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Registration

Register by April 1, 2019 to receive the Early Bird rate. Online registration will allow you the opportunity to make changes and additions to your registration as necessary until Monday, June 3, 2019. If you have already registered for the conference and wish to make changes to your existing registration, please use the link provided on your confirmation email to log back in.

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Author / Presenter Requirement

You are entitled to present up to two papers on which you are listed as an author. Only an author of a paper is permitted to present that paper. Please be advised the Conference Secretariat will:

Check to ensure all papers have an author registered to present.

Check to ensure that an author is not presenting more than two papers.

Review all papers to ensure that a registered author has been identified as presenting that paper. Notification will be sent to the presenting author of a paper if one of the paper authors is not registered and identified as presenting that paper.

Author / Presenter Attendance Policy

According to ASME's presenter attendance policy, if a paper is not presented at the Conference, the paper will not be published in the official archival Proceedings, which are registered with the Library of Congress and abstracted and indexed. It will also not be published in the ASME Digital Collection and may not be cited as a published paper.

In addition, each paper must have at least one author registered for the conference.

Registration Fee Categories

Member and Presenting Author Rate is applicable to a member of ASME or any of the OMAE Conference co-sponsoring organizations. For a listing of society names please visit ASME.org.

Non-Member Rate includes a one year complimentary ASME membership. ASME will contact you after the Conference to provide further details.

Student Rate Requirements and Qualifications: A minimum of one author must be registered at the full Conference rate unless all authors are students; then the student rate applies. In the case where at least one author is not a student, and only the student is attending and presenting, the student must register at the full Conference rate.

Proof of student status is required to confirm the student rate. Proof consists of a copy of the student's identification card or a letter from the institution's registrar verifying student status. Please send documentation to the Registration Manager at Sea to Sky Meeting and Association Management Inc. via the contact information listed at the bottom of the page. If proof of student status is not received within two weeks of registering, the Student Rate will be invalid and the Non-Member rate will apply.

One-Day Rate is applicable to members and non-members attending the Conference for one day, with the date of attendance specified during the registration process. If the paper presentation schedule has not been published, the day of attendance may be left blank until the schedule is published, to allow authors to register for the day they are presenting.

Registration Fees

Registration Fees are quoted and due in British Pounds (GBP) and include Great Britain Value-Added Tax (20%). See currency conversion rates.

Registration Type Before April 1, 2019 As of April 2, 2019
Member £930 £1150
Non-Member £1150 £1350
Student £530 £620
One Day £710 £800
Accompanying Person £270 £270
Short Courses Fee
Student Registration £72
Regular Registration £300

You must register with the same email linked to your ASME account/Toolbox Login in order to obtain the member price. Failure to do so will result in a price difference that does not meet your Member Status Level.

The invoice for your participation shall be issued by VMC, 1 Rond-point de l’Europe, 92250 La Garenne-Colombes / France; French VAT number: FR75523098614; British VAT Number: GB975109011

Registration Fees Include:

Member, Non-Member & Student

  • Scientific Sessions
  • Welcome Reception
  • Conference Banquet
  • Four Lunches (Monday, Tuesday, Wednesday and Thursday)
  • Refreshment Breaks

One Day

  • Scientific Sessions on Day of Attendance
  • Lunch on Day of Attendance
  • Refreshment Breaks on Day of Attendance

Accompanying Person (For further information on tour visit the Social Event Page)

  • Welcome Reception
  • Half-day Sightseeing Tour
  • Conference Banquet

Short Courses & Workshops

Descriptions on the Short Courses & Workshops page will be provided soon. Separate registration fee will apply.

Registration Deadlines

The registration fee category is determined by when the payment is received. Regular registration fees will be charged onsite for any unpaid pre-registrations. The deadline for pre-Conference registration is Monday, June 3, 2019.  Registrations will also be accepted onsite. The registration deadlines are as follows:

Early Bird Fee April 1, 2019 (by 23:59 PST)
Author Registration Deadline April 1, 2019 (by 23:59 PST)
Regular Fee April 2, 2019
Online Registration Closes June 3, 2019
Onsite Registration Opens June 9, 2019

Payment, Confirmation And Receipt

All payments are due in British Pounds (GBP). Registration fees are determined by when payment is received. Registrants who pay their registration fee after Monday, April 1, 2019 will be charged the regular registration fees.

A confirmation email will be sent shortly after you register. If you submitted payment by credit card, a receipt will be included. If you wish to pay by check or wire transfer, an invoice will be sent to you via email once you have completed your online registration.

Methods of Payment

Wire Transfer (applicable prior to the Conference)

All wire transfers are payable to “Sea to Sky Meeting Management Ltd.”, are due in POUNDS and must be received by Monday, May 6, 2019, otherwise payment via another method will be required. On the wire transfer, please note “OMAE 2019” and the name of the registrant(s) as a reference. Wire transfer information will be included on the invoice sent upon completion of your registration to the email address provided.

Credit Card – American Express, Visa and Master Card

If paying by credit card, “Sea to Sky Meeting Management Ltd.” will appear as the vendor on your credit card statement.

Cancellation, Refund And Substitution Policy

All cancellations received in writing on or before Monday, April 1, 2019 will receive a full refund, less an administration fee of 150 GBP for the Conference and a fee of 40 GBP for social functions, tours and the accompanying persons program. No refunds will be provided for cancellations received after Monday, April 1, 2019.

As of Tuesday, April 1, 2019 no refunds will be provided, however substitutions for the Conference may be made up until Monday, June 3, 2019.

All refunds processed via wire transfers will be charged a processing bank fee of 35 GBP.

All cancellations or substitutions must be submitted in writing by email to omae@seatoskymeetings.com.

Short Courses Cancellation & Refund Policy

Cancellations made through May 27, 2019 will receive a refund, less the administration fee of 38 GBP. Refunds are not available after May 27, 2019. Substitutions for individuals enrolled may be made onsite.

ASME reserves the right to cancel a Short Course if enrolment is insufficient to ensure maximum effectiveness. This decision is made approximately two weeks before the course begins and registrants will receive a full refund or be given the opportunity to transfer to another course. Please keep this cancellation policy in mind when making airline reservations, as ASME cannot be responsible for fees charged for cancelling or changing your airline ticket. Course students are responsible for handling all travel arrangements and the costs associated with their travel.

Individuals take part in the OMAE 2019 Conference at their own risk and are responsible for their own health and travel insurance arrangements.

FAQ Great Britain VAT refund for ASME

  1. Why am I paying a VAT on the Meeting Registration Fee?
    You are paying a Value Added Tax (VAT) on the registration fee because it is required by the laws and regulations of the EU and its Member States. They establish that VAT must be paid on the fees in the country where the meeting is held; in this case, the United Kingdom.
  2. Can the VAT be recovered?
    Possibly. Only applicants registered for business purposes in an EU or non-EU country can use the scheme to reclaim VAT paid in the UK.

    The applicant must not be VAT-registered in the UK and does not have to be, or can’t be, VAT-registered in the UK and he does not have a place of business or other residence in the UK. Also, he must not make any taxable supplies in the UK for which he is responsible for paying the VAT.

    To recover the VAT you must provide the details of your company – name, address, VAT number or Tax ID – for all expense invoices and submit all original documentation to your company for its processing.

    Note that VAT can’t be reclaimed on certain items, like the cost of buying a car, or for goods and services bought for resale, used for business entertainment or used for non-business activities.
  3. What process should companies follow to recover the VAT?
    1. EU Companies
      EU companies must contact the Tax Administration of their own country for instructions regarding the conditions and process to follow for reclaiming the UK VAT. You must claim no later than 9 months after the end of the calendar year the VAT was paid.

      There are also minimum VAT amounts that must be met. If the application relates to a period of less than one calendar year, but not less than three months, the amount for which the claim is made may not be less than GBP 295; if the application relates to a period of a calendar year or the remainder of a calendar year if this is less than 3 months, the amount may not be less than GBP 35.
    2. Non-European Companies
      The Non-European companies must send the VAT refund application directly to the UK Tax Administration (HMRC) at the address below:

      HM Revenue and Customs
      Compliance Centres
      VAT Overseas Repayment Unit
      S1250
      Benton Park View
      Newcastle upon Tyne
      NE98 1YX
      UNITED KINGDOM

You must make the claim no later than six months after the end of the ‘prescribed year’ in which you incurred the VAT. The prescribed year is the twelve months from 1 July to 30 June of the following calendar year, so you must make your application no later than 31 December.

The Non-European companies must make their application on form VAT 65A. Instructions on how to complete the form are available.

The application form must be supported by the original copy of all invoices included in the claim, as well as an original certificate from the official authority in your own country showing that you are registered for business purposes in that country (ex: for US company = IRS form 6166).

There are also minimum VAT amounts that must be met. If the application is for a period covering less than 12 months, the total amount of VAT claimed must not be less than GBP 130. However, when the application is for the full 12 months of the prescribed year, or the period remaining in the prescribed year, the amount of VAT claimed must not be less than GBP 16.

Other Registration Information

Wheelchair Access and Special Assistance

If you require special assistance please indicate your requirements during the registration process.

Dietary Requirements

Please identify your dietary requirements during the registration process so that we can make arrangements in advance.

Travel Visas

To confirm if you require a travel visa to enter the United Kingdom, please check with a UK Embassy/Consulate. Visit Gov.uk as an additional resource.

Should you need an entry visa, please contact the UK Embassy/Consulate in your region or a passport/visa service to obtain one as soon as possible to allow time for processing.

Invitation Letters

To request an invitation letter, complete the Letter of Invitation Request Form and send your request to Danielle Rojas at RojasD@asme.org. Please type your information into the form and do not handwrite. Once approved, an invitation letter will be sent to the email provided during registration. Please allow 3-5 business days for processing.

You may request a hard copy invitation letter during the registration process.

Insurance and Liability

Participants take part in OMAE 2019 at their own risk and need to make their own health and travel insurance arrangements.

Language

The official language of the Conference is English.

Contact

Christina Gonzalez Fraser, Registration Coordinator

38th International Conference on Ocean, Offshore and Arctic Engineering
c/o Sea to Sky Meeting and Association Management Inc

Suite 206, 201 Bewicke Avenue
North Vancouver, BC, Canada  V7M 3M7

Phone: (604) 984-6455
Fax: (604) 984-6434

Email:  omae@seatoskymeetings.com
Skype: seatoskychristina
Web: seatoskymeetings.com