BRIEFING IN-PERSON PARTICIPANTS - 2021 CED-IADR/NOF Oral Health Research Congress

2021 CED-IADR/NOF Oral Health Research Congress
                       BRIEFING IN-PERSON PARTICIPANTS

General Congress Information

1. General information about the congress
    •   Title:           2021 CED-IADR/NOF Oral Health Research Congress
    •   Date:            From Thursday September 16 until Saturday September 18, 2021
    •   Website:         www.ced-iadr2021.com
    •   Contact:         info@ced-iadr2021.com

2. Traveling to Brussels
‘Brussels Central’ station (‘Brussel Centraal’ in Dutch; ‘Bruxelles Centrale’ in French), closest to the Square
Convention Centre is a +/- 20-minute ride from Brussels National Airport at Zaventem. The airport has its
own train station (Brussels National Airport), with a direct train to ‘Central Station’ a couple of times per
hour (+/- every 10 minutes on weekdays and weekends).
The station at Brussels National Airport is located underneath the airport and is accessed via escalators
in the arrival hall (see image below).
Travelers arriving at or departing from Brussels National Airport will need to scan their train ticket at the
gates before entering or leaving the station. Gates will open after scanning the barcode printed on your
train ticket:
    1. Go to a gate with a green arrow;
    2. Scan the barcode on your train ticket;
    3. The gate will open and you're free to enter or leave the station.

Despite several car-hire companies and taxi’s also operate from Brussels Airport, we warmly recommend
you use the public transportation (train) as there usually is heavy traffic. You will probably never (even
during the weekend) be faster with the taxi.

For more information: Airport: www.brusselairport.be | Train schedules: www.belgianrail.be

Coming from ‘Brussel National Airport’, ‘Brussels Central’ is the second station in Brussels (2nd stop) after
you have passed ‘Brussels Nord’ (Brussel Noord’ in Dutch; ‘Bruxelles Nord’ in French) where you stay in
the train. ‘Brussels Central’ is easily recognizable as it is an underground railway station.

3. Covid-19 measures and Code of Conduct
Before travelling to Brussels, be aware that there are various Covid-19 measures put in place by your local
government, the airline you are flying with, the Belgian government, and the Square Convention Centre
(congress venue). Therefore, we strongly recommend you read all relevant information regarding
travelling to Belgium, and visit the official websites referenced on our Covid-19 dedicated page. It is your
responsibility to check with your local government and airline which measures apply when leaving your
country. In order to organise a safe congress, both organisers and participants need to assume a joint
responsibility to follow the safety measures from the Square Convention Centre. This is why we ask each
participant to read and apply the ‘congress code of conduct’.

All persons travelling to Belgium, who are staying at least 48h are requested to complete an identification
form, known as ‘Passenger Locator Form’. This document can be found here and must be completed
maximum 48h prior to your arrival in Belgium. For any questions concerning the measures and rules
applicable to arrival in Belgium, please check this website, which is continuously updated with the latest
changes. We also recommend you to regularly check the Reopen Europe website:
https://reopen.europa.eu/en/.

Evaluate your own health and that of people you are in close contact with. Stay at home if you are sick or
have tested positive. Inform the congress organisers ASAP so that we can provide you a link to the virtual
platform to enable you to pre-record your presentation. We will then broadcast your presentation in the
lecture hall at the scheduled time and provide you the possibility to virtually connect with the audience
for the questions & answers session following your presentation.

COVID-19 measures during the congress:
   • Mouth-nose masks are mandatory inside (besides the presenter during presentation time).
   • Keep enough distance (1.5 meter).
   • Use the sanitary stations frequently and/or regularly wash your hands.
   • Follow the one-way circulation path indicated by ground markings and adapted signage.
   • Follow other preventive measures that will be displayed at the congress venue.
   • CO2-measurements will be run continuously in all venue rooms.
   • Safety guards will intervene if needed to enforce protocols.

! LAST-MINUTE CHANGES !
Upon entering the Square Convention Centre, you will be asked to present an EU Digital COVID Certificate,
either on your mobile phone or on a print-out, to be scanned by the congress organisers. Please have
your ID card or passport ready in case you have the certificate as a print-out. If you are not in possession
of a personal EU Digital COVID Certificate, you will be requested to be tested in a pharmacy nearby (rapid
test). Note that wearing a nose-mouth mask inside the convention centre is obligatory.

Please also have your documentation ready when attending the Social Events. In order to be admitted to
the Opening Reception inside the Brussels Town Hall, you must present your (digital) certificate and
ID/passport.

4. Medical emergencies and police
112 is the European emergency call number. When you are in distress, call the emergency number “112”,
then provide the operator in the emergency centre with the necessary information. Based on this
information, the operator determines what kind of assistance you need. The operator then sends a
medical team, the fire department and/or the police to come and help you. More information can also
be found on this webpage: https://www.sos112.be/en/.

To receive urgent police assistance in Belgium, it is best to call 101.

5. Lost & Found during the congress
In case of ‘Lost & Found’-items, please inform the Information and Registration desk at the congress
venue.

6. Accommodation
Are you still in need of a hotel room? For assistance, CED-IADR
partnered up with the Brussels Booking Desk, a local support of the
Brussels’ Hotel Community and visit.brussels. Discounted room rates
have been negotiated for you.
‘FIRST COME, FIRST SERVED’-PRINCIPLE APPLIES! BOOK YOUR HOTEL NOW BEFORE ROOMS SELL OUT.

Your contact person: Cédric Devos, local accommodation expert: c.devos@brusselsbookingdesk.be or
+32 476 06 67 50

7. Discovering Brussels
Make sure to take some time for discovering the beautiful city of Brussels. As a relatively small city, the
main tourist attractions, such as the Royal Palace, the Royal Gallery of St. Hubert, the Royal Museum of
Fine Arts of Belgium, the Margritte Museum, the Parliament of Belgium and Manneken Pis, are within
walking distance from the Square Convention Centre. Dine out in a traditional Belgian restaurant, or
simply stroll around the famous city square ‘Grote Markt’ or ‘Grand Place’, whilst enjoying some Belgian
fries in a paper cone. The KU Leuven Congress Bureau staff, present during the congress, will help you
find your way around within the congress venue and the city. You can ask them any questions related to
public transport, dining out, must-see places in Brussels, etc..

Registration

1. Registration desk
The Registration Desk will be located at the Glass Entrance of the Square Convention Centre. If possible,
we recommend you collect your badge on Wednesday to avoid peak times. The Registration Desk is open
during the hours displayed in the timetable below:

2. Badges
Each participant receives a name badge upon check-in at the Registration Desk. As only registered
participants will be permitted to attend the scientific sessions, you are required to wear your badge when
entering and during the entire duration of the congress. If you have lost your badge, a new one can be
purchased (with proof of your original registration and an additional cost of € 2) at the onsite Registration
Desk.

3. Certificate of attendance
If you require a certificate of attendance or presentation, please contact us at info@ced-iadr2021.com.

4. Wi-Fi
There is a free Wi-Fi connection in Square Convention Centre for all congress delegates. We will provide
the network and password at a later stage.

Congress Programme

1. Programme
The final programme can be found here. Given the hybrid congress set-up, there is an in-person event in
the Square Convention Centre in Brussels and at the same time a virtual platform for virtual attendees.
All in-person presentations will be livestreamed and broadcasted onto the virtual platform. All virtual
presentations (orals + posters) can be found on the platform and are already available when the platforms
opens on Wednesday September 8, 2021.

2. Congress App
The CED-IADR/NOF Congress App will allow you to personalise your schedule virtually, receive reminders
for sessions, visit the virtual exhibition, view the poster presentations of your peers, etc.. You will soon
receive an access link to finish the set-up of the App on your mobile phone. So keep an eye on your
mailbox! Please note that we will use the email address provided during registration. Please contact
info@ced-iadr2021.com, if you did not receive a link for the virtual platform or have any other questions.

The app is available for Android and iOS devices.

Android                                              iOS devices

To download the mobile app: scan the QR code or type ‘CED-IADR/NOF’ in Google Play of iTunes App
Store.

3. In-person presenter information
If you are an in-person oral presenter, we strongly recommend you take a look at the guidelines for in-
person oral presenters here.

    •   Speaker Ready Room (Preview Centre)
        All oral presenters, including symposium speakers, must upload their presentation at the Speaker
        Ready Room. The room will be equipped with computers for PowerPoint presentations. All
        presenters must bring their presentation on a USB drive. Plan a time to upload your presentation
        onto the server at least 2 hours prior to the start of the session your presentation is allocated to.
        The opening hours of the Speaker Ready Room are displayed in the table below:

        Speakers who are scheduled to present during the first session of the day are recommended to
        upload their presentation at the Speaker Ready Room the day before (if possible). DO NOT plan
        to upload your presentation directly in your assigned lecture room.
        The Speaker Ready Room is located at your left upon entering through the Glass Entrance.

    •   Speaking Time

The chair person(s) of your session will notify you when you go over the time allotted to your
        presentation. Please review your presentation to make sure it will fit comfortably into the
        timetable.
        Introduce yourself to the chair person(s) and/or the room assistant in your session room before
        the start of the session.
        Please do not forget that presenters are requested to disclose possible conflicts of interests on
        the first slide of their presentation.
        If you are not able to present your oral presentation for any reason, you are kindly requested to
        immediately notify ced.iadr@uzleuven.be or info@ced-iadr2021.com regarding any change of
        presenter or withdrawal!

4. Scientific Programme
We are confident that during this two-and-a-half-day event, you as an in-person participant will
experience some unique networking opportunities. One of the advantages of the hybrid set-up is that the
lectures will remain available online until October 17, 2021! So if you missed something, no worries! You
will be able to (re)view all presentations whenever it suits you by logging onto the easy-to-navigate and
straightforward virtual platform, set up for both in-person and virtual participants.
Start planning your personal congress schedule by taking a look at and downloading the programme at a
glance.

5. Abstract book
There will not be a printed copy of the ABSTRACT BOOK distributed onsite. All abstracts of the CED-
IADR/NOF Oral Health Research congress are available for download on the congress website.

6. Programme book
You will receive a printed copy of the PROGRAMME BOOK onsite during registration. You may also
download the programme book on our congress website or view an online version on the Congress App.

7. Accreditation
Please note that every country has its own system for CME credits. This is why, upon request, CED-
IADR/NOF provides participants with a ‘Certificate of Attendance’, on which the number of hours is
indicated. Following the congress, participants may request a Certificate of Attendance at
ced.iadr@uzleuven.be and fill in the number of credit points according to their country’s regulations.

If you are a Belgian practitioner and you have a RIZIV/INAMI number, you may receive accreditation units
for an in-person symposium. The symposia listed here have been recognized by the RIZIV/INAMI as
accredited activities! You receive 10 accreditation units per accredited symposium in various dental fields.
In order to receive these points, you must sign the accreditation attendance register upon entering and
exiting the lecture hall of each accredited symposium you attend. You must be present during the entire
symposium and fill in an evaluation form, which you hand in at the end when signing the attendance
register. Keep a strip of the evaluation form for yourself as proof.

Thank you!

We would like to thank you for your contribution and look forward to making this conference a success
together!

We would also like to thank our sponsors and partners, without whom this conference would not have
been possible: