Registration fee and payment

Some conferences ask the authors of accepted work for a registration fee. Many do not, and then nothing about fees appears.

Note

The fee belongs to the conference and is paid to the conference, in the way it tells you. Quorum Press never collects it, never holds it and takes no share.

There are three steps, in this order, on your accepted submission’s page under What is left to do:

1. Give your details, which the amount depends on.
2. Pay the conference, outside Quorum Press.
3. Record the payment, so the conference can find it.

Attending without a submission?

This page is for the authors of an accepted submission. If you are not an author of any submission and want to attend, or you are registering other people such as students or colleagues, see Attend a conference without a submission.

Step 1: Give your details

The rate usually depends on two or three things, for example the country you are coming from and whether you are a student. Until you answer, the page says Amount not known yet and does not guess.

1. Open your accepted submission from your submissions.

2. Under What the fee is worked out from, answer Are you a student? and choose the country under Coming from.

3. Check A number they can call. It is the phone number from your details, and the organizers use it only if something about your payment is unclear.

4. Press Confirm details.

Take your proof with you

A rate is given on your word, and the conference may check it when you arrive. Take with you, on paper or on your phone:

• If you said you are a student: your student card, or a letter from your institution that is valid at the time of the event.
• If the rate depends on where you are coming from: a document that shows it, such as your institution’s card or your identity document.
• Proof that you paid: the confirmation message or the receipt, with its transaction code. It settles any question at the desk in a minute.

If an answer you gave turns out to be wrong, correct it before the event with Not correct? beside the amount. The amount is worked out again, and it is easier than settling a difference at the door.

Your answers are kept with that submission only, never in your profile. You may be a student for one event and not for the next. If an answer is wrong later, use Not correct? beside the amount.

Step 2: Pay the conference

Once your details are in, The registration fee shows the amount and why it is that amount.

On the page	What it is for
The amount, and the line under it	What you owe, and the answers it was worked out from.
How to pay	The conference’s own instructions: its bank account, mobile money number or payment link. Shown where the conference has given them.
I am paying this	Tells your co-authors that you are the one paying, so that two of you do not pay the same fee.
Record a payment	For after you have paid. See the next step.

Pay the conference in the way it tells you. Keep the confirmation you receive: the message from your bank or your mobile money service, or the receipt.

Where each author who attends pays

Some conferences charge the submission, and also each author who attends. The amount then comes as a short sum:

Line	What it means
This submission	The submission’s own fee.
A line for each author who attends	What that author pays to attend, in person or online.
covered by the submission’s fee	This author presents, and the conference counts their attendance in the submission’s fee.
paid for under another code	This author is on more than one submission. A person pays to attend once, on the first of them.
Total	What the submission owes altogether.
Still to pay	The total less what has been recorded.

What a payment covers first. A payment goes to the submission first, which covers whoever presents where the conference set it so. What is left counts first for the person who paid it, then for the other attending authors in order. Whoever recorded a payment can name another attending author under Counts first for, beside the payment. Once the submission’s own fee is covered, the submission goes ahead: its place in the programme and in the book of abstracts is not held back. Only the badge and certificate of a person marked not covered yet wait.

The same person twice. If the page says the same name, a similar name or the same ORCID is on another submission under another email address, and it is one person, put the same address on both. They are then charged once.

An author who is not attending is not charged for attending. The submission’s own fee stays, also when none of its authors attends, unless the conference decided otherwise. If a line is there for somebody who is not coming, change their answer and the line goes:

• A corresponding author sets how every author attends, under What is left to do.
• Any other author answers for themselves, under Are you attending? on the submission’s page. Nobody else’s answer is changed.

Where students pay less to attend, tick A student beside the author. Proof may be asked for on arrival.

A payment that covers only part of the total is kept, and the page shows what is still to pay.

Step 3: Record the payment

Paying does not tell Quorum Press anything, because the money never passes through it. Recording the payment is how the conference’s desk learns to look for it.

1. On the same page, press Record a payment.

2. Leave This payment is on The registration fee, unless you are paying something else the conference asked for.

3. Under Confirmation you received after paying, paste the whole message you received. What can be read from it, the amount or the code, is filled in for you. Your balance and other private details are taken out before it is saved.

4. Check Transaction code. This is required: it is what the organizers look for on their statement. If it was not read from the message, type it as it appears in your confirmation.

5. Check Amount paid and Currency. Enter what you actually sent, even if it is not exactly the amount asked for.

6. Add a Receipt or screenshot if you have one. It is optional.

7. Press Record it.

The fee then shows your payment, with Recorded beside it until the conference has checked it against its statement:

State	What it means
Recorded	You have told the conference. They have not checked it yet.
Confirmed	The conference found the payment.
Found, and it does not cover the fee	They found it, and it is less than the fee. The page says what is still owed.
Found, and it is more than the fee	They found it, and it is more than the fee. Write to them about the difference.
Not confirmed	The conference could not find it, and says why in their own words. Check the code and the amount.
Refunded	The conference returned the money.

You can Correct or Delete your own record at any time before it is confirmed.

Who sees what

What	Who sees it
That a payment exists, and its amount	All authors of the submission, and the organizing team.
The receipt you uploaded	The organizing team only.

Any author can pay. One of you is marked as the one expected to, so that two of you do not pay the same fee.

Paying for somebody else

• Any author of a submission can pay its fee, and one payment can cover everything it owes.
• Somebody who is not an author, such as a supervisor or a sponsor, can record a payment for your submission with its tracking code. It shows on your page as recorded by somebody who is not an author.
• To bring a guest who has no submission, open Attend in the menu, choose the conference, and press Add another person. You can pay for them there. See Attend a conference without a submission.

One payment for several submissions

If you paid once for more than one submission, record it once. In the form, under This payment also covers, tick the other submissions it pays for. The amount is shared between them and counted once. Do not record the same payment again on each submission.

If the conference cannot find your payment

The registration desk marks it Not confirmed, with a reason you can read. Check the transaction code and the amount against your confirmation, use Correct to put the record right, or write to them with Message the editorial team.

If you cannot record it yourself

Send the conference your confirmation by email. Its desk can enter your details and your payment for you. Your page then shows that their team entered it.

What an unpaid fee can hold back

The letter of acceptance is never held back. If the organizers choose so, an unpaid fee can hold back:

• your badge and certificate,
• your place in the programme,
• your entry in the book of abstracts,
• the publication of your submission.

They return as soon as the payment is confirmed.