- Overall procedure & deadlines
- Login or creation of a new account as a EuroEAP user
- Registration & abstract submission
- Registration fees
- Registration benefits
- Invoice and payment
- Submission of contributions
- Free-of-charge exhibition of prototypes and products
- Requests for VISA letters
- Cancellation policy
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 2018 (after this deadline each registration fee will increase by € 100.00) |
See ‘'Registration & abstract submission’ |
| Abstracts submission | Presenters | by 30 APRIL 2018 (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) | by 23 APRIL 2018 (later booking will be considered but rooms might be not available) |
See ‘Accommodation’ |
|
4 |
Expression of interest for free-of-charge exhibitions | All interested attendees | by 30 APRIL 2018 (later expressions of interest will be considered but space might be not available) |
See ‘Free-of-charge exhibition of prototypes and products’ |
|
5 |
Submission of contributions | Presenters | by 30 MAY 2018 (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
|
We are glad to inform that each registration fee listed below competitively includes:
|
| Category | Eligibility | Early registration fee (see deadline) |
Late registration fee |
| Participant | Non students having no EuroEAP Society membership, from any country worldwide | € 450.00 | € 550.00 |
| 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) | € 200.00 |
€ 300.00 |
| EuroEAP Society member | Non-students from any country worldwide, with a confirmed membership to the EuroEAP Society for the current calendar year | € 420.00 | € 520.00 |
| 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. | € 420.00 | € 520.00 |
| 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. | € 190.00 | € 290.00 |
| Invited speaker/officer | By invitation | € 0.00 | € 0.00 |
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.
Free-of-charge exhibition of prototypes and products
Attendees interested in having an exhibition (Prototypes and/or products), free of charge, 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.