HGM2008

Freguently Asked Questions

1. Procedure
   1. How many abstracts may I submit?
   2. How long does it take for an abstract to be reviewed?
   3. When are Oral Presentations Selected?
   4. What expenses do workshop oral presenters receive?
   5. My abstract must be accepted before I can register. Can I pre-register pending acceptance of my abstract?
2. Submission Form
   1. How do I include italics, bold, super/subscripts in an abstract?
   2. How do I include Greek and other characters in an abstract?
   3. Why can I not use tables in my abstract?
   4. The keywords which I need are not on the list on the form. What can I do?
   5. The submission program gives an error 'Internal Server Error'. What can I do?
   6. Is my submission number the same as my poster number?
   7. When I submitted my abstract a Submission Number was displayed on my web browser, but I did not receive an e-mail acknowledgement. Has my submission failed?
   8. When I submitted my abstract I received an e-mail acknowledgement but I did not receive a Submission Number on my web browser. Has my submission failed?

Procedure

1.1 How many abstracts may I submit?

You may be first/presenting author on only 1 abstract. You may be co-author on as many abstracts as you wish.

1.2 How long does it take for an abstract to be reviewed?

Abstracts will normally be reviewed for poster presentation within a few days of submission. Note that early submissions may take longer to review, because reviewers may not have been assigned to some workshops at this stage.

1.3 When are Oral Presentations Selected?

Oral presentations will be selected after the closing date for abstract submissions (see Deadlines). Selection will take approximately two weeks, after which invitations will be e-mailed to chosen authors.

1.4 What expenses do workshop oral presenters receive?

HUGO regrets that it is unable to provide travelling, accommodation, or registration expenses to workshop oral presenters.

1.5 My abstract must be accepted before I can register. Can I pre-register pending acceptance of my abstract?

Yes. You may pre-register, then complete payment after your abstract has been reviewed and accepted. But please note, abstracts will NOT be published in the meeting booklet nor on the web site unless full payment has been received by the time the abstracts are sent for printing. This date will be announced on the Deadlines page.

Submission Form

2.1 How do I include italics, bold, super/subscripts in an abstract?

Use HTML tags as described in the Help document, or as shown in the examples.

2.2 How do I include Greek and other characters in an abstract?

Use HTML character/numerical entities (or Unicode character entities), as described in the Help document, or as shown in the examples. Note: your browser may not have a font with which to display these characters, but the codes will be translated correctly for printing.

2.3 Why can I not use tables in my abstract?

Tables are not allowed in abstracts for several reasons: abstracts are not intended to carry large amounts of data, that is for your poster; tables can take up a large amount of space which is limited; authors have not formatted tables well in previous years leading to ambiguities and errors when printed.

2.4 The keywords which I need are not on the list on the form. What can I do?

The keywords on the form are a very generalised list, used in the printed meeting booklet to help delegates 'home in' on abstracts of interest to them. When abstracts are published on the web site, ALL text is indexed by the web search engine, therefore keyword selection is not important.

2.5 The submission program gives an error 'Internal Server Error'. What can I do?

It is possible that you have a large number of unacceptable HTML tags in your abstract. The abstract submission system uses a limited set of tags for minimal formatting. If you tried to paste an HTML table into your abstract, it may well generate this error, as all table tags are invalid. The only valid tags are:

<p>,</p>,<i>,</i>,<b>,</b>,^,,_,,<ul>,</ul>,<ol>,</ol>,<li>,</li>,<br />,<br/>

It is also possible that you have pasted a word processing document (e.g. Word) into the submission form and hidden 'control codes' or non-ASCII characters are causing the program to fail. The software tries to filter out such characters, but cannot catch every potential problem. This is especially true if your browser claims to be using a 7-bit ASCII or 646 character set, but is actually sending some 8-bit characters which confuses the server. Try typing the text directly into the form, or save the Word document as plain text (or MS-DOS text), then cut 'n' paste this into the form.

2.6 Is my submission number the same as my poster number?

No. Your submission number is exactly that, the number of your submission chronologically. After the closing date, posters/abstracts are alphabetised by Workshop and numbered accordingly. You will be issued with your poster number (or it will be made available on the web site) prior to the meeting.

2.7 When I submitted my abstract a Submission Number was displayed on my web browser, but I did not receive an e-mail acknowledgement. Has my submission failed?

No, but the e-mail address which you gave on the form is probably incorrect, which means we cannot contact you. Please contact the abstracts coordinator with a valid e-mail address.

2.8 When I submitted my abstract I received an e-mail acknowledgement but I did not receive a Submission Number on my web browser. Has my submission failed?

If you received an acknowledgement e-mail containing a submission number, then your abstract was received correctly. The reason you did not receive on-screen confirmation is likely caused by a very slow network connection, or some other local problem. Please do not resubmit your abstract. If you receive NEITHER on-screen confirmation NOR e-mail confirmation within 24 hours, please contact the abstracts coordinator.