Q: Is accommodation included?
A: No – you’ll need to book your own accommodation. There are lots of options (see our suggestions here) but Oxford books up fast in the summer so reserve your room ASAP!
Q: I want to attend a workshop. Is that included in my registration?
A; No, the workshops are separate, but you can book them all in the same place. Workshops are of varying length and registrations are split per day to simplify the registration process. If you are attending a two- or three-day workshop you are expected to register for the full workshop.
Q: My workshop is on a day when there is also a main FLoC conference (11, 12 or 14 July). Does my conference registration cover workshop attendance that day?
A: No, if you want to attend a workshop, you must have a Workshop Ticket for that day (likewise, Workshop Tickets do not entitle you to attend a main conference). You can attend any workshop on the day of your Workshop Ticket, or any conference on the day of your Conference Ticket (within FLoC Block 1, or FLoC Block 2).
Q: I will be presenting at more than one FLoC workshop. What do I need to register for?
A: If your workshops are on different days, you need a Workshop Ticket for the day of each workshop. If you are accepted at two workshops on the same day, you only need one Workshop Ticket: when we ask which workshop you will attend that day, please put the workshop where you plan to spend the most time (we will allocate workshop locations based on projected attendees).
Q: I only want to attend a workshop (not main FLoC). Can I do that?
A: Yes! We would be delighted to have you. Here’s the registration page. Workshops are of varying length and registrations are split per day to simplify the registration process. If you are attending a two- or three-day workshop you are expected to register for the full workshop.
Q: I am the author of papers accepted at more than one parallel FLoC conference. Do I need to register for both?
A: No, if they are in the same block. Block 1 = CSF, FSCD, ITP, LICS, SAT. Block 2 = CAV, FM, ICLP, IJCAR.
Q: What does registration include?
A: Your ticket lets you attend any event in the same category on same day (Conference Ticket = any conference within that FLoC block. Workshop Ticket = any workshop on the particular day). All FLoC conferences and workshops have lunch and coffee breaks included for everyone, and FLoC conferences also include one evening reception. On the registration website, you can also add a Banquet or Workshop Dinner ticket. See this page for details.
Note 1: workshops fall on many days, but the workshop dinners are only on 7, 13 and 18 July. The workshop dinners are in venues with limited seating, so be sure to book early to avoid disappointment!
Note 2: The public lecture by Stuart Russell and Oxford Union debate on Ethics and Morality of Robotics are public events, so you need to register for these separately – see the individual event pages for further details.
Q: Can I bring a guest?
A: Yes! Guests are welcome at all FLoC social events and the public lecture and Oxford Union debate. When you register for FLoC, you can add a guest to your booking (which will appear on the same invoice, so you will need to pay for both bookings together). Alternately, at the beginning of the registration process you can chose Registration Category “social events only” and Registration type “guest” to make a separate guest registration with its own invoice.
Q: What is the refund policy?
A: FLoC 2018 is not liable in the event of trip cancellation or interruption. You will be able to amend your booking via our online booking interface. Requests for cancellation and refunds must be received no later than 6 June 2018. We will accept a substitute at no additional cost, if a registered participant is unable to attend the conference or workshop.
Q: How do I pay?
A: FLoC 2018 accepts payment via Visa, Mastercard and Discover only. If you require assistance, please contact email@example.com.
By default, you will receive an itemised receipt from our registration system. We can also provide a consolidated Booking Quote or Copy Receipt, including registration and social events as a single total, if your organisation requires this for expense claim purposes. Please write firstname.lastname@example.org if you require this. On your bank statement, your FLoC’18 payment will appear as “Oxford Univ Events.”
When you register for FLoC, you can add a guest to your booking (which will appear on the same invoice, so you will need to pay for both bookings together). Alternately, at the beginning of the registration process you can chose Registration Category “social events only” and Registration type “guest” to make a separate guest registration with its own invoice.
Q: I have special requirements for diet or access. What do I do?
A: We would like to make this a welcoming event for all. Please do get in touch and we will do our best to accommodate you: email@example.com. There is also a “special requirements” box on the registration form so you can make your needs known.
Q: How do I sign up for the Summit on Machine Learning Meets Formal Methods?
Q: How do I sign up for the CAV Tutorial Day?
A: This is isted as a workshop in the FLoC registration system: choose a Workshop Day Pass for 13 July and you will see “CAV Tutorials” listed as an option on the next screen.
Q: I am interested in the debate on ethics and morality of robots and/or the public lecture by Stuart Russell. How can I attend?
A: The debate and lecture are open to the general public so there is a separate process to book tickets. There is no charge, you just need to reserve a place. For further details, see the public lecture and Oxford Union debate web pages. Guests are welcome.
Q: I need a travel visa to attend FLoC. Can you provide me with a letter to support my visa application?
A: To see if you need a visa, check https://www.gov.uk/check-uk-visa. In order to receive a formal letter of invitation from FLoC, you must first register for FLoC. Then, please write firstname.lastname@example.org with details of your request. We will do a few checks to make sure you’re a legitimate researcher before issuing you a letter. It will greatly speed up the process if you include in your initial request:
Your full name (as it appears in your passport)
Your affiliation (university, company, etc.)
Your paper title (if you’re accepted to present at FLoC) and the workshop/conference where it will be presented
Q: How can I get to FLoC, and/or get around in Oxford?
A: We have a travel information page on our website that covers most of this. Please let us know if we’ve missed anything important.
Q: What else can I do while I’m in town?
A: In addition to the FLoC social events and public events, we’ve made a page suggesting some things to do. Oxford is a compact city and most of the major attractions are within walking distance of the FLoC venues. In support of the intellectual life of the two universities in the city, there is a surprisingly good local music scene, several good museums, a huge range of things to do with children, and world-class tourism on our doorstep (easily accessible by bus and train).
Q: I am an invited speaker at a FLoC conference (CAV, CSF, FM, FSCD, ICLP, IJCAR, ITP, LICS, SAT). What will FLoC help me with?
A: Your Programme Chair should be your first contact for this – they will know all of our policies. There is a limit on how much we can put towards your travel and accommodation (this should be sufficient for participation in FLoC and economy-class travel). If you wish to have more expensive arrangements, you will be responsible for any costs beyond our agreed budget. Please contact email@example.com and Sarah Baldwin will be happy to discuss the practicalities of the system, help you make bookings as necessary, etc. Some invited speakers will receive complimentary registration: your Programme Chair will issue you with a single-use discount code for this purpose. Please note: you still need to register, so we can have correct numbers for catering and conference venue arrangements, collect any special access or dietary requirements, etc.
Q: I am an invited speaker at a FLoC conference and wish to stay on in the Oxford to conduct some personal business; will FLoC still fund my flight?
A: Please be sure to check with your Programme Chair that you will be funded from FLoC budgets. If this is the case, as long as you attend and present at FLoC as per the agreement with the FLoC organisers this should not be a problem. However, if you think you have unique circumstances please email firstname.lastname@example.org and we can discuss your requirements.
Q: I am an invited speaker at FLoC conference and would like to stay in Oxford beyond FLoC for personal busines; will FLoC still cover my accommodation?
A: No, FLoC will be unable to fund personal travel; accommodation for personal travel must be self-funded.
Q: I am an invited speaker at a FLoC workshop (see list). Will FLoC cover my travel, accommodation or registration?
A: No, FLoC does not have any funds for this. All workshop attendees and speakers are expected to register and to cover their own expenses (even the FLoC organisers pay their own registration). Some workshops have done their own fundraising specifically to help support their invited speakers: your Workshop Chair will tell you if this is the case and will issue you a single-use discount code for registration if this is possible.
Q: I am a student/early-career researcher. Do you have any financial support for me?
A: Yes! We want to make FLoC accessible to as many people as possible. We have a travel stipend programme and a volunteer programme which we hope will help put things within reach: read more here. Application deadline for both programmes is 18 May, with notification by 1 June.