- 1. REGISTRATION
- 2. ABSTRACTS, POSTERS & SURGICAL FILMS
- 3. ABOUT IGCS 2021
- 4. COVID-19 HEALTH & SAFETY INFORMATION
- 5. INDUSTRY SYMPOSIA & SPONSORSHIP OPPORTUNITIES
- 6. REGIONAL & PARTNER SESSIONS - THE HUB & SPOKE CONCEPT
- 7. MEETING & ROME VENUE DIRECTIONS
- 8. INVITATION LETTERS & VISA APPLICATION
- 9. VIRTUAL MEETING PORTAL
- 10. SCHEDULED BROADCAST
Q: Do I have to be an IGCS member to register for the conference?
A: No. IGCS meetings are open to both members and nonmembers. Being an IGCS member you will pay a lower registration rate and experience significant other benefits. For information on membership benefits and how to join, please visit https://igcs.org/membership/member-benefits/.
Please note the registration is nontransferable or refundable. The meeting is available live and on-demand until November 30, 2021 if you miss any of the live sessions.
Q: How do I register?
A: Register online here. Attend in-person at the Auditorium Parco della Musica in Rome, Italy, participate virtually from your home or office via the virtual platform, or participate in a group setting at a designated location with the “Hub & Spoke” meeting model.
Group registration is available for all options. Email firstname.lastname@example.org for more information.
Q: Are there different registration options for virtual attendance and in-person attendance?
A: Yes. Delegates may choose to purchase a virtual ticket or an in-person ticket (which includes all the virtual offerings).
Q: What if I purchase an in-person ticket and need to transfer it to a virtual ticket (or vice versa)?
A: Due to the uncertain times and the ongoing developments, IGCS has implemented a flexible registration model that allows delegates to transfer registration category from virtual to in-person or in-person to virtual.
· In person registration may be converted to a virtual registration at any time in advance of the meeting. The difference in fees will be refunded to the registrant.*
· Virtual registration may be upgraded to in-person registration by paying the difference in fees. Due to venue capacity, upgrading to an in-person registration must be requested by August 1, 2021.
· Cancellation requests received through July 13, 2021, will receive a full refund. No cancellations will be refunded after this date.
Please note that when changing your registration category, the fee that will apply will be based on the registration fee and category applicable at the time the change is made.
All registration questions, transfer requests and cancellation requests must be submitted in writing to email@example.com.
*Note, in case of registration category conversion at any stage or cancellation, bank transfer handling fee (30 EUR) will not be refunded – applicable to bank transfer payments only.
Q: Can I cancel my registration?
A: Delegates can cancel their registration up until July 13, 2021. After this date, there will be no cancellations, only ticket transfers.
Q: How can I confirm my registration?
A: An email confirmation and payment receipt will be sent to you immediately after registration is completed. If you have questions or need assistance with your registration confirmation, email firstname.lastname@example.org
Q: Are there lower registration rates for students, trainees, and nurses?
A: Yes. Medical students, residents, fellows in training, and nurses receive a substantial discount. Refer to the pricing on the registration web page. The discount is applied based on the selections made during registration.
Q: What if I am interested in a group registration or becoming a part of a regional spoke location?
A: IGCS is pleased to offer group registrations and the potential for discounts to many regional and gynecologic oncology-related organizations. If you are interested, please contact the IGCS CEO, Mary Eiken at email@example.com
IGCS will broadcast from Rome to many locations all over the globe. These spokes will allow for the creation of a similar in-person and engaging experience for our virtual audience.
Q: How do I submit an abstract and/or an abstract with a surgical film?
A: All abstracts and surgical films must be submitted online. Visit the abstract submission page to view the topics, guidelines and access the submission portal. The submission guidelines document found on the website will answer many of your questions and the submission portal takes you through the process step by step.
Q: May I present more than one abstract?
A: Individuals are limited to submit and/or present a maximum of five (5) abstracts for IGCS 2021.
Q: When will I find out if my abstract has been accepted for presentation?
A: Notification of acceptance will occur mid-June via email. Further instructions regarding presentation specifics and the new digital platform will be sent at the time of the acceptance letter. Selected abstracts will be assigned as oral presentations and/or poster presentations.
Q: When is the abstract submission deadline?
A: The deadline for abstracts and surgical films is June 29th.
Q: Will there be a late-breaking or seminal abstract acceptance?
A: Yes, we are excited to accept abstracts that meet the late-breaking criteria of the congress. The late breaking abstract submission site will be open in mid-June.
Q: If my abstract is accepted, what is the presentation format?
A: Authors who are selected as a presenter of an oral abstract in a plenary session will be provided with instructions for the live session along with the date and time of the session(s). Abstracts may also be accepted for oral posters or for placement in our virtual abstract poster hall with the option for the author to include a short-pre-recorded audio message.
Oral abstract presenters will have the option to present from a remote location using video conferencing technology or if able, may present in person at the Auditorium Parco della Musica in Rome, Italy.
Details, specifications, and instructions for each presentation type will be sent with the acceptance letters.
Individuals chosen to present oral surgical films will receive additional information as well.
An accepted abstract or film will require the presenting author to be registered for the meeting.
Q: When will abstracts be released?
A: Abstract titles, authors, and full text will be released publicly in advance of the meeting and will be accessible from the meeting website and igcs.org.
The full text of the abstracts will be published in a supplementary issue of the International Journal of Gynecological Cancer after the meeting. The supplement will be open access.
Q: How will digital posters be integrated into IGCS 2021?
A: The virtual platform brings many perks for poster presenters.
IGCS accepts hundreds of abstracts for the Abstract Poster Hall and delegates can view the submitted posters at any time throughout the duration of the meeting. A new feature of the virtual meeting platform brings audio files (podcasts) recorded by the presenting author of each poster that delegates can listen to when accessing the Abstract Poster Hall.
Q: Is there a featured poster session?
A: Yes, there will be a session dedicated to featured poster presentations. This session will take place on the virtual platform. Presenting authors will have the opportunity to verbally disseminate the research while sharing their e-poster and will also have a Q&A segment with the session moderator.
Q: Will there be a Surgical Film Cinema this year to display films that were submitted?
A: Yes. Usually, several surgical films are accepted during the call for abstracts and surgical films to run on a loop. The selected surgical films will be available to view on-demand and have a dedicated area within the virtual platform lobby.
Q: What is the overall format of the meeting?
A: IGCS 2021 will be a hybrid meeting with both virtual and in-person participation opportunities. Below, you can read about the different features of the virtual and in-person meeting experiences.
Q: What do I get with my virtual delegate pass?
· Exclusive access to the entire IGCS Virtual Meeting Program which takes place from August 30 – September 2, 2021.
· Ability to participate in live Q&A segments and polls during the live educational sessions.
· On Demand access to recordings of ALL sessions within the IGCS Virtual Meeting Program until December 3, 2021.
· European Continuing Medical Education Credits (ECMEC®) for healthcare professionals for most of the sessions attended. A list of sessions eligible for credit will be made available prior to the meeting. Credits may be converted to American and Canadian units.
· Access to the Virtual Abstract Poster Hall with hundreds of e-posters and audio files uploaded by the presenter.
· Access to the Surgical Film Cinema which features selected surgical films that were collected during the open call for abstracts and surgical films.
· Ability to connect with authors, speakers, delegates, and industry representatives through the meeting messaging portal and during virtual social events.
Q: What do I get with my Rome delegate pass?
·Those who are attending the meeting in person receive everything that is included with the virtual delegate pass listed above.
· Access to all live courses held at the Auditorium Parco della Musica.
· Access to Industry Sponsored Product Theatres
Q: What Coronavirus-related safety precautions are being taken for meeting delegates in Rome?
A: IGCS is committed to the health and safety of our delegates, staff, and everyone who works at the meeting venue. We have been working closely with officials at the Auditorium, the local conference organizer, and receiving updates from the Italian government and we have implemented the following guidelines and procedures regarding COVID-19 safety.
Q: How many people will be able to attend in-person?
A: To accommodate social distancing at the Auditorium, a maximum of 650 in-person tickets will be sold.
Q: What is the COVID Safety Officer’s responsibility?
A: IGCS has appointed COVID Safety Officers responsible for ensuring that guidelines are followed, and proper steps are taken in the event of a positive COVID case. The names and contact information of the COVID Safety Officers will be made prominently available for all delegates to contact with any questions or for any reason before and during the meeting.
Q: What testing will be required to be admitted to the meeting venue?
A: 48 hours in advance of the IGCS meeting, a negative COVID test is required from delegates to be admitted to the meeting venue. IGCS will offer onsite rapid testing at the meeting venue and provide a list of testing locations in Rome.
If a delegate tests positive for COVID-19, they will not be allowed to enter the auditorium and will be advised by the IGCS COVID Safety Officer regarding next steps. The delegate will receive a registration conversion from an in-person pass to a virtual pass and will receive the appropriate refund in price in adherence to the IGCS registration conversion and cancellation policy.
Q: What are the current safety measures in place at The Auditorium?
A: The Auditorium has provided detailed safety measures that will be shared with delegates attending in-person in advance of the meeting. Over the next few months, these guidelines are subject to change. At this time, guidelines include but are not limited to:
· Temperature checks upon entering the Auditorium. Anyone with a temperature above 37.5°C will be denied access to the Auditorium complex.
· All those entering the Auditorium will be required to wear an FFP2 face mask until they reach their seat, and at any time that they leave their seat.
· Seating within the halls has been spaced to adhere to social distance guidelines. A maximum capacity of 650 delegates will be allowed.
· Notices stating the safety regulations to be followed, aimed principally at the audience, will be displayed at various points inside the Auditorium.
Q: Is there any information that I need to be aware of regarding COVID-19 and travel?
A: The Center for Disease Control and Prevention (CDC) has issued the following key information for travelers to Italy: https://wwwnc.cdc.gov/travel/notices/covid-4/coronavirus-italy
Italian Government Resources COVID-19: Information from Embassies and Consulates
Italian nationals returning to Italy and foreigners in Italy
Please refer to your county’s guidelines regarding international travel as it relates to vaccination, testing, entry and exit requirements, movement restrictions and quarantine information.
Q: Will IGCS 2021 have Industry Supported Symposia, and will the content be available after the symposia?
A: Industry Supported Symposia will take place without concurrent IGCS programming. Industry has the choice to conduct virtual, in-person, or a hybrid symposium with both virtual and in-person components. The content and faculty are determined by our industry colleagues. Recordings of the industry symposia will be available within the meeting portal no less than 24 hours after the symposia.
Session details will be made available as soon as possible on the meeting schedule.
Q:What opportunities are available to support the meeting?
A: IGCS is excited to share all the opportunities available for our industry partners throughout the 2021 hybrid meeting. Please contact Mary Eiken, IGCS CEO at firstname.lastname@example.org for a sponsorship brochure.
Q: Which regional societies and/or partner societies will be offering sessions within the IGCS 2021 Program?
A: As an international society, IGCS maintains partnerships with several societies and the IGCS meeting is a tremendous opportunity for collaboration. Our primary partner societies for IGCS 2021 are the Società Italiana di Oncologia Ginecologica (SIOG) and Società Italiana di Ginecologia E Ostetricia (SIGO) and we are extremely grateful for their support.
If you are interested in learning more about being a part of the Hub and Spoke, contact the IGCS CEO, Mary Eiken at email@example.com for opportunities to collaborate during the IGCS 2021 Annual Global Meeting.
Q: Where is the in-person meeting taking place?
A: Auditorium Parco della Musica Via Pietro de Coubertin, 30 00196 Rome RM, Italy
Q: How do I get from the Airport to the Meeting Venue?
A: From Fiumicino Leonardo Da Vinci airport:
Travel time: 32 minutes. Then by tube/Metro Line MA (red line) to Flaminio then Tram N°2 stop Via Pietro De Coubertin
By Taxi: Outside the terminal you will find the taxi station – cost : €30,00/40,00 one way.
A: Meeting Venue is 1,5 km far from city center (Spanish Steps). From Termini Central Station
By Bus Line N° 910/168/982 stop Via Pietro De Coubertin/Auditorium
By Tube\Metro: Line MA (red line) to Flaminio then Tram N°2 stop Via Pietro De Coubertin
Q: How do I apply for my Italian Visa?
A: Visa regulations depend on your nationality and country of origin. We suggest you contact your local Italian Consulate for official instructions on the specific visa regulations and application procedures that may apply to you. It is the responsibility of the participant to obtain a visa if required. A valid passport is required for entry into Italy.
Q: Where can I get a Meeting invitation letter so that I can apply for a visa?
A: Invitation letters for visa purposes are available only to registered participants. The option to issue an invitation letter is available within the registration process. At the end of the registration process, you will be able to generate an invitation letter, and you will also receive a confirmation email with a link to the invitation letter.
Q: Is it possible to send an official invitation letter directly to my local Consulate?
A: Unfortunately, we are unable to send invitation letters directly to consulates. Invitation letters are prepared solely for individuals and are mailed directly to them.
Q: I registered for the meeting. How do I access sessions during the scheduled broadcast?
A: Registered delegates will receive an email from the meeting organizer a few days in advance of the meeting with a link to the portal and a unique login code. The portal will open on August 28th.
Q: Do I need any specific technical requirements to access the meeting portal or to optimize my viewing of the meeting?
A: The meeting portal can be accessed from a computer, tablet, or smartphone. Please make sure you have an up-to-date browser version. See more information below.
It is recommended that delegates use the best internet connection as possible. In general, wired connections are better than WiFi connections, and WiFi connections are better than cellular (3G/4G/LTE) connections. Plan ahead and, if possible, join from a location where you can access a fast, reliable, wired connection.
Close any unused applications on your computer. Virtual meetings can demand significant memory and processing power from your computer. Closing other applications during the session will help the virtual meeting run better.
Avoid activities that will steal bandwidth. Don’t start any bandwidth-intensive activities immediately prior to, or during, the meeting. Avoid large downloads, uploads, streaming, cloud backups, cloud file synchronizations and other high bandwidth activities. System Requirements
Supported Operating Systems:
· MacOS X with macOS 10.7 or later
· Windows 10
· Red Hat Enterprise Linux 6.4 or higher
· iOS 7.0 or later
· iPad OS 13 or later
· Android 4.0x or later
Browsers – recommended Chrome
· Windows: Chrome 40+, Edge 12+, Firefox 27+
· Mac: Chrome 40+, Firefox 27+
· Linux: Chrome 40+, Firefox 27+
Q: If I have trouble accessing the meeting portal or if I lost my login code, who should I contact?
Q: Will the meeting take place at different times each day?
A: As Rome is the hub of IGCS 2021, the program will reflect times that are conducive to those in Europe. However, in consideration of our global audience and presenters, the program will also include live sessions held in different time zones. Please refer to the schedule for more information.
Q: I want to watch the scheduled broadcast, but I have a conflict. Can I view the session later?
A: Yes, all broadcasted sessions will be available on demand 24 hours after the original broadcast until December 3, 2021.
Q: Will there be a live Q/A with speakers during scheduled broadcasts?
A: There will be a live Q&A feature that will appear inside the scheduled broadcast, allowing attendees to connect, pose questions and discuss the science. Faculty and abstract presenters will be participating in some of the sessions.
Some sessions, such as the Tumor Board will have live polls that the delegates can participate in real-time. Delegates watching the on-demand recordings will not be able to enter the live polls.