Registrations FAQs

1.  I am having trouble getting started with the online registration.

Click on the "Register Now" button on the Homepage or Registration page and follow instructions. Payment is required at the time of registration in order to complete your registration, and before you can submit an abstract.

2.  How do I register on behalf of someone else?

  • Click on the "Register Now" button on the Homepage or Registration page.
  • If you wish to register on behalf of another individual you must first setup an account.  Click on “setup an account”.  You will be asked to provide your name, email address and a password.  This email address and password will be required if you wish to login to the registration in the future.
  • To start your registration, click on “Begin a new Delegate Registration”
  • Please provide the delegate details/information in the required fields and once all required fields are complete, click on “Save Registration”. 
  • Your registration is now “Open” but will not be complete until you provide the payment details required under the heading “Pay for open registrations”.
  • Once you have paid for the registration you and the registered delegate will receive a registration confirmation email.

3.  How do I register my group on one order?

  • Click on the "Register Now" button on the Homepage or Registration page.
  • If you wish to register a group of individuals, you must first setup an account.  Click on “setup an account”.  You will be asked to provide your name, email address and a password.  This email address and password will be required if you wish to login to the group registration in the future.
  • To start your group registration, click on “Begin a new Delegate Registration”
  • Please provide the details/information for your first delegate in the required fields and once complete, click on “Save Registration”. 
  • To add your second delegate, click on “Begin a new Delegate Registration” and provide their details/information in the required fields and once complete, click on “Save Registration”.  Repeat this process until you have added all of your registrants.
  • Your registrations will now  be “Open” but will not be complete until you provide the payment details required under the heading “Pay for open registrations”
  • Once you have paid for the registrations, you and the registered delegates will receive a registration confirmation email.

4.  Can I pay for my registration by bank transfer?

  • Yes, to pay for your registration by bank transfer, please contact info@hcv2018.com for the relevant details.

 

5.  Where can I find my Registration confirmation number?

The confirmation number is a series of 7 numbers, commencing with 201… and can be found in your confirmation email. 

6.  I cannot find my Registration Confirmation email. 

All registrants are sent a Registration Confirmation email automatically after they have completed their registration. It serves as the official invoice, and is emailed to the email address(s) you use/provide when registering.

If you enter your email address incorrectly, it may be sent to the incorrect address. If you enter an alternate email address, your confirmation is sent there as well. Some institutions/companies have strong spam/junk mail filters that filter out these emails. Please make sure to check the spam or junk folders.

If you cannot locate your Confirmation, please email info@hcv2018.com to receive a copy of your Registration Confirmation.

7.  How can I obtain a Letter of Confirmation for my visa application?

Please see the details on the Plan Your Trip pages on the website.

8.  How do I edit my contact information or add items to my registration after I have already registered? 

If you would like to edit your registration after you submitted your registration, click on the "Register Now" button on the registration or home page, and then click on "login". You will be asked to enter your email address and password that you provided to set up your account.  Follow the instructions to add symposium extras to your registration.

9.  How can I obtain a Certificate of Attendance? 

A Certificate of Attendance will be available on the website after the Symposium. Attendees will receive a passcode to access the website and download the Certificate. 

10.  What is included in the Symposium registration fee? 

  • Symposium admission, including all scientific sessions 
  • Conference Materials, including a Programme and Abstract Book
  • Meals, as outlined in the programme
  • Welcome Reception.

The Symposium registration fee does not include the Gala Dinner or cover airfare, hotel, or other costs. 

11. Can I bring a guest to the Gala Dinner or Welcome Reception? 

The following guest tickets are available and can be purchased through the online registration site: 

Guest Ticket for Welcome Reception, Monday 25 September: €30

Guest Ticket for Gala Dinner, Wednesday, 27 September: €125

Please note: Only one guest ticket per registered delegate. Guest tickets do not include Symposium materials or entry into the sessions.

12. Can I attend just one day of the Symposium? 

One-day options are not available for the Symposium.

13. I can no longer attend the Symposium but my colleague is available to attend. What is the substitution policy? 

Payment of a €100 administrative fee enables you to transfer your registration to another person, simply by emailing info@hcv2018.com

Substitutions will be transferred at the same rate as the original registration and can be made until the pre-registration deadline of 06 September 2018, or at the onsite Registration Desk. Substitutions can be made to meal ticket purchases without a charge. 

14. I need to cancel my registration. What is the cancellation procedure and policy?

In exceptional circumstances, cancellation requests must be emailed to: info@hcv2018.com

Full Symposium cancellations received by 06 September 2018 will be refunded, less a €150 administrative fee. No refunds will be given for cancellations received after 7 September 2018. If for any reason the Symposium should be cancelled, HCV2018 will refund the registration fee. The Symposium is not responsible for the refund of airfare, hotel, or other costs. Refunds of credit card payments will be made to the same account used for the payment.

15. I would like to reserve an hotel room near the Symposium venue, which hotel is nearest?

HCV2018 has negotiated discounted rates in the following hotels within close proximity to the RDS and a room allocation is held until 29th June. Dublin is a very busy city and hotel bedrooms are in high demand.  We recommend that you book your hotel as soon as possible. 

  • The Clayton Hotel Ballsbridge, 3 minutes walk from the RDS.
  • The Ballsbridge Hotel, 5 minutes walk from the RDS.
  • The Herbert Park Hotel, across the road from the RDS. 
  • The Grand Canal Hotel, nearer to Dublin city but approx. 10 minutes walk from the RDS.

Please see their contact details and rates on the Accommodation page. 

Important Dates

Wed. 23 May 2018
Abstract Submission and Early Rate Deadline (registration rates increase on 24 May)

Fri. 7 September 2018
Cancellation Deadline to Receive Refund

Mon. 24 September 2018
Online Registration Closes

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