FAQs

Frequently Asked Questions regarding WOC2020 in light of COVID-19

This page was last updated 15 June 2020 and will be updated on a regular basis.

Registration

Yes, you do not need to take any action as your registration will be automatically transferred. Registration will include full access to content for up to 3 months, until 30 September. Please note that proceeds from WOC2020 Virtual® will support important ICO programs that aim to improve ophthalmology care around the world.

Cancellation policy for delegates who registered for WOC2020 in Cape Town

Until 5 May: registration fees will be fully refunded

After 5 May: as per cancellation policy, fees will not be refunded

Cancellation policy for new registrations (WOC2020 Virtual®):

Until 5 May: registration fees will be refunded, excluding $50 administrative fees

After 5 May: as per cancellation policy, fees will not be refunded

Please contact the WOC team at woc@icowoc.org for support to process your cancellation.

Please contact your group leader, he/she will be able to provide you with further information on the steps to follow.

All sessions and educational content will be available online for registered participants until 30 September, 2020.

Program Information

WOC2020 Virtual® will include access to 2000 presentations (live and pre-recorded) from world leaders and experts, including industry symposiums and ePoster presentations, available on-demand for up to 3 months after the congress, until 30 September 2020. Access to the virtual industry exhibition is also included for 3 months post-congress. Click here to access the full program.

The abstract is converted to the same presentation format in the virtual congress.

Yes, a registration is required for your abstract to be part of the program.

Submitted and accepted abstracts can be presented.

STEP 1: Prepare your poster in PowerPoint or PDF, 1 slide only

Need help preparing your poster?

STEP 2: Submit your poster file online by clicking here

  • Type in your email and unique submission code (Provided in email 11 May)
  • Read instructions in other languages.
  • When you have successfully submitted your poster, you will receive an e-mail confirmation.

STEP 3: Record your presentation (Only for ePoster Pod presentations)

  • You received further instructions on 14 May.

From the comfort of your home, you will be able to give your presentation and/or chair a session. Please make sure to arrange:

  • A computer with stable internet connection
  • A microphone with good quality
  • A quiet room to focus
  • PowerPoint slides (including a Title and Disclosure slides)
  • Optional: a computer camera

You have received an invitation from the WOC team to pre-record your presentation from 8 May – 8 June. Should you not have received this message, please contact us via woc@icowoc.org. On the day and time of your presentation, our team of experts will guide you through the recording process from beginning to end.

Yes, the World Ophthalmology Congress 2020 Virtual® is accredited by the European Accreditation Council for Continuing Medical Education (EACCME). For more information on CME Accreditation click here.

Yes, this can be requested after the congress, when your presentation has been published on WOC2020 Virtual®.

Once you have successfully activated your access code and created your profile you can return to view the recordings at any time and view sessions as many times as you want.

Yes, all live sessions will be recorded and will be available on-demand afterwards.

Yes, there will be a virtual exhibition.

Accessing the WOC2020 Virtual® platform

Once you have made your online WOC2020 registration, you have received a confirmation email with your personalized voucher attached. On this voucher, you can find your unique access code, that you need to log in to the platform. The direct link to the WOC2020 Virtual® platform is: https://icowoc.org/access-virtual-platform/

Please note that the voucher with your access code will only be sent once full payment has been received.

As of 24 June, you can go to https://icowoc.org/access-virtual-platform/ and access the WOC2020 Virtual® platform to activate your access code and create your profile. Create your profile by entering your unique access code and answering a few short profiling questions, including a password of your choice. To allow for a personalized virtual congress experience each profile must be linked to a unique and personal e-mail address.

As of 26 June, 07:00 AM CEST you can log in to your profile and explore the virtual congress platform. (If you are not located in Europe, please convert to your local time here.)

If you have not created your profile prior to June 26, then you are still able to do so at any time. Logging in to the platform with your unique access code, followed by creating your profile can be done easily and fast.

Yes, you must enter the code exactly as it was provided. We advise that you copy-paste the code and to make sure that there are no ‘spaces’ before or after the code in the field.

Please contact your group leader, he/she will be able to provide you with your access code and further information on the steps to follow.

The registration website and the platform will remain open for delegates who have registered and paid their registration fee, for a period of 3 months (until 30 September).

Technical Information

The virtual congress platform is accessible via any device that can connect to the Internet via an Internet browser; this could be your desktop, laptop, tablet or smartphone. The experience is fully responsive to any device. If you login with the same account from a different device, you pick up from where you left off. You can log in from different devices on your WOC2020 Virtual® Congress account. However, note that you can only watch sessions on one device at a time.

The WOC2020 Virtual® Congress platform is mobile responsive and is automatically formatted to play on most mobile devices. Simply log in on your mobile device. We cannot guarantee compatibility with every mobile device as operating system requirements frequently vary.

Yes. WOC2020 Virtual® requires that you are online and logged in to view the content. Also note that you can only watch sessions on one device at a time.

The WOC2020 Virtual® platform is designed to be easily accessible for all delegates. To access the meeting, you will simply need a device with audio (desktop, laptop, tablet, phone) and a stable internet connection.

In order to have the best experience, we recommend using the latest version of Google Chrome, but other browsers such as Firefox, Safari and Internet Explorer 11+ can also be used.

For more technical information please refer to the table below:

  Recommended Specifications Minimal Specifications
Browser

Google Chrome

(preferably the latest version)

Firefox, Safari, Internet Explorer 11+
Processor No minimal requirement in processing power
Bandwidth 1.5 – 5 Mbit/sec for High Definition video 400Kbit/sec for Standard Definition video (or lower resolution)
Firewalls By default, no content needs to be accessible via a firewall or VPN. However, we cannot control the default restrictions set by your internet provider or state.
Devices No minimal requirement in terms of device, but we strongly recommend using a screen that is minimally the size of a tablet
Full Functionality

Audio (headset, earphones, speakers)

Microphone (headset, earphones, built-in)

Webcam (built-in, external)

Audio (headset, earphones, speakers)

Refunds

Grosvenor is the official housing partner of WOC2020 and will handle all requests for hotel refunds. These requests need to be directed to WOC2020housing@grosvenortours.com. ICO is not responsible for any cancellation fees or penalties related to these transactions.

All cancellations* are to be sent to Grosvenor Tours in writing to WOC2020housing@grosvenortours.com.  Please note the following cancellation terms, adjusted to take into account the difficulties posed by the Coronavirus outbreak:

  • Up to 60 days prior: no cancellation penalties
  • If a delegate cancels their stay between 60 to 31 days prior to arrival 1 night will be charged
  • Within 30 days of arrival full cancellation will be applied to the delegate

Email: woc2020@grosvenortours.com
Telephone:  +27 21 460 4888
Operating hours: Monday to Friday, 08:30 – 17:00 (South Africa time GMT+2)

Delegates are responsible for cancelling their flight ticket. We advise you to contact your airline or travel agency for further details as each airline has its own policies regarding refunds and vouchers for future travels. The ICO is not responsible for any cancellation fees or penalties related to these transactions.