ESPNIC Annual Meeting “No-Show” Policy
ESPNIC has noted that an increasing proportion of accepted
poster abstracts were not presented at its Annual Meetings (approximately
A smaller proportion of ”No-Show” abstracts
are attributed to oral presentations, nonetheless, those oral presenters who do
not attend the meeting with no prior warning of their absence, cause
considerable disruption to the programme objective.
ESPNIC wishes to avoid empty space on poster boards in the
future in order to save both space and costs, and to prevent gaps in the
scientific programme due to presenters who have not arrived. Therefore, the
following “No-Show” policy is to be implemented to regulate the presentation
To avoid “No-Show” posters or oral presentations on-site, 3
notifications will be sent to the corresponding presenters.
The first contact will indicate that the abstract has been
accepted as poster or oral presentation and will indicate the deadline to
confirm and to register to the Meeting.
The first notification is sent a month
prior to the early deadline to allow the participants sufficient time to benefit
from reduced early registration rates.
A 1st reminder* will be sent to the
corresponding author 2 weeks following the first notification if he/she has not
A 2nd reminder** will indicate that the poster or oral
presentation will be removed from the program and all associated printed
materials if the corresponding author’s registration is not completed within 5
**Should the corresponding author be unable to attend the
meeting, a registered co-author may present the poster or oral presentation
The person assigned as the Presenting Author of
accepted abstracts will be expected to present the study at the Annual Meeting.
If accepted, the Presenting Author is required to pay the Congress registration
before the abstract can be definitively accepted and scheduled for any type of
presentation and publication.
In case the person assigned as the Presenting Author
can unexpectedly not present in person the abstract during the Congress, one
of the co-authors has to present it. Notice should be given to the Congress
organization at least one month in advance of the Congress. Should the co-author
present the abstract, they must be registered to the Congress and Congress
registration has to be fully paid.
If none of the authors is able to replace the person
assigned as the Presenting Author for presentation during the Congress
despite the abstract being definitively accepted (according above conditions),
the abstract will be marked as a “now show” and all authors named one the
abstract during submission will be “black listed” by the Congress.
A “black listed” author will not be allowed to submit any
other abstract as Presenting Author for the next 3 years from the date of
Abstracts are allocated at the discretion of the Scientific
Committee and under no circumstances will changes be made to the abstract
Spare poster boards will be reserved in the poster area for
those participants with an accepted poster presentation who register
These posters will be displayed under the “On-Site Posters”
category rather than in the previously assigned poster topic section.
There will be no option for onsite registration of oral
presentations. All oral presentations in the scientific programme must be
confirmed and registered in advance.
Kenes Staff will identify the empty boards (“No-Show”) on
the poster presentation days and send notification emails after the Meeting to
all corresponding authors of “No-Show” posters. The same applies to oral
contributors which were not presented at the Meeting.
Kenes International/ESPNIC meeting secretariat will manage a
list containing details of said participants as of the ESPNIC Meeting in 2015,
and share this information regularly with the ESPNIC Board.
Should an author of a previous “No-Show” poster or oral
contribution submit an abstract to the following ESPNIC Meeting, a warning will
be sent, acknowledging that he/she was a “No-Show” at the previous Meeting.
Should the situation repeat itself, the corresponding author will be excluded
from abstract submission and any ESPNIC award for the following 3
Note: Participants may have legitimate reason for their
absence. In such instances, excuses will be arbitrated on a case-by-case basis
and the ESPNIC Board shall instruct Kenes whether to approve or decline the