Below is a list of Frequently Asked Questions to provide further information about the 2019 CSTE Annual Conference.

Ground Transportation

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Is shuttle service provided from the airport?

CSTE and its group block hotels do not provide shuttle service to and from the airport. Information regarding ground transportation is available at https://cste2635.wpengine.com/index.php/project/ground-transportation/.

Is shuttle service provided to the Convention Center?

CSTE does provide shuttle service between hotels in the group block and the convention center that are further than normal walking distance. Information regarding shuttle schedules will be available in May.  

What if I need handicap accessible transportation to the Convention Center?

Please contact [email protected] for wheelchair accessible transportation arrangements no later than May 17, 2019.

Hotel Accommodations

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How do I make my hotel reservation?

Hotel accommodations can only be secured at a group block hotel after registering for the conference. Attendees may register online by credit card or check. Please see registration deadlines for guidelines on check payments. Hotels will not accept reservation directly. Early registration and hotel reservations should be made as soon as possible, as reservations are made on a first-come, first-served basis. After your registration is complete, attendees will have access to a direct link to make hotel accommodations online or may contact Orchid Events at (844) 443-7240 Monday through Friday from 7:00 a.m. to 6:00 p.m. MST or [email protected].

What if I am not registering by credit card and want to secure a hotel reservation?

CSTE will accept check payments for registration online. Check payments must be received at the CSTE National Office within 30 days from online registration. All check payments must be postmarked by May 10, 2019 or the attendee will be required to bring the check and register on site at the conference.

What if I register for the conference and then want to make a hotel reservation later?

Use the link in your registration confirmation email to access your Passkey’s GroupMAX System link or contact Orchid Events at (844) 443-7240 Monday through Friday from 7:00 a.m. to 6:00 p.m. MST or [email protected].

Should I use the same email address for registration and housing?

Yes, attendees should use the same email address for both registration and housing so the records will be linked.

What are the fees to cancel a hotel reservation?

Yes, hotel reservations cancelled after May 10, 2019 are subject to a $25 processing fee. Deposit of one night’s room and tax will be forfeited entirely if cancellation occurs within 48 hours of arrival date.

How many rooms can I reserve at one time?

You may only make one reservation using your Passkey’s GroupMAX System link. For multiple reservations, contact Orchid Events at (844) 443-7240 Monday through Friday from 7:00 a.m. to 6:00 p.m. MST or [email protected].

How do I know what hotels are available?

Through your Passkey GroupMAX System link, attendees can search by all hotels or hotels with available room. You may also search hotels by list or map location and can include filters for amenities. 

What if the hotel I want is no longer available?

All hotel rooms are available on a first-come, first-served basis. CSTE will not maintain a wait list when a desired hotel or rooms nights are unavailable.

How do I make a change or cancel my hotel reservation?

Reservations can be changed online using the link found in your hotel reservation confirmation email or contact Orchid Events at (844) 443-7240 Monday through Friday from 7:00 a.m. to 6:00 p.m. MST or [email protected]. Orchid Events cannot take a cancellation over the phone. For cancellations, please email Orchid Events or use your reservation link. Hotel reservations cancelled after May 10, 2019 are subject to a $25 processing fee. Deposit of one night’s room and tax will be forfeited entirely if cancellation occurs within 48 hours of arrival date. You will need your acknowledgement number or hotel conference number.  Passkey’s GroupMAX System and Orchid Events will not process any reservation modifications, cancellations or requests after May 23, 2019. After this date, attendees must contact their selected hotel directly.

What is the deadline for making a hotel reservation?

The deadline for group rate reservation is May 10, 2019.  However, if the group block sells out for any or all nights of the conference prior to the deadline, then the group rate may no longer be available. The hotel may also sell out even after our group block sells out.

What if I don’t receive a Passkey GroupMAX system email?

Please check your spam folder or contact Orchid Events at (844) 443-7240 Monday through Friday from 7:00 a.m. to 6:00 p.m. MST or [email protected].

Who do I contact if I have questions about the Passkey GroupMAX system?

Orchid Events at (844) 443-7240 Monday through Friday from 7:00 a.m. to 6:00 p.m. MST or [email protected].

What is the hotel and convention center parking fee?

Parking fees vary by hotel and attendees should verify rates that their selected hotel. For the Raleigh Convention Center, parking information is available at https://www.raleighconvention.com/directions.

What is the fee for internet access at the hotels?

CSTE provides complimentary in-room internet access to all attendees in the group block.

Is a fitness center provided and what are the other hotel amenities?

Complimentary access to the hotel fitness center is available to attendees in the group block.

Registration

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Do presenting authors pay for registration?

All presenting authors are required to pay applicable registration fees. CSTE does not provide a travel allowance or honorarium for presenting authors attending the conference.

Can I pay for a large group and if so how?

Yes, contact Shundra Clinton at [email protected] for the appropriate form and additional instructions.

Can I pay by check?

Yes, attendees may register online by check. Check payment must be received at the CSTE National Office within 30 days from online registration. All check payments must be postmarked by May 10, 2019 or the attendee will be required to bring the check and register on site at the conference. For additional information, contact Shundra Clinton at [email protected].

I need to print an invoice for my accounting department, how do I retrieve one?

Contact Shundra Clinton at [email protected] to request an invoice.

What’s the refund policy?

Please refer to our Payment/Cancellation Policy at http://www.cste.org/conference.

Are meals included in the cost of registration?

Breakfast, lunch or dinner are not provided as part of registration fees. Any reception with food is intended to be light hors d’oeuvres and not a meal substitute. CSTE will provide a morning beverage refreshment and afternoon snack from Sunday through Wednesday.

Can I pay for registration by purchase order?

No, purchase orders are not accepted.

When is the Early Bird deadline for registration?

Friday, May 1, 2019.  Registration must be completed on-line by 11:59 PM Eastern that date.

What if I forgot my registration password?

Attendees who have registered for a previous CSTE conference will have a saved contact profile. If you forgot your password, click on the link for “forgot password” and it will be e-mailed to you. You will need the e-mail address previously used for registration. If you forgot or changed your e-mail address, then begin a new registration.

What If I am registering my supervisor and do not know their password?

Begin a new registration. Or, if you have access to their e-mail then use the “forgot password” link.

Why can’t CSTE enter my registration if paying by credit card?

For security and to maintain PCI compliance, CSTE staff cannot accept credit card payment by e-mail, fax, chat or any other unsecure means.

How do I add a banquet ticket to my registration?

If you have already registered for the conference, you may “modify” your registration by clicking on the following link https://www.cste.org/page/conference. First, check off “Existing Registration” and enter your e-mail address. Second, enter your password. If you forgot your password, click on the link for “forgot password” and it will be e-mailed to you. Third, select the “make changes” option then add a banquet ticket to the appropriate area and pay by credit card.

Will I receive a confirmation of my registration?

If you register online, a confirmation of your registration will be sent to you via email immediately upon registering on-line. If you do not receive confirmation email with 24-hours, please do not hesitate to contact the CSTE National Office at (770) 458-3811.

Are name badges mailed?

Name badges are not mailed but available for pick up at the registration desk. Please see registration desk hours at https://cste2635.wpengine.com/index.php/general-information-2019/#Registration

How do I register if I am a member of the press?

Professional editorial staff (including photographers and camera crews) of print, online, and broadcast media interested in obtaining a press registration should contact Jeremy Arieh, Director of Communications at [email protected].

Where does onsite registration and check-in take place?

Onsite registration and check-in takes place at the Raleigh Convention Center on Sunday, June 2 through Wednesday, June 4. NEW! Hours are offered for attendee check-in only on Saturday afternoon at the Raleigh Marriott City Center. Onsite registration is not available on Saturday.

Can my family attend the receptions?

Yes, guests of a registered attendee may attend for a fee.

Does CSTE offer Continuing Education Credits?

Continuing education for the 2019 CSTE Annual Conference is pending. Details on how to register and claim CE will be released in May pending activity approval. For more information, please visit https://cste2635.wpengine.com/index.php/continuing-education.

Presenting Authors /Presentation / Moderators

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Important Dates
11/1/18 Open: Call for Abstracts
1/7/19 Deadline: Call for Abstracts
3/20/19 Invitations Sent: Presenting Authors
3/25/19 Open: Call for Late-Breaker Abstracts
4/5/19 Deadline: Call for Late-Breaker Abstracts
4/24/19 Invitations Sent: Late-Breaker Presenting Authors
5/1/19 Deadline: Early-Bird Registration
What is the deadline for abstract submission?

All abstracts must be submitted via the online abstract system no later than Monday, January 7, 2019 by 11:59 p.m. Eastern Standard Time. Proposals that are incomplete, late or submitted in an inappropriate format will not be considered.

What is the abstract word limit?

Abstracts are limited to 400 words, not including the title. Titles should not exceed 185 characters.

Do I have to register or pay registration fees for the conference if my abstract is accepted?

By submitting an abstract, please make sure you or an alternate presenting author are committing to attending the conference. All presenting authors are required to register and pay related registration fees for the conference.

How do I know if my abstract was submitted correctly in the system?

After you complete Step 1 – Committee and Topic selection, you will receive an email from [email protected] with the subject line “CSTE Annual Conference Abstract (number and title) Submission Initiated”. Then, after you complete Step 5 – Confirmation, you will receive an email from [email protected] with the subject line “CSTE Annual Conference Abstract (number and title) Submission Completed”. Please check your spam and clutter folders for emails.

When and how will I be notified of my abstract status?

Formal letters of invitation will be sent by e-mail from the CSTE National office on March 20, 2019. All authors receive a formal communication regarding the Program Planning Committee’s determination. However, only presenting authors have system access to accept or decline an invitation.

What if I forgot my abstract ID and password?

Use the “Forgotten ID and password” link from the abstract login page.  Please do not create another abstract.

How do I make corrections to my abstract?

You may view and edit an abstract any time before the abstract submission deadline on Monday, January 7, 2019 at 11:59 p.m. EST. Abstracts may not be modified after the submission deadline during committee review. If your abstract is accepted for presentation, minor content any author changes may be made online until May 24, 2019.

Whom can I contact for technical assistance with the online abstract system?

For system support, contact technical support by clicking here.

Can an abstract be submitted for the CSTE Annual Conference if it is also being submitted for another meeting?

Yes, CSTE will consider an abstract submitted to another meeting.

What types of presentation formats are available?

Presentation formats are available here. While the Program Planning Committee will attempt to honor the submitted format for presentations, this will not always be possible.

How many abstracts can I submit as a first presenting author?

There are no restrictions on the number of abstracts you may submit or on the number of submissions you may be selected to present.

How many co-authors can be included on my abstract?

Please limit co-authors who contributed substantially to the study design, statistical analysis, or interpretation to no more than 15 people. Review maximum number of presenting authors by presentation type here.

How do I change the presenting author?

You may edit the presenting author via the online abstract system before the abstract submission deadline or after acceptance but no later than May 24, 2019.

If I would like to withdraw my abstract, what should I do?

Withdrawals may be done online or by email to Shundra Clinton at [email protected].  The deadline for withdrawing an accepted abstract is 11:59 p.m. Eastern Standard Time on May 1, 2019; withdrawals made after this date or failure to present an accepted abstract could result in disqualification from presenting an abstract at future conferences.

Audio / Visual Equipment

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What audio/visual equipment is available in the breakout rooms?
What audio/visual equipment is available in the poster and roundtable sessions?

No audio/visual equipment, telephone conferencing equipment, telephone line or internet line is available for poster or roundtable sessions.

Why is audio/visual equipment not available in roundtable sessions?

These sessions are less formal and intended to focus on informative discussions among attendees.

Will CSTE provide an internet line or conference telephone in the breakout rooms?

No, telephone or internet lines are not available in the breakout rooms.

Agenda and App

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What are the agenda format options?

Agenda information will be provided through our pocket agenda, app and online agenda. Printed full conference hardcopy agendas are not available. https://cste2635.wpengine.com/index.php/agenda/

When is an agenda available for viewing prior to the conference?

The electronic version is typically available in May prior to the conference.

Other

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What is the dress code?

Suggested attire is business casual.  We strongly suggest bringing a light sweater or jacket with you during the day as meeting rooms are air conditioned. 

Is child care available?

CSTE does not provide child care or recommend any service providers.

Is a lactation pod provided for nursing mothers?

Yes. The Raleigh Convention Center has a Mamava lactation pod located on the 200-level floor.

Is luggage storage available?

No, due to security concerns and limited meeting room space, we cannot hold luggage for attendees. Please check with your hotel for options to store your luggage.

My question is not here, who should I contact?

Please call the CSTE National Office at (770) 458-3811.