Cancelling registration is separate from cancelling a presentation. Written notification of registration cancellation must be emailed to Meghan Corbeil at: firstname.lastname@example.org. The registrant must submit registration cancellation notice by May 4 in order to be eligible for a refund of the registration fee paid, less a $25 processing fee. No refunds will be issued if cancellation notice is given after June 15 except in extenuating circumstances (medical issues, family emergency).
By May 4: Full refund (minus a processing fee)
May 5 -June 15: 50%
After June 15: no refund
Late Withdrawals And No Shows
Before submitting an abstract, presenters should be reasonably confident that they will attend the meeting and make the presentation as scheduled. Presenters in uncertain funding situations and cannot find a suitable replacement presenter should withdraw their presentation by May 4 or be prepared to be subject to the no show penalty. Late cancellations due to a presenter’s inability to secure funding to attend, starting a new job, or other scheduling conflicts are considered avoidable and will still be subject to a no show penalty if written notification is not received.
Late cancellations and failures to give scheduled presentations without any notice are disruptive and leave gaps in the program that are a source of frustration for attendees. Therefore, the COA enforces the following penalties for avoidable situations which result in gaps in the meeting program, except in extenuating circumstances (medical issues, family emergency).
The deadline for cancellation without penalty is May 4. Withdrawals received after this date are considered late and a $50 CDN fee will apply. The fee applies for all presentation types (invited and contributed, posters and talks). It applies only to the presenting author, not to any coauthors.
Failure to give a scheduled presentation without any notice is especially disruptive to the meeting. The no show penalty is a two (2) year presentation ban for presentation types that were missed (podium, poster, invited speaker). Any abstract with the penalized author listed as the presenting author will not be accepted for the following year’s conference. This penalty applies only to the presenting author, not to any coauthors. The ban is for presenting a formal talk or poster only. The presenting author can still organize a session, be listed as a coauthor, and attend the conference.
We realize that sometimes unforeseen events outside of a presenter’s control prevent them from presenting as scheduled. For example, a flight cancellation, medical condition, or family emergency may suddenly disrupt a presenter’s plans. The late cancellation and no show penalties may not be applied to presenters with sudden and unavoidable reasons for not attending the conference (medical issues, family emergencies, unforeseen travel problems, and similar situations outside of a presenter’s control).
We realize that in the cases of no shows, sometimes a presenter’s immediate problems cannot be communicated to the COA staff until after the scheduled presentation time has passed. We will be lenient for such situations if we receive some sort of explanation from the presenter, even if the message is sent after the presentation would have occurred. For other cases, where there is not a compelling reason and no notice was received, the no show penalty will be enforced.
A replacement speaker is allowed (and encouraged) if your plans change close to the conference dates. If circumstances prevent attendance for a scheduled presentation, the presenting author is responsible for finding another person to make the presentation on their behalf. A coauthor is ideal, but the substitute speaker does not necessarily need to be a coauthor. If you have arranged for a replacement speaker after May 4, you will still need to notify the COA, even though we cannot update the program at that time, so that we can notify the session moderator/organizer if applicable.
How to Cancel a Presentation
To cancel, presenters should send an email to Meghan Corbeil at email@example.com, with WITHDRAW in the subject line, and include the full name of the abstract in the body of the email. This is the clearest way to communicate your cancellation. Messages and notes passed in person on the meeting site are highly unreliable! Email is by far the best method for letting us know what has happened. We may not be able to respond during the conference but we will save all such messages for processing after the conference. If you are cancelling after May 4 and would like us to consider waiving the applicable penalties, please include a brief reason for the cancellation when you contact us.