes, you will need to contact us (using eventbrite) so that we are aware of your situation. You will then need to register again and pay by credit card. Once this has been completed, we will then cancel your previous registration. |
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| FAQ60: I have completed a registration/payment but I am now unable to attend the conference to present my paper, may a colleague attend in my place? |
| Yes, this is the preferred solution. Please let us know if you wish to make a substitution by contacting us through Eventbrite informing us of the name of the substitute and the PROSE paper reference number. (if applicable). There is no cost associated with a substitution unless it involves a Student registration being replaced by a non-Student delegate, in this case, it is necessary for the balance between a Student and a Full registration fee to be paid. |
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