Frequently Asked Questions

Questions about registration

Does ICPE registration include ISPE membership?
Yes, most registrations include membership in the Society for the period January 1, 2024 - December 31, 2024. If you are a current member who has not already renewed, your ISPE registration will renew your membership through December 31, 2024. Memberships will be applied to your membership profile by October 1.

The following exclusions apply:

• The “JSPE” registration type does not include ISPE membership.
• The “One Day” registration type does not include ISPE membership.
•  Any registrant who already holds a membership for the January 1, 2024 – December 31, 2024 term will not be granted additional membership terms as a result of registering.

I am not sure if I qualify for the "special" rate.
An individual must be a citizen and resident of a country classified as High, Medium, or Low Human Development as identified by the United Nations Human Development Index. Click here to see a list of qualifying countries. If your country/region is not listed, or you are still unclear, please contact the ISPE office at info@pharmacoepi.org.

I already joined/renewed my membership for calendar year 2024 but now want to register to attend ICPE 2023, which includes membership for that year. Is it too late to add a registration?
Please contact the ISPE office at info@pharmacoepi.org to discuss adjustment options

I submitted my registration but now I want to add a preconference course(s); how can I do that?
After logging into your ISPE profile, click on Purchases, then Events, then Details next to your registration. Click “Add Sessions” and then add the desired preconference course(s) to your cart and proceed through checkout.

I tried to register online, however, my debit/credit card was declined. I know the card is good. What should I do?
If you are using a debit card, from outside the US, it may not be compatible with our processing system. You may need to use a credit card or send a check payment (in US Dollars).

If you are using a credit card, the issuing bank may be marking the charge as suspicious. Contact your card issuer to let them know that you authorize the charge, then attempt the transaction again.

You may also contact the ISPE office and request that we enter the credit card information for you, which we will be happy to do.

Please note: If the system has declined your card once, it is likely it will still decline it even if we input it. In that case, we would contact you and ask you to either provide a different credit card or send a check. Your registration will be accepted as of the date payment is made, not when a registration form is received.

My organization would like to pay for my registration by wire transfer; where can I find ISPE's bank details?
You can download ISPE's bank details from here and, if needed, our W-9 from here. Please follow the directions for wire transfer carefully and ensure that the wired amount covers the total cost in USD.

What is the definition of a "student/recent graduate" for the purposes of registering?
"Student/Recent Graduate" is anyone that is currently enrolled in or has received a degree from an institution on or after June 30, 2020. If you register as a student/recent graduate, we require proof of your status. We will accept (1) a letter from your Program Director stating the beginning and ending dates of your program, (2) a photocopy of your student identification showing an ending date, or (3) a photocopy of your graduation diploma showing the date you graduated.

I need an invitation letter to the conference to support my visa application
Please request one on this page.

I need to reference a local contact in my visa application; can you share those details with me?
Please see our visa application page for this information.

I don't want to attend the conference; can I register to only attend the social events, such as the Welcome Reception and/or the Saturday Evening Social Event?
No, you must be registered for the conference in some capacity to attend these events.

I have questions about my oral presentation or poster presentation for ICPE 2023.
Please refer to your acceptance email, which provides information about oral or poster presentations.

How will I know the status of my abstract?
Accept/decline notices were issued in late May. A second notification, which provides the date/time for oral presentations and symposia/workshops, will be issued later in June. Poster session allocations are not announced until early July.

I have a question about a submitted abstract; who can I contact?
Notices of acceptance and rejection will be sent to the email provided on the abstract submission form for the abstract submitter. If you have not received a notification, please send an email to the ISPE office (jenn@pharmacoepi.org) with the following subject line: "Status of Abstract – UNKNOWN".

My abstract was accepted, but after I received that notification I've received nothing else from ISPE
After acceptance emails are issued our internal systems direct all communications only to the Presenting Author. If you submitted the abstract, but are not identified as the Presenting Author, you won't hear from ISPE again. We consider the Presenting Author the primary contact for all conference logistical matters and send all our communications to this person. Furthermore, the Presenting Author is responsible for uploading presentations.

Can I control the order of authors cited for my abstract?
Until July 31st, Presenting Authors have the ability to change the roles of authors already associated with a submission or remove ‎them. Only the roles can be changed; the sequence of authors cannot be modified and new authors cannot be added.

Oral paper presenting authors login here. Poster presenting authors login here.

IMPORTANT! Change the roles of others before removing the presenting author role from you.

Remember, ‎ISPE directs all communications to only the Presenting Author and only the Presenting Author will have permission to ‎upload presentation files to the system (in August). Finally, edits made after June 30 will not appear in the printed on-‎site program and will only be reflected on the meeting website and app.‎

I forgot to add someone as an author to my abstract when it was original submitted; can I add someone later?
ISPE does not allow authors to be added to accepted submissions. 

I can't attend the conference; can I substitute a Presenting Author not originally connected with my abstract?
ISPE does not allow authors to be added to accepted submissions.

I can't attend the conference; can I deliver my presentation virtually, or provide a recording of my presentation to be played at the session?
ICPE 2023 is a purely live event and virtual presentations or recordings are not permitted. If you cannot attend the conference and a co-author cannot substitute as presenting author for you, then your submission must be withdrawn.

Can I change the day of my poster presentation?
Sorry, no. The poster sessions are specifically grouped by topic and the balance of sessions has been carefully calibrated to accommodate the high number of posters. We cannot accommodate individual changes.

Can I include a QR code on my poster to direct readers to supplementary materials?
Yes.

What is ISPE's embargo policy for oral and posters abstracts?
ISPE does not operate an embargo policy on any meeting content for ICPE 2023.

I would like to present my poster at ICPE, but not see it published in the journal (or vice versa); can I do this?
No. ISPE publishes all abstracts presented at our meeting in our publicly accessible journal, and also on our publicly accessible conference website. We believe presenting at the conference and publishing in the journal are one and the same and to block one aspect of information sharing while agreeing the other goes against the spirit of a scientific conference. Your only recourse in these circumstances is the withdrawal of your abstract.

I have additional questions about posters that are not answered here. What can I do?
Please read the Poster Session Guidelines document and only if your question is not answered in it, please contact the executive office using the email at the bottom of this page and we'll try and help you.

Questions about the meeting

Is the agenda for the meeting on the website?
See Conference Schedule > Full Schedule in the left navigation pane. ISPE regularly updates the meeting agenda on our website to provide the latest information. Please check back often to see our most up-to-date information.

Does ISPE have a meeting app?
Yes, ICPE 2023 will have a meeting app. It will be available in early August.

Is there a conference hashtag for Twitter/Facebook/Instagram?
The official hashtag for the conference is #ICPE23.

I plan to register for the live streamed version of the meeting. Will I be able to view the pre-conference courses? Do I need to register and pay for these in addition to the basic conference registration?
The intimate learning experience offered by pre-conference courses does not translate well to being live streamed, so they will not be available live. However, recordings of these courses will be available post-meeting.

Registration for the live streamed version of the conference includes everything and you don't need to select or purchase content independently.

What is a Lightning Forum presentation?
ISPE's Lightning Forums are 90-minute sessions that organize 3 sets of 4 speakers into shared theme groups. Each group is led by a single moderator with expertise in the theme. Presenters have just 3-minutes to deliver a "lightning/rapid" oral presentation. Presenters are restricted to just four slides: a) title slide, b) disclosure slide, and c) two slides highlighting: the key scientific question and rationale of their abstract, the main methods used, key results, and the main conclusions. A 2-min Q&A with the audience concludes each lightning presentation.

In advance of the session, authors provide moderators with slide decks and abstracts so questions can be prepared in advance. The moderator concludes the session with a single summation slide highlighting important aspects that emerged during the session and fields audience questions for the final 10 minutes.

Other questions?
Please contact the ISPE Executive Office

Phone: +1 301 718 6500, 9am to 5pm US East Coast Time

Email: info@pharmacoepi.org