FAQ - Frequently Asked Questions

General

Where will the Symposium in 2024 take place?
In Helsinki, Finland. The venue of the 8th E-Mobility Symposium will be the Scandic Marina Congress Center, located right in the heart of the city.

Do I have to pay for my own hotel and travel expenses?
Yes. All participants (including speakers, poster presenters etc.) have to pay for their own expenses.

How many participants will be expected at the workshop/symposium?
About 120 for the E-Mobility Symposium and 250 for the Wind & Solar Integration Workshop.

Will food and drinks be provided during the Symposium?
Yes. Coffee breaks and lunch are included in the general registration fee as well as mineral water on the conference tables.

Will social events be organized?
Yes. We plan several networking events (e.g. poster receptions) throughout the whole Grid Integration Week. All these events have no additional cost but are included in the general registration fee. The Networking Event & Poster Reception for the E-Mobility Symposium will take place on 07 October 2024.

Will a dinner be organized?
A Wind & Solar Workshop Networking Dinner will take place on Wednesday,  09 October 2024. Please note that you have to register separately for this event as it is not included in the general participation fee. Find more information on the event’s webpage.

Is there a limited number for participating at the Networking Event?
Yes, as the number of seats for this event is limited, tickets are available on a first come, first served basis.

Top

Registration & Fees

How do I register?
You can register for the symposium/workshop online via the Fees & Registration page (to come). Find information on the fees of 2023 on the corresponding website.

Can I also register directly at the venue in Helsinki?
Yes, but please note that the price will be higher when registering at the venue.

Do speakers or poster presenters have to pay for the Symposium?
Yes. Speakers and poster presenters will pay a reduced registration fee as long as they register until 02 September 2024. After that date, the fee for „Speaker/Poster Late Registration“ applies. Please note that only one author per paper can register as speaker/poster presenter.

Are there special prices for students?
The students‘ participation fee is identical with the discounted participation fee for speakers. Upside: The students‘ fee has no time scheme, it remains at the same level throughout the whole registration phase.

Student rates are granted to students 26 and younger only (not for Ph.D.-students or post-docs). Proof has to be provided to registration@integrationworkshops.org before starting the online registration procedure. If approved, they will receive a student discount code for online registration at student ticket prices.

I am a student and accepted as speaker/poster presenter. Do I need to register as speaker/poster presenter or can I also opt to register as a student?
You may choose the lower fee applicable in the respective time scheme.

What payments are accepted?
We strongly prefer payment by bank transfer or SEPA direct debit. However, we also accept credit cards for online registrations. For on-site registrations, we accept credit cards and cash.

Top

Call for Papers: Submission of Abstracts

I am interested in submitting an abstract for the Call for Papers. How do I proceed?
Submit your abstract via the Online Submission Platform.
Attention: The official Call for Papers will be running until 28 April 2024.

Which is the required format of the abstract?
Free style, plain text, max. 3,000 characters. The abstract should be a short outline of the intended paper to give the abstract reviewers an idea of what to expect. It must not contain pictures, graphics or company names. To make abstract submission easier, we have compiled a checklist for the abstract submission.

What will be the next step after having uploaded my abstract and brief summary?
You will get an email notification for your successful upload.

I have not received the confirmation mail. What might be the reason?
Sometimes it can take a while before emails are sent. If you have not received an email within an hour, please check:

How do I know if my abstract has been accepted?
After the Call for Papers‘ deadline, the reviewers of the International Advisory Committee carefully read all submitted abstracts. You will then receive a notification email on 01 July 2024 of the acceptance of your abstract either for oral or poster presentation, or rejection of your abstract.

Top

Notification of Poster Presentation

My abstract has been accepted for poster presentation. How do I proceed?
Congratulations! You have now time to prepare and upload your full paper together with the copyright form to the Online Submission Platform until 2 September 2024.

2 September 2024 is also the deadline for the registration as poster presenter. One author per paper needs to register for the workshop, only one author per paper is entitled to the reduced poster presenters‘ fee.

What about the Poster?
Please bring your printed poster in the format DIN A0 directly to the workshop. It is NOT possible to print your poster at the workshop venue.

Where and how can I present my poster at the workshops?
Fix your poster on any of the poster walls after having registered at the registration desk. Your poster cases have to be stored in the cloak room or at the wardrobe of the conference hotel. The workshop program offers a poster networking reception on 8 October 2024 and some extended coffee breaks where you can discuss your poster with interested peers.

Top

Notification of Oral Presentation

My abstract has been accepted for poster presentation. How do I proceed?
Congratulations! You have now time to prepare and upload your full paper together with the copyright form to the Online Submission Platform until 2 September 2024.

2 September 2024 is also the deadline for the registration as speaker. One author per paper needs to register for the workshop, only one author per paper is entitled to the reduced speakers‘ fee.

What about the presentation/slide deck?
You will also have to prepare a power point presentation that needs to be uploaded by 3 October to the Online Submission Platform.

What else needs to be provided?
The following material has to be uploaded to the Online Submission Platform:

  • your short CV (2 lines on current institution/position) for the introductory slides preceding each session
  • a photo of you for the introductory slides and for the Speaker webpage.
    Format requirements:

    • head shot
    • preferably in the size of 250 x 250 px (or other square)
    • .jpg, .png or any of the popular photo file formats

Top

Submission of Full Papers

Do you provide templates for the full papers?
Yes, As soon as you have been notified of the acceptance of your abstract for presentation, either oral or poster presentation, paper templates are provided on the Online Submission Platform as .docx and LaTeX-templates.
You find them on the welcome page after having logged in or on this website: Authors » Paper and Presentation Submission (to follow after 1 July 2024).

What is the paper format of the full paper?
The format of the full paper is A4.

What is the minimum number of pages for the full paper?
The full paper of a speaker must have the minimum number of 3 pages.

What is the maximum number of pages for the full paper?
The full paper of a speaker should not exceed the number of 8 pages, the full paper of a poster  presenter should not exceed 6 pages.

 Top

Presentations/Slide decks

What is the duration of my presentation slot?
The scheduled duration of the presentations in each session is shown in the agenda above the presentation titles of your respective session:

As the agenda is subject to slight changes in the 4 weeks preceding the symposium, please check back for the final duration approx. one week before the symposium.

Is there a template for the presentation file?
Contrary to the paper, there is no template for the presentation and you are free to use your corporate layout for drafting your slide deck, as usual. Nevertheless, we will provide some graphic files which can be inserted into the presentation in order to reference to the symposium. You can use these according to your preferences but it’s not a must.
For your presentation please use an aspect ratio of 16:9.

 

 Top

Invitation letters / Visa letters

Do you issue invitation letters?
We do not provide invitation letters. All participants have to cover travel and accommodation costs by themselves.

I need to apply for a visa – do you issue some kind of confirmation document?
The organizer provides confirmation letters for the following cases:
a) A potential participant has submitted an abstract which was chosen for either oral or poster presentation. In this case, the submitter has received a corresponding notification email.
b) A potential participant has registered for the workshop and the full payment is settled.

Both cases apply only after the publication of the first version of the agenda coinciding with the notification of acceptance of abstracts either for oral or poster presentation and the start of the registration process – as of 2 July 2024.

These confirmation letters serve as document for visa application.

How do I get this confirmation letter?
Please send an email to: registration@integrationworkshops.org.

Top

Photos & Videos

Is it allowed to take photos during the symposium and the sessions?
During the sessions it is prohibited to take photos but you are allowed to do so outside the session rooms.

Is it allowed to record or videotape during the presentations?
No. It is strictly prohibited to totally or partly record any presentation held during the workshop.

Will photos or videos be taken by the organizer?
Yes. During the whole workshop our staff will take videos and photos. A professional photographer will also be at our event providing high quality shots that will later on be published on our websites and Flickr account. For a small selection videos of previous workshops visit our Youtube Channel or subscribe to our event newsletter here and get the recordings of the 2023 E-Mobility Keynote and Closing Sessions as bonus tracks.

 Top

Availability of Abstracts, Papers & Presentations

Will the abstracts be available for the participants?
We will try to publish all available abstracts on our websites before the start of the workshop/symposium.

Will the papers be available for the participants?
Yes. The papers are made available for download from our corporate cloud as protected PDF-files. If you are interested in proceedings of previous years, you can order them here:

Can I choose between printed proceedings and the download of digital proceedings?
No. The proceedings are exclusively available as PDF-files.

How do I receive the proceedings for download?
The download link will be sent out per email to all participants in the morning, right before the start of the Symposium.

Will the presentations be available after the Symposium?
Yes. Some presentations will be made publicly accessible in the download section of the workshop website, most of the presentations will be made available for download as PDF-files from the company’s corporate cloud as long as the respective authors agree. This applies to symposium/workshop participants only.

 Top

Networking

What opportunities do you offer for networking?
Coffee and lunch breaks are perfect to meet other participants. We also organize several poster receptions which provide an open atmosphere for getting in touch with other professionals. While the aforementioned items are included in the Symposium’s/Workshop’s participation fee, the Wind & Solar networking event  has to be booked separately.

 Top

Session Chair

I would like to chair one of the sessions in my field of experiences. How can I apply?
Please send an email directly to Energynautics’ staff member Uta Betancourt (u.betancourt[at]energynautics.com), telling her title and number of the session you are interested in. The deadline is 2 September 2024. Please note that you have to be registered when sending your request.

I am session chair during the workshop/symposium. Are there any guidelines that help me preparing for this task?
Yes. Guidelines are sent to you by email.

 Top

LinkedIn, Xing & Twitter

Is there a LinkedIn Group representing the workshops/symposium?
Yes. Please register for the group here.

Are the workshops/the symposium available as a Xing Group?
No. But we regularly submit posts in different other groups with regards to renewable energy.

Do you twitter?
No, we have decided to leave Twitter/X.

Top

Further questions

If you have a question that is not answered in the FAQ section above, please contact us,