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How to contribute and/or attend

  

 

Overall procedure & deadlines

All conference attendees (contributors or not, invited or not) should follow the procedural steps listed below:

Step What Who When How
1 Login or creation of a new account as a EuroEAP user All attendees As soon as possible See 'Login or creation of a new account as a EuroEAP user'

2

 Early registration

All attendees

 by 30 APRIL 2019
(after this deadline each registration fee will increase by € 100.00)		 See ‘'Registration & abstract submission’
Abstracts submission Presenters by 30 APRIL 2019
(later submissions will be considered but might be not acceptable owing to programme constraints)

3

 Booking of conference hotel room All attendees (optional but recommended) Other hotels by 8 APRIL 2019
Conference hotel, Hilton Dresden by 30 APRIL 2019
(later booking will be considered but rooms might be not available)		 See ‘Accommodation’

4

 Expression of interest exhibitions All interested attendees by 30 APRIL 2019
(later expressions of interest will be considered but space might be not available)		 See ‘Exhibition of prototypes and products’

5

 Submission of contributions Presenters by 30 MAY 2019
(later submissions might be excluded from the conference proceedings)		 See ‘Submission of contributions’

Login or creation of a new account as a EuroEAP user

In order to contribute to and/or attend the conference, a personal account as a EuroEAP user is necessary.
The account can easily be created. EuroEAP users have access to a Personal Area on the EuroEAP system, from which they can manage any EuroEAP activity, including participation to the annual conference.
To log in or create a new account as a EuroEAP user, visit the ‘EuroEAP user login’ page.

Registration & abstract submission

Registration and abstract submission are performed online from the Personal Area on the EuroEAP system.
The registration invoice (for non-invited participants) will be available for download from the Personal Area at the end of the registration process.
To access the Area, visit the ‘EuroEAP user login’ page.

Registration fees

info icon NOTICE

We are glad to inform that each registration fee listed below competitively includes:

  • The gala dinner;
  • All the conference lunches;
  • All the conference coffee breaks
  • Free electronic access to proceedings
  • Possibility to exhibit demos and products at no cost
Category Eligibility Early registration fee
(see deadline)		 Late registration fee
Participant Non students having no EuroEAP Society membership, from any country worldwide  € 520.00 € 620.00
Student Full time students (any kind), having no EuroEAP Society membership, from any country worldwide (proof of student status to be exhibited at registration desk)
€ 250.00
€ 350.00
EuroEAP Society member Non-students from any country worldwide, with a confirmed membership to the EuroEAP Society for the current calendar year  € 490.00 € 590.00 
EuroEAP Society
corporate member		 Beneficiary of a confirmed subscription to the EuroEAP Society for up to ten identified users of one institution for the current calendar year. € 490.00 € 590.00 
EuroEAP Society
student member		 Full-time students (at any level, from undergraduate to PhD candidate) from any country worldwide, with a confirmed membership to the EuroEAP Society for the current calendar year. € 240.00 € 340.00
Invited speaker/officer By invitation €    0.00 €    0.00
Exhibition desk Exhibition desk for prototypes and/or products Included in the registration fee

Important remarks:

  • Note about VAT: the EuroEAP Society is entitled not to add any VAT amount to the registration fees listed above.
  • Each registration is for 1 attendee (no distinctions between presenters/non-presenters or contributors/non-contributors);
  • Each registration is for the whole conference and is independent of the actual number of attendance days;
  • The conference fee should be paid without any deduction for banking fees.
 

Registration benefits

    • Each registration covers also the conference gala dinner, lunches and coffee breaks;
    • Each registration entitles a password-protected free access to (and download of) the online conference proceedings of this conference edition;
    • Each registration entitles the attendee to present a maximum of 2 interactive talks;
    • Each registration entitles the attendee to exhibit a maximum of 2 prototypes and/or products;

Invoice and payment

At the end of the online registration process, BEFORE the actual payment, the Personal Area on the EuroEAP system will automatically make available an invoice that could be downloaded (see the menu on left-hand side of the Personal Area).
The system will also provide, at the end of the procedure, information about the payment.

Submission of contributions

Each registration entitles the attendee to present a maximum of 2 interactive talks.
All presenters should upload their contributions (extended abstracts for invited presentations, and poster files for non-invited presentations), prepared according to templates: see the section ‘Templates’.
The contributions should be uploaded from the Personal Area on the EuroEAP system.
To access the Area, visit the ‘EuroEAP user login’ page.

Exhibition of prototypes and products

Attendees interested in having an exhibition (Prototypes and/or products), should send an expression of interest from their Personal Area on the EuroEAP system. They will be contacted by the local organisers to take organisational agreements.
To access the Area, visit the ‘EuroEAP user login’ page.

Requests for VISA letters

Attendees requiring VISA letters should send an expression of interest from their Personal Area on the EuroEAP system.
To access the Area, visit the ‘‘EuroEAP user login ’ page.

Cancellation policy

Cancellation of conference registration:

To cancel the registration order and request a refund of the registration fee, registered attendees have to send a written request for refunding. The request should exclusively be sent by email, using the following address This email address is being protected from spambots. You need JavaScript enabled to view it.

Refunds will be processed upon receipt of the written refund request according to the guidelines reported in the following table.

Timing Refund amount
Refund request received in writing up to 45 days prior to the conference start 100% of registration fee less € 15.00 (refund processing fee)
Refund request received in writing up to 30 days prior to the conference start 50% of registration fee less € 15.00 (refund processing fee)
Refund request received in writing up to 10 days prior to the conference start 10% of registration fee less € 15.00 (refund processing fee)
Refund request received in writing less than 10 days prior to the conference start € 0.00
No shows € 0.00

Cancellation of hotel reservation:

See the hotel policy. The conference organizers have no responsibility on the cancellation policy adopted by the hotel.

EuroEAP conference