Frequently Asked Questions about the MWIA Meeting

REGISTRATION QUESTIONS:

• Am I an MWIA member?
  • You are an MWIA member IF you are a member of a national association that is a member association of MWIA (and dues payment are current).  Please check for the most recent list here of paid up national associations.  If you are an individual member and your dues are current you can also register at the member rate.  We will check everyone’s membership status 1-2 months prior to the Congress.  Please do not email us if your national association is not on the list.  You will need to contact your national association.
• Will I get a refund if I cannot attend the conference.
  • Refunds prior to May 1, 2019 will be subject to a $75 fee.  Please email program@amwa-doc.org to process your refund less the $75 administrative fee. No refunds after May 1, 2019.  Registration is transferrable. Exceptions may be made for VISA issues up until May 15.
• I want to bring a guest. How do I register my guest?
  • Guests may attend the gala and/or reception by purchasing a ticket.  If you would like your guest to have a badge, please register them separately.  During registration, you would select either gala or reception and then add on any additional ticketed events.  Guests will be able to request visa letters by using the link in the confirmation email.
• I added my guest to my registration.  Can I still get a VISA letter for my guest?
  • Yes – follow the same link that you received on confirmation of your registration and you will be able to put in your guests name to generate the VISA letter.
• The form asks for a zip code.  My country doesn’t have a zip code. What should I do?
  • You can put anything in that field – like 111.  It will still let you go on.
• I can’t seem to pay?
  • If you are able to pay by PayPal, go ahead and do so adding 2.5% transaction fee to your payment.  Once you get a receipt, e-mail program@amwa-doc.org for next steps.
• Help!  I can’t remember if I registered.
  • Please e-mail program@amwa-doc.org.

Still have registration questions?  E-mail program@amwa-doc.org.

VISA QUESTIONS

• Can I get a VISA letter?
  • After you register for the meeting, you will be sent a link to request the Letter of Invitation. Due to the large volume of anticipated registrations, all visa letter requests must be made through the link provided to you after registration. Please do not email us directly about your VISA letter.  You must make the request through the special link provided to you after registration.

    When requesting an invitation letter, you will need to submit the following information:

    (1) Your full name, as it appears on your passport, (2) Date of birth, (3) Country of citizenship, (4) Passport number and expiration date, and (5) Registration number (found on your registration confirmation e-mail).

    Please note that a Letter of Invitation does not guarantee you will be granted a visa. We cannot send the letter to an embassy or consulate for you, nor can we contact the embassy or consulate on your behalf. It is the sole responsibility of the attendee to obtain the necessary paperwork for entry into the U.S.

POSTER QUESTIONS

• Can I still submit a poster abstract?
  • Posters from physicians and residents may still be accepted on a space available basis.  Poster abstracts are closed for students.
• I made a mistake in my poster abstract form.
  • Please submit the corrected version here.  You will not need to pay the fee again.
• When will I find out my presentation proposal or poster has been accepted?
  • For those that submitted by September 1 2018, you will be notified in October 2018. Poster abstracts will be accepted after that on a rolling basis. Expect to hear in about 1-2 months or earlier after submission.
• Can an individual submit more than one abstract for consideration?
  • Due to space, we are unfortunately not able to accommodate two posters from one individual in the poster session.
• What is the poster print size?
  • 30 in (tall) x 40 in (wide)
• Help, I already printed my poster to 36 x 48 inches.  What do I do?
  • You do not need to order another poster.  The poster will still work.  Please let us know here so we can work on accommodating.

Still have poster questions?  Please email program@amwa-doc.org.

HOTEL QUESTIONS

• Why can’t I get the discounted hotel rate at the Marriott Brooklyn Bridge?
  • Please make sure that you used the booking link and not the general information link.  As the room block fills, we will make note of that on our website and FAQ’s.  Please book your rooms early.
• Is there an extra person charge at the Brooklyn Bridge Marriott?
  • No, the rate is the same regardless of 1-4 people.  Please note that the bed configuration which will most like dictate the maximum occupancy.

SPEAKER QUESTIONS

• How can I access the speaker disclosure form?
  • The speaker disclosure form is here.  Use the cursor to manually sign your name at the end.
• I can’t seem to submit / sign the speaker disclosure form.
  • Use your cursor to manually sign your name.
• How can I list co-authors in the proposal?
  • Please add their names and institution in the text field of the proposal
  • If you have any corrections, please submit them here.
• When will I hear whether I have been selected to speak?
  • Notices were sent out earlier this year.  If you have not yet heard, please email program@amwa-doc.org.
• Where do I upload speaker slides?
  • Speaker slides should be uploaded here.
• I can’t find the form to submit speaker information.
  • The form to submit speaker information is here.

Still have speaker questions?  Please email program@amwa-doc.org.

OTHER QUESTIONS

• Is there translation?
  • MWIA Meetings are in English.  While there will not be any formal translation, we suggest you contact the national coordinator for your country.
• I need to ship things to the meeting.
  • If you ship things to the meeting through our meeting planner, there is a charge of $10 per box if < 50 lbs and $25 per box if > 50 lbs.  Boxes cannot arrive prior to July 19 or they will incur a storage fee of $25/day. You will need to fill out the following form and provide a method of payment. Please email the form to:  program@amwa-doc.org.