I have questions about my oral presentation or poster presentation for 2024 ISPE Annual Meeting.
Please refer to your acceptance email, which provides information about oral or poster presentations.
How will I know the status of my abstract?
Accept/decline notices are issued in late May. A second notification, which provides the date/time for oral presentations and symposia/workshops, will be issued later in June. Poster session allocations are not announced until early July.
I have a question about a submitted abstract; who can I contact?
Notices of acceptance and rejection will be sent to the email provided on the abstract submission form for the abstract submitter. If you have not received a notification, please send an email to the ISPE office (amanda@pharmacoepi.org) with the following subject line: "Status of Abstract – UNKNOWN".
My abstract was accepted, but after I received that notification I've received nothing else from ISPE.
After acceptance emails are issued our internal systems direct all communications only to the Presenting Author. If you submitted the abstract, but are not identified as the Presenting Author, you won't hear from ISPE again. We consider the Presenting Author the primary contact for all conference logistical matters and send all our communications to this person. Furthermore, the Presenting Author is responsible for uploading presentations.
Remember, ISPE directs all communications to only the Presenting Author and only the Presenting Author will have permission to upload presentation files to the system (in August). Finally, edits made after June 30 will not appear in the printed on-site program and will only be reflected on the meeting website and app.
I forgot to add someone as an author to my abstract when it was original submitted; can I add someone later?
ISPE does not allow authors to be added to accepted submissions.
I can't attend the conference; can I substitute a Presenting Author not originally connected with my abstract?
ISPE does not allow authors to be added to accepted submissions.
I can't attend the conference; can I deliver my presentation virtually, or provide a recording of my presentation to be played at the session?
2024 ISPE Annual Meeting is a purely live event and virtual presentations or recordings are not permitted. If you cannot attend the conference and a co-author cannot substitute as presenting author for you, then your submission must be withdrawn.
Can I change the day of my poster presentation?
Sorry, no. The poster sessions are specifically grouped by topic and the balance of sessions has been carefully calibrated to accommodate the high number of posters. We cannot accommodate individual changes.
Can I include a QR code on my poster to direct readers to supplementary materials?
Yes.
What is ISPE's embargo policy for oral and posters abstracts?
ISPE does not operate an embargo policy on any meeting content for 2024 ISPE Annual Meeting.
I would like to present my poster at ISPE, but not see it published in the journal (or vice versa); can I do this?
No. ISPE publishes all abstracts presented at our meeting in our publicly accessible journal, and also on our publicly accessible conference website. We believe presenting at the conference and publishing in the journal are one and the same and to block one aspect of information sharing while agreeing the other goes against the spirit of a scientific conference. Your only recourse in these circumstances is the withdrawal of your abstract.
Links to make changes to your oral presentation or poster will be posted in July.
I have additional questions about posters that are not answered here. What can I do?
Please read the Poster Session Guidelines document and only if your question is not answered in it, please contact the executive office using the email at the bottom of this page and we'll try and help you.
Is the agenda for the meeting on the website?
See Conference Schedule > Full Schedule in the left navigation pane. ISPE regularly updates the meeting agenda on our website to provide the latest information. Please check back often to see our most up-to-date information.
Does ISPE have a meeting app?
Yes, 2024 ISPE Annual Meeting will have a meeting app. It will be available in early August.
Is there a conference hashtag for Twitter/Facebook/Instagram?
The official hashtag for the conference is #ISPE_Annual2024.
I plan to register for the live streamed version of the meeting. Will I be able to view the pre-conference courses? Do I need to register and pay for these in addition to the basic conference registration?
The intimate learning experience offered by pre-conference courses does not translate well to being live streamed, so they will not be available live. However, recordings of these courses will be available post-meeting.
Registration for the live streamed version of the conference includes everything and you don't need to select or purchase content independently.
What is a Lightning Forum presentation?
ISPE's Lightning Forums are 90-minute sessions that organize 3 sets of 4 speakers into shared theme groups. Each group is led by a single moderator with expertise in the theme. Presenters have just 3-minutes to deliver a "lightning/rapid" oral presentation. Presenters are restricted to just four slides: a) title slide, b) disclosure slide, and c) two slides highlighting: the key scientific question and rationale of their abstract, the main methods used, key results, and the main conclusions. A 2-min Q&A with the audience concludes each lightning presentation.
In advance of the session, authors provide moderators with slide decks and abstracts so questions can be prepared in advance. The moderator concludes the session with a single summation slide highlighting important aspects that emerged during the session and fields audience questions for the final 10 minutes.
Questions about Germany Value Added Tax (VAT)
1. Why am I paying a VAT on the Congress Registration Fee?
You are paying a Value Added Tax (VAT) on the registration fee because it is required by the laws and regulations of the EU and its member states. They establish that VAT must be paid on the fees in the country where the congress is held.
2. Can the VAT be recovered?
Possibly. Only business companies from the European Union and from these Non-European Union countries can claim back the German VAT. To recover the VAT you must provide the details of your company - name, address, VAT number or Tax ID - for all expenses invoices and submit all original documentation to your company for its processing. This includes such things as Registration, Lodging and Food invoices.
3. What process should companies follow to recover the VAT?
a. EU Companies
EU companies must contact the Tax Administration of their own country for instructions regarding the conditions and process to follow for reclaiming the German VAT. There are also minimum VAT amounts that must be met.
For the refund applications for one to three quarters by an EU company the minimum amount is EUR 400. If the refund application relates to a refund period of a calendar year or the remainder of a calendar year, the amount of VAT may not be less than EUR 50. Please note that these amounts refer to ALL the VAT from the expenses incurred FROM ALL ITS EMPLOYEES in Germany for this congress and any other business-related VAT incurred in Germany.
b. Non-European Union Companies
The non-European Union companies have to submit the application for VAT refund directly to the German Federal Central Tax Office. Normally, the application must be filed online via the BZStOnline-Portal - BOP. To be able to file applications, prior registration for the procedure is required. Find information regarding the registration here.
The Non-European Union companies must make sure their application is received at the latest by 30 June of the year following the year of the incurred expenses. There are also minimum VAT amounts that must be met.
The VAT refund must be at least EUR 1,000, unless the refund period is the calendar year or the last period of the calendar year. The refund for these refund periods must be at least EUR 500. Please note that these amounts refer to ALL the VAT from the expenses incurred FROM ALL ITS EMPLOYEES in Germany for this congress and any other business-related VAT incurred in Germany.
Pay attention the application for VAT refund must be supported by the Certification that the applicant is a taxable person registered for VAT or similar taxes issued by the tax authority from the country of his establishment (For example, in USA it is the form 6166 from IRS).
Other questions?
Please contact the ISPE Executive Office
Phone: +1 301 718 6500, 9am to 5pm US East Coast Time
Email: info@pharmacoepi.org