Delegation FAQs

Rates, costs and discounts
Will I get the early bird rate if I register before the cut off date?
Can I call or email you to get registered?
What other costs should I consider?

My Invoice
When will I receive my invoice?
What are the payment terms?
Can I pay by credit card?
What will my invoice include?
Will my invoice be emailed direct to me?
Will I pay VAT?

My partnering account and my online profile
How do I receive confirmation of my registration and partnering details?
How do set my availability and book meetings at the conference?
Why do I need to upload my profile to 2 different websites?
Who sees my profile?
I don't want to receive emails from other delegation members
How do I send a message to another delegation member?

My Optional extras
Can I send a box of literature with the UK shipment?
I don't want to exhibit but I'd like to display a pull-up stand
What networking is available at the conference?
Can I benefit from taxi-shares and group hotel as a UK delegate? 

Travel and accommodation
How do I get to the venue from the airport?
Where do I find my hotel confirmation?
Which hotel will the delegation stay at?
I will arrive Monday and stay only 2 nights - is that OK?
Can I expect a refund if I cancel my delegation hotel room?

What can I expect on arrival as a delegation member?
When should I arrive?
Where do I take my brochures?
What is on offer at the UK stand?

What is expected of me during the conference/exhibition?
Do I need to visit the UK stand?
Where can I go to check my emails and catch up on work?
Where do I get refreshments and lunch?
What's the policy on bags and coats?

Additional Information for Grant funded companies
How do I get my application form?
What happens if my grant application is declined?
What information do I need to provide in order to get paid?
How and when will the grant be paid back to us?
Can I use the grant as retrospective payment for my conference fees?

Additional Information for Exhibitors
What options are available for promoting my company?
Where can I find more information e.g. set up times?
What other costs should I consider?
How do I book my booth and freight?

• Rates are shown at http://biopartner.co.uk/events.php
• The early bird rate applies until and increases by €200 after that date.
• We are not able to discuss your registration or invoice on the phone and we need to record your details and agreement to T&Cs in our online system, so please register online and email us with any query.
• You will pay for your own hotel and flights.

My invoice

• Our invoices are usually sent out on the first Friday following your registration, as email attachments from our online finance system. There will be a delay if you are waiting for a grant decision from UKTI or presentation request from EBD Group. Our members receive extended payment terms and will not be invoiced until approximately 8 weeks before each event.
• Payment terms are 15 days, or 30 days members, 5 days new accounts. If you have exceeded these terms in the past we may ask for a PO number or payment before we accept your registration.
• Charges levied by credit card merchants would make our business as a non-profit trade body unsustainable, and payment must be by bank transfer.
• Your invoice will include everything you have requested: hotel, entry fee, freight etc.
• Your invoice will be emailed to you and/or your named assistant or finance contact.
• We are obliged by law to charge VAT on all invoices for all service elements, but not for direct costs such as conference entry. If you have provided your UK VAT number, you will only be charged for the £GBP elements of your invoice such as delegation fee and freight.

My online profile

• Your partnering login details are sent directly from PartneringOne. If you do not receive the email, you can ask us to look up your username and password.
• Login to the PartneringOne website and publish your profile and availability. We recommend blocking out the first and last timeslots to avoid an unmanageble schedule.
• In addition to your partnering profile, we offer promotion of your company in our own delegation directory. This is not linked to the conference website.
• The directory is publicly visible and the link is circulated to overseas networks and all UK attendees, and appears on several BioPartner web pages.
• Open your Account and click your name at the left of the page to open your personal details edit form. Check the 'Disable emails' box. Click Save at the end of the form.
• Use the Search function to find someone, then click 'send message'. Both parties receive a copy of the message you create.

My Optional extras

• You can send literature or stand, prices depend on your location and the weight, but usually £40+VAT will cover it, as part of our shipment with Charles Kendall Logistics.
• Display a pull-up stand within the UK area from £200+VAT.
• Our block booking is pre-paid and individual confirmations are not usually available, but we we send you the hotel details and our assurance that you are on the rooming list.
• All networking receptions are free-of-charge and listed at the Networking Programme menu item above. Several booths host receptions in the exhibition hall at around 4-6pm*
• Some benefits can only be offered to those that have paid extra to join the UK delgation, because we are not funded to support all UK delegates. 

Travel and accommodation

• For some missions, you will be collected from the airport; this will be clear when you register. For most conferences, you can send us your flight arrival time and we will match you with others that wnat to taxi-share; if you can claim the fare on expenses, please offer to subsidise fellow passengers. For those that wish to use public transfort, directions are at the conference website Hotel and Travel page.
• The delegation is usually based at the closest hotel, but this will depend on a balance of convenience versus cost. You will pay much less than others when room rates, taxi fares, wi-fi and tax are considered.
• Individual confirmations are not usually available, but we we send you the hotel details and our assurance that you are on the rooming list.
• All stays are for 3 nights. Late arrivals must be notified to us or the hotel to avoid reselling of your room by the hotel. As our block booking is pre-paid we cannot offer refunds for part-stays.
• Cancellations are permitted up to 2 weeks beofre the event but we can only offer you a refund if we are able to re-allocate your room. 

What can I expect on arrival?

• You can arrive at any time after Sunday afternoon, picking up your namebadge at the Welcome Reception or on arrival at the conference venue. 1:1 meetings start on Monday afternoon. 
• The UK stand is open for business from 08:30 on Monday morning.
• Check out our conference registration page for what's on offer at the UK stand: somewhere to rest, recharge devices, company promotion and messaging service.

What is expected of me during the conference/exhibition?

• If you are in receipt of grant funding, you will need to sign-in sometime during the conference. Otherwise your time is your own.
• Seating areas, laptop charging points and dedicated terminals for checking schedules, are provided throughout the exhibition hall and conference centre. Please use the UK stand for short breaks and meetings, not as a workplace or chatroom.
• Refreshment tables are located throughout the exhibition hall and there is a dining area/restaurant. Please help us to keep the UK area clean and professional by taking food or drink elsewhere*.
• Space is limited and for Health & Safety reasons we cannot store personal belongings, even for a short time. A large cloakroom is provided on site.

Additional Information for Grant funded companies

• When you register for the event at our website, tick the box to request an application form and you will receive it by email within 24 hours. We cannot send an application form if we do not have your details and agreement to T&Cs in our online system.
• If your grant application is declined, you can cancel your registration without penalty. If you decide to attend, you can do so as a regular partnering delegate rather than a member of the UK delegation if you wish.
• At the event we will ask you to sign a register as proof of attendance, and afterwards to complete a short feedback form as an email attachment.
• When we receive funds from UKTI (4-8 weeks later), we will email you with a credit note and ask for your bank details to make payment.
• Your account with us must be in credit before we issue the grant; we cannot offset overdue fees with the expected grant.

Additional Information for Exhibitors

• You can have a booth of your own (from 6sqm) with 2 delegates anywhere in the Hall or in the UK area - or you can share the UK booth by joining the delegation or displaying a pull-up and/or literature
• The exhibitor guide will be linked here soon
• Furniture, carpet and power are extra charges and we will send you the ordering link when you have registered. Our freight partners will advise the cost of including your materials with the UK shipment.
• Register at the link in the menubar above. We will send you a floorplan to select your space and will take care of everything from there. DO NOT instruct your own freight agent or double-book your stand space, this will lead to confusion and higher costs.

Any other questions? Send them here for inclusion and an answer by email

* stand staff always appreciate a glass of wine or bottle of beer at the end of the day