Thanks Michael!

No worries. I just wrote our Finance department to see if they have stripe account, and if they don’t, if they can set one up (or what other options they have/propose). Let’s see! Yes, I agree we need to get this up as soon as possible – will try do so.

All the best,

Kareem

From: Michael Monaghan <MONAGHMI@tcd.ie>
Date: Friday, 19. September 2025 at 17:28
To: Kareem Elsayad <kareem.elsayad@meduniwien.ac.at>, soc25-owner--- via Soc25 <soc25@biobrillouin.org>
Subject: [EXTERN] RE: Various stuff...

HI Kareem

Sorry I didn’t make it today- Fridays are just mental lately.

To your points (which were probably addressed today):

Yes, will share all abstracts when ready- no problem.
Stripe..I don’t think this is possible (or perhaps is very tricky) with an internal University Account. Ideally I would suggest your university people if they have a link to their stripe account. Usually it is code you can insert in. In TCD; they facilitated this for the 2023 meeting with code for paypal.

On that- I also want to register. I booked my flights earlier in the week and was queried by our finance office why I was travelling. Confirmation of registration is usually sufficient for this. I think it is urgent now to get the registration link up.

I have a copy of previous invoiced I used before if its useful. This was the info I would send to our finance office and then they would issue the invoice.

Best

Michael

From: Kareem Elsayad via Soc25 <soc25@biobrillouin.org>
Sent: Thursday 18 September 2025 23:37
To: soc25-owner--- via Soc25 <soc25@biobrillouin.org>
Subject: [Soc25] Various stuff...

[External Email] This email originated outside of Trinity College Dublin. Do not click links or open attachments unless you recognise the sender and know the content is safe.

Dear All,

Several things…

Meeting for deciding Program. I wanted to see if we can find a date/time to discuss submitted abstracts and assign talks/posters. The current submission deadline is 1^st Oct. I think it makes sense to extend for at least a week, e.g. to 7^th or 8^th (are all ok with this?). Would make announcement closer to deadline. We told people we will notify them on 14^th Oct.

I would recommend we meet 13^th or 14^th Oct to patch together program. I am optimistic we can do in an hr if we pre-read abstracts. Below is a doodle (please try and fill in by end of this weekend and will pick best date/time):

https://doodle.com/group-poll/participate/axj9nrld

Before this meeting I will already try and prepare a template of time slots with some ideas of where invited speakers could go, which we then can move around based on abstracts received etc.

If you cannot make chosen date/time of above meeting, then please be sure to send your comments to mailing list day before meeting at latest. @Michael, would it be possible for you to upload all abstracts to a shared drive (e.g. google drive) the day that the (extended) submission deadline passes?

Registration. I now have an internal (Medical University Vienna) account specially for meeting. We are still trying to get the official bank account but I fear this will most likely be course of October (as just resubmitted society documents needed). This should not be an issue since we can simply transfer anything left over to society account after when it exists. My suggestion would thus be to use the internal University account for registration and sponsors, and paying for things. I would also propose opening registration already on 1^st October (or thereabouts). If all are ok with this I will put something on website stating this. I will also try and create a feature on website (if I manage) where they can enter their email to get a reminder/notification when registration is open.

@Michael or anyone who is savy in this: Would it be possible to setup a stripe payment online for registration. I paste the account details at the end of this email. I think the ideal option would be to have the option for people to (A) pay per credit card (B) request an invoice (with a field where they can specify any invoice format requirements so there are no subsequent back and forths) to be paid within 2 weeks. I can work on web layout for this and forms (although am more comfortable with Wordspace, typo3, etc. than square space so hope can figure) – so if anyone would like to volunteer to try do would be much appreciated. @Robert: I will compile an invoice template that can be sent out to sponsors or participants (for registration if requested), could you help with this for sponsors and participants requesting invoice. I have one admin person/secretary (half-time) that can take care of the actual sending out etc. But maybe good if three of us Zoom together so you have direct/personal channel of communication to her also (I will arrange so she also has direct access to account standings and update us accordingly). Once Society account is done would propose to employ her for an extra small amount of time to take care of such things if all are happy with.

Publicity. We need to do mass publicity!! Please advertise through any mailing lists you are on, within your networks, contacts etc. I will get Austrian Bioimaging to send out, this World Bio-imaging I know people running, and also this Medical Imaging Platform I am speaker for. Maybe can also advertise via Euro-Bioimaging (Robert), Spectroscopy Societies like SPEC, etc. (Francesca), Biomechanics networks (Michael), Plant networks (Thorsten), Biophysics/mechanobiology Networks (Stephanie, Jochen) – we need to be everywhere! It shouldn’t be much effort to post on their social media, but ideal would be if they send out emails specifically announcing meeting. This needs to be done asap. I am always paranoid until the last minute that no one will show up (which would I guess be awkward for all of us).

Tomorrows meeting. Whoever can make it we will meet tomorrow same time as always, 14:00 (CET) in same Zoom room as always (https://us02web.zoom.us/j/5191046969?pwd=alpzaldoZEd3N2ZEQ0hYZU1RR1dOdz09). I will try remember to send reminder just before. Some important issues to discuss (in addition to those pertaining to the above) are (A) Issuing early acceptance of abstracts to people who need to know for travel plans/Visa’s (B) Registrations fees (think we agreed on rough amounts, but want to make sure ok as cannot change after announced) (C) Other features such as poster prizes, early career travel grants etc. I just saw some email also from Crest Optics that would like to sponsor something along those lines (for sake of EU project) (D) Anything else to add to website, that needs to be done, etc. See some of you tomorrow hopefully!

All the Best,

Kareem