Frequently asked questions
Short answers on submitting, paying, travelling to Aberdeen and taking part on the day. If your question is not here, write to us at [email protected] and a member of the organising team will reply.
Six groups of questions.
Submitting
Abstracts, tracks, full papers and presenting remotely.
Registration & payment
Cards, invoices, VAT, discounts, refunds and substitutions.
Visas & travel
Invitation letters, visa advice and February weather.
At the conference
What your pass includes, certificates, food and photography.
Partners
Partnership packages, exhibition stands and delegate data.
Accessibility
Venue access, support needs and taking part online.
Abstracts, papers and presenting.
What can I submit, and to which tracks?
You can submit to any of the seven scientific tracks: Offshore Energy & Subsurface; Offshore Wind & Marine Renewables; Hydrogen, Storage & Conversion; Mechanics of Materials & Structures; Digital Engineering, AI & Robotics; Energy Systems, Policy & Just Transition; Decommissioning & and Late-Life Assets. There are also industry case-study sessions and a PGR showcase for postgraduate researchers. You can choose an oral, poster or industry case-study format. See the call for papers for the full scope.
How long should my abstract be, and when is the deadline?
Abstracts are up to 300 words. Submission opens on 8 November 2026 and closes on 11 December 2026. We review on a rolling basis, so most authors hear back within about ten days, and all final notifications are sent by 21 December 2026.
Do I need to write a full paper?
Not to present. An accepted abstract is enough for a place in the programme. Authors who want to be considered for the proposed proceedings volume submit a full paper of 6–10 pages by 22 March 2027 (template to be confirmed). Extended papers can also be considered for a partner journal special issue. See Publications for details.
How many registrations does my accepted paper need?
Each accepted paper needs one paid registration from a presenting author by 15 January 2027. One registration cannot cover two papers, so if you are presenting more than one paper, a co-author can register for the other. Papers without a paid registration by that date are withdrawn from the programme and from the proceedings.
Can I present remotely?
Yes. AXIS is a hybrid conference. A virtual presenter pass (£200) lets you give a live remote talk or play a pre-recorded one, and it counts as the paid registration for your paper. A virtual attendee pass (£95) gives you the live stream and session recordings.
Paying, discounts and changes of plan.
How can I pay? Can my university pay by invoice or purchase order?
Pay by card through Stripe checkout for an instant VAT receipt, or request an invoice if your university or company pays by bank transfer against a purchase order. Add your PO number when you register and the invoice is issued to your finance office. If you are presenting, please start the PO early so that payment reaches us before the presenter deadline of 15 January 2027. If your finance office needs more time, write to [email protected] before that date.
Do the fees include VAT?
Yes. All delegate fees include UK VAT at 20%, and a VAT invoice or receipt is issued automatically. Partnership and exhibition packages are quoted excluding VAT, which is added at the standard rate.
Is there a student rate, and what proof do I need?
Yes. Students presenting a paper pay from £250 and students attending without presenting pay from £150 (early-bird rates). When you register, upload proof that you are a current PhD or MSc student. A letter from your supervisor or registry, or a valid student card showing the current academic year, is fine. See the full fee table.
Is there a discount for delegates from low and lower-middle income countries?
Yes. Delegates based in a country on the World Bank's list of low-income and lower-middle-income economies receive 30% off full-conference and one-day passes. Your institutional affiliation should show the country. The discount does not apply to virtual passes or extras, and it cannot be combined with the group rate. If both apply, you get the larger discount.
Do you offer a group discount?
Yes. Three or more delegates from the same organisation each save 10% on full-conference or one-day passes. You can register colleagues together on one invoice, and the discount is applied automatically. The group rate does not apply to virtual passes or extras and cannot be combined with other discounts.
What happens if I need to cancel?
Until 12 January 2027 you receive a full refund, less a £50 administration fee. From 13 January to 25 January 2027 you receive a 50% refund, or you can switch to a virtual pass and get the difference back. From 26 January 2027 no refunds are available, but you can still transfer your place. The full policy is in our terms of registration.
Can a colleague take my place?
Yes. You can transfer your registration to someone else free of charge at any time, including on the day. Tell us the new delegate's name and we will reissue the badge. If they belong to a different fee category, we will charge or refund the difference.
Getting to Aberdeen in February.
Do I need a visa to attend?
That depends on your nationality. Many delegates can visit the UK for a conference as a Standard Visitor, and many visa-exempt nationals now need an Electronic Travel Authorisation (ETA) before they travel. Check the current rules and processing times on GOV.UK, and apply as early as you can.
Can you send me a visa invitation letter?
Yes. Invitation letters are issued from your account once your registration has been completed and paid. The letter confirms your registration and, if you are presenting, your accepted paper. It supports your application but does not guarantee a visa, and we cannot contact UK Visas and Immigration for you.
What if my visa is refused or delayed?
Let us know as soon as possible. You can switch to virtual participation, so your paper stays in the programme. You can also receive the difference between your pass and the virtual fee. Otherwise, refunds follow the standard schedule in our terms, so we recommend registering early enough to leave time for your visa application.
What happens if winter weather disrupts travel?
If snow, storms or cancelled flights stop you reaching Aberdeen, we will move you to virtual participation so you can still present or attend online. If the organiser cancels the conference, registration fees are refunded in full. Travel and accommodation costs are not covered, so we recommend travel insurance.
Three days in Aberdeen.
What does my pass include?
A full-conference pass covers all sessions, plenaries and panels, three lunches and all refreshment breaks, the Scottish welcome reception on Monday 1 February, the exhibition, the Challenge Exchange, a CPD certificate and digital access to the abstract book. The gala dinner is included in every full-conference pass except Student (attending). Student-attending and one-day passes can add a gala ticket for £85.
Where is the conference held?
The provisional venue is the University of Aberdeen · King's College Conference Centre, with the gala dinner planned for Elphinstone Hall and the exhibition in an adjoining hall. Provisional. The final venue will be confirmed by 1 November 2026. See Venue & travel for directions and accommodation.
Will I receive a certificate for CPD?
Yes. Every delegate can download a certificate of attendance from their account after the conference. It shows the hours attended so you can record them with your professional body. Presenters' certificates also list the title of their paper.
Can you cater for my dietary requirements?
Yes. Tell us your dietary requirements and any allergies when you register, and we will pass them to the caterers for every lunch, break, the welcome reception and the gala dinner. Vegetarian and vegan options are available throughout. If your needs change, update them in your account or email [email protected].
Will I be photographed or recorded?
We photograph and film parts of the conference, and hybrid sessions are streamed and recorded. If you would prefer not to appear in photographs, tell us at registration or at the desk and we will mark your badge so our photographers know. Presenters can ask us not to record their talk. The details are in our terms and privacy notice.
For companies and organisations.
How can my organisation become a partner or exhibitor?
We offer Headline, Gold, Silver and Bronze partnerships, exhibitor stands, and named items such as the awards, the welcome reception and student travel grants. Packages range from £1,400 for an exhibitor stand to £12,500 for the single Headline partnership, all plus VAT. See Partnership packages, or write to [email protected].
Do partners receive the delegate list?
Only for delegates who give explicit consent. When you register you can choose to share your contact details with partners. This is optional and off by default, and we never share data with partners without that consent.
Access needs and online participation.
Is the venue accessible?
Access is one of our criteria for choosing the venue. Detailed access information, including step-free routes, accessible toilets and wheelchair seating, will be published on the venue page once the venue is confirmed. If you have specific requirements, tell us when you register and we will plan for them with you.
I need support to attend. Who should I talk to?
Use the access-needs field when you register, or email [email protected] in confidence. We can help with reserved seating, quiet space, presentation adjustments and arrangements for a personal assistant. We only use this information to arrange your support.
How accessible is the online programme?
Virtual delegates can join sessions live or watch the recordings later. Live captioning for streamed sessions is planned, but is to be confirmed once the venue's AV arrangements are in place. Please also read our code of conduct, which applies online as well as in person.
Ask the organising team.
Write to us about submissions, invoices, visas or access needs and you will get an answer from the organising team.