AOGS Fee Discount Eligibility Document
Verification Process for AOGS2026
To: All Prospective AOGS2026 Attendees
From: AOGS Council
Date: 27 October 2025
We are excited to announce new, streamlined process for verifying your eligibility for discounted registration rates (e.g. partner society membership status, student status, retiree status, etc.) for the upcoming AOGS2026, to be held from 02 to 07 August, 2026 in the Fukuoka International Congress Centre, Japan.
This year, we are decoupling the proof validation process from conference registration and fee payment. This means you can submit your supporting documents in advance and have them verified before abstract submission and registration officially open.
Our discount verification process is directly linked to the information in your personal profile form. Your eligibility for specific discount rates is automatically determined by matching your provided personal particulars against set criteria. For instance, if your birth year is 1966 or earlier, your profile will include the “Retiree Rate” as a selection option. Similarly, by declaring your membership in a partner society within your profile, you are automatically granted eligibility to select the corresponding partner society member rates.
Current AOGS members with a valid membership for the 2026 meeting year will be automatically eligible for the member discount rate. To qualify for this automatic verification, please ensure your Member ID is correctly listed in the “Welcome” section of your user account in MARS. If your membership is valid but you cannot see your ID, you must contact the secretariat
admin@asiaoceania.org to resolve this before the pre-verification period ends.
- Reduce Stress: Get your discount eligibility confirmed early, avoiding last-minute hurdles during registration.
- Faster Registration: Focus on your submission without worrying about gathering discount proof simultaneously.
- Guaranteed Discount: Secure your discounted rate with confidence before payment is required.
Please follow these steps carefully to ensure a seamless experience.
Step 1: Prepare Your Documentation
Before you begin, please gather a digital copy (clear scan or photo) of the required proof of your chosen discount category
General Document Requirements:
- Documents must be in English or accompanied by a certified translation.
- Files must be clear, legible, and in common format (.pdf, .jpg, or .png)
- The file name should include your name and document type (e.g., ASmith_Student ID. Pdf)
Step 2: Submit for Pre-Verification (Opens 03 Nov 2025)
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MARS Log-in/Create User Account:
https://meetmatt-svr.net/Account/Login?ReturnUrl=%2F
MARS is the online conference administration platform, and in order to carry out one of more of these crucial tasks, a user account is required.
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”. You can use your existing user account for future events without needing to create a new one.
Log into the portal and navigate to the “My Profile” section of the user dashboard.
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Submit Documents: Complete the short form, select your discount category, and upload your prepared documents.
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Confirmation: You will receive an automated email confirming we have received your submission.
Step 3: Await Verification
- Our secretariat team will review your submission.
- You will receive a resolution email within 5 to 7 business days
- The status of your verification will also be available in your account portal (MARS).
Possible Outcomes:
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Approved: Your eligibility is confirmed! Your discount will be automatically applied when registration opens. Please take note of these conditions attached to the approval:
- Non-Transferable: This pre-approved rate is personal and may not be transferred to any other individual.
- Single Presentation: The approved fee covers registration for one (1) presentation only.
- Non-Refundable: All paid fees are final and non-refundable.
- Valid for Current Year: The discount is valid for event registration for the current year only.
- Proof Upon Request: You must be prepared to provide proof of your eligibility again if requested by the society at any point.
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Rejected: You will receive an explanation if your documents do not meet the criteria for the requested discount.
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More Information Needed: Our secretariat team will email you with a request for additional or clearer documentation.
Step 4: Register with your Pre-Approved Discount (Opens 30 Mar 2026)
- When registration opens on 30 Mar 2026, simply log in to the registration platform.
- Your pre-verified discount category will be selected and applied automatically.
- Complete the rest of your registration and payment seamlessly, knowing your discount is already locked in.
1. Is pre-verification mandatory
While not mandatory, it is highly recommended. It is the only way to guarantee your discount is applied before you pay. Submitting proof during the regular registration process will cause significant delays and may risk your discount rate if documents cannot be verified in time.
2. What if I miss the pre-verification window?
You may still upload documents during the standard registration process. However, you will not be able to pay the discounted fee until the manual verification is complete, which may take time due to high volume.
3. I am both a student and a AOGS partner society member. Can I combine discounts?
Our discount categories are typically mutually exclusive. Please choose the category that provides the highest discount for which you are eligible and submit proof for that category only.
4. My abstract is being submitted by my PI/Professor. Who should do the pre-verification
The attendee (the person who will actually be presenting and attending the conference) must complete their own pre-verification. The discount is tied to the individual, not the abstract.
5. Who can I contact if I have problems?
We believe this new process will make your journey to AOGS2026 much smoother. We encourage you to take advantage of this early verification option.
Thank you,
AOGS Council