| category | question | answer | hotlinks |
|---|---|---|---|
| Getting Started and Accounts | Do I need an Indico account to register or submit? | In most TAGRA configurations, yes. Registration, abstract submission, and role-based access (author/reviewer/chair) are tied to your Indico user profile to ensure identity consistency, tracking, and certificate issuance. If guest registration is enabled, you may register without an account, but submission/review workflows typically still require an account. | Event Home|./ ;; Registration|./registrations/ ;; Call for Abstracts|./abstracts/ |
| Getting Started and Accounts | How do I create an Indico account? | Click “Login” and choose “Create a new account” (or use the configured SSO provider if available). Confirm your email if required. Use a stable professional email address; changes after submissions may cause mismatches in notifications and certificates. | Login|./login/ ;; Help|./help/ |
| Getting Started and Accounts | I forgot my password. How can I reset it? | Use “Forgot password” on the login page. A reset email will be sent to your registered address. If you used an institutional login (SSO), password reset must be done via your institution. | Login|./login/ ;; Help|./help/ |
| Getting Started and Accounts | How do I update my profile name, affiliation, and country? | Open your Indico user profile and update personal details (name format, affiliation, country). Ensure your display name matches how you want it on certificates and the program. Update before certificate “data freeze” deadlines. | My Profile|./user/profile/ ;; Certification|./certification/ |
| Getting Started and Accounts | My emails from Indico go to spam. What should I do? | Add the organizer/Indico email domain to your safe sender list. Check spam/junk folders for confirmation messages and reviewer notifications. If your institution blocks external mail, use a personal email for the Indico profile. | Contact|./contact/ |
| Registration and Payment | How do I register for TAGRA? | Go to Registration, select the appropriate package, complete required fields, and submit. If payment is enabled, follow the payment instructions (online payment or bank transfer). Your registration status will appear in your Indico registration details. | Registration|./registrations/ ;; Packages|./packages/ |
| Registration and Payment | How do I choose the right registration package? | Choose based on your role: attendee/listener (basic participation), author/presenter (includes presentation eligibility and presenter certificate conditions), or premium tiers (additional contributions, priority support, logistics). Always check included contribution limits and certificate rules. | Packages|./packages/ ;; Certification|./certification/ |
| Registration and Payment | Can I edit my registration after submitting? | Usually yes, until the registration deadline or until your registration is locked (e.g., after payment validation). Some fields may be editable while others are fixed. If the edit option is unavailable, contact the organizers to request changes. | Registration|./registrations/ ;; Contact|./contact/ |
| Registration and Payment | How can I check my registration status? | Open your registration details from the Registration page. You will see the status (submitted, pending payment, paid/confirmed, canceled) depending on the configured workflow. | Registration|./registrations/ |
| Registration and Payment | What payment methods are available? | Common options include online payment (credit/debit card), bank transfer/EFT, or invoice-based institutional payment. The exact options are defined in the Registration page instructions for TAGRA. | Registration|./registrations/ ;; Contact|./contact/ |
| Registration and Payment | I paid but my registration still shows “pending”. What should I do? | Payment confirmation may require manual verification (especially for bank transfers). Allow the stated processing window, then contact the organizers with your payment receipt, payer name, and date/time of transfer. | Registration|./registrations/ ;; Contact|./contact/ |
| Registration and Payment | Can I get an invoice or receipt? | If enabled, Indico can generate receipts and the organizers may provide invoices per local regulations. Use the receipt download link in your registration (if available) or request an invoice via the contact channel. | Registration|./registrations/ ;; Contact|./contact/ |
| Registration and Payment | What is the cancellation and refund policy? | Refund policies vary by event. Common practice: refunds are possible until a specified deadline, with processing fees; no refunds after program finalization or once proceedings processing begins. Always follow the TAGRA policy page and official announcements. | Policies|./policies/ ;; Contact|./contact/ |
| Submission and Review | Where do I submit an abstract? | Use the Call for Abstracts page. Click “Submit new abstract,” choose the appropriate track, and fill in the title, abstract text, authors, and keywords. Uploads (if enabled) must follow the template and file rules. | Call for Abstracts|./abstracts/ |
| Submission and Review | How do I select the correct track? | Select the track that best matches your primary topic. If your work is interdisciplinary, choose the track that best matches the dominant method/application. Organizers may reassign tracks to balance sessions and ensure appropriate review. | Tracks|./tracks/ ;; Call for Abstracts|./abstracts/ |
| Submission and Review | Can I edit my abstract after submission? | Usually yes, until the submission deadline or until the abstract is locked by the workflow. After review starts, edits may be restricted. If editing is closed, request changes from the organizers with your abstract ID. | Call for Abstracts|./abstracts/ ;; Contact|./contact/ |
| Submission and Review | How do I add or reorder authors in Indico? | In the abstract editing form, add authors and specify their details. Use the built-in author order controls (if provided) to set the correct sequence. Ensure the presenter is correctly marked if the workflow distinguishes submitter vs presenter. | Call for Abstracts|./abstracts/ ;; Help|./help/ |
| Submission and Review | What file formats are accepted for uploads? | Common accepted formats include PDF (recommended), DOCX, PPTX, and ZIP for supplementary materials, depending on organizer settings. Always follow the template and maximum file size rules stated on the submission page. | Call for Abstracts|./abstracts/ ;; Templates|./templates/ |
| Submission and Review | What happens after I submit an abstract? | Your abstract enters the review workflow. Reviewers may be assigned automatically or manually. You will receive notifications for decisions (accepted/rejected/needs revision). If revisions are requested, submit the updated version within the given timeframe. | Call for Abstracts|./abstracts/ ;; Policies|./policies/ |
| Submission and Review | How does the review process work (best practice)? | Best practice: double-blind or single-blind review depending on field; clear criteria (originality, methodology, relevance, clarity); conflict-of-interest rules; at least two reviews per submission; final decisions made by track conveners/program committee. TAGRA applies its configured workflow and communicated criteria. | Policies|./policies/ ;; Contact|./contact/ |
| Submission and Review | I did not receive any decision email. Where can I check? | Check your abstract list in the Call for Abstracts page and look for status updates. Also check spam/junk folders. If you used a different email for your Indico profile than for submission, notifications may go to the profile email. | Call for Abstracts|./abstracts/ ;; Contact|./contact/ |
| Program and Sessions (Hybrid) | Where can I see the latest scientific program and timetable? | The definitive schedule is published on the Timetable page. It contains session times, rooms (on-site), virtual meeting links (if enabled), and the order of contributions. Updates may occur near the event date due to logistics or speaker constraints. | Timetable|./timetable/ ;; Program Overview|./program/ |
| Program and Sessions (Hybrid) | How are tracks organized into sessions? | TAGRA uses thematic tracks. A common organization approach is to schedule each track’s submissions in a single session (or a minimal number of sessions), ensuring coherent audiences and consistent chairing. Final allocation depends on submission volume and hybrid room capacity. | Tracks|./tracks/ ;; Timetable|./timetable/ |
| Program and Sessions (Hybrid) | How will I know whether my presentation is on-site or online? | Your assigned session (room or virtual link) and participation mode are shown in the timetable entry for your contribution. If TAGRA requires a mode declaration, it is captured in registration or submission fields, and reflected during scheduling. | Timetable|./timetable/ ;; Registration|./registrations/ |
| Program and Sessions (Hybrid) | Can the organizers change my presentation time or session? | Yes. Best practice is to finalize the program early, but changes may be necessary due to cancellations, visa/travel issues, hybrid room constraints, or track balancing. Organizers typically notify affected presenters and update the timetable accordingly. | Timetable|./timetable/ ;; Announcements|./announcements/ |
| Program and Sessions (Hybrid) | What is the standard presentation duration? | Common practice: 10–15 minutes talk + 3–5 minutes Q&A for regular contributions; longer slots for invited/keynote. TAGRA’s exact time limits are defined by track chairs and published in the program guidance. | Program Overview|./program/ ;; Policies|./policies/ |
| Program and Sessions (Hybrid) | What should I do if I cannot attend my scheduled slot? | Inform the track chair/organizers immediately. Best practice: allow an alternative slot if feasible, otherwise convert to online delivery if hybrid logistics allow. Late no-shows may affect presenter certification. | Contact|./contact/ ;; Certification|./certification/ |
| Online Participation and Access | How do I join online sessions? | Online access is provided via the timetable entries or protected pages depending on settings. Some links are visible only to registered participants. Always log in with the same Indico account used for registration to ensure access and attendance logging. | Timetable|./timetable/ ;; Registration|./registrations/ |
| Online Participation and Access | I cannot see the Zoom/meeting links. Why? | Typical reasons: you are not logged in, your registration is not confirmed/paid (if payment is enforced), or links are restricted to specific roles (presenters/chairs). Check your login status and registration, then contact support if still blocked. | Timetable|./timetable/ ;; Registration|./registrations/ ;; Contact|./contact/ |
| Online Participation and Access | How is online attendance recorded (best practice)? | Common methods: platform attendance logs (join/leave timestamps), periodic check prompts, or session-level moderator confirmation. The chosen method must be announced in advance, because it affects certificate eligibility. | Certification|./certification/ ;; Policies|./policies/ |
| Online Participation and Access | What are the recommended technical requirements for online sessions? | Use a stable internet connection, a headset microphone, and a quiet environment. Test audio/video before your session. Keep your display name consistent with your Indico registration to facilitate attendance verification and moderation. | Help|./help/ ;; Timetable|./timetable/ |
| Certificates and Verification | How do I earn my participation certificate? | Participation certificates are typically issued to registered participants who meet minimum attendance requirements and comply with policies. Attendance is verified via on-site check-ins and/or online logs. TAGRA’s thresholds and verification rules are published on the Certification page. | Certification|./certification/ ;; Code of Conduct|./conduct/ |
| Certificates and Verification | How do I earn my presenter certificate? | Presenter certificates require delivering the scheduled presentation (talk/poster) within the official program. The session chair confirms delivery. Late cancellations or no-shows normally invalidate presenter certification unless excused for documented reasons. | Certification|./certification/ ;; Timetable|./timetable/ |
| Certificates and Verification | When and how will certificates be issued? | Best practice: certificates are generated after the congress using verified attendance and chair confirmations, then distributed via downloadable links or email. A “data freeze” deadline may apply for name/affiliation corrections. | Certification|./certification/ ;; Announcements|./announcements/ |
| Certificates and Verification | How can I verify a certificate’s authenticity? | Common verification mechanisms include a unique verification URL or QR code embedded on the certificate. If enabled, use the verification page to confirm the certificate metadata (name, role, event, date). | Certificate Verification|./verify-certificate/ |
| Certificates and Verification | My name is misspelled on my certificate. Can it be corrected? | Most events allow corrections for typos within a limited window. Update your profile (if certificates use profile data) and contact organizers with the correct spelling. After the correction deadline, changes may be denied to preserve auditability. | My Profile|./user/profile/ ;; Contact|./contact/ |
| Roles and Committees | How do I become a reviewer or track convener? | Common workflows: (1) invitation by organizers, (2) application via registration form fields, or (3) nomination by committee leads. If TAGRA collects role requests during registration, select the relevant role(s) and provide supporting information (expertise keywords, ORCID, prior review experience). | Registration|./registrations/ ;; Contact|./contact/ |
| Roles and Committees | I was invited to a role. What should I do to activate it? | Accept the invitation using the email link (if used) and ensure you are logged into the same Indico account. Role permissions (review access, chair tools) become available after assignment. If you cannot access the role tools, confirm your login identity and contact organizers. | Help|./help/ ;; Contact|./contact/ |
| Roles and Committees | How do reviewers access assigned abstracts? | Reviewers typically receive a notification and can access assigned submissions through the reviewing interface. Access depends on role assignment and track permissions. If you see no items, you may not be assigned or the review period may not be open. | Call for Abstracts|./abstracts/ ;; Contact|./contact/ |
| Roles and Committees | What are best practices for conflict of interest in review? | Common accepted practice: reviewers must not evaluate submissions by close collaborators, same institution group, advisors/students, family relationships, or any scenario compromising impartiality. Disclose conflicts early; track conveners reassign reviews to maintain integrity. | Policies|./policies/ |
| Policies and Conduct (Best Practice) | What is TAGRA’s Code of Conduct and why is it important? | The Code of Conduct establishes professional behavior, inclusivity, and a harassment-free environment for all participants. It applies to on-site rooms, online sessions, chat, emails, and congress-related interactions. Compliance may affect access and certificate eligibility. | Code of Conduct|./conduct/ ;; Policies|./policies/ |
| Policies and Conduct (Best Practice) | Can sessions be recorded or photographed? | Common practice: recording/photography is regulated and requires consent. If organizers record official sessions, this is announced in advance. Participants should not record or share slides/screenshots without permission, especially in online sessions. | Policies|./policies/ ;; Code of Conduct|./conduct/ |
| Policies and Conduct (Best Practice) | What is the policy on plagiarism and research ethics? | Best practice: plagiarism, fabricated data, and unethical conduct are not tolerated. Submissions may be rejected or withdrawn, and certificates may be denied. Serious cases may be referred to institutions. Authors should ensure proper citation and authorship practices. | Policies|./policies/ |
| Policies and Conduct (Best Practice) | What data does TAGRA/Indico collect and how is it used? | Indico stores profile and event-related information (registration details, submissions, role assignments) to run the congress. Best practice: organizers limit collection to necessary fields, communicate retention policies, and use data for certificates, program generation, and communication. | Policies|./policies/ ;; Registration|./registrations/ |
| Proceedings and Publication | Will TAGRA publish abstracts or full papers? | Depending on the year, TAGRA may publish an abstract book (ISBN) and/or proceedings volume. Best practice is to clearly separate: (1) accepted abstracts, (2) full papers (if peer-reviewed for proceedings), each with its own templates and deadlines. | Publication|./publication/ ;; Templates|./templates/ |
| Proceedings and Publication | What are common deadlines for proceedings submission? | Best practice: full paper submission deadline is typically after acceptance of abstracts, followed by review/correction rounds and final camera-ready deadline. Late submissions may be excluded from the proceedings even if presentation occurred. | Publication|./publication/ ;; Announcements|./announcements/ |
| Proceedings and Publication | Can I submit the same work to a journal after proceedings? | Often yes, but it depends on the proceedings policy (copyright and prior publication). Best practice: verify journal rules and ensure proceedings publication type (extended abstract vs full paper) is compatible. Always cite the proceedings version where appropriate. | Publication|./publication/ ;; Policies|./policies/ |
| Travel, Venue and Logistics | Where is the on-site venue and how do I get there? | Venue details and directions are published on the Venue/Travel page (address, campus entry, parking, public transport). Best practice: arrive 30–45 minutes early on the first day for badge pickup and orientation. | Venue|./venue/ ;; Travel|./travel/ |
| Travel, Venue and Logistics | Do you provide invitation letters for visa applications? | Many conferences provide invitation/attendance letters for registered participants. Best practice: require confirmed registration (and payment if applicable) before issuing letters. Letters support visa applications but do not guarantee visa approval. | Visa Letter|./visa/ ;; Contact|./contact/ |
| Travel, Venue and Logistics | Is accommodation included in registration? | Typically not, unless a premium package explicitly includes it. Best practice: organizers provide hotel suggestions and negotiated rates where available, but booking is usually participant responsibility. | Accommodation|./accommodation/ ;; Packages|./packages/ |
| Support and Troubleshooting | I cannot access my abstract or registration page. What should I check first? | Check that you are logged in with the correct Indico account (same email used for submission/registration). Verify the event is public and within active periods. Try another browser or clear cache. If access is role-restricted, confirm your role assignment with organizers. | Login|./login/ ;; Registration|./registrations/ ;; Call for Abstracts|./abstracts/ ;; Contact|./contact/ |
| Support and Troubleshooting | How do I contact TAGRA support effectively? | Include: your registered email, Indico username (if any), registration ID or abstract ID, a short description, the page URL, time of issue, and screenshots. Best practice: one email thread per issue to reduce confusion. | Contact|./contact/ |
| Accessibility and Inclusion | How can I request accessibility accommodations? | Contact organizers as early as possible. Best practice: provide captioning options for key online sessions when feasible; ensure room accessibility on-site; allow presenters to submit accessible slide versions. Requests are handled confidentially where possible. | Code of Conduct|./conduct/ ;; Contact|./contact/ |
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