FAQs
DURING THE CONFERENCE
Managing a hybrid conference with four simultaneous sessions is a challenge. The following recommendations are intended to make the process less stressful for everyone (in-person and online attendees).
When encountering problems in a Zoom meeting, here are some strategies to help resolve them:
- Check your internet connection: A stable internet connection is crucial for a smooth Zoom experience. If you're experiencing connectivity issues, try restarting your router or switching to a different network if available.
- Restart Zoom and rejoin the meeting: Sometimes, technical glitches can be resolved by simply restarting the Zoom application. Close the program completely and relaunch it, then rejoin the meeting using the provided meeting ID or link.
- Test your audio and video settings: Verify that your microphone and camera are properly connected and selected in Zoom. Use the Zoom settings menu to test your audio and video devices and adjust the settings as needed.
- Troubleshoot audio issues: If you're unable to hear others or they can't hear you, check your audio settings. Ensure that your speakers or headphones are properly connected and unmuted. Consider using the "Test Speaker and Microphone" feature in Zoom settings to diagnose any audio problems.
- Troubleshoot video issues: If your video isn't displaying correctly, make sure your camera is properly connected and selected in Zoom. Check if any other applications are using your camera and close them if necessary. Restarting your computer may also help resolve video-related problems.
- Use the Zoom chat: If you're experiencing persistent technical difficulties, use the Zoom chat to communicate with the host.
BEFORE THE CONFERENCE
Please find below a list of common questions regarding ELO Conference 2023. We kindly ask you to read through this list before emailing us, but please feel free to contact us if your question has not been addressed here!
1. I am registering for the conference, do I also need to pay for ELO membership?
Yes. Please note that there are two separate fees associated with attendance: conference registration and ELO membership. Both fees range on a scale.
Find more information here and here.
2. When does early bird registration end?
Early bird registration ends on May 30, 2023.
3. What is covered with my registration?
In-person attendance fees include lunch and coffee breaks for all four days of the conference, as well as access to all venues, exhibitions and performances. Conference dinner is not included.
Remote registration fees include online access to live-streamed conference sessions and keynotes.
If you are bringing a guest with you, please bear in mind that this person will have to pay the “Attendance with no submission” fee. We hope you understand that we will be offering a wide amount of activities and that we will be needing everyone’s contribution. Please include that person when you submit your registration, so that we can print the materials and have an estimate of how many people will be present at meals and scheduled events.
4. Is there a special fee for children?
Children do not need to pay registration fees, but children over 10 will have to pay a fee covering food and beverages (70 EU), payable at the conference site.
If a considerable number of children are registered, we can provide childcare for 50 euros (each child, four days of the conference). However, please be aware that if an insufficient number of children attend the conference, we will not be able to offer you this service.
5. When is the last day for me to register and still participate in the conference?
Participants can register until the last day of the conference. However, they will have to pay full price (early bird ends on May 30). We will not be prorating prices (no daily pass available).
6. Will you be offering any refunds if I cancel my participation?
Unfortunately, all payments are final. We do not have the ability or mechanisms to refund any registration payments.
7. I am participating online, do I need to pay fees?
Yes, online participants need to register and pay “remote attendance fees” in order to attend online remote panels, talks, or access any virtual materials. Please note that there are two separate fees associated with attendance: conference registration and ELO membership.
Click here for more information.
8. I am unemployed, do I need to pay fees?
Yes, everyone participating at the ELO 2023 needs to pay for fees. Please note that there are two separate fees associated with attendance: conference registration and ELO membership.
The conference does not have the budget to cover anyone’s registration expenses.
At the moment, ELO is not offering membership waivers. Please check with ELO for up-to-date information on membership waivers here.
9. I am part of the scientific committee, do I need to pay for fees?
Yes, everyone participating at the ELO 2023 needs to pay for fees. Even organizers!
10. Are there any conference registration fee waivers or discounts?
No, this is a non-profit event organized by volunteers, and several types of workers and entities (technicians, catering services, transportation services, museums, venues, hotels) are depending on us. We are also dealing with skyrocketing prices due to global inflation. Unfortunately, we do not have the budget to waive anyone’s conference registration fees.
We recommend that you apply for funding via your institution or other funding agencies (grants, fellowships, etc.).
11. Are there any ELO membership fee waivers or discounts?
At the moment, ELO is not offering membership waivers. Please check with ELO for up-to-date information on membership here.
We recommend that you apply for funding via your institution or other funding agencies (grants, fellowships, etc.)
12. Do ELO or the ELO Conference 2023 grant any funding or financial support for participants?
No, the ELO 2023 does not have the budget to grant any financial support (grants, fellowships, etc.).
Similarly, at the moment, ELO is not offering grants or fellowships either. Please check with ELO for up-to-date information on grants or fellowships here.
We recommend that you apply for funding via your institution or other funding agencies (grants, fellowships, etc.)
13. When should artists send their work to be displayed at the exhibitions, either via digital means or snail mail? Does the ELO Conference 2023 pay for postage?
Please wait until early bird registration closes, on May 30, 2023. We will contact you. Be aware that we won’t be able to cover any delivery or transportation costs.
14. I am participating online from a different time zone. Do I still need to register if I only plan on attending my own presentation?
Yes. Online participants need to register and pay “remote attendance fees” in order to attend any event of the conference. Please note that there are two separate fees associated with attendance: conference registration and ELO membership.
More information here.
15. I am participating online from a different time zone. Can I get some accommodation on scheduling for my own presentation?
Probably! Please email us with your requests as soon as you can at <eloconference2023@gmail.com>
16. I am interested in having my paper published in MatLit. When do I need to submit my full paper to you?
Your paper will be evaluated separately by MatLit’s editorial team. Please wait for our instructions on this subject.
17. My work will be displayed at the exhibition, but I am unable to attend the conference neither in person, nor online. Should I pay a fee?
Yes. All participants, whatever their mode of participation, need to pay a fee. In this case, you would have to pay an “online attendance” fee. After the early bird registration is closed on the 30th of May, we will get in touch with you so that you can send your materials. Please be aware that we are unable to pay for any delivery expenses.
18. Can I present two papers, if one is in person and the other online?
No, unfortunately, participants are limited to participating only once per event category. A participant can present a paper, have a work displayed in the exhibition, and perform at the festival, but cannot present more than once, show more than one work or perform more than once.
There is an exception with co-authored works on display at the exhibition. If a work was created as part of a team, the same artist may present an additional solo work.
19. I would like to book a hotel room. Where will the conference take place?
Most of the events will take place at the Convento São Francisco. We prepared a list of hotels associated to the conference. Please go to "Local info" and follow the instructions provided in the "ELO Conference 2023 - Hotels" and "ELO Conference 2023 - Registration" emails to book a room at any of those hotels.