notify to register for meeting

2 months before conference

Notify speakers to register

Alert speakers that they must register for the conference through the SICB meeting website by the early-bird deadline.

Email both your symposium speakers and the presenters at the complementary sessions to your symposium.

Remind presenters to book their travel (accommodation, travel); SICB offers pre-negotiated room rates at the conference hotel.

Consider sending this email twice, a few weeks and again a few days before the deadline.

SICB will notify you about any presenters who failed to register.

Template email for registration symposium speakers

Dear all,

thank you all for submitting your abstracts.

Conference Registration: [insert deadline here]

You should have received an email from SICB [insert name of program officer] with you abstract number.

You will need that number when you register for the conference. Please register before the early-bird deadline [insert deadline here].

Travel reimbursements:

We received funding from [insert funders and amounts].

We will use those funds for travel reimbursements, and [insert other expenses here, as relevant]. Those reimbursements will be transferred to you after the conference.

Please find the relevant reimbursement form attached / We will email you the relevant reimbursement forms in a separate email.

Reduced room rates:

SICB negotiated a reduced rate for meeting participants at the conference hotel. Please book your accommodations early before rooms reserved at the reduced rate run out because we might be able to reimburse costs beyond the reduced room rate. You should receive an email from SICB with a link to book a room at the reduced rate or you may find that information on the meeting website.

Registration cost reimbursement or waiver:

SICB covers the registration cost for symposium speakers who submit a manuscript to ICB. There are two options: having the registration fee waived or getting reimbursed.

Option 1: to have the registration fee waived, speakers must submit a draft of their manuscript before they register for the meeting and ICB will notify SICB to waive the registration fee. ICB allows authors to submit a final version of the manuscript by the same deadlines as option 2 and will inform authors about upcoming deadlines.

Option 2: to get reimbursed, speakers may submit their manuscript after the meeting. The submission deadline is typically at the end of February. ICB will inform authors about upcoming submission deadlines.

Conference schedule:

I have attached a preliminary symposium schedule, with the preliminary titles of your presentations. Please inform us of any changes in the title and co-authors.

Workshop / Social / Associated event:

Associated with this symposium, we have planned a workshop / social / associated event on [working title]. Stay tuned for further information.

Sincerely,

[Your name], on behalf of the Symposium Organizers

[insert organizer names here]

Template email for registration Complementary presenters

Dear all,

thank you all for submitting your abstracts.

Conference Registration: [insert deadline here]

You should have received an email from SICB [insert name of program officer] with you abstract number.

You will need that number when you register for the conference. Please register before the early-bird deadline [insert deadline here].

Registration cost reimbursement or waiver:

SICB covers the registration cost for presenters at complementary sessions who submit a manuscript to ICB. There are two options: having the registration fee waived or getting reimbursed.

Option 1: to have the registration fee waived, speakers must submit a draft of their manuscript before they register for the meeting and ICB will notify SICB to waive the registration fee. ICB allows authors to submit a final version of the manuscript by the same deadlines as option 2 and will inform authors about upcoming deadlines.

Option 2: to get reimbursed, speakers may submit their manuscript after the meeting. The submission deadline is typically at the end of February. ICB will inform authors about upcoming submission deadlines.

Reduced room rates:

SICB negotiated a reduced rate for meeting participants at the conference hotel. Please book your accommodations early before rooms reserved at the reduced rate run out. You should receive an email from SICB with a link to book a room at the reduced rate or you may find that information on the meeting website.

Conference schedule:

I have attached a preliminary symposium schedule, with the preliminary titles of your presentations. Please inform us of any changes in the title and co-authors.

Workshop / Social / Associated event:

Associated with this symposium, we have planned a workshop / social / associated event on [working title]. Stay tuned for further information.

Sincerely,

[Your name], on behalf of the Symposium Organizers

[insert organizer names here]

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