Frequently Asked Questions

Can I attend the conference online or virtually?

No. IMC-SEME 2026 is designed as a fully in-person international academic conference. All plenary lectures, technical sessions, workshops, and networking activities will be conducted on site at The Meridian Lodge & Event Center in Berlin, Germany between October 26 and October 31, 2026. Physical attendance ensures meaningful scholarly engagement, direct collaboration among participants, and effective interdisciplinary dialogue.

Is the registration fee mandatory?

Yes. Payment of the registration fee is a mandatory requirement for all conference participants, including invited speakers, presenting authors, co-authors, and accompanying guests. The registration fee supports the operational framework necessary to organize an international academic conference of this scope and ensures that all participants have equal access to conference resources and services.

The registration fee entitles participants to:

• Admission to all plenary lectures, keynote addresses, and scientific sessions
• Access to conference materials and official proceedings
• Certificates of presentation or participation
• Participation in networking sessions, panel discussions, and collaborative forums
• Access to designated hospitality and conference support services

Participation cannot be confirmed until the registration fee has been paid in full within the stipulated timeframe established by the Organizing Committee. Official documentation, including certificates, will only be issued upon completion of the registration process.

Do I still need to pay the registration fee if I am not requesting travel expense coverage from the conference?

Yes. The registration fee is independent of travel sponsorship and remains mandatory for all participants, regardless of whether they request travel support. The registration fee covers the academic and operational components of the conference, including access to sessions, conference materials, publications, and professional networking activities. Travel sponsorship, where applicable, addresses only travel-related expenses.

Participants who do not complete payment will not be able to confirm their place in the official conference program, and formal documentation cannot be issued.

Why is there a registration fee if travel expenses are sponsored?

Travel sponsorship and registration fees serve distinct functions within the conference structure. While travel sponsorship may cover logistical travel requirements such as transportation and accommodation, the registration fee supports the academic and operational delivery of the conference itself, including:

• Conference venue rental and facility management
• Production of conference materials and official publications
• Technical and administrative staffing
• Program coordination and session management
• Professional networking and hospitality services

Together, these elements ensure the successful delivery of a high-quality international academic event.

What does the registration fee cover?

The registration fee contributes to the comprehensive organization and delivery of IMC-SEME 2026 and provides participants with full access to conference resources and services. Specifically, it includes:

1. Conference Materials and Documentation

Participants receive: Digital conference proceedings, official program booklet, personalized participant identification badge, conference participant kit, official certificate of presentation or participation.

2. Venue and Technical Infrastructure

The fee supports the conference venue and its facilities at The Meridian Lodge & Event Center, including professional meeting spaces, audiovisual presentation systems, simultaneous interpretation equipment, and high-speed internet connectivity.

3. Refreshments and Hospitality

Participants will receive daily coffee breaks and refreshments, and access to scheduled conference luncheons and receptions. Personal dining expenses outside the official program remain the responsibility of participants.

4. Presenter and Session Support

Dedicated technical staff and administrative personnel will provide session coordination, technical presentation support, and panel moderation assistance.

5. Academic and Professional Engagement

The registration fee grants full access to keynote lectures, plenary sessions, technical and scientific presentations, panel discussions, workshops, and structured networking opportunities.

6. Publication and Archiving

Accepted research papers will be compiled, edited, and archived within the official digital conference proceedings, which will be distributed to registered participants and maintained as part of the conference's scholarly record.

Are there any additional or hidden fees?

No. The registration fee represents the only required payment for participation in IMC-SEME 2026. There are no hidden charges.

Will I need to pay extra for conference activities?

No. All officially scheduled conference activities are included in the registration fee. Optional activities outside the official program, if any, will be clearly identified in advance.

When is the registration fee due?

The registration fee is payable at the time of registration in order to confirm participation. Early payment is strongly encouraged, as it facilitates timely scheduling of presentations, logistical coordination, and administrative planning. Registration is considered complete only after full payment has been received.

What payment methods are accepted?

The conference currently accepts:

• International bank transfer
• Western Union money transfer

Payment instructions will be provided in the official invoice issued by the Conference Secretariat.

When will I receive the registration invoice?

The official invoice will be issued after the Speaker Acceptance Registration Form has been submitted and verified by the Conference Secretariat. Once verification is completed, participants will receive the registration invoice and the official conference invitation letter. Both documents will be sent to the email address provided on the registration form.

Are travel expenses covered?

Yes. Selected invited speakers and their approved accompanying dependents may receive full travel sponsorship arranged through the conference's official travel partner, EpicRoutes Travel. The sponsorship package may include:

• Entry visa assistance
• Round-trip international airfare (economy class) to Berlin Brandenburg Airport (BER)
• Accommodation at The Meridian Lodge & Event Center
• Travel insurance
• Airport transfers

Who is eligible for travel sponsorship?

Eligibility is typically extended to invited speakers and approved accompanying dependents, including spouses, children, or co-authors, subject to confirmation by the Organizing Committee. Travel sponsorship is activated only after registration has been fully completed and confirmed.

Who is responsible for travel arrangements?

All official travel logistics are coordinated by EpicRoutes Travel, the designated travel partner of IMC-SEME 2026. Their responsibilities include flight bookings, hotel accommodation arrangements, airport transfers, visa assistance, and travel insurance coordination. This centralized process ensures efficient travel planning aligned with the conference schedule.

When will travel arrangements begin?

Travel arrangements will begin after registration is completed and confirmed, including payment of the registration fee. At that stage, EpicRoutes Travel will initiate the visa process and begin coordinating flights, accommodation, and related travel logistics.

Will I receive an official invitation letter?

Yes. After submitting the Speaker Acceptance Registration Form, participants will receive an official invitation letter along with the registration invoice once their details have been verified. The invitation letter serves as formal confirmation of participation for academic or institutional purposes, such as obtaining approval from an employer or academic institution.

What information is included in the invitation letter?

The invitation letter typically includes:

• Participant's full name and institutional affiliation
• Title of the accepted research paper
• Confirmation of participation as a speaker or delegate
• Conference dates (October 26–31, 2026)
• Conference venue: The Meridian Lodge & Event Center, Berlin, Germany
• Conference organizer: International Institute for Multidisciplinary Research and Innovation (IMRI)
• Summary of sponsorship benefits (if applicable)
• Confirmation of registration requirements and participation details

Is there an additional fee for visa support?

No. Visa support services are included within the travel sponsorship package when applicable.

Do participants need to initiate the visa application themselves?

No. Once registration is confirmed, EpicRoutes Travel will coordinate the visa support process and provide the required documentation and assistance necessary for visa applications to enter Germany.

Is the registration fee refundable?

Yes. The registration fee may be refunded under the following conditions:

• A written cancellation request is submitted before the official start date of the conference (October 26, 2026), or
• The participant's visa application is formally denied despite completing the required registration procedures.

All refund requests must be submitted in writing to the Conference Secretariat.

Can I transfer my registration to another participant?

Yes. Registrations may be transferred to another qualified participant before October 23, 2026, subject to approval by the Organizing Committee.

What is the format and duration of presentations?

Each presenter will be allocated 40 minutes in total:

• 30 minutes for the research presentation
• 10 minutes for audience questions and discussion

This format allows for comprehensive presentation of research findings while encouraging scholarly dialogue.

What should presenters bring for their presentation?

Presenters are encouraged to bring:

• A USB drive containing their presentation
• A backup copy stored on a personal device or cloud platform
• Presentation files in multiple formats (e.g., PowerPoint and PDF)

This ensures compatibility with conference equipment and prevents delays.

Can presentations be delivered in languages other than English?

Yes. Although English serves as the primary language of the conference, presentations may be delivered in other languages. Simultaneous translation services will be provided to ensure that all attendees can understand the presentation regardless of language.

Can I update my research paper after submission?

Yes. If revisions are necessary or if a more recent research development becomes available, presenters may submit an updated paper or revised topic. Participants should notify the Conference Secretariat or Program Coordinator so that official records can be updated accordingly.