AOGS2025

SUPPORT & RESOURCES

FAQ | Destination Info | Guidelines & Policies

FAQ

MARS is the online conference administration platform, and in order to carry out one or more of these crucial tasks, a user account is required.

1.1	Profile Management Update personal information Manage contact details
1.2	Submission Handling Submit papers, abstracts, or proposals Track submission status Receive submission confirmation and notifications
1.3	Review and Feedback Access assigned reviews (applicable to reviewers only) Provide feedback and review results (applicable to reviewers only) View feedback and review results
1.4	Registration Register for the conference Pay registration fees Access registration confirmation and receipts
1.5	Program Management View conference schedule Bookmark sessions of interest Download session materials
1.6	Communication Receive important announcements Contact organizers Participate in discussion forums
1.7	Support and Resources Submit support requests Track support ticket status
1.8	Compliance & Documentation Complete compliance checks Upload required documentation Download conference related documents

You can use your existing user account for future events without needing to create a new one.

To set up a user account, log onto the portal and follow the “Create A New User Account” instructions. Click “Login ⟶ “Create A New User Account”

Log into the portal and follow the submission guidelines provided in the “My Submissions” section of the Author Options dashboard.

Deadlines are listed on the conference homepage

Accommodation options are detailed in the “Support & Resources” section of the main menu on the conference homepage

For technical support, please navigate to page bottom, where you can submit a help request or find contact information for immediate assistance

Please check out the conference homepage on whether the event will be held in-person, digitally, or as a hybrid of both formats.

Our "Registration" page which details the cost for various participation levels. We also offer concessions for students, early registrants and, members. Please visit the registration section of our website for more information on fees and available discounts.

Beyond the registration fee, there may be additional costs for optional activities such as workshops, special sessions and social events. Please review the detailed fee structure on the registration page for a complete list of any additional fees that may apply.

We accept various payment methods for conference fees, including credit/debit cards, digital wallets and bank transfers. Detailed payment instructions and payment options are available during the registration process in the registration section of our website. If you have any questions or need assistance, please contact our support team.

To qualify for a student fee concession, you must provide valid proof of student status. This can include a current student ID, an official letter from you institution or any other document verifying your enrollment. Please upload the required proof during the registration process to enjoy the discounted rate. Every document needs to be written in English.

A legitimate proof of membership must be shown in order for you to be eligible for a partner society member discount. A valid membership ID card, a formal letter from the affiliated organization, or any other record attesting to your enrollment . To take advantage of the lower cost, please upload the evidence during the registration. Every document needs to be written in English.

Our conference refund policy allows for refunds under certain conditions. Detailed information about deadlines and the refund process can be found on our cancellation page in the “Registration” section of the conference’s homepage. For further information, please contact our support team.

Yes, we provide invitation letters to support your travel visa application and for general administrative purposes. You can request for an invitation letter through our “Support & Resources” section of the conference’s homepage. Please provide all necessary details to ensure the letter meets the requirements of the visa application process. If you have any questions or need further assistance, contact our support team.

Section presidents and designated program committee members will review all proposals for content and merit. Accepted proposals will be listed as sessions to attract abstract submissions. Session proposals will be either Accepted or Rejected. Those whose contents are similar or closely related may be joined, combined or merged to form a single session. If the session involves 3 or more Sections, the session will be channelled to Interdisciplinary Geosciences (IG)

Regretfully, once a material is rejected, it cannot be revised and resubmitted to the conference.

An interested organizer can convene a regular session. There are also proposals to convene special sessions. The rules and guidelines can be found in the submission section on the conference website’s home page.

An abstract should contain text only and may not exceed 300 words. Please refer to the “Submit Abstract – Guidelines and Requirements” under “Submissions” accessible from the conference website’s homepage.

Without a registration, the conference will not permit your abstract to be given a presentation slot.
If your accepted is accepted but you are unable to attend the meeting to make the presentation, consider the following options

Co-Author Presentation: Arrange for a co-author or colleague who is attending the meeting to present the abstract on your behalf. Ensure they are familiar with the content and are prepared to answer questions.
Withdrawal Request: Contact the organizer promptly to discuss the possibility of withdrawing your abstract and consequently, the presentation from the program.

Abstracts that are accepted are never published. Meeting attendees can use the schedule finder to view or download them. The presented abstracts will be archived following the conference, typically four to six weeks later and will only be accessible to members at https://www.asiaoceania.org/amos/login.asp

Log-in to the portal and select "Proof of Attendance" from the "Authors" area of the user interface to get the proof of attendance. You must, however, wait until after the conference is over.

The Author of an accepted abstract may be qualified for Student Volunteer Fee Waiver, Reduced Registration Fee, or AOGS Comps. To verify your eligibility and submit your application, please go to the conference homepage's "Applications" section.

AOGS Secretariat @ Meeting Matters International #06-23, One Commonwealth 1 Commonwealth Lane, Singapore 149544
(65) 6472 3108 info@asiaoceania.org

For other enquiries, feel free to drop us a message through the form below

Destination Info Discover Singapore | Visa & Invitation Letter | SG Arrival & Health Declaration | Venue & Housing Options

Visa & Invitation Letter

Conference Invitation Letter

To obtain your letter of invitation to a conference, click this link https://www.meetmatt-svr2.info/visaletter/visaletter.php
In the drop-down menu under the Conference Field, please choose "AOGS2025"
After providing the necessary information, click "Submit" to obtain your conference invitation letter.

Check if You Need an Entry Visa
https://www.ica.gov.sg/enter-depart/entry_requirements/visa_requirements

SG Arrival Card (SGAC) with Electronic Health Declaration - Submission

https://www.ica.gov.sg/enter-transit-depart/entering-singapore/sg-arrival-card

SGAC submission is free of charge. Immigration & Check Points Authority (ICA ) Singapore does not support or endorse services offered by commercial entities assisting to submit the SG Arrival Card at a fee. They are not affiliated with ICA.

All travellers are required to submit the SG Arrival Card before arriving in Singapore, except:

Those transiting/transferring through Singapore without seeking immigration clearance; and
Residents (Singapore citizens, Permanent Residents, Long-Term Pass holders*) travelling through Woodlands and Tuas Checkpoints.

^*Long-Term Pass holders include holders of Student’s Pass, Dependant’s Pass, Long-Term Visit Pass and Work Pass

Venue & Housing Options

Sands Expo & Convention Centre
10 Bayfront Avenue, Singapore 018956

Click here for directions and more information:
https://www.visitsingapore.com/mice/en/plan-your-event/find-a-venue/sands-expo-and-convention-centre/

Download this app to discover shops, restaurants and attractions to explore in Marina Bay Sands Singapore
https://www.marinabaysands.com/mobile-app.html

Getting Around Singapore
The nearest MRT stations to Marina Bay Sands Expo And Convention Centre are:

Bayfront South is 210 meters away, 4 min walk.
Bayfront (CE1|DT16) is 308 meters away, 5 min walk.
Bayfront Ave - Bayfront Stn Exit A (03519) is 344 meters away, 5 min walk.

^*The Mass Rapid Transit (MRT) system is a rail network that is the backbone of Singapore's public transport system.

Handy References:
For more information about Singapore’s public transportation system, go to: https://www.lta.gov.sg/content/ltagov/en/map/bus.html
For more information about Singapore’s rail network, go to: https://www.lta.gov.sg/content/ltagov/en/getting_around/public_transport/rail_network.html

Housing Options
In addition to conference venue hotels, we are pleased to offer a variety of accommodation options along MRT* lines to suit a range of budgets. Enjoy convenience and comfort while attending the AOGS annual meeting! Hotel options will be listed for booking once available. Please check back regularly for updates and secure your stay early!

Name:	Mr Boon Hwang NG, Data Protection Officer/Associate (HR & Corporate Development)
Email:	dataprotection@meetmatt.net
Postal Address:	#06-23 ONE COMMONWEALTH, 1 Commonwealth Lane, Singapore 149544
Telephone Number:	+65 6472 3108

1.	Your Personal Data In this Privacy Policy, “Personal Data” refers to any data or information (true or false) about you from which you can be identified either (a) from that data; or (b) from that data and other information to which we have or are likely to have access. Examples of such Personal Data which you may provide to us include (depending on the nature of your interaction with us): Your full name, NRIC, passport or other identification number, personal mobile telephone number(s), mailing address, email address, facial image, voice, fingerprint, iris image, DNA profile, and any other information relating to you which you have provided us in any forms you may have submitted to us, or in other forms of interaction with you; Information about your use of Meet Matt’s website and services, including cookies, IP address, subscription account details and membership details, but only to the extent that Meet Matt can identify your from such information; Your employment history, education background and income levels; Your payment related information, such as your bank account or credit card information; Information about your usage of and interaction with our website and/or services including computer and connection information, device capability, bandwidth, statistics on page views, and traffic to and from our website
2.	Your Organisation Data Business contact information we collect are from Exhibition organisations and include the following: an individual’s name; position name or title; business telephone numbers/address/emails/fax; any other similar information about the individual, not provided by the individual solely for his personal purposes; Collection of Personal Data Generally Meet Matt collects your personal data in the following ways: When you submit forms relating to any of our events or services When you register for or use any of our services on websites owned or operated by us or when you register as a member of websites owned and/or operated by us, or use services on such websites; When you interact with our event services officers; When you use some of our services, e.g. our registration service When you establish any online accounts with us; When you request that we contact you; When you are contacted by, and respond to, our representatives and agents; When you respond to our request for additional Personal Data When you ask to be included in an email or other mailing list; When you respond to our promotions and other initiatives; When you submit a job or internship application When we receive references from business partners and third parties, for example, where you have been referred by them When you submit your Personal Data to us for any other reason. If you provide us with any Personal Data relating to a third party (e.g. information of spouse, children, parents, employees and/or authorised representatives), by submitting such information to us, you represent to us that you have obtained the consent of the third party to you providing us with their Personal Data for their respective purposes. You should ensure that all Personal Data submitted to us is complete, accurate, true and correct. Failure on your part to do so may result in our inability to provide you with the products and services you have requested.
3.	Purposes for the Collection, Use and Disclosure of Your Personal Data Generally, Meet Matt collects, uses and discloses your Personal Data for the following purposes Responding to your queries and requests and responding to suggestions/complaints; Managing the infrastructure and business operations of Meet Matt and complying with internal policies and procedures; Matching any Personal Data collected or held which relates to you for any of the purposes listed herein; Verifying your identity for access to our operations and infrastructure; Preventing, detecting and investigating crime, including fraud and money-laundering, and analyzing and managing other commercial risks Protecting and enforcing our contractual and legal rights and obligations; Conducting audits, reviews and analysis of our internal processes, action planning and managing commercial risks; Managing the safety and security of our premises and services (including but not limited to carrying out CCTV surveillance and conducting security clearances; managing health and public safety; Compliance with any applicable rules, laws and regulations, codes of practice or guidelines or to assist relevant authorities; and/or Any other purpose relating to any of the above. In addition, Meet Matt may collect, use and disclose your Personal Data for the following purposes, depending on the nature of our relationship with you If you have a subscription or user account with us: To maintain and protect your user account with us; To verify and process your personal particulars and payments in relation to provision of event services to you; To provide you with the goods and services which you have signed up for, including the delivery of publications and any other materials requested Communicating with you to inform you of changes and development to Meet Matt policies, terms and conditions and other administrative information, including for the purposes of servicing you in relation to products and services offered to you; Resolving complaints and handling requests and enquiries; Conducting market research for statistical, profiling and statistical analysis for the improvement of services provided to you; and The processing of your Personal Data in relation to any of the purposes stated above. If you use download or use any of our Apps: Where the App includes App Subscription Services, to process your application for these services; To maintain your account with us and to ensure access of the App is within the scope of your subscription; To verify and process your personal particulars and payments in relation to provision of goods and services connected to the App To provide you with the goods and services which you have signed up for and to push articles to you which may be relevant to you; Communicating with you to inform you of changes and development to Meet Matt policies, terms and conditions and other administrative information, including for the purposes of servicing you in relation to products and services offered to you; Resolving complaints and handling requests and enquiries; Conducting market research for statistical, profiling and statistical analysis for the improvement of services provided to you; and The processing of your Personal Data in relation to any of the purposes stated above. If you submit an application to us as a candidate for employment or an internship: Processing your application including pre-recruitment checks; Providing or obtaining employee references or other references where relevant for background screening/vetting; Collecting information about your suitability for the position applied for; Propose training and staff development programs; Monitoring and Assessing your performance; Administering benefits and payroll processing; Providing you with tools to facilitate or as required for you to do your job; Communicating with you as required by Meet Matt to comply with its policies and processes, including for business continuity purposes; and Any other purposes relating to the aforesaid.
4.	Disclosure of Personal Data Meet Matt will take reasonable steps to protect your Personal Data against unauthorised disclosure. Subject to the provisions of this Act and any applicable law, this Personal Data may be disclosed, for the purposes listed above (where applicable), to the following third parties, whether they are located overseas or in Singapore: Meet Matt service partners; Agents, contractors or third party service providers who provide operational services to Meet Matt, services such as telecommunications, technology, payment, payroll processing, training, market research, freight handling and immigration brokering services, delivery or other services to Meet Matt; Vendors or any third party business partners who offer goods and services or sponsor contests or other promotional programmes on Meet Matt’s sites, whether in conjunction with us or not; External business partners in relation to meetings, exhibition and conventions that Meet Matt manages; The Credit Bureau or in the event of default or disputes, any debt collection agencies or dispute resolution centres; Anyone to whom we transfer or may transfer our rights and duties; Banks, credit card companies and their respective service providers; Our professional advisors such as our auditors and lawyers; Relevant government regulators or authority or law enforcement agency to comply with any laws or rules and regulations imposed by any governmental authority; and Any other party to whom you authorize or disclose your personal data
5.	Third Party Sites Our website may contain links to other websites operated by third parties, such as our business partners. We are not responsible for the privacy policy practices of websites that are linked to our website. We encourage you to learn about the privacy policies of such third party websites. Some of these third party websites may be co-branded with our logo, even though they are not operated or maintained by us. Once you leave our website, you should check the applicable terms, conditions and policies of the third party website to determine how they will handle any information they collect from you.
6.	Withdrawal, Access and Correction of Your Personal Data Should you wish to withdraw consent for the use of your Personal Data or request access to or make corrections to your Personal Data records, please log-in to the relevant account through which the Personal Data was provided, if any, failing which please contact the relevant Personal Data Protection Officer, contact details of which are found in the Personal Data Protection Statement or similar document elsewhere on the Meet Matt website. Please note that if your Personal Data are provided to us by a third party, you should contact such party directly to make any queries, feedback, and access and correction requests to Meet Matt on your behalf. Please note that if you withdraw your consent to any or all use of your Personal Data, depending on the nature of your request, Meet Matt may not be in a position to continue to provide its products or services to you or administer any contractual relationship in place, and this may result in the termination of any agreements with Meet Matt and your being in breach of your contractual obligations or undertakings, Meet Matt’s legal rights and remedies in such event are expressly reserved.
7.	Retention of your Personal Data Your Personal Data will not be retained when the purpose for which the personal data was collected is no longer being served by the retention of the data; The retention is no longer necessary for legal or business purposes;
8.	Transfer of your Personal Data We will not transfer your Personal Data to a country or territory outside Singapore except in accordance with the requirements prescribed under the PDPA.
9.	Governing Law This Privacy Policy shall be governed in all respects by this Act and the laws of Singapore.

SUPPORT & RESOURCES

FAQ | Destination Info | Guidelines & Policies

FAQ

1. What is MARS?

2. Do I need to create a new user account for each event, or can I use my existing account for future events?

3. How can I set up an account for myself, needed to perform all essential functions in the online conference management platform?

4. How do I make a submission?

5. When are the submission deadlines, author registration dates, and other crucial details due?

6. Where can I find accommodation options?

7. Who do I contact for technical support?

8. Will the conference be held in-person, digitally, or as a hybrid event?

9. What are the conference fee rates and are there any concessions available?

10. Are there any additional fees payable?

11. What payment methods are accepted for conference fees?

12. What proof is required for students to receive a fee concession?

13. What proof is required for partner society members to receive a fee concession?

14. What is the conference refund and cancellation policy?

15. Do you provide travel visa support and invitation letters for visa application?

16. Could you provide details about the session proposal review procedure, including the identities of the reviewers and the process of listing accepted proposals to attract abstract submissions?

17. Can I revise and resubmit a submission that has been rejected?

18. What are the different types of session proposals that can be submitted?

19. What is the abstract format?

20. What happens if my abstract is accepted but I am unable to attend the meeting to make the presentation?

21. Where will the presented abstracts be published?

22. How can I obtain proof of attendance at the conference?

23. What are the different types of funding support that can be available to authors/presenters?

Destination Info Discover Singapore | Visa & Invitation Letter | SG Arrival & Health Declaration | Venue & Housing Options

Visa & Invitation Letter

SG Arrival Card (SGAC) with Electronic Health Declaration - Submission

Venue & Housing Options