Less than a month remains before the abstract submission and travel award application deadlines for the Biophysical Society’s 63rd Annual Meeting, being held in Baltimore, Maryland, March 2-6, 2019. If you are a student, postdoc, early or mid-career scientist looking for a little extra funding to attend the Annual Meeting, be sure to apply for a BPS Travel Award. Review the FAQ below to learn more about the application process.

When is the Travel Award application deadline?

The application deadline is October 3, 2018. Remember: You MUST submit an abstract by October 1 in order to be eligible for a Travel Award.

Can I submit any part of my application late?

No. ALL parts of your application are due by the October 3 deadline – including your letter of recommendation! Start asking your advisers for references now, and be sure to read the award requirements so that you are prepared.

Do I need to register for the meeting and submit my abstract prior to submitting the Travel Award application?

If you are applying for a travel award, you must submit an abstract by the October 1 abstract deadline. Students, postdocs, and early career scientists must be the presenting author. Mid-career applicants must be either presenting or senior author. 

You do not need to register prior to submitting a travel award application. However, you will need to register for the meeting in order to attend.

I am currently a graduate student. However, by the time of the Annual Meeting I will be a postdoc. Which award should I apply for?

You should apply based on your career level as of October 3, 2018. In your case, you must apply as a graduate student.

I am a co-author on an abstract, but not a presenting author. Can I apply for a Travel Award?

All student, postdoc, and early career applicants MUST be the presenting author on their submitted abstract. Mid-career applicants may be either the presenting or senior author. If these conditions are not met, your application will be marked as ineligible.

My adviser would rather send the letter of recommendation directly to you. Where should he/she send it?

Letters of recommendation can be emailed to [email protected]. Please ask your advisor to include your name and application number in the email subject line.

Where do I pick up my award check? How do I cash it?

Travel Award checks will be distributed at the Travel Award Reception. If you miss the reception, you may pick up your Travel Award check and certificate at the Society Office in the Baltimore Convention Center. Bridging Fund checks can also be picked up in the Society Office. You must present a picture ID in order to obtain your check. 

The Society Office will not cash award checks. Award checks may be cashed at many nearby banks in Baltimore. Awardees will need to present the bank cashier two (2) forms of identification (one must be a photo ID) in order to cash the check. The following IDs will be accepted: passport, US student ID, major credit card, work ID, and international driver’s license with photo. Should the bank charge a small fee when you cash the Travel Award check, you may bring your receipt to the Society Office. The Society will reimburse you for any incurred cost.

If I do not receive a travel award to the Annual Meeting, can I receive a refund for my abstract submission and registration?

Abstract submission fees and combo fees are non-refundable. If you wish to retract your registration, you will be refunded the registration fee, less a $50 cancellation fee, if your request has been received by the January 28, 2019 deadline and you did not pay the combo fee.

When will I receive my Travel Award? Will I receive my Travel Award prior to the meeting so I can pay for my travel expenses in advance?

Because this is a travel award, recipients must travel to the meeting in order to receive the award. Travel Awards are distributed at the meeting (during the awards reception), no exceptions. If you cannot attend the reception, you may pick up your Travel Award check in person with proper identification at the Society Office after the scheduled award reception. Bridging Funds must be picked up at the Society Office at the meeting.

I won a travel award, but was not able to attend the meeting. Will I still receive the check?

If you win a travel award, you must attend the meeting in order to receive your award check.

When will I find out if I won?

You will be notified on the outcome of your application via email by November 28, 2018. Be sure to check your spam folder if you don’t see the email.