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.
    • Please visit the registration tab to learn about the refund policy.
  • 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.

Still have registration questions?  E-mail registration@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?
    • Yes – the late deadline is February 28, 2019. These will be for consideration of a poster session, not an oral presentation.
  • 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.  Please do not email questions about this before Oct 31, 2018.
  • Can an individual submit more than one proposal for consideration? (i.e. panel vs speaker)
    • You are entitled to submit more than one abstract/proposal.

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 already submitted your proposal, you will be given the opportunity to make edits.
  • How can I update my submitted proposal?
    • At this point, we are not accepting any changes as the proposals are under review.
  • When will I hear whether I have been selected to speak?
    • We received over 100 submissions so it has taken longer to review all of them. We will notify all speakers in January.  You will still be allowed to register at the early bird rate.

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

OTHER QUESTIONS

  • When will information about hospital tours and UN event/tours be available?
    • We are waiting on the scheduling for the UN event.  As soon as we have confirmation of the time, we will be able to schedule everything else.