Inkaba yeAfrica Workshop 9 - 2012

Procedure to register and attend

Procedure to Register and Attend Workshop-9.2012

Attendance by ALL Inkaba Participants and those linked/involved with Inkaba yeAfrica are welcomed.  You are responsible for your own accommodation and means of travel if not specifically invited to present by Inkaba yeAfrica. 
Please make sure to REGISTER by Friday, 16 November 2012.    (Only invited  SA Inkaba mentors / supervisors and their invited  SA Inkaba students are sponsored, and may register and attend free of charge (flights, accommodation). 
Other SA academics/participants are welcomed, but unfortunately at own expense re. accommodation, flights.  Attendance, registration are however  free of charge:

• Inkaba Participants (incl. Scientists, Mentors and Students) have been notified by e-mail (CALL for ABSTRACTS - twice)
• An updated SA Inkaba Student invitees' list  will soon be available here
• SA's:  You are able to attend and thus register, even if you're still waiting for your passport / VISA / flight ticket/s) - you just need to indicate this on your online Registration Form, and regularly update as soon as you have this information available by using this link:  http://indico.saip.org.za/conferenceDisplay.py?confId=27
• SA mentors, project leaders, students MUST present at least one research piece as a poster, oral (subject to available time), or combined oral and poster.  (Posters are compulsory for ALL students, even if ORAL only have been requested).  Please indicate separately if you've been invited for a keynote talk.

TO DO-list before REGISTRATION (and esp. SA Departures) - Proceed immediately with first four (4) steps:

• You must have an account on the Indico.SAIP  System  to register and submit an abstract. You may use the same login details as for any previous event managed by this indico.saip system. If you don't have an account on the Indico.SAIP System, create one here. 
• Then, please proceed by
• Login to the Indico.SAIP System
• Register to attend: fill in all details you currently have. You may return later to update/modify your registration, regularly please
• Submit an online abstract Title (a TITLE at this stage only), for each presentation you wish to deliver, whether it is a Poster;  Oral;  or combination of an Oral and Poster (To MODIFY an ACCEPTED title, please email the new title to ws9@inkaba.org - until the d-line only i.e. 19 October 2012)
• These submitted titles are for acceptance by the Inkaba Office. Once approved, you will be notified via email (as specified on your  Indico.SAIP Account).  An acceptance e.mail has SUBJECT similar to: 

  Inkaba yeAfrica Workshop 9 - 2012 abstract ID xx ACCEPTED

  ONLY AFTER ACCEPTANCE CAN YOU UPLOAD FILES
• You now have a CONTRIBUTION, on which you can add numerous documents / files - please submit TIMEOUSLY and in the FILENAME FORMAT as indicated please.  If not according to the Filename Format, your contributions will be rejected by the Indico.SAIP system
  (NB: Save the files on your computer with the CORRECT NAMING format provided BEFORE you upload it.  Once uploaded, if you need to modify any filename, be sure to remove the previous version and re-upload the correct version):
  1. SA's : Passport scan, asap - preferably before 10 October2012 as filename Passport_SURNAME_INITIALS.[jpg/pdf/png] and Update your Registration to show this
  2. ALL:  Short Biography (incl. a clear picture of yourself, before 10 October, filename Bio_SURNAME_INITIALS.doc (template)
  3. Abstract Paper, before 19 October, filename Abstract_ABSNR_SURNAME.doc (template)  (ABSNR is the Contribution ID or Abstract ID, they are the same)  Abstract files have already been processed for Abstract Book.
  4. SA's:  VISA scan, before Fri 16 November 2012, filename Visa_SURNAME_INITIALS.[jpg/pdf/png] and Update your Registration to show this
  5. Completed Oral, Poster and Poster Presentation (if applicable) before 20 November, filename Oral_ABSNR_SURNAME.[ppt/pptx/pdf] (OR filename Poster_ABSNR_SURNAME [ppt/pptx/pdf] .  An example only (template) is provided.  You may design your own or keep to your institute's corporate design layout.  Please make sure to acknowledge (at all times) the following (in this order):  our hosts GFZ and BMBF;  Inkaba yeAfrica and AEON;  DST and NRF;  the German-SA Year of Science 2012-13 - the logo's are available here 
  6. If you don't adhere to the strict layout of the templates, it will automatically be rejected by the Indico.SAIP system
• Contact us should you require any additional information (SUPPORT link below left-hand menu).