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SHOT Annual Meeting – Frequently Asked Questions

Version 2 March 2022

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 in the second half of June.

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

No, not all activities are included, the conference fee covers part of the organisational 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) a fee will be charged. Exact details will be found in the registration form(s). Also some Special Interest Groups organize a lunch meeting where 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 additional tours and activities, you can register for these for a set fee, this fee is calculated to cover the costs without making a profit. As soon as these additional activities are known they will be posted on the website, and they will be included in the registration procedure.

Covid-19 measures

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. For now however it is too early for us to announce possible COVID-related measures for our event.

SHOT Grants, Awards, and Fellowships

It is not possible to apply for SHOT awards as the deadline has passed, only the new SHOT REDI prize has a deadline of May 22nd.

Grants

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.

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 are still under discussion at the time of this call for proposals. If you have specific requirements regarding access, please include this information in your session proposal.