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FAQ
If you have any questions regarding IAUGA 2021, first, please find your answers from our FAQs below.
Questions aside from FAQ are also welcomed by official contact address.
Registration
1. What is included in the registration fee?
Registration includes admission to all scientific sessions and exhibition and social events except gala dinner. Gala dinner ticket should be purchased at the time of registration. Registrants are also entitled to the access to Mobile App and GA Kit.
2. What are the operating hours of registration desks?
Registration desks located in the first floor lobby at BEXCOare open between 12:00 and 18:00 on Sunday August 15, and 08:00 and 18:00 from Monday to Friday in Week 1 and 2. GA Kit desks, located in the second floor lobby at BEXCO are open together with registration desks. All registrants will receive a confirmation email with a registration code and will be requested to bring a copy of this email to the registration desk to collect a badge(s). In case you did not receive this email prior to the GA and/or misplaced it, please reach out to the Secretariat via email at registration@iauga2021.org.
3. I have not received a confirmation email after completing registration.
Upon completion of your registration, a confirmation email is automatically sent to the primary email address associated with your account. You should receive this email within 24 hours (credit card payment) or within a week (wire transfer payment). If you have not received a confirmation email, please send an email to the Secretariat at registration@iauga2021.org.
4. What is the cancelation/refund policy?
TBU
Once you canceled your registration, please make sure to withdraw your abstract(s).
5. What do I do if I paid the wrong registration fees?
If you have paid for the wrong registration category, please contact the Secretariat via email atregistration@iauga2021.org.
6. Where can I purchase an accompanying person badge?
Accompanying persons’ badges are available for purchase at the official website. To purchase an accompanying persons badge onsite, please visit the registration desks.
7. Where can I get a certificate of attendance?
Certificate of attendance can be picked up from Wednesday in Week 1 at the registration desks.
8. I have registered for the IAUGA 2021 but unexpectedly cannot attend. Can I send someone else in my place?
GA registrations are non-transferable.
9. I am a member of the press. Where do I register?
Please contact the IAUGA 2021 Secretariat via email at sec@iauga2021.org for pre-registration and/or bring your Press ID and business cards with you for verification to the registration desk for onsite registration.
Abstract FAQ
1. When can I submit my abstract for presentation at the IAUGA 2021
The regular abstract submission site will open on January 1, 2021 and be closed on Mach 15, 2021 (23:59 PM KST).
Poster only abstract submission will be closed on May 31, 2021 (23:59 PM KST).
All abstracts must be submitted online via the abstract submission web form. Submission by other methods (hardcopies, e-mail and any other forms) will not be accepted.
2. Do I need to register in order to submit an abstract?
Please register and complete the payment (except for IAU/KAS grant applicants) before submitting an abstract(s).
IAU/KAS grant applicants must choose “bank transfer” as a method of payment for registration.
3. When will I receive confirmation email about successful submission of my abstract?
Your abstract must be marked “Submitted” in order for it to be considered by the Committee. When you log into the MY PAGE, a “Submitted” status confirms that your abstract has been received and will be reviewed. Emails will be sent to the Presenting Authors’ registered emails and presenting authors are responsible for notifying all co-authors about the status.
4. When can I find out my presentation schedules?
SOC of each session (symposium, focus and division meetings) will review the abstracts by March 15, 2021.
Once sessions are scheduled, presenting authors will be notified via email with information on allocated session(s), presentation time and date.
If you submit your abstract as Poster only Abstract, you will get notification by June 20, 2021.
5. How do I make corrections to my abstract?
Revisions for regular abstract submissions must be completed by March 15, 2021. Revisions for Poster only Abstract submissions must be completed by May 31, 2021.
To make revisions to your abstract:
1) Log into your IAUGA 2021 account and go to MY PAGE.
2) Click on the “Modify” button of the abstract you wish to edit.
3) In order to complete and save any changes, you must click the “Save” button at the bottom of the section. You will be directed to the “Abstract Review” section.
4) If all sections are confirmed, click the “Submit” button. If not, you can modify again, clicking “Modify” button.
6. Can I withdraw my abstract after the submission deadline?
Requests for abstract withdrawal must be received in writing no later than June 30, 2021 by the IAUGA 2021 secretariat via email atabstract@iauga2021.org from the presenting author’s email address. The presenting author's full name and abstract number must be included in the withdrawal request. All abstracts not withdrawn by this date will be published in the program book, regardless of changes.
7. How many abstracts can I submit?
Each registered participant can submit up to two abstracts to scientific sessions (Symposia, Focus Meetings, Division Meetings) and only one abstract (either oral or posters) to institutional meetings (IAU Office Meetings, ECWG Meetings)
8. Can I revise my abstract after the submission deadline?
No. All revisions must be completed no later than March 15, 2021 for Regular Abstracts and May 31, 2021 for Poster only Abstracts.
Presenter FAQ
1. How do I submit my presentation? How do I make changes to my presentation once it is submitted?
You can submit your presentation file to the presentation submission system at the official website or upload onto the onsite system at the Preview room.
1) Online
Log into your IAUGA 2021 account and go to the presentation submission page. Please click “Upload the file” button and attach your presentation file in PPT or PDF format.
2) Preview room
Please visit the Preview room located in Room 218, Exhibition Center 1 at BEXCO at least four (4) hours prior to the commencement of your scheduled session.Our staffs and technicians will assist you to review and upload your slides. Preview room will be open from 08:00 to 18:30 between Monday and Friday in Week 1 and 2.
2. I can no longer speak, what do I do?
Please send an email to the Secretariat at abstract@iauga2021.org. This will be conveyed to the corresponding chair of SOC (symposium, focus or division meetings) to rearrange or cancel your presentation slot.
3. Can a co-author present in my place?
If, for any reasons, the presenter is unable to attend the GA or allocated session, a proxy (co-author) should be designated for presentation(s). A proxy should be listed as an author of the accepted abstract and should also be registered as a participant at the IAUGA 2021. To designate a proxy presenter, please contact the Secretariat via email at sec@iauga2021.org.
4. I am a speaker at the GA. Will you provide a laptop?
Every session room will be equipped with window-based laptops. Presentation file you uploaded onto the system at the Preview room will be automatically sent to each session room. Unless for the use of specific program, speakers will not be permitted to use own laptop at sessions.
5. Can I change my oral presentation to poster presentation?
Unfortunately, type of presentation will not be changed.
Yes, you may request until June 30, 2021. Please contact the Secretariat via email at sec@iauga2021.org.
6. Does IAUGA2021 secretariat offer a printing service for poster presentation?
Please contact the Secretariat via email at sec@iauga2021.org and the Secretariat will connect you to the local printing agency.
Sponsorship/Exhibition FAQ
1. I want to be a sponsor/exhibitor.
Please download sponsorship and exhibition prospectus available at the official website. For further information or requesting a tailor-made package, please contact the Secretariat at sponex@iauga2021.org.
2. I want to order furniture and equipment for my booth.
Please refer to furniture and equipment rental form, which will be available from 1 March 2021. All sponsors and exhibitors will receive an order form via registered email. Onsite furniture and equipment order can also be arranged but will be subject to availability.
3. How do I get the list of attendees for IAUGA 2021?
List of attendees will be published at the official website after the completion of the GA.
4. How many badges can I get?
Numbers of badges entitled to sponsors and exhibitors will vary, please check the packages you want to purchase. Extra badge purchases will also be available, please contact the Secretariat via email at sponex@iauga2021.org.
5. What are the operating hours of the Exhibition?
The IAUGA 2021 Exhibition will be open between 08:30 and 18:00 from Monday to Friday in Week 1 and 2.
6. I want to withdraw my organization’s involvement for sponsorship and exhibition of the IAUGA 2021.
Please consult the matter with the Secretariat via email at sponex@iauga2021.org and note that any cancelation will be subject to cancelation and refund policy of the IAUGA 2021.
7. Does IAUGA2021 offer freight and storage services?
Please note that IAUGA 2021 offers paid freight and storage servicesfor sponsors and exhibitors. Please contact the Secretariat via email at sponex@iauga2021.org.
Social Events
1. Are social events free for registrants to attend?
Except Gala Dinner, all social events are free of charge. Some events may have limited capacity. Please sign up for events of your interest at the time of registration.
2. How do I register for Young Astronomers’ Lunch and Women in Astronomy Lunch?
Please sign up at the time of registration. If you have not done so, please contact the Committee via email at ya@iauga2021.org and/or wia@iauga2021.org to check availability. These lunches are invitation only, with the maximum capacity of about 500 seats each. These lunches are on a first-come, first-served basis and in case you need to cancel your attendance, please contact the Committee via email(s) above.
3. How do I buy a Gala Dinner ticket?
Gala dinner tickets are available for purchase online at the time of registration. If you have not done so, please contact the Secretariat via email at sec@iauga2021.org to check availability. Please note that limited seats are available and ticket sales are on a first-come, first-served basis.
4. What are the differences between tour programs?
There are three types of tour programs: paid tour programs, free half-day Busan tour programs and a special tour for archaeoastronmers. All tour programs are on a first-come, first-served basis and may be canceled due to low enrolment. In case your tour program is canceled, you will be notified via Mobile App and email in advance. To learn more about tour programs, please visit the website at ADDRESS HERE.
5. I have special dietary needs. How do I make a claim?
Participants with dietary needs based on religious restrictions, food allergies or intolerance, please indicate your needs at the time of registration. Please note that your needs may not be accommodated at all times, depending on availability.
6. Who is eligible to become a mentor or mentee?
Young Astronomers’ Lunch and Women in Astronomy welcomes participants to become a mentor or mentee. Participants who are eligible for a mentee must be undergraduate or postgraduate students, or junior postdoc students who have received his/her Ph.D. within 3 years as of August 16, 2021. Participants who are eligible for a mentor must be at least senior researchers.
IAU/KAS Grant
1. How do I apply for IAU Grant?
You may apply for IAU Grant online. Please refer to guidelines published at the official website.
2. How do I apply for KAS Grant?
You may apply for KAS Grant online. Please refer to guidelines published at the official website.
3. I did not get the grant.Can I still participate at the IAUGA 2021?
In case a grant applicant wants to register at the IAUGA 2021, please contact the Secretariat via email at iaugrant@iauga2021.org (for IAU grant applicant) or kasgrant@iauga2021.org (for KAS grant applicant). You will receive a code and enjoy the discounted rates of registration fee (early-bird registration fee of each category).
4. How can I collect the Grant?
Please visit the IAU Secretariat and collect the grant. IAU Secretariat is located in Room 208B on second floor of Convention Hall at BEXCO.
5. I have been accepted as a Grantee, but I cannot come to Busan.What should I do?
In case you can no longer participate in the IAUGA 2021, please contact the Secretariat via email at iaugrant@iauga2021.org (for IAU Grantees) or kasgrant@iauga2021.org (for KAS Grantees).
Accommodations& Travel
1. How do I make a reservation for a room in Busan?
You must arrange a room on your own. Please refer to the hotel information at the official website (ADDRESS HERE) and follow the instruction for booking. For all changes or cancelations, please contact the hotel directly.
2. Will transportation be provided between hotels and the venue or airports?
IAUGA 2021 does not provide shuttle buses between hotels and the venue but the contracted hotels shown in the official website may provide a shuttle bus service. Please consult with the hotel directly for the service availability.
3. I will be arriving to Incheon International Airport. How do I get to Busan?
For participants entering to Incheon International Airport (ICN), please refer to the travel information at the official website (ADDRESS HERE).
General FAQ
1. When and where is the IAUGA 2021?
31st International Astronomical Union General Assembly (IAUGA 2021) will be held between August 16 and 27, 2021 at BEXCO in Busan, Republic of Korea.
2. How many participants do you expect at the IAUGA 2021 in Busan?
We are anticipating over 3,000 participants and accompanying persons.
3. How do I request a letter of invitation for a visa?
You are requested to register online, complete the payment, and request a letter of invitation. You may also send an email requesting a letter, along with your registration receipt to invitation@iauga2021.org. Invitation letters, however, will be processed after a thorough inspection of an applicant(s).
4. Where can I pick up a copy of the program book?
Program books, inserted in the GA Kit along with other GA materials, will be available for pick up at the Kit Desk locatedin the second floor lobby of Convention Hall at BEXCO. E-program book will be posted up on the official website and extra copies shall not be distributed.
5. Do you have a mobile app?
IAUGA 2021’s Mobile App will be available for your use from May 2021. Once the App is launched, registered participants will be notified through an e-Newsletter via registered email.
6. Do you offer childcare services?
We are pleased to offer complementary childcare services forchildren agedbetween 6 months to 12 years at the IAUGA 2021 from Monday to Friday in Week 1 and 2. Children will be taken care by attentive English/Korean speaking tutors and an onsite nurse, and will be participating in age-appropriate activities.
7. Where is the lost and found?
Attendees may turn in items that are found without an owner to the Registration desk. Items will be safely stored at the Registration desks. Please note that all items not collected will be discarded after the end of the GA.
8. Is there a luggage and coat check? If so, where is this located?
Coin lockers are located in the first floor corridor between Convention Hall and Hall 1 and nearest subway stations (near Exit 2 and 4 inside BEXCO station/near Interpretation Center for Foreign tourists inside Centum City Station). Please do note that numbers of lockers are limited and they are charged every 24 hours.
9. Where is first aid?
The First Aid Room is located in Room. 316, 3F, Exhibition Center 1, BEXCO. Operating Hours are between 08:30 and 18:00 from Monday to Friday in Week 1 and 2.
10. Does BEXCO offer disabilities and special needs assistance for attendees and visitors? If so, who should I contact?
For participants needing special assistances, please find relevant information at venue link here (TBU).
11. I lost my badge. What do I do?
You will be able to receive one replacement badge at the onsite Registration desk in the first floor lobby in the Convention Hall at BEXCO. Please note that your ID is required to collect a replacement and vouchers will not be re-issued.