FAQs
Account and Registration
1. How can I create an account?
Please click on Login on the menu to the left. This will link you to Conftool, were you can create an account and submit a paper or poster.
2. Why can I register as a participant not yet?
Registration started on 15th November 2015.
Please be aware that accompanying persons are not permitted to participate in the scientific program of ICME-13. Their participation is reduced to the social program.
Submission process
1. I would like to give a presentation. What should I do?
Please submit a paper or poster to a TSG for review. See the deadlines - the submission process has already started.
2. How long should the abstract of my paper be?
The abstract can be up to 1000 characters and has to be written or copied directly into the associated field into Conftool. The paper template says up to 12 lines which is similar to the 1000 characters.
3. How long should the abstract of my poster be?
The abstract can be up to 500 characters and has to be written or copied directly into the associated field into Conftool. The poster template says up to 6 lines which is similar to the 500 characters.
4. How many contributions I am allowed to submit?
Participants can only submit either a paper or a poster due to the high number of contributions expected. Conference participants can serve as co-authors of two other papers and one poster. Conference participants can be listed as non-presenting authors of other papers or posters in at most two other cases.
5. What happens if I choose the wrong TSG and would like to change it?
A paper submitted to one TSG cannot be taken out of the review process by the submitting person. Submissions - that are not appropriate for the TSG they are submitted to – will be discussed by the TSG co-chairs and team members, who may refer the submission to another TSG. However, this is a complicated procedure, so please think carefully about the right TSG for your paper or poster before you start the submission process.
6. How long should a paper be? Does the page limit include references?
A paper must be four pages in the format of the template (available at http://icme13.org/proposals_and_paper_submission). Papers longer than 4 pages will be rejected automatically by the system.
References, figures, tables, etc. are included in the 4 pages.
7. How important is the use of the template?
Every paper must use the paper template to ensure the paper conforms to the 4 page limit. Any changes to the format will be detected by the system and will lead to rejection. A longer paper cannot be uploaded to Conftool.
8. How can I submit a paper?
The submission process will be done via Conftool. Please create an account first. (→ 1. Create an account). Afterwards please log in. Then choose your submission.You must choose exactly one TSG to submit your paper to.
Afterwards you must fill in the information fields and upload your paper in two versions (as a pdf-file and as a doc/docx-file, using the template (http://icme13.org/submission_process/paper_and_poster_template). The pdf must not be longer than four pages.
9. When can I submit a paper?
You can submit your paper between 1st September and 15th October 2015 (extended).
10. When can I submit a poster?
- You may submit your poster between 1st September 2015 and 15th October 2015 (extended), if you are intending to apply for the solidarity fund.
- If you are not intending to apply for the solidarity fund you may submit your poster between 1st January and 31st January 2016.
11. How can I submit a poster?
The submission process will be done via Conftool. Please create an account first. (→ LOGIN). Then choose your submission.You must choose exactly one TSG to submit your poster to.
Afterwards you must fill in the information fields and upload the description of your poster in two versions (as a pdf-file and as a doc/docx-file, using the template (http://icme13.org/submission_process/paper_and_poster_template). The pdf must not be longer than one page.
Please note that you do not submit the poster itself but rather a description of your planned poster.
12. Where can I find the right template for paper / poster?
Please use the template on the website http://www.icme13.org/submission_process/paper_and_poster_template in order to submit a paper / poster.
12b.Is there a specific format for the poster that must be used for the final submission?
YES, please use for the poster the Din A0 format in a portrait orientation. No further font size(s) are set. In addition please bring the printed poster with you.
13. Is it allowed to use footnotes in the template?
It is not allowed to use any footnotes in the templates.
14. Is it possible to include images in the submitted papers?
Yes, it is possible to include images in the submitted papers. Please note that the maximum size of each submission file is 15MB.
15. When do I receive a notification of the decision for my discussion group or workshop?
You will receive a notification of the decision on December 1st 2015 or shortly thereafter.
16. How do I know if the TSG received my proposal?
You can see your submissions within your Conftool account via LOGIN.
17. How should you deal with references?
Cite references in the text by name and year in parantheses. Example: Negotiation research spans many disciplines (Thompson 1990) For details see the template.
18. Is it possible to have more than one presenting author?
No, there must be a single presenting author. Please choose the single presenting author from the joint authors .
19. Is it possible for one person to submit a workshop/discussion group proposal and also to submit a paper to a TSG?
No. For persons who are playing a major role within the workshop (i.e. involved in that proposal), it is not possible to submit a paper as a first author. They may however submit a paper as a second author.
Review process
1. What are the review criteria?
All submissions will be peer-reviewed. For more information please see http://www.icme13.org/files/guidelines_for_reviewers.pdf
2. How do I get the result of the review process?
When the review process is completed, all authors will receive an email with the result.
Costs and payment
1. How much is the conference fee?
15th Nov. – 31st Dec. 2015 First bird registration with 370 € conference fee
1st January – 31st March 2016 Early bird registration with 390 € conference fee
1st April – 31st May 2016 Regular registration with 430 € conference fee
1st June 2016 onwards Late registration with 450 € conference fee
The fee for accompanying persons (participation in the social program and excursion only) is 150 € for adults, 75 € for children 11 to 18 years; younger children are free of charge.
Please be aware that accompanying persons are not permitted to participate in the scientific program of ICME-13; that will be checked. Their participation is reduced to the social program.
2. How do I pay?
When you register online you can pay by the following credit cards: Mastercard, Visa and American Express. For participants from the EURO-zone we offer SEPA transactions. If somebody outside of the EURO-zone does not want to pay by credit card, it is also possibe to transfer the money by foreign currency transmittance and a bank fee of 20 EUR will be charged automatically ( with this we take the costs for currency changes and bank transfer fees of your and our bank ).
Please do not use money transfer systems like Western Union or others - your money will not reach us ! And you status in our system will be "no payment".
3. Why can I pay the conference fee not yet?
You cannot pay before registration opens at 15th November 2015. After that time you can pay any time before the congress starts.
4. What is included in the fee?
The Registration Fee for participants includes
- Admission to scientific program activities
- Admission to social program activities
- Excursion on Thursday, 28th July 2016
- Booklet with the final program
The Registration Fee for accompanying persons includes
- Admission to social program activities
- Excursion on Thursday, 28th July 2016
- Extra vouchers (Museum, Zoo, Sightseeing etc.)
5. Participants’ problems with credit card payment
The most common reasons are:
- The payment amount exceeds the monthly limit of the credit card.
- The card has already been used this month and the monthly limit of the card would be exceeded with this payment. (The monthly limit is often only 1000-2000 $ / € and if the month is nearly over this can easily happen).
- The credit card is not authorized for online payments.
- The client is not in his home city or country when he attempts to pay online. The location of the payer can easily be detected by the issuing bank and usually they decline such payments, even if the 3D-Secure / Verified for Visa Code is correct.
- For security reasons the credit card is not authorized for payments in foreign countries or foreign currencies, or the limit for such payments is lower than for national payments. In that case the client has to contact his bank / his credit card operator and to ask for explicit approval of a payment to the required country.
- The participant has forgotten his 3D Secure / Verified by Visa password (often they even do not remember that they have one).
- The servers of the participant's bank or an intermediary banking system are under maintenance.
- The card has been blocked by the bank, maybe it was misused elsewhere. (Please be aware that millions of credit cards have been stolen during the last years from payment service providers).
Terms and Conditions
Participation / Payment / Cancellation
The congress program may be subject to changes, which is no reason for cancellation.
The participation fees are owed upon registration and are payable within 10 days following submission of the registration.
The payment has to be done by credit card (VISA, MASTERCARD, American Express, Maestro) or by SEPA bank transfer (only if you are using a bank account within the EURO-zone).
The registration of participation is binding; participation is not guaranteed until full payment of the registration fee is received.
Cancellation of registration should be notified in writing to the congress office
(e-mail to assistance.icme13@uni-hamburg.de or fax 0049-40-42838-4459).
.Cancellation must be made before 10th June 2016 and will incur a cancellation fee of 20% of the amount paid. Cancellation after this date will not be accepted.
Due to administrative reasons all refunds will be processed after the Congress. Registration remains valid if the conference has to be postponed.
If the congress is cancelled for reasons beyond the control of the organisers, the registration fee will be refunded after deduction of expenditures which have already incurred. In such a case the participant may state that the real costs have been lower.
Grant
1. What is the solidarity fund grant?
Solidarity fund grants support people from less affluent countries to participate in ICME-13. There are different options of support including waiving the conference fee, paying travel expenses and/or paying for accommodation in Hamburg. All costs will be refunded in Hamburg at the congress, not in advance. You would need a partly or total bridge financing for this.
Please apply for a grant only if there is absolutely no other chance to finance your participation in ICME-13. Funds are limited and unnecessary applications for grants deprive disadvantaged people of the opportunity for participation in ICME-13.
2. How can I apply for the solidarity fund grant?
Please submit a paper or poster between 1st September and 15th October 2015 (extended). Click the checkbox (Yes I am intending to apply for the grant). Then download and complete the grant form from the website (http://www.icme13.org/files/application-form.docx). Send it to grant.icme13@uni-hamburg.de before 21st December 2015. For further information please see http://www.icme13.org/solidarity_grant
3. What are the eligibility criteria for the grants?
All applications for grants will be reviewed by experienced researchers who will consider the following criteria: the quality of the submitted paper or poster, the role at the congress, the scientific potential of the proposal, the geographic representation and the special mathematics educational situation in the applicant’s country.
4. Is it possible to apply for the Solidarity Grant even if I am currently studying in another country and not in the country of origin?
You are only eligible for a grant, if you have already returned to your country of origin during the time ICME-13 takes place and only if it is certain that your own university cannot support you.
The decisions for the grant have been sent out between 12-15th January 2016.
Accommodation
1. I need a hotel room. Do I have to book it by myself?
Yes. It is expected that all congress participants book their own accommodation without further assistance by the congress organisers. A permanently extended list of recommended hotels in different price ranges is available on the website under http://www.icme13.org/accommodation
Arrival in Hamburg
There will be a Welcome team with the ICME-13-logo at the terminals 1 and 2 of the Hamburg-Airport: at Saturday, 23rd July 2016 from 10 a.m to 10 p.m. and Sunday, 24th July 2016, from 8 a.m. to 8 p.m. If you have any problems to find other ICME-travelers to share a taxi, please approach the ICME-13 Welcome Team. A taxi to the congress venue CCH (Congress Center Hamburg at Dammtor-Bahnhof) will cost between 25 – 28 EUR and will last around 22 minutes. A taxi shared by 3 persons with luggage is still more expensive than the Underground, but more comfortable. At the airport station of the Underground you will also find (same times as above) a friendly ICME-helper at the ticket machine to help you getting the right ticket! A "One-way-ticket" costs 3.10 EUR; a day ticket (valid between 9 a.m. and 6 a.m. the following day) costs 6 EUR. You will need around 35 minutes to the congress venue with a change of trains; elevators cannot be guaranteed. Please pay attention to have the right ticket, because fare dodging means a fine of 60 EUR.
Public transport
There is a good and frequent net of public transport with busses, underground trains (U1 to 4), S-trains (S1 to 31) and long distance trains in the City of Hamburg and the suburbs.
Please have a look here : http://geofox.hvv.de/jsf/mapsOSM.seam?language=en
Food and beverages
There is no lunch included in the conference fee, but we will arrange some economically priced offers for lunch at the canteen on the Campus of the University of Hamburg.
All around the University there are a lot of shops, coffee-bars and restaurants with international kitchen, which offer lunch at students prices. We will let them know in advance that a congress with 3000 English-speaking people will be at the Campus. Hopefully they will react with special offers and English menus for you. You will find these offers presented at a special meeting point on the Campus.
If you want to buy beverages - you will find non-alcoholic drinks at the University-canteen and all kind of drinks in some supermarkets around the Campus.
To explore Hamburg and to find nice spots (restaurants, bars, clubs) for the evening, our staff will give us links to their personal preferences, which we will be presented at the website below. Please be aware that these are just recommendations and we are not responsible, if the cook "has not his best day", when you are just visiting his restaurant or the music in the club is just bad this night!