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SHOT Annual Meeting – Frequently Asked Questions

Version 3 August 2022

Child Care

Although SHOT does not provide Child Care, they do provide a room for child-feeding/child care. For your convenience, we also post a link on the meeting pages to local childcare and babysitters.

Contact information

How can I reach the SHOT conference organization?

The conference is organized by the SHOT secretariat. You can reach the SHOT secretariat by e-mail at [email protected]. Main contact is Sonja Beekers. During conference hours you can visit the main conference desk.

Conference participation

Can I present papers at consecutive SHOT Annual Meetings?

SHOT allows the same speaker to present papers at consecutive meetings, but turns down papers that are substantially the same as previously accepted ones. Any submission on the same topic should explain how the new paper differs from a prior presentation.

Can the program committee propose changes in pre-organized sessions?

Most pre-organized sessions, if accepted, will remain as proposed. In select cases, depending on the quality of individual abstracts and their coherence within the session, one or more of the proposed papers may be rejected or moved to another session. Occasionally, the program committee may ask the session organizer to consider an individual abstract submitted directly to the program committee that speaks directly to the theme of a proposed session. If you believe that your session can only work as a single unit, please specify “all or none,” with or without explanation, and the program committee will evaluate the session proposal as a unit.

Can I submit a paper or session proposal

The deadline for submitting proposals has past. If you think you have a session that could be an asset, please feel free to contact the Secretariat, but realize that it will be up to the Program Committee whether they will take the paper/proposal in consideration.

Are paper presenters allowed have additional roles at the SHOT Annual Meeting?

Individuals may present one titled paper, and participate in two additional published roles that are listed in the regular portion of the annual meeting program. Additional roles include, and are not limited to session chair, commentator, panelist (including roundtables), and shorter (<10 minute) titled work-in-progress talks. Being listed as an organizer is exempted from being counted as a published role.

Is a SHOT membership required to participate?

A SHOT membership is required for all participants of the annual meeting. The registration fee for non-members includes membership of the current year. Alternatively, it is possible to join SHOT or renew a membership via the SHOT-website.

Are all authors of accepted papers listed in the program?

All authors of a accepted papers will be listed in the program. In the case of papers with multiple authors all authors will be listed in the program, but only the author(s) that is/are presenting the paper at the annual meeting has/have to register for the annual meeting.

When will conference registration open?

Registration for the annual meeting will open August 1.

Is participation in all conference activities included in the registration fee? 

No, not all activities are included, the conference fee covers part of the organizational and venue costs: Joining sessions and round tables is free. Also SHOT offers a “free” coffee break in the morning and afternoon. For the plenary activities, like the Plenary Opening and Da Vinci Lecture) additional registration is mandatory, and for most receptions (Opening Reception, Award Ceremony) an additional fee will be charged. Exact details can be found in the registration form(s). Also some Special Interest Groups organize a lunch meeting where breakfast of lunch is provided. The SIG’s charge a fee for these meetings to cover part of the costs.


SHOT always tries to offer a series of tours and field trips. You can register for these for a set fee, this fee is calculated to cover the actual costs involved. Due to Covid-19 the tour program for 2022 will be different to other years as we want to avoid exposing our participants to any danger of infections of any kind. Therefor SHOT has chosen to only post links to tours that people can arrange individually, walking tours etc. close to the Venue hotel.


Covid-19 Policy

The safety of our community and the communities we visit is our top priority; the SHOT staff and leadership continue to monitor the current state of the COVID-19 pandemic and work with medical experts, the Sheraton hotel, local organizers, and the city of New Orleans to institute best practices for the SHOT annual meeting in November 2022. You can find the most recent version of our Covid-19 policy here.

Following official guidelines

Unless either the US Centers for Disease Control and Prevention (CDC) or state and local guidelines dictate otherwise, SHOT 2022 NOLA will primarily be an in-person gathering. In case new official guidelines or travel restrictions make it impossible to meet in person, SHOT will switch towards a virtual meeting format. All registrations for the in-person meeting will then automatically be transferred to a virtual meeting platform.


Is it possible to apply for travel grants?

To support travel to the annual SHOT meeting, participants can apply for travel grants. Information on available travel grants and links to the application forms will be posted on the SHOT website in June. Most grants have a deadline that is published in the meeting pages. No applications after these dates.

Meeting Room Facilities

Are there lap-top computers available in the meeting rooms?

SHOT does not provide computers in the meeting rooms. Presenters need to bring their own computers. It is of course possible to use the computer of one of the organizers or presenters for the entire session. You are requested to bring your own adaptors, especially Apple users, as the convention center only has a limited number of spare connectors available.

Are there projectors available in the meeting rooms?

All session-rooms will be fitted with an LCD projector and projection screen.

Will it be possible to attend the meeting via the internet (remote access)?

Unless either the US Centers for Disease Control and Prevention (CDC) or state and local guidelines dictate otherwise, SHOT 2022 NOLA will primarily be an in-person gathering. As part of our commitment as an international academic society, we aim to make online access a regular feature of SHOT’s annual meetings, both for presenters and general conference participants. Concrete plans for remote and hybrid access during SHOT 2022 NOLA were still under discussion at the time of the 2022 call for proposals. For 2022 a full string of streamed sessions will be available for remote access, please check the program for details.

The Program Committee carefully selected sessions, in addition to sessions organized by the President and President Elect. The plenary Opening and the Da Vinci lecture will also be streamed.

Refund Policy

The following refund policy applies:

Streaming Sessions and access

SHOT will now 2 types of registrations: registration for the In Person Meeting, and an “on-line sessions only” registration.

With the On-line sessions only, remote participants can access a full set of streamed sessions, the Plenary Opening and the Da Vinci Lecture. With the standard registration you will have In Person Access to all sessions.

Streaming Session panels:

As part of a streaming session panel, as chair, presenter etc. you will either be in New Orleans in Person or participate remote: you will need to have Zoom installed on your laptop, and SHOT will provide the Zoom account. For those in the audience, please realize that this session is going to be recorded and streamed. (If you do not want to be in the recording, you can not attend the session in person but will need the additional registration for the on line sessions.) The presenters will be filmed and/or projected on the meeting room projection screen. A SHOT volunteer will film the whole session for live streaming, including some shots of the audience. As streaming is more one-way directed than a zoom meeting or conference; the remote audience will not be able to interact directly with the panel. They will see and hear, but cannot contact the panel. To have the option to ask questions or make remarks we have a second volunteer available with each session who will collect all comments from the remote audience and forward these to the chair and/or commentator.