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CONFERENCE FREQUENTLY ASKED QUESTIONS 

What is an OMERACT Conference?

An OMERACT Conference is a biennial gathering of healthcare professionals, researchers, methodologists, and patient research partners who are committed to advancing the field of rheumatology outcome measures. The conference provides a dynamic forum for presenting and discussing cutting-edge research, fostering collaboration across disciplines. A hallmark of OMERACT Conferences is the emphasis on reaching consensus through evidence-based discussions, allowing for the development and refinement of outcome measures that are both scientifically robust and clinically meaningful.

The structure of the conference, with its plenary sessions offering high-level overviews of key issues and various working group sessions providing opportunities for more targeted discussions, ensures that attendees gain practical insights and knowledge. This diverse agenda, which balances scientific rigor with practical application, makes OMERACT Conferences an invaluable resource for anyone involved in the research and practice of rheumatology outcome measures.

To complete the What to Expect at an OMERACT Conference e-learning module, click here

REGISTRATION

How do I register for the Conference?
To register for the conference, visit https://reg.eventmobi.com/OM2025/register and complete the registration form.

What is included in the cost of my registration?
OMERACT is introducing two registration fee structures for the OMERACT 2025 conference.

  1. All-Inclusive Registration - $2975 USD
    This package is designed for a seamless experience, covering:
    • 4 nights’ stay at the conference hotel.
    • Ground transportation to and from the conference venue from the BCN airport for arrivals on the 14th and departures on the 18th of May 2024.
    • All-inclusive meals — enjoy breakfast, lunch, and dinner throughout the conference.
    • Full access to all conference sessions, including plenary presentations and interactive working group sessions
  2. Registration-Only - $1475 USD
    This flexible option provides:
    • Full access to all conference sessions, including plenary presentations and interactive working group sessions.
    • Lunches, a farewell dinner, and multiple opportunities for informal networking and socializing.

Both packages come with exclusive access to our mobile conference app, which offers event updates, session details, and networking tools to enhance your OMERACT experience from start to finish.

Can I purchase my conference registration when I get to the meeting?
On-site registration will not be available. We encourage all attendees to complete their registration in advance to ensure a smooth and well-organized experience. This allows us to plan accurately for attendee numbers and address any special accommodation requests.

Can I register to attend 1 day?

Yes, OMERACT 2025 offers a One-Day Registration option for $600 USD, providing flexibility for those unable to attend the full conference. This option includes:

  • Full access to all plenary presentations scheduled for that day
  • Participation in working group sessions of your choice
  • Lunch on the day of your attendance

Can I bring a guest?

A guest registration fee is available for those with All-Inclusive Registrations and can be easily added during your online registration for $1000 USD.

The guest fee includes:

  • Accommodations at the conference hotel.
  • All meals.
  • An invitation to our farewell dinner.

Are there reduced registration rates available for participants from Low- and Middle-Income Countries (LMICs)?
Yes. OMERACT offers a reduced registration fee of $2000 USD for participants from countries classified as Low- and Middle-Income Countries (LMICs) based on the World Health Organization's list, following the World Bank’s country classification (see 2023 World Bank Country Classification for reference).

If you qualify, please contact admin@omeract.org to request a discount code. 

What are the payment options for registration?
We accept various payment methods, including credit cards and PayPal, to facilitate a smooth registration process.

Can I cancel my registration? 
Last-minute changes happen. Reference the information below to understand the cancellation process for your conference registration.

  • Fifty percent of the conference registration fee will be refunded if a cancellation is necessary and written notification is received by OMERACT no later than March 1st, 2025. After the specified date, no refunds will be issued except in cases of personal medical emergencies.
  • Refund requests due to medical emergencies at the time of the conference may be eligible for a 75% refund. In the event of such a cancellation request by a conference registrant, the registrant must provide OMERACT with documentation to support their request.
  • Registration substitutions must be emailed and submitted by either the person who paid for the registration or by the original attendee.

To request a change or cancellation for the 2025 Conference, contact the OMERACT team at admin@omeract.org

HEALTH AND SAFETY POLICIES

OMERACT is committed to prioritizing our attendees' and staff's health and well-being at all in-person events. To create a safe environment, we have adopted the following protocols:

  • Adaptability of Event Formats: OMERACT reserves the right to modify event formats, reschedule, or cancel conferences and meetings if necessary to uphold safety standards. This ensures our ability to respond to changing health conditions or guidelines.
  • Enhanced Health Measures: We will implement comprehensive health measures, including on-site sanitization stations, recommended masking in crowded spaces, and access to first aid and medical support as needed.
  • Guidance Compliance: Our policies will align with the latest health guidelines from relevant local and international health authorities, adapting requirements to meet the highest standards of care and safety.

OMERACT remains committed to delivering an enriching conference experience while safeguarding the health of all participants. To stay informed, please check for updates to our health and safety protocols as the event approaches.

TRAVEL INFORMATION

Passport Information

If you plan to attend the OMERACT 2025 conference in Terrassa, Spain, please ensure your passport is up-to-date and valid for at least six months beyond your planned travel dates.

Visa Requirements
Depending on your nationality, a visa may be required to enter Spain. We recommend checking with the nearest Spanish consulate or embassy to confirm specific requirements well in advance of the conference.

For additional information on entry requirements, you can visit https://www.spain.info/en/travel-tips/visa-passport/

Ground Transportation

For attendees choosing the All-Inclusive Registration for OMERACT 2025, ground transportation will be provided for arrivals at Barcelona El Prat Airport (BCN) on May 14 and for departures from the conference venue to BCN on May 18. Please note that ground transportation is not included in the Registration-Only option; attendees selecting this package are responsible for arranging their own transportation to and from the venue.

CONFERENCE EXPERIENCE

Will OMERACT 2025 have a Virtual Registration option?

We are evaluating the possibility of offering a virtual registration option for OMERACT 2025. We recognize that in-person engagement enhances networking, collaboration, and the conference experience. However, we also understand the importance of accessibility and are carefully considering virtual options to accommodate a wider audience.

Stay tuned for updates, and rest assured that, regardless of format, we will share key highlights and outcomes through our website and newsletters to keep our community informed and engaged.

Can I see what sessions will be presented before I arrive on site?
You can view the tentative conference program online HERE and follow along as session details are updated closer to the event. We’ll also provide the latest program information in the conference app.

How can I find out when someone is scheduled to present?
For registered attendees, detailed session information will be available on the OMERACT 2025 Eventmobi app.

Where can I find information about Fellows, Patient Research Partners, Emerging Leaders or New OMERACTers sessions?
If you're interested in the invitation-only sessions for Fellows, Patient Research Partners, Emerging Leaders, or New OMERACTers, watch for upcoming information! Details about these specialized sessions will be available in the coming months.

What are the plenary sessions?
OMERACT plenary sessions are central forums for open discussion and collaboration, bringing together all conference attendees, including researchers, clinicians, patient partners, and other experts, to address Core Outcome Set research. These sessions include presentations from leading experts and breakout discussions to encourage questions, insights, and active participation across the OMERACT community. Unlike special interest working group sessions (SIGs), plenaries cover topics of broad relevance, fostering a shared understanding of advances and challenges in Core Outcome Set research.

Who can attend the Welcome Dinner?
Participants with All-Inclusive Registration and their guests are invited to join the Welcome Dinner on Wednesday, May 14th. Attendance is included with your registration. 

ADDITIONAL INFORMATION

What accommodations are available for attendees with disabilities?
OMERACT is committed to ensuring accessibility for all attendees. Please let us know of any specific requirements during your registration, and we will work to accommodate your needs.

What should I do if I have dietary restrictions or allergies?
If you have dietary restrictions or allergies, please indicate these when registering for the conference. We will do our best to accommodate your needs during the event.

Are there any recommended hotels near the conference venue?
While the conference hotel will be the primary accommodation, additional options may be available nearby.

How can I stay updated on conference news and announcements?
To stay informed about the latest conference news, subscribe to our newsletters and follow our social media channels for real-time updates.

Why Does OMERACT Choose Specific Cities for OMERACT Conferences Instead of More Budget-Friendly Locations?
Choosing a host city for the OMERACT conference involves balancing several key factors:

  1. Global Rotation: We aim for geographic diversity, rotating between continents to increase accessibility and offer participants a dynamic cultural experience.
  2. Accessibility and Experience: Cities are selected for ease of travel and enjoyment, enhancing the conference atmosphere and fostering community-building alongside academic collaboration.
  3. Facility Requirements: The unique structure of the OMERACT conference requires venues with specific capacities, including ample space for plenaries, poster halls, and SIGs, which limits options to cities that can fully accommodate our needs.

While smaller, budget-friendly cities may appeal, they often lack the facilities that ensure a successful and enriching conference for all attendees.

How Are OMERACT Conference Dates Determined?
Scheduling OMERACT conferences requires balancing several key factors to ensure optimal timing:

  1. Traditional Timing: The first three weeks of May have become an expected timeframe, allowing attendees to plan well in advance.
  2. Conflict Avoidance: We try to avoid overlapping with other major conferences and international holidays, helping attendees attend multiple events relevant to their field.
  3. Venue Availability: Venue availability influences date selection, as finding locations with the necessary space often limits our options.
  4. Advance Planning: To accommodate all these factors, we secure venues far in advance to ensure a successful and accessible conference.

By carefully coordinating these elements, we aim to set convenient and practical dates for our global community.

How Is the Conference Hotel Selected?

Selecting the conference hotel is a multi-step process to best serve OMERACT participants, including Patient Research Partners:

  1. Bidding Process: We share a detailed profile of our needs with hotels, inviting them to submit proposals.
  2. Review and Approval: The OMERACT Management Group reviews bids and approves final candidates.
  3. Site Visits: Staff conduct site visits to ensure the hotel’s facilities align with our standards.
  4. Long-Term Planning: We secure hotels up to two years in advance, ensuring optimal dates and favorable rates.
  5. Attendance Projections: We consider past attendance and growth trends to secure a venue that comfortably accommodates our group.

This careful selection process ensures a hotel that meets logistical needs, budgetary limits, and provides an enriching experience for all attendees.

Why Does Conference Attendance Come with a Premium Price Tag?

Attending an OMERACT conference offers a comprehensive experience, with fees covering a range of services and facilities that contribute to a high-quality, enriching event. Here’s how your registration investment is allocated:

  1. Program Quality: Registration grants access to a well-curated program with plenary sessions, working group meetings, and unique networking opportunities. Creating this multifaceted experience requires skilled planning, expert facilitators, and a user-friendly app to guide attendees.
  2. Technological Infrastructure: Each session is equipped with advanced tech, including high-speed Wi-Fi, projectors, screens, and microphones to ensure seamless presentations and discussions.
  3. Online Registration: Secure, seamless online registration involves costs, from software setup to ongoing maintenance, to meet modern user expectations.
  4. Hotel Contracts: Contracts with hotels, usually secured two years in advance, reflect market conditions, seasonality, and special arrangements for attendees’ convenience.
  5. Payment Processing: Credit card fees (3–5%) are standard but accrue additional costs when cancellations happen, necessitating a cancellation fee.
  6. Cost Comparison: Compared to similar conferences like EULAR and ACR, OMERACT’s pricing remains competitive, especially given its all-inclusive model and specialized focus.
  7. Non-Profit Structure: OMERACT operates as a non-profit organization with the goal of cost recovery, not surplus generation. The fees are designed to cover actual expenses while ensuring a meaningful conference experience.

Why Do Working Group Sessions Overlap with Other Sessions?
Balancing the diverse agenda of a multi-day conference is complex, and while overlapping sessions may seem inconvenient, several considerations are guiding these scheduling decisions:

  1. Broad Scope, Limited Time: OMERACT conferences cover many topics within a condensed timeframe. With so much valuable content to fit in, some overlap is inevitable.
  2. Prioritizing Co-Chair Availability: A core scheduling principle is to prevent conflicts for session co-chairs, ensuring they can lead effectively. Prioritizing co-chair availability sometimes results in other sessions overlapping.
  3. Special Scheduling Requests: Accommodating requests for specific timing or sequences can occasionally create ripple effects, leading to unavoidable overlaps elsewhere in the schedule.
  4. Audience Segmentation: We make every effort to reduce conflicts among sessions with similar topics or audiences, aiming to allow attendees to focus on the sessions most relevant to their interests.

While we aim for minimal conflicts, our program's varied needs and priorities mean some overlaps are necessary. We continuously refine our approach to offer the most seamless and enriching conference experience possible.

Will the conference presentations be available after the conference?

Yes, conference presentations and materials will be accessible for download on our website within a month after the event.

Is there a dress code for the conference?

The dress code for the conference is business casual attire.

How can I access the OMERACT 2025 Eventmobi app?

  1. Go to the Google Play or App Store on your iPhone or iPad
  2. Search for "EventMobi" in the search bar. Tap the "Get", "Install" or "Download" button next to the EventMobi app.
  3. Wait for the app to download and install on your device. Once the app is installed, you can open it from your home screen.
  4. Open the app and enter the OM2025 event code and click +. You will then be able to launch the event and login with your registration details.

Who can I contact if I have any additional questions?

Please email admin@omeract.org with any questions

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