Frequently Asked Questions

FAQs before arriving at #BMES2023

Seattle Convention Center – Summit Building
900 Pine Street, Seattle, Washington 98101

Wednesday, October 12
12:00 p.m. – 7:30 p.m.
Thursday, October 13
7:00 a.m. – 5:00 p.m.
Friday, October 14
7:00 a.m. – 5:00 p.m.
Saturday, October 15
7:00 a.m. – 12:00 p.m.

The Exhibit Hall will be located at the Seattle Convention Center – Summit Building in Exhibit Halls 1/2 on the Exhibit Hall Level. 
Wednesday, October 11
6:00 p.m. – 7:30 p.m. (Welcome Reception)
Thursday, October 12
8:00 a.m. – 11:00 a.m.
1:30 p.m. – 4:30 p.m.
Friday, October 13
8:00 a.m. – 11:00 a.m.
1:30 p.m. – 4:30 p.m.
Saturday, October 14
8:00 a.m. – 12:30 p.m.

The dress is business casual for all BMES events. This includes slacks, nice jeans (no holes or rips), button-down shirts, blouses/tops, skirts, and nice sneakers/sandals/boots.
Business casual is NOT: dirty sneakers, graphic t-shirts, flip flops, sweatshirts/sweatpants, hooded sweatshirts, loungewear, athleisure, bike shorts, or yoga clothing.

The three DEI events are SOLD  OUT: LGBTQIA+ Dessert Social (Wednesday evening), Celebration of Communities of Color in BME Luncheon (Thursday), and Gender Equity in BME Luncheons (Friday).
The Industry tour is also SOLD OUT. If you are pre-registered, a tour registration confirmation email was sent out to confirm your participation with tour details.

Ticketed events require pre-registration. If you pre-registered and purchased tickets to attend one or more events, it will be noted on your badge.

The BMES Speaker Ready Room is located in 438-439 (Center, Level 4), you will find cables, an LCD projector, and a screen to practice your presentation. 
Wednesday, October 11
10:00 a.m. – 5:00 p.m.
Thursday, October 12
7:00 a.m. – 5:00 p.m.
Friday, October 13
7:00 a.m. – 5:00 p.m.
Saturday, October 14
7:00 a.m. – 2:30 p.m.

The posters are in the Exhibit Hall at the Seattle Convention Center – Summit Building. Posters are specifically numbered and grouped by topic. Please review the app for poster listings and for a special map of the poster locations. Posters will be displayed all day as specified, with authors present for discussion as listed below. Poster Sessions are on: 

Thursday, October 12 
Poster Session A 
9:30 a.m. – 10:30 a.m.  
Poster Session B 
2:00 p.m. – 3:00 p.m.  
Friday, October 13 
Poster Session C  
9:30 a.m. – 10:30 a.m.  
Poster Session D 
3:30 p.m. – 4:30 p.m.  

Saturday, October 14  
Poster Session E  
9:30 a.m. – 10:30 a.m. 


Here are some answers to FAQs we receive:

Q: Can we make changes and additions to the authors after I submit my abstract?
A: Yes, if your abstract is accepted, you will have until Friday, August 25 to update the authors. No changes can be made after that date. Update the author in Conference Harvester within your task list.

Q: Can I submit an abstract after the deadline?
A: No, we had an overwhelming response this year and the abstract deadline is now closed.

Q: If my abstract is accepted for a presentation, can I present virtually?
A: If your abstract is accepted as an oral presentation, you will be required to present in person— there is no virtual option this year.

Q: How do I request a refund on my abstract submission?
A: All abstract submissions are final and non-refundable.

Q: What qualifies as a specialty abstract?
A: Abstracts focused on the meeting theme of “Social Transformation” that fall under one of three specialty tracks.

Q: What are the specialty tracks?
A: The three specialty tracks are: Immunoengineering, Data analysis and deep learning strategies, and Social Transformation.

Q: Will this qualify as an oral session or poster presentation?
A: Abstracts submitted to one of the three specialty tracks qualify for oral presentations.

Q: When do Undergraduate + Late-breaking abstract submissions close?
A: The submission window is now closed.

Q: When will Undergraduate + Late-breaking abstract submissions authors be notified?
A:  All authors will be notified no later than Monday, August 21

Q: Will Undergraduate or Late-breaking abstracts be considered for oral presentations?
A:  No, Undergraduate and Late-breaking abstracts will be accepted as posters only.

Q: What qualifies as a late-breaking abstract?
A: It is considered a late-breaking abstract when it contains new information, and it may include new information/results that were not known yet or fully available during the regular abstract submission window. 

Q: Can I submit again if I already submitted an abstract during the general abstract window?
A: No, if you submitted during the call for general abstracts, you cannot resubmit an already submitted abstract.

Q: Where can I get more information and submit a late-breaking abstract?
A: You can learn more on the "Late-Breaking Abstract" page.

Q: Where can I get more information and submit an undergraduate research abstract?
A: You can learn more on the "Undergraduate Research Abstract" page.

Q: When are award nominations due?
A: Thursday, June 30

Q: What awards are there to apply for?
A: Please see the “awards” tab, under “2023 BMES Annual Meeting” on our menu.

Q: When will the High School Poster competition open?
A: We are currently accepting applications, and you can learn more and submit by visiting the "High School Poster Competition" page on our website.

Q: When is the deadline for submission?
A: The deadline to apply will be on Monday, August 14.

Q: Are there guidelines for the abstract submission?
A: Yes, please view the High School Poster Abstract Template and Guidelines.

Q: Is there a flyer about the competition that I can download and share?
A: Yes, you can download the flyer here.

Q: Who is eligible to apply?
A: We encourage all students to apply, including those from the Seattle area, BMES High School Student Chapters, or underrepresented backgrounds for the opportunity to present before leading BME experts who will judge the competition. Students selected to compete will broaden their awareness in the field of biomedical engineering, attend cutting-edge keynote presentations, and bolster their collegiate applications with this once-in-a-lifetime experience. Participants will also have ample opportunities to connect with our conference attendees ranging from undergraduate students to postdocs, admissions directors at leading BME programs, and research and industry leaders. 

Q. What counts as a underrepresented background? 
A. Groups identified as being underrepresented in science and engineering include Women, African Americans, Alaskan Natives, Hispanics, American Indians/Native Americans, and Pacific Islanders (Guam, Hawaii, and American Samoa)

Q. Will I need to register or pay to apply?
A. The top 10 highest-scoring posters will be invited to attend the annual meeting at no cost to the student and their chaperone and receive a travel stipend of $250.00. All other participants will be asked to pay a minimal fee of $100.00 to attend the annual meeting. The $100.00 fee will need to be paid for each participant, the student, and the chaperone. Complimentary poster printing will be provided for all participants. If you are traveling from outside of the immediate area, BMES is not able to cover room or travel; other arraignments will need to be made. 

Q. When and Where is the Competition?
A. Thursday, October 12 
 7:30 a.m. – 4:00 p.m. 
2023  BMES Annual Meeting in Seattle, WA 

Q: Is There a Prize for Winning?
A: Three winners will receive a cash prize for the best-presented research in the top 10 poster category.

1st: $300
2nd: $200
3rd: $100

There will be a first--place trophy presented for the honorary mention category. (Any poster that did not place in the top 10 during initial judging.)

Q: What Will Their Day Look Like?  
A: Thursday, October 12

7:30 - 8:00 a.m. Orientation
8:00 - 9:30 a.m. Choice of Two Scientific Platform Sessions
9:00 - 10:30 a.m. Exhibit Hall / Personal Time
10:30 - 11:30 a.m. Plenary Attendance
1:00 - 2:30 p.m. Break
2:30 - 3:30 p.m. High School Poster Competition Judging
3:30 - 4:00 p.m. Student Chapter & High School Poster Competition Awards Event

Q: When will the Medtronic/BMES Student Design Competition application process open?
A:  Wednesday, July 5

Q: When is the Medtronic/BMES Student Design Competition deadline?
A: Thursday, August 3

Q: Where can I find the application and full details?
A: You can learn more on the "Medtronic/BMES Student Design Competition" page.

Q: When will the meet the faculty application process open?
A:  Thursday, July 6

Q: When will the meet the faculty application process close?
A: Monday, August 7 at 3 p.m. ET

Q: Do you have to be an active BMES member to apply?  
A:  Yes, you also need to be in a current PhD program or a recent graduate still looking for a position.

Q: Is there a cost to attend?  
A:  No, but you do need to apply and qualify before attending.

Q: I am interested in the recruitment of these candidates. What’s the process?
A: Applications for faculty to attend will be available on Thursday, July 6

Q: When/where/time is the recruitment activity?
A: The event will take place on Wednesday, October 11, from 3-5 p.m. in the poster hall.

Q: What can I expect? What are the requirements for my poster, and what should go on it?
A: If accepted to attend, candidates will need to send event organizers your current CV. Your poster should include your current research, career highlights, and goals. Posters will need to fit within a 4 ft tall by 8 ft wide corkboard.

Q: Where can I find the application and full details?
A: You can learn more on the "Meet the Faulty Candidate Forum" web page.

Q: When does registration open?
A: Registration is currently open.

Click here to register as an attendee. If you are interested in being an exhibitor, sign up here.

Q: How do I register for non-member pricing?
A: You must create a free non-member BMES account, click here. Once you’re registered on, please use the same email address to register for the annual event, click here.

Q: When does registration close?
A: Friday, October 6

Q: When is the early bird deadline?
A:  Tuesday, September 6 at 3 p.m. ET

Q: When does on-site registration open?
A: On-site registration opens on Wednesday, October 11, at noon.

Q: Are there any grants available to cover the cost of registration? 
A: There aren’t any additional grant funding opportunities available for this year.

Q: What types of registration are there?
A: There are five categories of registration:

  • Student (member)
  • Student (non-member)
  • Early Career (member)
  • Professional/Fellow/Emeritus/Emeritus Fellow (members)
  • Non-member

Q: What does my registration include?
A: The registration fee includes access to all plenary and scientific sessions, the welcome reception, the closing reception, and the exhibit hall. There are ticketed events that require a separate ticket fee and other ticketed events that you must register to attend.

Q: How much does registration cost?
A: Registration fees can be found under the “registration” tab on our menu.

Q: Will there be on-site places to get lunch?
A: Yes. Several food kiosks are available in the Seattle Convention Center – Summit Building. The area is also within walking distance, with a variety of food options available.

Q: How do I cancel my registration?
A: In order for a refund to be processed, requests for registration or ticketed event cancellation must be received by in writing no later than Wednesday, September 6, 2023. Refund requests will not be honored after the deadline of September 6. Registrations and ticketed events purchased after September 6 are non-refundable.

Phone cancellations are strictly prohibited, and cancellation requests sent via mail, fax, or emailed to any inbox other than will not be reviewed.

All refunds are subject to a $50 cancellation fee. Attendee substitutions are not permitted, and meeting registrations cannot be transferred from one person to another.

Membership dues payments are final and will not be refunded once processed. Refunds for registration fees will not be given to individuals who register at the non-member rate and later join or renew their BMES membership – no exceptions.

Q. When will the discounted room block open? 
A. The discounted room block is now open. Deadline to book September 18, 2023. To book your hotel room, click here.

Q. Are there any airline discounts available? 
A: Yes, there is one hotel left with rooms available at a discounted rate (The Hyatt Regency). Please visit the “hotel & travel” tab on our menu. On that page, you will find discount codes. 

Q: Are there any grants available to cover the cost of hotel/travel?  
A: Unfortunately, there are no travel grants available this year. 

Q: Who can apply to volunteer?
A: You must be a BMES Student to qualify.
Q: How many hours is the time commitment to receive discounted registration?
A: We ask that you volunteer for at least 8-10 hours.
Q: When is the application due?
A: Thursday, August 3 at 3 p.m. ET
Q: When will notifications of acceptance go out?
A: You will receive a confirmation by August 14.
Q: Where can I find the application and full details?
A: You can learn more on the "Student Volunteer Program" web page.

Q: How do I reserve a booth or sponsorship?
A: Please visit the "Sponsors & Exhibitors" web page to complete the sponsor and exhibitor agreement of the 2023 BMES Annual Meeting - Academic or Corporate prospectus and return them to for processing.

Q: What does my booth include?
A: Each 10x10 includes 2 complimentary full conference registrations, pipe and drape, 1 six-foot draped table, 2 chairs, and a wastebasket.

Q: What are the payment policies for sponsors/exhibitors?
A: For contracts received after August 1, 2023, and to the first day of the event, 100% of the fee will be due with the contract. All fees are deemed fully earned by BMES and non-refundable when due unless BMES denies this application, in which case fees already paid will be refunded.

Q: What payment types do you accept?
A: We accept all major credit/debit cards (Visa, MasterCard, Discover, American Express), as well as ACH/Bank Transfers. Please note that we DO NOT accept physical checks or Payment Orders at this point.

Q: How can I get a copy of my booth/sponsorship receipt?
A: Your receipt is available from your invoice link. If you're unable to locate that link, please contact

Q: If I am a sponsor or exhibitor, am I automatically registered for the conference?
A: NO. Exhibitors and Booth Staff will not be automatically registered for the conference. 

Registration for ALL attending parties (e.g., staff and organization reps) is required for admittance to the meeting and must be taken care of separately from your booth reservation.

Your main point of the contact will receive an email notification from containing a link to register and complete registration for the complimentary registrations.

Q: Can I bring extra booth staff in excess of my comp allotment?
A: Yes, but anyone working or visiting your booth must register for the conference to gain access to the exhibit hall. You can purchase additional registrations that exceed your comp allotment at the appropriate rate based on the attendee's member type (view rates here), or you can purchase exhibit hall-only passes during the complimentary exhibitor registration process.

Q: How do I order booth furnishings and electrical?
A: Your main point of contact will receive an email from our partners, AGS, with your university's exhibitor kit credentials. The email will come from, so be sure to double-check your spam folder every so often in case your server flags it as spam.  



Q: Where do I send in sponsorship deliverables?
A: Within two weeks after signing up for your sponsorship, you will receive a sponsorship fulfillment email that will allow you to submit the appropriate information. 


Q: What format does the logo have to be in?
A: We need a high-resolution image (i.e., .png, .psd, .esp, or .ai format)

 Q: What is the format for a full-page ad?
A: Your ad will need to be:

Print Quality PDF only

8.5" x 11" (Vertical format)

No bleed

Ad must be in RGB

DPI: 300

All text should be at least .125" from the edge

 Q: What is the format for a half-page ad?
A: Your ad will need to be:

Print Quality PDF only

8.5" x 5.5" (Horizontal format)

No bleed

Ad must be in RGB

DPI: 300

All text should be at least .125" from the edge

 Q: What is the format for a quarter-page ad?
A: Your ad will need to be:

Print Quality PDF only

4.25" x 5.5" (Vertical format)

No bleed

Ad must be in RGB

DPI: 300

All text should be at least .125" from the edge

Q: What are the needs for a social media post?
A:  Submit 280 characters or less in .doc/.docx

Q: What are the needs for a sponsor highlight email?
A:  Submit 300 characters or less in .doc/.docx

Please explore our Annual Meeting web pages listed on the BMES 2023 homepage for more topic-specific information.