SOA23 Congress

SOA FAQs

Registration and Payment Queries 

How do I register for the event?

Bookings can only be made via the website registration page. We are not able to take any registrations over the phone but if you have any problems making your booking online please call +44 (0)20 8267 4064 to speak to a member of the customer services team.

When and where will State of the Art 2023 be held?

The State of the Art 2023 congress will take place 27 - 29 June 2023, at the ICC Birmingham.

How do I register a group?

If you are looking to make a group booking for the conference, at the beginning of the registration process please choose one of the following: ‘Registration contact is not attending, but there are other attendees’ or ‘Registration contact is attending along with other attendees’.

We can only accept card payments for bookings under £600. For group bookings above this amount, payment is available via invoice until Wednesday 17 May 2023.

How can I pay for my registration?

If you have opted to pay via invoice the booking confirmation email will include a copy of the invoice. The full conference fee must be paid, in clear funds and in accordance with the instructions set out in the invoice, within 30 days of the date of the invoice or before the event date, whichever is earlier. If your company uses Purchase Order Numbers, please supply this at the time of booking as failure to do so may cause problems with your booking. If at a later date you wish to pay your invoice by credit card, please call the phone number at the bottom of the invoice. Payment for your place at the event must be cleared before your registration badge is emailed to you.

If you have opted to pay via credit card upon registration you will receive an email confirmation from Stripe and a receipt will be emailed to you. If you are booking within 6 weeks of the event (after 17 May) we will require payment by credit card. Please note that we only accept MasterCard and Visa. American Express cannot be accepted.

If this causes difficulty then please contact our customer services team on +44 (0) 208 267 4064 or email [email protected] Please note we do not accept cash or cheque payments.

As this is an educational event organised by a registered charity, VAT is not payable on delegate fees.

When will I receive confirmation of my booking?

Once you have completed your registration, a booking confirmation will be emailed directly to the delegate. Please ensure we have up-to-date contact information and check your junk mail to ensure this email has not been blocked. If you have not received a booking confirmation within 48 hours of completion, please contact our customer service team on [email protected].

Joining instructions will be emailed to you a week prior to the congress.

Can I transfer my place to someone else?

Substitute delegates are welcome at no extra charge but we require you to advise us of any substitutions (including full contact details, dietary requirements and accessibility requirements) no later than Wednesday 17 May 2023.

Can I cancel my registration?

Cancellation of registrations must be received in writing to [email protected]

Cancellations received will be refunded at the following rates:

  • On or before 28 March: full fee less a £45 administration fee
  • Between 29 March and 16 May: we will refund 50% of the registration fee less a £45 administration fee
  • From 17 May : we regret that no refund can be made

Can I share my place at the event?

No, all delegates must purchase their own ticket to attend.

Can I register for a one-day ticket?

We have a range of ticket options available including one-day two-day and three-day congress tickets. You also have the option to add social event and workshop tickets to your booking.

Do you offer any early registration discounts?

Discounted super earlybird rates are available until 31 January 2023. Earlybird rates will then be available until 30 April 2023.

Will the event also be available virtually?

At the moment there will not be a virtual element of the event. However we are continuously reviewing the need for digital delivery in line with delegate demand.

Do I need a VISA?

If you are an Overseas Delegate and require a letter of invitation to the conference to support your Visa application, please email [email protected] to request this.

Please ensure you include your full name, passport number, passport expiry date, date of birth and nationality in your email. We also require you to specify the consulate or embassy you wish your letter to be addressed to. See here for a list of embassies and consulates: www.gov.uk/world/embassies

Please note we are not able to provide invitation letters to those who are not planning to attend the conference (e.g. partners). Invitation letters can only be provided to those who have registered and paid for the conference.

Does my registration fee include access for my accompanying partner?

No, a single delegate pass does not include access for accompanying partners. If you are travelling to the conference with a partner or associate, please ensure they have registered for their own delegate ticket prior to the event.

If you are travelling to the UK with a partner or associate who is not intending to attend the congress with you, Birmingham city and the surrounding areas have a wealth of culture, art, tours and activities. Please visit the website here for more information, so that they can plan their trip in advance while you attend the congress.

Is it possible to register onsite?

Yes, onsite registration is currently possible for in-person tickets, however, we recommend completing your registration before arriving onsite. If you would like to register and pay onsite we will require payment by credit card (MasterCard and Visa only). Please note we do not accept cash or cheque payments onsite.

If this causes difficulty then please speak to a member of our registration team onsite.

Please be aware that onsite registration may change, subject to COVID-19 restrictions.

 

Attending the Event

When and where will State of the Art 2023 be held?

The State of the Art 2023 congress will take place 27 - 29 June 2023, at the ICC Birmingham.

Venue Address: 0 Broad St, Birmingham B1 2EA

We are also holding a number of workshops on 26 June which are available to book online.

For the latest timings and agenda, please view the SOA programme page.

What are the opening hours?

We are currently putting together a programme for SOA23, but the timings are most likely to be between 9am and 5pm BST across all Congress days. Please visit the website for the latest programme announcements.

Do I need to book sessions in advance?

All sessions are open to all registered delegates. You do not need to pre-book sessions to join.

 

Where can I find information about travelling to ICC Birmingham?

Birmingham is easily accessible from within the UK, Europe and the rest of the world. Located in the heart of the city, road, rail and air routes bring you within minutes’ walking or driving distance from ICC Belfast. The venue’s address is 0 Broad St, Birmingham B1 2EA.

For more information, to plan your journey and discounted travel please visit our website here.

Is there parking at the venue?

ICC Birmingham is located in the heart of the City Centre which offers access to a wide range of car parking facilities within walking distance to the venue.

Paradise Birmingham car park - multi-storey car park open 24 hours and only a 5 minute walk from the ICC.

Q-Park Brindleyplace - multi-storey car park open 24 hours and a 6 minute walk from the ICC.

There are also several car parks surrounding the nearby Utilita Arena, where you can find ample Blue Badge and accessible parking spaces.

Visitors arriving by car will need to be aware of Birmingham's Clean Air Zone. The ICC and associated visitor car parks are located within this area. Daily charges apply to vehicles entering the zone which do not comply with the zone's criteria. For further information, and to check if your car is Clean Air Zone compliant, click here.

Where can I find out more about booking accommodation?

We have partnered with MICE Concierge to provide you with an online accommodation booking service, where you can find hotels located close to the venue, at preferential rates. Visit our accommodation page here for more information.

Where can I find out more about things to do in Birmingham?Birmingham city and the surrounding areas have a wealth of culture, art, tours and activities for you to enjoy during your visit. See what t

Birmingham city and the surrounding areas have a wealth of culture, art, tours and activities for you to enjoy during your visit. See what this vibrant and historical city has to offer and take advantage of Visit Birmingham discounts by visiting the Things to Do page on the website.

When and how will I receive joining instructions?

Joining instructions will be sent to your registered email address one week prior to the conference. Please ensure your contact information is up to date. If you have not received this information, please email [email protected] with your booking reference number.

Is there anything I need to be able to access the online event?

All you need is a good wifi connection to access the online event platform. You do not need to download anything (including Zoom) or have a web camera to participate.

For the best user experience, we recommend using Google Chrome, Firefox or Safari internet browsers. Internet Explorer and Edge are not recommended. The online event platform can also be accessed via a mobile or tablet device, but we recommend using a desktop or laptop to make the most of your experience.

Please check your organisation security policies to ensure pop ups are not blocked as this functionality is required for the live sessions.

What if I have special requirements?

The ICC is accessible to wheelchair users via both ramps and lifts. Tactile signage is also fitted in the majority of lifts.

If you have any particular requirements, disabilities, or any other needs we should be aware of, there will be an option to specify when you register for the event. Alternatively, please email [email protected] as soon as possible.

General accessibility information for the Birmingham ICC is available on the AccessAble website.

Will lunch and refreshments be provided?

Lunch and refreshments are included in the ticket price. You can let us know you dietary requirements when booking your SOA ticket.

How can I let you know about dietary requirements?

At the time of booking your registration online, you will be given the opportunity to disclose any dietary requirements. If these change after you have completed registration please contact the customer service team by email at [email protected] as soon as possible.

What is the dress code?

The dress code for the conference is smart casual and comfortable shoes and smart trainers are recommended

Where is the Exhibition Hall located?

The Exhibition Hall is located in Hall 3.

Is there a multi-faith room?

A quiet room is available for all visitors to use for prayer and meditation on Level 3, along the main corridor as you enter via the Brindleyplace Level 3 entrance. Please refer to signage or ask a member of staff to help you.

Do you have baby changing facilities?

Parent and baby changing facilities are located on Level 2 in the centre of the building.

Will I have the opportunity to ask speakers questions?

All delegates have the opportunity to submit questions during sessions with a live Q&A. A user guide will be provided with your joining instructions. If watching on-demand, you will not be able to take part in the Q&A.

Are there any networking opportunities or social events?

You will have the opportunity to send direct chat messages and request video calls with other delegates. If you do not want to be contacted by other users, this can be disabled via ‘My Profile’. You can post comments via an open chat feed while watching each session. There is also a social wall where you can post text and images for all users.

State of the Art 2023 will give all delegates the opportunity to connect and network with peers throughout the congress.

The congress organisers will also be hosting a social event from 8pm - late on Thursday 28 June. Social event tickets are available to purchase online via the SOA23 registration form for £25 + VAT each. Each ticket includes access to the venue, plus three drinks vouchers (alcoholic and non-alcoholic options available) and entertainment.

Where do I view the Scientific Posters?

ePosters will be displayed on large digital screens in the exhibition area. The poster programme will be available via the event platform. Users can browse the programme, search by poster number/title and filter by topic. Each poster will include an abstract, PDF poster, authors and, where applicable, an option to contact the authors by email.

There will also be a number of oral presentations taking place throughout the congress. The full agenda will be available on the website in May.

What happens if a speaker cannot present?

Occasionally, speakers are prevented from presenting for personal or business reasons. Although we do endeavour to find suitable replacements of a similar calibre, we cannot guarantee any specific case studies, speakers or sessions. We appreciate your understanding and ask you to check the website regularly for updates.

Will my personal information be displayed on the online event platform?

Your name, job title and organisation will be visible to other delegates. You can amend these details, add contact information or hide your profile from the delegate list and select whether other delegates can network with you, when you first login. These settings can also be amended via ‘My Profile’ at any stage.

Will my details be shared with sponsors and partners?

State of the Art event sponsors and partners may want to share information and news about products and services with you, if you have viewed their sponsored content. Haymarket Media Group, organisers of ICS conferences and events, takes your privacy seriously. Sharing your details with sponsors and partners is your choice and you will always be provided with a clear opportunity to indicate if you would prefer us not to share this information during registration. If you would like to change your preferences please email us via [email protected].

 

Post Event

Will I receive a certificate of attendance?

Certificates of attendance will be sent to your registered email address 7 working days after the event.

We recommend that you keep note of the sessions you attend at the conference. Conference sessions can be added to your personalised schedule and downloaded to your calendar.

Will the conference be available on-demand?

Conference and poster programme will be available to registered delegates for six months post-event. Full details on how to access sessions on-demand will be emailed to registered delegates post-event.

Can I get copies of the materials presented at the conference?

We request permissions from all of our speakers to share their presentation slides so that they are available for delegates to download post-event, but not all speakers give us permission to do so. Some speakers may provide abridged versions. All materials we are legally permitted to publish online will be made available to you as soon as possible. This tends to be within one week of the Congress.

How can I give my feedback?

All event attendees will be emailed a feedback questionnaire after the event. If you would like to give any additional feedback or suggestions, please email [email protected].

 

If you havent found the answer to your question(s) the above, please contact our Congress team on [email protected].