Frequently asked questions
-How will a possible coincidence or overlap on topics in more than one symposium be managed?
Depending on the number of proposals, the Organizing Committee might ask proponents to merge their symposia.
-Can the organizers of the symposia be proposed as speakers?
As in previous IBCs, the symposium organizer(s) can be proposed as speaker(s) in their own symposium. Only, please bear in mind that the Organizing Committee aims at maximizing the number of attendees that present an oral communication.
Also note that acceptance of symposium proposals by the Scientific Committee will depend critically on how many proposals we get because we only have 200 time slots for symposia over the week. Thus, if we get many proposals and we have to select, in cases in which the topic is not determinant for the decision, proposals including more diversity (geography, gender,…) could have more chances of being accepted.
- Can the organizer of a symposium participate as co-organizer in another symposia? Is there any limitation?
We have not set a specific limitation. But, considering past experiences in IBCs and our aim at maximizing participation of attendees from all over, the rule of thumb we will consider is being organizer or co-organizer in a maximum of two proposals.
-Can one person give more than one talk (in two different symposia)?
As with symposium organizers, we are not setting a specific limitation at this point. But again, in order to maximize participation of attendees, depending on the symposium proposals received, we consider that two would be a reasonable maximum. We might need to suggest rearrangements to symposium organizers.
- Is it enough to have only one organizer when proposing a symposium?
Yes. You do not need to have more than one organizer to propose a symposium.
-How general or specific a topic for the proposed symposium should be?
It depends on the audience you are targeting at. There are no limits set other than a topic so specific that it would interest very few people, and even then, if the Scientific Committee thinks it is interesting it could be accepted.
- Is there the possibility that the deadline of 30th December will be extended?
It will depend on the number and variety of symposium proposals received by December 30th. We may consider extending it if the Scientific Committee thinks there are gaps in the topics that need to be covered.
- How will the assignment of abstracts to symposia work?
Assuming that the first three abstracts have already been assigned to the symposium since it was proposed, the remaining three abstracts in each symposium will also be selected by the symposium organizers. However, their choices will be influenced by the preferences of the abstract submitters. A symposium organizer selecting three abstracts that have been given top priority for that symposium represents the simplest case in which the organizer's and abstract submitter's choices match. However, if a symposium organizer selects one, two, or three abstracts that have not been given top priority for her/his symposium, these abstracts will have priority for selection in other symposia if the organizer(s) of those symposia select them. Therefore, each symposium organizer will be asked to mark four additional abstracts as standby.
This process of sorting the abstracts by symposia will be done automatically, with only minor adjustments to be made by the organizing committee if necessary.
-Does the Organizing Committee provide funding to support symposia, that is, for speakers within the symposia?
There will be around 200 symposia and c. 1200 speakers. As in most previous IBCs, the budget cannot cover funds for supporting symposium speakers.
-Will there be support for participants from developing countries?
In addition to reduced registration fees for participants from developing countries, the Organizing Committee is requesting funds to various international agencies or foundations for the same purpose. Any news in this respect will be announced on the website.
-Is there the possibility of joint meetings with the XX IBC?
No. Because of the magnitude of an IBC, there are no joint meetings in the XX IBC. However, there are different types of satellite meetings that can be hosted by the XX IBC.
-What types of satellite meetings that can be hosted by the XX IBC?
1. Council meetings of scientific societies, journal Editorial boards, etc. For this kind of meetings, intended to last one, e.g., to three hours, we will provide rooms in the venue.
2. Societies proposing to hold general meetings with those members who are attending IBC (not just council meetings). We can attend these requests, intended to last one, e.g., to three hours by offering medium-size rooms at the venue at hours in which there is no IBC activity.
3. Workshops. These could last longer than three hours and take place in the venue on Sunday July 21 or elsewhere in Madrid.
-Can the XX IBC host scientific meetings in the venue of whole societies (with participations of its members through presentations and posters) lasting, say, one or two days?
No. These societies may try to fit into the IBC scheme by proposing symposia whose titles could explicitly mention their society. This option should fully fit into the concurrent symposia scheme, i.e., last 2 hours and be selected among the symposium proposals.
Alternatively, for one or two-day meetings, these societies could find other venues in Madrid, preferably in the week before or after the IBC, and they could be recognized as a satellite meeting of the IBC.
-What is the deadline for submitting satellite meeting proposals?
The deadline for receiving satellite meeting proposals is February 29th, when an initial schedule for these activities will be established. After that date, new proposals will still be considered, but will be subject to availability of time slots and venue space.
- Will there be online/pre-recorded sessions at the IBC?
The IBC is designed as an in-person conference. We considered the possibility of a hybrid model, but rejected it due to the current limitations of that model and the strict synchronicity required between concurrent symposia. However, the sessions of the Nomenclature Section and the four public lectures will be offered not only as in-person activities, but also by streaming.
- Where and when will the sessions of the Nomenclature Section take place?
The Nomenclature Session will be held at the Villanueva Pavilion, Real Jardín Botánico (CSIC), Madrid, from July 15 to 19, 2023, the week before the main sessions of the IBC.
- What is the registration fee if I plan to attend the Nomenclature Section?
If you are also attending the main IBC sessions (21-27 July), a full delegate or student registration fee will also give you access to attend the Nomenclature Section.
If you are only attending the Nomenclature Section, you must pay at least the one-day registration fee and be sure to check the Nomenclature Section box when you register for the IBC.
- Should I register specifically for the Nomenclature Section if I plan to attend it?
Yes. It is essential. When you register for the IBC, you must check the Nomenclature Section specific box.
- When is the deadline for submitting abstracts?
- For oral presentations, December 8th, 2023
- For posters, February 15th , 2024
- Can the abstracts be edited after they have been submitted?
Yes. If you need to make changes, abstracts can be edited until February 1. To do it, go to your private area, log in, and click the pencil icon.
- Do I have to submit a poster abstract just in case my oral abstract is not accepted and I lose the opportunity to present an oral paper or a poster?
No. If an oral abstract is not accepted for a symposium (remember, there are only six presentations in each symposium), the organizing committee will invite you to present it as a poster.
- How can I get an invitation letter to apply for a visa?
If you are a citizen of a country that requires you to apply for a visa to come to Madrid, please email us at email@example.com after you have registered. In the rare event that your visa is not granted, your registration fee will be refunded.
- Will daycare and nursing rooms be available?
Yes. The venue provides daycare and nursing rooms.
- For one-day registrations, when should I chose the day I want to access scientific sessions?
You can select the day when you register. Alternatively, you can choose the day after the final program is published on the website.
- Can one-day registrants present a paper (oral or abstract) or organize a symposium at IBC?
No, a one-day registration is not valid for presenting a paper or organizing a symposium. You must be registered a as a full delegate or student to present a paper (oral or abstract) or organize a symposium at IBC.