FAQ - Frequently Asked Questions

Due to the spreading of the coronavirus and the official restrictions for public life, the workshop will be postponed until next year. The new workshop date is now 9 – 10 March 2021.

General

Where will the 5th Hybrid Power Systems Workshop 2021 take place?
At the VidaMar Resort Hotel in Madeira, Portugal – the same venue as originally planned.

Do I have to pay for my own hotel and travel expenses?
Yes. Every participant (including speakers etc.) has to pay for her/his own expenses.

How many participants will be expected at the workshop?
About 110 – 150.

Will food and drinks be provided during the workshop?
Yes. Coffee breaks and lunch are included in the general participation fee as well as still mineral water on the conference tables. Please note that during online registration the mandatory meals and drinks package will be listed separately. Overall participation fee adds up to the same amount as indicated in this overview.

Will a dinner be organized?
Yes. We plan a dinner on Tuesday, 9 March 2021. Please note that you have to register separately for the dinner as it is not included in the general participation fee.

Is there a limited number for participating at the dinner?
Yes, as the number of seats for the dinner is limited, tickets are available on a first come, first served basis.

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Registration & Fees

How do I register?
Online registration will be available here until one week before the start of the workshop. The opening of the online-registration is planned for December 2020 and will be announced on this website and in our regular Updates via Email. Sign up for updates here.

Can I also register directly at the venue in Madeira?
Yes, but please note that the price will be higher when registering at the venue.

Are there special prices for students?
Yes, student rates are granted until the age of 26 and student ID must be valid until at least March 2021. Students are requested to upload a copy of their student ID card during the online registration process.

Do speakers or poster presenters have to pay for the workshop?
Yes. Speakers and poster presenters will pay a reduced registration fee. Please note that only one author per paper can register as speaker/poster presenter.

What payments are accepted?
We strongly prefer payment by bank transfer. However, we also accept credit cards for online registrations. See our registration page for our payment options.
For on-site registrations in Madeira, we accept credit cards and cash (in Euro).

I am a student and accepted as speaker/poster presenter. Do I need to register as speaker/poster presenter or can I also opt for the students’ fee?
You may choose the lower fee applicable in the respective time scheme.

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Call for Papers/Submission of Abstracts

I am interested in submitting an abstract for the Call for Papers. How do I proceed?
The Call for Papers has been re-opened for this workshop due to the postponement from 2020 to 2021.
Your abstract has to be uploaded together with a brief summary of the nature of your work and level of expertise to the Online Submission & Registration Platform until 10 October 2020 (NEW DEADLINE). Read more here.

Which is the required format of the abstract?
Free style, plain text, max. 3,000 characters. The abstract should be a short outline of the intended paper to give the abstract reviewers an idea of what to expect. It must not contain pictures, graphics or company names.

What will be the next step after having uploaded my abstract and brief summary?
You will get an email notification for your successful upload.

I have not received the confirmation mail. What might be the reason?
Sometimes it can take a while before emails are sent. If you have not received an email within an hour, please check:

  • on the Online Submission Platform if your email address has been entered correctly
  • in  your spam folder of your email account
  • all messages from the the Online Submission Platform are logged: left menu Your Account »Emails.

How do I know if my abstract has been accepted?
After the Call for Papers deadline (10 October 2020), the reviewers of the International Advisory Committee will carefully read all submitted abstracts and will then send you an acceptance or rejection no later than 2 December 2020.

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Submission of Full Papers

Do you provide templates for the full papers?
Yes, templates are provided on our Online Submission Platform as .docx and LaTeX-templates. You find them on the welcome page after having logged in.

What is the paper format of the full paper?
The format of the full paper is A4.

My abstract has been accepted for oral presentation. How do I proceed?
Congratulations! You have now time to upload your full paper together with the copyright form to our Online Submission Platform until 2 February 2021. You will also have to prepare a powerpoint presentation that has to be uploaded by 3 March 2021 to our Online Submission Platform. If you cannot hold the presentation deadline, please bring your slides on a USB flash drive directly to the workshop and hand it over to a staff member before the start of your session.

My abstract has been accepted for poster presentation. How do I proceed?
Congratulations! You have now time to upload your full paper together with the copyright form to our Online Submission Platform until 2 February 2021. Then, please bring your printed poster in the format DIN A0 directly to the workshop. It is NOT possible to print your poster at the workshop.

Where and how can I present my poster at the workshops?
The workshop program offers a poster session at the conference hotel. Fix your poster on any of the poster walls after having registered at the registration desk. Your poster cases have to be stored in the cloak room or at the wardrobe of the conference hotel.

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Photos & Videos

Is it allowed to take photos during the workshop and the sessions?
During the sessions it is prohibited to take photos but you are allowed to do so outside the session rooms.

Is it allowed to record or videotape during the presentations?
No. It is strictly prohibited to totally or partly record any presentation held during the workshop.

Will photos or videos be taken by the organizer?
Yes. During the whole workshop our staff will take videos and photos. For videos of our other previous workshops visit our Youtube Channel.

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Abstracts, Papers & Presentations

Will the abstracts be available for the participants?
Yes. All abstracts will be available on our website before the start of the workshop.

Will the papers be available for the participants?
Yes. The papers are made available for download from our corporate cloud as protected PDF-files. If you are interested in the papers and presentations of last year’s workshops in Tenerife or Crete, please visit the download sections of these workshops:

Can I choose between printed proceedings and the download of digital proceedings?
No. The proceedings are exclusively available as PDF-files.

How do I receive the proceedings for download?
The download link will be sent out per email to all participants in the morning of the first workshop day.

Will the presentations be available after the workshop?
Yes. Some presentations can be found in the download section of the workshop website, most of them will be made available for download as PDF-files from the company’s corporate cloud as long as the respective authors agree. This applies to workshop participants only.

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Networking

What opportunities do you offer for networking?
Coffee and lunch breaks, as well as our dinner event on 9 March 2021 and the study trip on 11 May 2021 are perfect to meet other participants.

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Session Chair

I would like to chair one of the sessions in my field of experiences. How can I apply?
Please send an email directly to Energynautics’ staff member Uta Betancourt (u.betancourt[at]energynautics.com), telling her title and number of the session you are interested in. The deadline is 26 February 2020.

I am session chair during the workshop. Are there any guidelines that help me preparing for this task?
Yes. Guidelines are sent to you by email.

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LinkedIn, Xing & Twitter

Is there a LinkedIn Group representing the workshop?
Yes. Please register for the group here.

Is the workshop available as a Xing Group?
No. But we regularly submit posts in different other groups with regards to renewable energy.

Do you twitter?
Yes. To follow us on Twitter click here.

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Further questions

If you have a question that is not answered in the FAQ section above, please contact us at info[at]hybridpowersystems.org. We will endeavor to help you with your request as soon as possible.