Frequently Asked Questions
About the hybrid Conference
What is a hybrid conference?
A hybrid conference combines a "live" in-person event with a "virtual" online component.
Where possible, keynote speakers will present live at the venue and plenary sessions will be broadcast through the virtual platform and enable virtual and face-to-face delegates to ask questions directly to the keynote speakers. Plenary sessions will also be recorded and made available on demand through the virtual portal.
Abstract presenters that have been accepted for a face-to-face presentation will present live at the venue (restrictions permitting). In addition to presenting live, speakers will also provide a pre-recorded presentation to be made available on demand through the virtual portal. Concurrent session content will be released at the same time as the live version. Abstract presenters that have been accepted for a virtual only presentation will provide a pre-recorded presentation to be made available on demand in the virtual portal.
The virtual portal will be available to registered delegates for an extended time following the conference dates, to catch up on any presentations you have missed.
Registering for the hybrid Conference
How will the hybrid Conference work?
Depending on the restrictions at the time of the conference, delegates will have the option of attending the conference in Melbourne or participating virtually.
If your initial purchase is a Face-to-Face registration but COVID-19 related Government restrictions prevent you from attending in May, you will be provided with the opportunity convert to a Virtual Registration.
You may wish to upgrade your registration from Virtual to Face-to-Face, this will be possible depending on venue capacity and Face-to-Face registration availability. Abstract presenters will be given first preference to register for the face-to-face conference in order to present.
Face-to-face delegates will have access to all of the content live in the venue as well as the virtual on demand content.
Virtual delegates will have access to and be able to participate in the live plenary sessions, and view the content on demand.
Please check our website regularly for the updated program and speaker information
How do I register
To register for the AEA Conference, click on the following link to be directed to the registration site. You must register and pay in order to attend the face-to-face conference or receive access to the virtual Conference platform - Register Now
I am not a AEA member. How do I join?
AEA Members have access to reduced Registration Fees to participate in the Conference. To become a AEA member today, visit the AEA Website.
What is included in the F2F Conference registration fee?
We will be providing you with our traditional three day conference format, which includes live plenary and concurrent sessions. Delegates will also be able to attend the networking functions and exhibition booths located in the catering hall. In addition to the face-to-face components you will also have access to the online on demand content for viewing at your leisure. You will also be able to connect with other delegates via our online Meeting Hub, which offers one-on-one text and video meetings throughout the Conference dates.
What is included in the Virtual Conference registration fee?
We will be providing you with our traditional three day conference format, broken down into pre-recorded and live video sessions. You will not need to sit for three consecutive days to watch the content. These will be made available for viewing both live and on-demand and will be available for a limited time after the official conference has concluded. You can also connect with other delegates via our Meeting Hub, which offers one-on-one text and video meetings throughout the Conference dates.
Do you offer group registration?
You can register a group of participants via the Group Registration Portal, located on the Registration page. However each participant must pay their individual registration fee in order to obtain an individual access code to the online content and to attend the face-to-face conference. We are unable to offer shared registrations. Each registrant must use an email address unique to them as that is their unique identifier to access to the portal.
Why do I have to register to participate?
By registering to participate in our Conference you are helping the Public Health Association of Australia continue its work in a variety of public health topics.
I can no longer attend the Conference. Can I give my login to a colleague?
Should you no longer be able to participate in the Conference we ask you to contact email@example.com so your registration can be transferred. We do not recommend sharing your login information with anyone as this contains the personal information your provided upon registering.
Presenting at the virtual Conference
Why has the abstract process changed?
In line with the new hybrid format, we have changed the traditional abstract submission format. In submitting an abstract you are agreeing to provide a pre-recorded presentation as well as presenting at the face-to-face conference (if you have selected this option). The pre-recorded presentation is required to be sent by the deadline, so it can be uploaded to the online conference platform and made available for the virtual conference delegates in an on demand format. The pre-recorded presentations are also required if the conference has to pivot to a full virtual only conference due to changes in restrictions.
I would like to submit an abstract. What do I do?
The process for submitting abstracts has not changed. Click on the 'Call for Abstracts' tab. There you will be directed to a portal to submit your abstract. The only difference from previous years is the format in which you will deliver your presentation. If your abstract is accepted into the Conference program you will receive full instructions on how to prepare and upload your presentation. Note: The call for abstracts has now closed.
I need to make a change to my abstract. How do I do this?
Please contact firstname.lastname@example.org for any changes to your abstract. Closer to the Conference we will advise all presenters a cut off date for changes permitted.
Viewing the virtual Conference
Do I need to download anything to view the Virtual Conference?
No. Once you have registered, you have access to the online Conference site. Our sessions use integrated software connected with Zoom and other streaming services. These sessions and videos will play automatically in your browser. You can use your Laptop or PC (tablets and smartphones are not recommended, due to screen size). For the best viewing experience, we recommend that you join the conference using a supported internet browser, which includes Google Chrome, Firefox, and Safari. Please also remember a stable broadband or wi-fi connection is recommended.
Can I watch from multiple devices at the same time?
You can use any device to watch the Conference (computer, smart phone, tablet). The recommended device is a computer or laptop. Please note, only one device can access your account at any one time. Please do not share your registration login with anyone.
Can I stream the Conference on a big screen or television?
Chromecast - If you have Chromecast, you can view the sessions on your television screen, direct from your smart phone using your wi-fi network. For more instructions visit http://www.google.com/chrome/devices/chromecast/learn.html
AppleTV - If you have an Apple TV and and iPhone/iPad, you can stream a video to your AppleTV and watch it on the big screen. Use AirPlay directly from your iOS device via your wi-fi network. For more instructions visit Apple.com
All cancellations must be notified to the Events Team at PHAA in writing by 18 August 2023 emailing email@example.com before the cancellation can be processed.
Cancellations will not be deemed to be received until you have written confirmation from PHAA. If the cancellation is not received in writing, the registration will not be cancelled and full registration will still be payable.
Cancellations received in writing by PHAA on or before 18 August 2023 will incur a $50 administration fee.
Cancellations received after 18 August 2023 are subject to 100% cancellation fee and will not be refunded. Please note; non-payment does not constitute as a cancellation. No tentative bookings will be accepted.
Please note: No refunds will be given after 18 August 2023, however substitutes are welcome. PHAA must be advised of substitutes by 2 October 2023. No shared registrations will be accepted.
PHAA reserves the right to refuse access to any delegate/s that have not paid in full for their registration fees.
Need further assistance?
For additional assistance, please contact the PHAA Events Team
AEA 2023 Event Secretariat
P: 02 6171 1312