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FAQ
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Registration
1. What are the differences between In-person Registration and Virtual Registration?
In-person registration allows registrants to submit abstract(s) to both oral and e-poster presentations. Virtual registrants can submit abstract(s) only to e-talk and/or e-poster presentations.
2. I am a virtual registrants. How do I participate remotely in the GA?
- You can submit abstracts and upload your presentations to e-poster and e-talk galleries (web-based).
- All oral presentations in plenary and oral sessions will be broadcasted live at the meeting platform.
- All oral presentations will be recorded and later uploaded to the meeting platform.
- A Slack workspace will open for remote Q/A and discussion.
- All recorded/uploaded presentations will be available at the meeting platform for about two months after the GA.
3. Can I change the type of registration?
Registered participants can change from in-person to virtual registration or vice-versa by June 30, 2022. A 30,000 KRW processing fee for changes of the type of registration will be charged.
Registration includes admission to all scientific sessions and exhibition and social events except conference dinner. Conference dinner ticket can be purchased from May 1, 2022. Registrants are also entitled to the access to Online Meeting Platform.
4. I have not received a confirmation email after completing registration.
Upon completion of your registration, a confirmation email is automatically sent to the primary email address associated with your account. You should receive this email within 24 hours (credit card payment) or within a week (wire transfer payment). If you have not received a confirmation email, please send an email to the Secretariat at registration@iauga2022.org.
5. What is the cancellation/refund policy?
Any cancellations should be requested by sending an email to the Secretariat via email at registration@iauga2022.org. Due to administrative issues, all refunds will be processed after the completion of GA. A 60,000 KRW processing fee for cancellations shall be deducted from the refunded amount.
Once you cancelled your registration, please make sure to withdraw your abstract(s) by sending an email to abstract@iauga2022.org.
6. What do I do if I paid the wrong registration fees?
If you have paid for the wrong registration category, please contact the Secretariat via email at registration@iauga2022.org.
7. Where can I get a certificate of attendance?
Certificate of attendance can be picked up from Wednesday in Week 1 at the registration desk.
8. I have registered for the IAUGA 2022 but unexpectedly cannot attend. Can I send someone else in my place?
GA registrations are non-transferable.
9. I am a member of the press. Where do I register?
Please contact the IAUGA 2022 Secretariat via email at registration@iauga2022.org for pre-registration and/or bring your Press ID and business cards with you for verification to the registration desk for onsite registration.
Abstract
1. When can I submit my abstract for presentation at the IAUGA 2022
- The regular abstract submission will be open on January 1, 2022 and be closed on April 5, 2022 (23:59 PM KST).
- Late abstract submission (e-Posters/e-Talks only) will be closed on May 31, 2022 (23:59 PM KST).
All abstracts must be submitted online via the abstract submission system on the official website. Submission by other methods (hardcopies, e-mail and any other forms) will not be accepted.
2. Do I need to register in order to submit an abstract?
Please register and complete the payment (except for IAU/KAS grant applicants) before submitting an abstract(s). IAU/KAS grant applicants must choose “bank transfer” as a method of payment for registration.
3. When will I receive confirmation email after submitting my abstract?
Your abstract must be marked “Submitted” in order for it to be considered by the Committee. When you log onto MY PAGE, a “Submitted” status confirms that your abstract has been received and will be reviewed. Email(s) will be sent to the Presenting Authors’ registered emails and presenting authors are responsible for notifying all co-authors about the status.
4. When will I be notified about my presentation schedule(s)?
SOC of each session (symposium, focus and division meetings) will review the abstracts by April 30, 2022. Once sessions are scheduled, presenting authors will be notified via email with information on allocated session(s), presentation time and date. If you submit your abstract as Late Abstract (e-Posters/e-Talks only), you will get notification by June 30, 2022.
5. How do I make corrections to my abstract?
Revisions for regular abstract submissions must be completed by March 31, 2022. Revisions for abstract submissions for late abstracts (e-Posters/e-Talks only) must be completed by May 31, 2022. Revisions made after the given deadlines will not be acknowledged.
To make revisions to your abstract:
Log onto MY PAGE at the IAUGA 2022 website
Click on the “Modify” button of the abstract you wish to edit
In order to complete and save any changes, you must click the “Next” button at the bottom of the section. You will be directed to the “Abstract Review” section, and
If all sections are correct, click the “Submit” button. If not, you can modify again, by clicking the “Modify” button.
6. Can I withdraw my abstract after the submission deadline?
Requests for abstract withdrawal must be received in writing no later than June 30, 2022 by the IAUGA 2022 Secretariat via email at abstract@iauga2022.org from the presenting author’s email address. The presenting author's full name and abstract number must be included in the withdrawal request. All abstracts not withdrawn by this date will be published in the program book, regardless of changes.
7. How many abstracts can I submit?
Please see below for terms and conditions before submitting abstract(s).
In-person registrants are entitled to submit:
a) up to TWO abstracts for invited talk, contributed talk and/or e-Talk presentation to scientific sessions (Symposia, Focus Meetings and Division Meetings),
b) up to TWO abstracts for e-Poster to scientific sessions (Symposia, Focus Meetings and Division Meetings), and
c) ONE abstract to the IAU office meetings and ECWG meetings regardless of the type of presentation.
Virtual registrants are entitled to submit:
a) up to TWO abstracts for e-Poster presentation to scientific sessions (Symposia, Focus Meetings and Division Meetings),
b) up to TWO abstracts for e-Talk Presentation to scientific sessions (Symposia, Focus Meetings and Division Meetings), and
c) ONE abstract to the IAU office meetings and ECWG meetings for either e-Talk or e-Poster.
8. I’ve registered as a virtual participant. Can I submit abstracts for Contributed Talk?
Unfortunately no. Only In-person registrants can submit abstracts for contributed talk. Virtual registrants can submit abstracts for e-Poster or/and e-Talk only.
Presenter
1. How do I submit my presentation? How do I make changes to my presentation once it is submitted?
You can submit your presentation file on MY PAGE at the official website or upload onto the onsite system at the Preview Room.
1) My Page
Please log onto MY PAGE and click the “Submit” button next to abstracts title and attach your presentation file in PPT or PDF format. Presentation upload system will be closed at 23:59 KST on July 31, 2022.
(*PDF format is highly recommended due to compatibility issues (e.g. font, operating system difference, software version, etc.)
2) Preview room
Please visit the Preview room located in EC 316, Exhibition Center 1 at BEXCO at least four (4) hours prior to the commencement of your scheduled session. Our staffs and technicians will assist you to review and upload your slides. Preview room will be open from 08:00 to 18:30 between Tuesday and Friday in Week 1, between Monday and Thursday in Week 2.
2. I can no longer speak, what do I do?
Please send an email to the Secretariat at abstract@iauga2022.org. This will be conveyed to the corresponding chair of SOC (symposium, focus or division meetings) to rearrange or cancel your presentation slot.
3. Can a co-author present in my place?
If, for any reasons, the presenter is unable to attend the GA or allocated session, a proxy (co-author) should be designated for presentation(s). A proxy should be listed as an author of the accepted abstract and should also be registered as a participant at the IAUGA 2022. To designate a proxy presenter, please contact the Secretariat via email at abstract@iauga2022.org.
4. I am a speaker at the GA. Will the IAUGA 2022 provide a laptop?
Every session room will be equipped with window-based laptops. Presentation file you uploaded onto the system at the Preview room will be automatically sent to each session room. Unless pre-approved by the Secretariat, speakers will not be permitted to use own laptop at sessions due to the stability issues.
5. Can I change my oral presentation to poster presentation?
You may request for a change until June 30, 2022. Please consult with the SOC of your assigned session(s) and contact the Secretariat via email at abstract@iauga2022.org.
6. What is e-Talk?
e-Talk is a pre-recorded video presentation. This is NOT part of the sessions but published on "e-Talk Gallery" on the official website. e-Talk presenters are not required to produce a poster but to produce a video instead.
7. What is e-Poster?
IAUGA 2022 will be hosted in a hybrid format. e-Posters are similar to conventional posters but posted on “e-Poster Gallery” on the official website. Additionally, e-Poster may include an audio file and/or a short summary video (less than 3 minutes uploaded via YouTube) as desired.
8. Can I present my poster in paper?
No. All posters are to be uploaded onto the e-Poster gallery available at https://www.iauga2022.org.
Sponsorship & Exhibition
1. I want to be a sponsor/exhibitor.
Please download a sponsorship and exhibition prospectus available at the official website. For further information or requesting a tailor-made package, please contact the Secretariat via email at sponex@iauga2022.org.
2. I want to order furniture and equipment for my booth.
Please refer to furniture and equipment rental form, which will be available after April 1, 2022. All sponsors and exhibitors will receive an order form via registered email. Onsite furniture and equipment order can also be arranged but will be subject to availability.
3. How do I get the list of attendees for IAUGA 2022?
List of attendees will be published at the official website after the completion of the GA.
4. How many badges can I get?
Numbers of badges entitled to sponsors and exhibitors will vary, please check the packages you want to purchase. Extra badge purchases will also be available, please contact the Secretariat via email at sponex@iauga2022.org.
5. What are the operating hours of the Exhibition?
The IAUGA 2022 Exhibition will be open between 08:30 and 18:00 during GA. Exhibition will be closed from 12:00 on August 11, 2022.
6. I want to withdraw my organization’s involvement for sponsorship and exhibition of the IAUGA 2022.
Please consult the matter with the Secretariat via email at sponex@iauga2022.org and note that any cancellation will be subject to cancellation and refund policy of the IAUGA 2022.
7. Does IAUGA2022 offer freight and storage services?
Please note that IAUGA 2022 offers paid freight and storage services for sponsors and exhibitors. Please contact the Secretariat via email at sponex@iauga2022.org.
Social Events
1. Are social events free for registrants to attend?
Except Conference Dinner, all social events are free of charge. Some events may have limited capacity. Please sign up for events of your interest at the time of registration.
2. How do I register for Young Astronomers’ Lunch and Women in Astronomy Lunch?
Please sign up for the program at the time of registration. If you have not done so, please contact the Committee via email at ya@iauga2022.org and/or wia@iauga2022.org to check availability. These lunches are invitation only, with the maximum capacity of about 300 seats each. These lunches are on a first-come, first-served basis and in case you need to cancel your attendance, please contact the appropriate committee via email(s) above.
3. How do I buy a Conference Dinner ticket?
Conference dinner tickets are available for purchase online from May 1, 2022. Please note that limited seats are available and ticket sales are on a first-come, first-served basis.
4. What are the differences between tour programs?
There are three types of tour programs: paid tour programs, free half-day Busan tour programs and a special tour for archaeoastronmers. All tour programs are on a first-come, first-served basis and may be canceled due to low enrolment. In case your tour program is canceled, you will be notified via email in advance. To learn more about tour programs, please visit the website from March 1, 2022 onwards.
5. I have special dietary needs. How do I make a claim?
Participants with dietary needs based on religious restrictions, food allergies or intolerance, are requested to indicate needs at the time of registration. Please note that your needs may not be accommodated at all times, depending on availability.
6. Who is eligible to become a mentor or mentee?
Young Astronomers’ Lunch and Women in Astronomy welcomes participants to become a mentor or mentee. Participants who are eligible for a mentee must be undergraduate or postgraduate students, or junior postdoc who have received his/her Ph.D. within 3 years as of August 2, 2022. Participants who are eligible for a mentor must be at least senior researchers.
IAU & KAS Grant
1. How do I apply for IAU Grant?
You may apply for IAU Grant online. Please refer to guidelines published at the official website.
2. How do I apply for KAS Grant?
You may apply for KAS Grant online. Please refer to guidelines published at the official website.
3. I did not get the grant. Can I still participate at the IAUGA 2022?
In case an applicant is not selected as a grantee of IAU/KAS grants and still wishing to keep the registration, the applicant will be asked to pay the early-bird registration fee after the notification.
4. How can I collect the IAU Grant?
Please visit the IAU Secretariat and collect the grant. IAU Secretariat is located in Room 208 on second floor of Convention Hall at BEXCO.
5. I have been accepted as a grantee of KAS grant, but I can no longer join the GA. What should I do?
In case you can no longer participate in the IAUGA 2022, please contact the Secretariat via email at kasgrant@iauga2022.org. For IAU grants cancelling the participation, please contact IAU.
Accommodations & Travel
1. How do I make a reservation for a room in Busan?
You must arrange a room on your own. Please refer to the hotel information at the official website or use a platform to book a room in Busan.
2. Will transportation be provided between hotels and the venue or airports?
IAUGA 2022 does not offer shuttle bus services between hotels and the venue.
3. I will be arriving to Incheon International Airport. How do I get to Busan?
For participants entering into Incheon International Airport (ICN), please refer to the travel information at the official website for ground transportation.
General
1. How many participants do you expect at the IAUGA 2022 in Busan?
We are anticipating over 3,000 participants joining in Busan and on the online platform.
2. How do I request a letter of invitation for a visa?
You are requested to register online, complete the payment, and request a letter of invitation. You may also send an email requesting a letter, along with your registration receipt to registration@iauga2022.org. Invitation letters, however, will be processed after a thorough inspection of an applicant(s).
3. Where can I pick up a copy of the program book?
Program books will be available for pick up at the registration desk located in the second-floor lobby of Convention Hall at BEXCO. E-program book will be posted up on the official website and extra copies shall not be distributed.
4. Do you offer childcare services?
Complimentary childcare services will be provided to registrants during the General Assembly, except Saturday and Sunday in Week 1 and for two age groups of 3-5 y.o. and 6-11 y.o. Childcare services will be available to book from May 1, 2022 at My Page.
- Lunch is not provided due to food safety issues.
- Service hours are between 08:00-12:10 and 13:20-19:10.
- Caregivers are bilingual in Korean and basic English.
- Services for toddlers younger than 3 years old cannot be offered due to difficulties in arranging onsite care facility that fulfils local regulations.
- If you want to hire a trained baby-sitter at your expense, please contact the Secretariat via email at childcare@iauga2022.org for further assistance.
- There is a non-refundable charge of 30,000 KRW per child.
- Childcare services may not be offered and/or cancelled due to low enrolment and/or local COVID-19 guidelines.
5. Where is the lost and found?
Attendees may turn in items that are found without an owner to the Registration desk and the collected items will be safely stored at the Registration desk. Please note that all items not collected will be discarded after the end of the GA.
6. Is there a luggage storage?
If so, where is this located?
Coin lockers are located in the first floor corridor between Convention Hall and Hall 1 and nearest subway stations (near Exit 2 and 4 inside BEXCO station/near Interpretation Center for Foreign tourists inside Centum City Station). Please do note that numbers of lockers are limited and they are charged every 24 hours.
7. Where is first aid?
The First Aid Room is located in Room 315, 3F, Exhibition Center 1, BEXCO. Operating Hours are between 08:30 and 19:00 during GA.
8. I lost my badge. What do I do?
You will be able to receive one replacement badge at the onsite Registration desk in the second-floor lobby of Convention Hall at BEXCO. Please note that your ID is required to collect a replacement and vouchers will not be re-issued.
9. Where can I get information on travel advice and restrictions?
COVID-19 travel updates are updated regularly for IAUGA 2022 participants. Please see
here for the latest updates.
