Questions & Answers
on the
ISMRM 11^th Scientific Meeting & Exhibition
Last Updated 15 May 2003

This document will be updated and additional information added as it becomes available.

Why has the ISMRM postponed and not just cancelled the meeting?	How will I get information and updates about the new meeting?
Where and when will the new meeting take place?	I am a presenting a paper.  What will happen now?
On which day will my lecture/presentation/poster session be at the new meeting?	I am a presenting a poster.  What will happen now?
What should I do about my flights?	Can my co-author present if I can’t make it?
What happens about my hotel reservation?	I am an invited speaker.  What will happen now?
Why has the ISMRM chosen to stay in Toronto for the meeting?	I have already received a student stipend.  What should I do?
What will happen if the SARS virus is still a problem in Toronto in July?	I have already received a badge.  What should I do?
How do I evaluate the SARS risk in Toronto?	I am unable to attend the rescheduled ISMRM meeting in July.  What should I do?
Will the rescheduled meeting be the same?	I cancelled my registration for the ISMRM meeting in May, but I would like to attend the rescheduled meeting in July.  What do I do?
Will there be any social events?	Can I do anything to help with the planning of the new meeting?
Will the exhibitors still be there?

Why has the ISMRM postponed and not just cancelled the meeting?

The WHO travel advisory of 23 April made holding the meeting on the planned dates impossible. However after taking into consideration the extensive planning effort, the intellectual and scientific value of the meeting, as well as the financial investment by the membership, it was felt that every effort should be made to hold a meeting in 2003.

Where and when will the new meeting take place?

The Toronto Metro Convention Centre

Thursday 10 July through Wednesday 16 July 2003.

The original program will be transposed to the new dates:

The Educational program will take place on Thursday July10^th and Friday July11^th

The Scientific Program will take place Saturday July 12^th through Wednesday July 16^th

On which day will my lecture/presentation/poster session be at the new meeting?

The original program layout will be copied day for day, and although we expect some minor alterations the location of oral sessions and invited speakers will stay the same. Using the table below you can easily work out the day on which your presentation will take place

What should I do about my flights?
 

You should contact your travel agent or airline to re-schedule your flights for the new dates.  We recommend that you do this soon in view of the recent reversal of the WHO travel advisory.

The majority of airlines have waived rebooking charges for Toronto flights and in some cases offered full refunds where required.  This should allow you flexibility in rescheduling your flights for the new meeting.  Many of the specific airline policies for Toronto flights can be found on the internet, e.g.
 

Air Canada  Note the following: 

1)  Nonrefundable Tickets booked directly with Air Canada:  Air Canada will waive any change fees as long as the ticket is rebooked before the original date of departure AND if the destination of the ticket remains Toronto.  Please call the Montreal, Quebec, Canada, office of Air Canada, referencing contract number CV003112.  This office is open between the hours of 08:00 to 20:00 Eastern time.  From North America, please call +1 (800) 361-7585.  From outside North America, please call +1 (514) 393-9494.   Please note that only the Montreal office of Air Canada is able to handle these changes.

2)  Travel Agent or Web-purchased Tickets:  Air Canada asks that you return to the source of purchase and advise them to contact the Air Canada sales office for authorization of the waiver of the change fee.  If you are in North America, have the provider contact the Montreal, Quebec, Canada, office of Air Canada.  If you are in Europe, have the provider contact the London sales office of Air Canada.

3)  Refunds:  Air Canada will not refund any nonrefundable tickets purchased.  Air Canada will, however, allow ticket holders who do not plan to attend the ISMRM meeting in July to rebook these nonrefundable tickets (see No. 1 and 2 above) for future travel to a different destination within Canada up to the value of the ticket as long as these changes are made before the original date of departure for travel to be completed prior to 31 December 2003.  Please note that for those rebooking tickets to a different destination other than Toronto, there will be a $145 CDN  change fee.  This fee is only waived if you are rebooking to Toronto for the ISMRM meeting.

British Airways

American Airlines
 

United Airlines

Japanese Airlines

Lufthansa

Air France

Scandinavian Airlines

Northwestern Airlines/KLM

What happens about my hotel reservation?

The process of transferring all hotel reservations for the re-scheduled Toronto Meeting (10-16 July 2003) is now complete.  Here is how it works:

Active Reservations: If you had a hotel reservation with CHM for the May ISMRM meeting, your reservation and room deposit has now been transferred to the new meeting dates in July. If your deposit was made by check, the check will be retained by the Toronto hotels and posted to your reservation record toward the end of June.

Canceled Reservations:  If you canceled your reservation with CHM prior to the ISMRM’s decision to reschedule the meeting, and you now plan to attend the July meeting, please call to request “reinstatement” of your reservation. CHM will make every effort to accommodate your original hotel assignment.  However, because several hotels have fewer rooms available in July (Westin Harbour Castle, Holiday Inn on King, and Colony Hotel), CHM may contact you to make another hotel selection.

Why has the ISMRM chosen to stay in Toronto for the meeting?

The Scientific Program Committee and the Central office have already assembled a superb plan for the annual meeting, including scientific, educational, business, and social events.  By holding this meeting in Toronto, we are able to retain and even enhance this plan while minimizing the disruption to the travel plans of our members, speakers, and exhibitors.

What will happen if the SARS virus is a public heath problem in Toronto in July?

Given the epidemiological information and advice available to the Executive Committee, this appears extremely unlikely but remains possible.  If a WHO or CDC travel advisory regarding Toronto were to be reapplied for July we expect to cancel the meeting for 2003 altogether - as it is likely that other potential venues would also be at risk.

How do I evaluate the SARS risk in Toronto?

The extensive and exuberant media coverage has rather obscured the facts regarding SARS and the actual risk of infection in Toronto.  The following links provide further authoritative information:

Latest Communique from Tourism Toronto
Posted 27 May 2003
 

HealthCanada

WHO

CDC

The Local View
Updated 23 June 2003!

Will the rescheduled meeting be the same?

The same program structure will be used but we expect that some of the invited speakers and presenters of scientific papers will be unable to attend the deferred meeting due to prior commitments.  We will adapt the program and invite alternative speakers.  We expect to offer a complete program that is as good as, or perhaps even better, than that originally planned.

Will there be any social event?

We expect to provide outstanding social events, in fact the summer weather may allow the use of outdoor venues that would not have been considered in May.

Will the exhibitors still be there?

We expect strong support from our corporate sponsors and exhibitors for the rescheduled meeting.

How will I get information and updates about the new meeting?

Further information will be mailed directly and posted on the website as soon as it becomes available

I am presenting a paper.  What happens now?

The ISMRM office will contact you shortly with revised dates and times for your presentation.  If you (or any of your co-authors) are unable to present at the new meeting you will be able to choose whether or not to withdraw your submission completely or have it published in a separate category of “originally accepted but not presented”

I am presenting a poster.  What happens now?

The ISMRM office will contact you shortly with revised dates and times for your poster session.  We hope that the rescheduling will provide an opportunity for some of you to present your work as well as displaying your poster.  If you (or any of your co-authors) are unable to attend you will be able to choose whether or not to withdraw your submission completely or have it published in a separate category of “originally accepted but not presented”

Can my co-author present if I can’t make it to the new meeting?

Obviously it would be great if the first author could present the work (orally or in poster form) but if he/she is are unable to attend it would be quite acceptable to have one of the co-authors present the work.

I am an invited speaker.  What will happen now?

You will be contacted directly with the revised dates for your presentation and we hope that you will still be able to attend and present.  In view of the complexity of rescheduling we will ask you to respond fairly rapidly so that we can arrange alternative speakers and presentations for the new program. We expect to provide further details on this as the plans develop.

I have already received a student stipend.  What should I do with it?

If you are able to attend the deferred meeting you should proceed as you would normally.  If you are unable to attend, you should return the stipend directly to the ISMRM Office.  Any specific enquiries on stipend issues should be directed to

2003_stipend@ismrm.org

I have already received a badge packet.  What should I do?

I am unable to attend the rescheduled ISMRM meeting in July.  What should I do?
 

I cancelled my registration for the ISMRM meeting in May, but I would like to attend the rescheduled meeting in July. What do I do?
 

Can I do anything to help with the planning of the new meeting?

Yes, firstly we hope that you will support the ISMRM and come to the new meeting which, with your help, we want to make better than the original!

Secondly, please check your email and the ISMRM website regularly for updates and respond as promptly as possible when you are contacted  by email regarding your ability to present your work or lectures.