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.

Important Note for AOGS Members:
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.

Key Benefits of This New Process:

  • 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.

Guidelines for the New Verification Process
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

Student Discount Acceptable Proof: One of the following
  • PhD Candidate
  • Master
  • Undergraduate
  1. Current student ID card (with expiration date or validity period)
  2. Official enrolment verification letter from registrar’s office (dated within the current semester)
  3. Course schedule or tuition receipt (current term)
Student Discount Acceptable Proof: One of the following
  • High School or Younger
  1. Student ID card (with birth date or grade level)
  2. Report card or enrolment letter from the school (current academic year)
  3. Birth certificate or legal document for age verification
Partner Society Discount Acceptable Proof: One of the following
  • AGU
  • AMOS
  • EGU
  • JPGU
  • KGU
  • SEG
  • TCGU
  1. Current membership ID card (with expiration date)
  2. Official verification letter from the partner society
  3. Digital membership portal screenshot (showing name and valid status)
Reduced Fee Scheme Acceptable Proof: A, and either B or C
  • Emeritus/Retired – Over 60 Years of Age
  1. Government-issued ID (e.g. driver’s licence, passport) confirming birth date
  2. Pension statement or retirement fund document (showing retiree status)
  3. Former employer verification letter
Reduced Fee Scheme Acceptable Proof: A, and one of B or C or D
  • Student Presenter from Less Wealthy Countries
  1. A completed reduced fee application form
  2. Current student ID card (with expiration date or validity period)
  3. Official enrolment verification letter from registrar’s office (dated within the current semester)
  4. Course schedule or tuition receipt (current term)
Reduced Fee Scheme Acceptable Proof: Both A and B
  • Early Career Presenter & Geoscientist from Less Wealthy Countries
  1. A completed reduced fee application form
  2. A letter from your current research institution, university or employer confirming your role
Student Volunteer Acceptable Proof: A, and one of B or C or D
  • Student Volunteer Fee Waiver - PhD/Master
  1. A completed student volunteer fee waiver application form
  2. Current student ID card (with expiration date or validity period)
  3. Official enrolment verification letter from registrar’s office (dated within the current semester)
  4. Course schedule or tuition receipt (current term)

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)

1. 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.
2. Submit Documents: Complete the short form, select your discount category, and upload your prepared documents.

3. 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:

  • Approved: Your eligibility is confirmed! Your discount will be automatically applied when registration opens. Please take note of these conditions attached to the approval:
    1. Non-Transferable: This pre-approved rate is personal and may not be transferred to any other individual.
    2. Single Presentation: The approved fee covers registration for one (1) presentation only.
    3. Non-Refundable: All paid fees are final and non-refundable.
    4. Valid for Current Year: The discount is valid for event registration for the current year only.
    5. Proof Upon Request: You must be prepared to provide proof of your eligibility again if requested by the society at any point.
  • Rejected: You will receive an explanation if your documents do not meet the criteria for the requested discount.
  • 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)

  1. When registration opens on 30 Mar 2026, simply log in to the registration platform.
  2. Your pre-verified discount category will be selected and applied automatically.
  3. Complete the rest of your registration and payment seamlessly, knowing your discount is already locked in.

Frequently Asked Questions (FAQs)

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.

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.

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.

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.

For technical issues with the portal, please contact: IT@meetmatt.net
For questions about eligible documents, please contact: admin@asiaoceania.org

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