FAQ - Frequently Asked Questions

Here you can find questions and answers regarding the 9th Hybrid Power Plants & Systems Workshop for the following topics:

 

General

Where will the 9th Hybrid Power Plants & Systems Workshop 2025 take place?
In Mariehamn, capital of Åland, at the Alandica Culture and Congress Center.

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?
Usually, we welcome about 110 – 150 participants at this workshop.

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.

Will a dinner be organized?
Yes. We plan a dinner on Tuesday, 03 June 2025. 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?
Registration needs to be done online. All workshop tickets can be booked on the workshop’s online registration platform. All information on ticket prices will follow.
Sign up for updates here.

When will I receive my invoice?
Please allow some days for your invoice to become available.

Why is there a separate booking item for Meals and Drinks during online registration?
As every year, meals and drinks during Workshop hours are included in your Workshop package. Due to transparency and taxation reasons, Portuguese authorities require the organizer to separately list them (see below). Overall ticket prices remain the same as on the overview on the Workshop website.

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

Are there special prices for academics?
Yes: these rates are limited to full-time employees (faculty or staff) of academic institutions with a valid university ID. Academics need to send their proof directly after online registration to registration@integrationworkshops.org in order to be granted the reduced academics fee.

Are there special prices for students?
Yes, discounted student fees are granted to students age 26 or younger only (not PhD students or post-docs). Proof has to be provided to registration@integrationworkshops.org before starting the online registration procedure. This can be a certificate of enrollment from which their age is also evident. Alternatively, various documents showing that they are still in their studies and that prove their age (e.g. identity card). If approved, they will receive a student discount code for online registration at student ticket prices.

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

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.

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

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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?
Submit your abstract via the Online Submission Platform.
Attention: The Abstract submission has started on 29 September 2024 and will run until 15 January 2025.

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. Find more information on this Abstract Checklist.

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:

How do I know if my abstract has been accepted?
After the Call for Papers deadline, the reviewers of the International Advisory Committee will carefully read all submitted abstracts. You will then receive a notification email on 24 February 2025 of the acceptance of your abstract either for oral or poster presentation, or rejection of your abstract.

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Notification of Poster Presentation

My abstract has been accepted for poster presentation. How do I proceed?
Congratulations! You have now time to prepare and upload your full paper together with the copyright form to the Online Submission Platform until 06 May 2025.

22 April 2025 is the deadline for the registration as poster presenter. One author per paper needs to register for the workshop, only one author per paper is entitled to the reduced poster presenters‘ fee.

What about the Poster?
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 venue.

Where and how can I present my poster at the workshops?
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. The workshop program offers some extended coffee breaks where you can discuss your poster with interested peers.

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Notification of Oral Presentation

My abstract has been accepted for oral presentation. How do I proceed?
Congratulations! You have now time to prepare and upload your full paper together with the copyright form to the Online Submission Platform until 06 May 2025.

22 April 2025 is the deadline for the registration as speaker. One author per paper needs to register for the workshop, only one author per paper is entitled to the reduced speakers‘ fee.

What about the presentation/slide deck?
You will also have to prepare a power point presentation that needs to be uploaded by 30 May 2025 to the Online Submission Platform.

What else needs to be provided?
The following material has to be uploaded to the Online Submission Platform:

  • your short CV (2 lines on current institution/position + LinkedIn address) for the introductory slides preceding each session
  • a photo of you for the introductory slides and for the Check out the 2024 speakers‘ page.
    Format requirements:

    • head shot
    • preferably in the size of 250 x 250 px (or other square)
    • .jpg, .png or any of the popular photo file formats

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Submission of Full Papers

Do you provide templates for the full papers?
Yes. As soon as you have been notified of the acceptance of your abstract for presentation, either oral or poster presentation, paper templates are provided on the Online Submission Platform as .docx and LaTeX-templates.
You find them on the welcome page after having logged in or on this website: Authors » Paper and Presentation Submission (to follow after 24 February 2025).

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

What is the minimum number of pages for the full paper?
The full paper of a speaker must have the minimum number of 3 pages.

What is the maximum number of pages for the full paper?
In general, the full paper of a speaker should not exceed the number of 8 pages.

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Presentation/Slide deck

What is the duration of my presentation slot?
The scheduled duration of the presentations in each session is shown in the agenda above the presentation titles of your respective session:

As the agenda is subject to slight changes in the 4 weeks preceding the workshop, please check back for the final duration approx. one week before the workshop.

Is there a template for the presentation file?
Contrary to the paper, there is no template for the presentation and you are free to use your corporate layout for drafting your slide deck, as usual. Nevertheless, we will provide some graphic files which can be inserted into the presentation in order to reference to the workshop. You can use these according to your preferences but it’s not a must.

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Invitation letters / Visa letters

Do you issue invitation letters?
We do not provide invitation letters. All participants have to cover travel and accommodation costs by themselves.

I need to apply for a visa – do you issue some kind of confirmation document?
The organizer provides confirmation letters for the following cases:
a) A potential participant has submitted an abstract which was chosen for either oral or poster presentation. In this case, the submitter has received a corresponding notification email.
b) A potential participant has registered for the workshop and the full payment is settled.

Both cases apply only after the publication of the first version of the agenda coinciding with the notification of acceptance of abstracts either for oral or poster presentation and the start of the registration process – as of 24 February 2025.

These confirmation letters serve as document for visa application.

How do I get this confirmation letter?
Please send an email to: registration@integrationworkshops.org.

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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 or Flickr photo galleries.

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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, please visit the download sections of these workshops:

Can I choose between printed proceedings and the download of digital proceedings?
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 and a Study Trip are perfect to meet other participants. More information will be added as soon as it becomes available.

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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 will be announced at a later date .

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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Social Media: LinkedIn, Xing & X (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?
No, we have decided to leave X (Twitter).

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Further questions

If you have a question that is not answered in the FAQ section above, please contact us,

We will endeavor to help you with your request as soon as possible.