Registration
REGISTRATION OPENING HOURS
Registration is OPEN.
All participants must Create an Account and register via the Online Registration Form. Please read the instructions below carefully. Please also consider using a personal email account if your work email is connected to an institute/organization with high security and privacy settings as the email may be transferred to junk folders.
Each participant will receive a Registration number by email after submitting the Online Registration Form. The preferred method of payment is by online card payment. As for payments completed by bank transfer, please proceed with the payment transfer only after receiving your registration number. Payment by bank transfer must include the registration number and participant’s name in the payment details.
Contact Information
For any questions you may have relating to registration please don’t hesitate to contact the EISAPEC23 Secretariat at registration.pec23@eisa-net.org.
REGISTRATION FEES
Regular registration for in-person conference (6-9 September 2023)
All the above fees include a local VAT of 19%.
* All EISA members are entitled to get a reduced registration fee for our events. To qualify for the respective fee membership must be valid during the Conference dates. For information about the EISA membership, please visit the membership section on our website.
**Ph.D. Student rate is available only for participants attending a university or institute of higher education as Ph.D. students. Students must provide proof of their student status. Students must have valid EISA membership during the Conference dates.
A regular registration fee applies for in-person participation at the conference to be held 6-9 September 2023. The program will be not streamed, and virtual participation for main conference will be not possible.
Participants with regular registration for in-person participation will have free access to pre-conference virtual section on 5 September 2023.
Registration Fees for the on-site conference include
- Admission to all onsite sessions (6-9 September 2023)
- Online access to pre-conference virtual section (5 September 2023)
- Access to the exhibition area
- All official documentation
- Grand Reception
- Coffee Breaks
Registration for the pre-conference virtual section*** (5 September)
*** Virtual section participants will not be able to stream in-person panels and roundtables during the main event.
Pre-conference registration fee applies for a virtual section, which will take place the day before the main conference on 5 September 2023. To participate in the main in-person conference in Potsdam, register for the Regular registration fee.
Delegates/recipients of the service from the EU with a valid VAT number are subject to reverse charge system and the fee is with 0% VAT (to be paid by the recipient in his/her country).
VAT is shifted to recipient, article 44 and 196 EU VAT Directive.
Valid VAT Number will be requested and validated during the online registration process.
Delegates/recipients of the service from a country outside of the EU, the fee is with 0% VAT.
Delegates/recipients of the service from the EU who is not a VAT payer, the fee is including VAT.
For more information please click here.
All registration deadlines are based on the end of the global day for the date noted. Please make sure to pay your registration fee before the deadline 17 May 2023 -> extended 22 May 2023
Unpaid or partially paid registrations will not be considered valid until paid in full.
Registration Fees for the virtual conference include
- Online access to pre-conference virtual section (5 September 2023)
On-site Registration
On-site registration will be possible.
Group Registrations
Group registrations cannot be processed online under one email address identification; each participant needs to have their own profile set up with a unique email address. When registering more than ten participants under one company identity/invoice, please contact the EISAPEC23 Secretariat to determine the preferred invoicing setting.
Grand Reception
When: Friday 8 September 2023
Tickets: Included in the registration fee
Reception includes complimentary food and drinks.
Click here for more information about social programme.
Lunches
Lunches are not included in the registration fee. Participants are encouraged to purchase a lunch voucher (via conference registration portal) to secure lunches in the university’s restaurant Mensa. Deadline for purchasing lunch vouchers is 3 August 2023 and onsite lunch purchase is not possible. Please click HERE for further information about Lunches.
EISA Mobility Fund
The EISA Mobility fund will support participants at EISA PEC 2023 with a travel grant of 300 EUR. Please note that all applying participants have to register for the event, the application is connected to the Online Registration Form.
For more information about the funds, visit EISA’s Mobility fund’s page. Deadline for receiving the applications is 5 May 2023.
Confirmation
Each participant will receive a registration overview and email notification confirming receipt of payment. To view the status of your payment, go to Online Registration Form.
Registration for Sponsors and Exhibitors
Please contact the Sponsorship and Exhibition Manager Mrs. Barbora Smejkalová directly at Odile.Poulain@c-in.eu
Payment Details
All fees are to be paid in EUR (€), free of all bank charges. However, please confirm with your bank as to any possible charges from their side.
Registration fees are collected on behalf of EISAPEC23 by the Secretariat, CZECH-IN s.r.o., 5. května 65, CZ-14021 Prague 4, Czech Republic.
Online Payment by Credit/Debit Card
The preferred method is payment by card online via our secure payment gateway:
WORDLINE – Payment Solution by WORDLINE Services.
Online payments service provider – WORDLINE .
Accepted Credit / Debit Cards
In the unlikely event of a rejected online credit/debit card payment, the delegate is recommended to return to his/her registration online and try to process the payment again. Should the payment issue persist, the participant is advised to contact the card issuer/bank first to check for any potential block on the online transaction. If so, once this is removed it will be possible to pay via the online payment gateway.
By Bank Transfer
Payment by bank transfer was available until 16 August 2023.
After this date, all payments can only be done by credit/debit card.
Final Invoice
The final invoice can be downloaded from the Online registration portal within three weeks after the registration is confirmed and paid in full. If you need assistance with the invoice, please contact the EISAPEC23 Secretariat.
The final invoice will be issued based on the details provided during the registration process (step Contact/Invoice details)
Any change of such details (name, address, VAT number, etc.) is possible only within 3 days from the date of registering and is subject to a 20 EUR fee.
Cancellation of Registration
IN-PERSON CONFERENCE
- Until 26 June 2023 – a 20 EUR administrative fee will be deducted from all refunds
- From 27 June 2023 until 7 August 2023 – 50 % of the fee will be refunded
- From 8 August 2023 no refund can be processed
- Lunch vouchers : from 4 August 2023 no refund can be processed
VIRTUAL PRE-CONFERENCE
- Until 7 August 2023 – a 20 EUR administrative fee will be deducted from all refunds
- From 8 August 2023 no refund can be processed
Transfer between the In-Person and Virtual registration (and vice versa) is not possible.
There is a separate Registration form for Virtual and In-person participation.
Payments cannot be transferred from one registration type to another.
General Cancellation Conditions
- All cancellations must be notified in writing by email to C-IN and cannot be done online or over the phone
- For any change of name, a fee of 20 EUR will be charged
Visa-related reimbursement policy
As a professional association representing members from more than 60 countries, we recognise that access to our events can be limited by restrictive border regimes. In order to lessen the potential impact of such restrictions on our members, EISA follows a non-fault refund policy for members whose attendance at our events are jeopardised by visa delays or rejections. Registered participants who face attendance barriers due to visa delays or rejections can apply for a full refund of their registration fee by the first day of the event. Please contact the event team with a copy of your visa decision letter.
Insurance
The registration fee does not include the participant’s insurance against accidents, sickness, cancellation, theft, property damage, or loss. Participants are advised to take out adequate personal insurance.
Cancellation or Modification of the Meeting Due to Force Majeure
In the event of a force majeure situation, CZECH-IN s.r.o. reserves the right to alter or cancel the Meeting without prior notice, including any change of the time and/or conference venue. Any occurrence of a force majeure event shall be communicated as soon as reasonably possible from the decision time. Force majeure includes any circumstance beyond the reasonable control of CZECH-IN s.r.o. which prevents or impedes the realization of the meeting. This includes but is not limited to, government action, war or hostilities, riot or civil commotion, plague, or another epidemic such as SARS, COVID-19, bird flu, earthquake, flood, hurricane, cyclone, fire or another natural physical disaster, explosion, accident or breakdown, strike, lack of the usual means of transportation or terrorism.
Data Privacy and Security
The European General Data Protection Regulation (EU GDPR) entered into force as of 25 May 2018 and it involves some additions to data protection.
We take your privacy very seriously and in order to comply with GDPR consent requirements, we need you to confirm that you agree with our new Privacy Policy during the process of creating the account in our system. You can view it here.
After creating your user account in our system, you can manage your information, protect your privacy and security via our Online Portal which is fully GDPR compliant.
Feel free to contact us with any questions regarding to the Privacy Policy, Data Protection and GDPR in general by email or phone +420 296 219 600.
VIRTUAL SECTION
PEC23 will be organized on-site in Potsdam along with a virtual section, which will take place the day before the main conference (5 September 2023). We are excited about a face-to-face conference setting and will be working closely with our local organizers at Potsdam University to create a safe and inclusive meeting space for our members. We will closely follow the public health and safety guidelines issued by local authorities and the University throughout the conference.
While we are looking forward to meeting our members in Potsdam, we also think it is imperative to increase access options for colleagues who may not be able to physically travel to attend PEC23 in person. The overwhelmingly positive feedback we have received from virtual PEC participants underlined the importance and viability of offering a virtual meeting and discussion space. In order to welcome as many colleagues as possible, we, therefore, decided to organize a 1-day virtual section to complement the on-site conference. Those who wish to participate digitally will be able to submit their abstract proposal exclusively to the virtual section once the general call opens in January 2023. Unfortunately, due to infrastructural limitations, virtual participants will not be able to stream in-person panels and roundtables during the main event. As such, we will institute a significantly reduced registration fee for members who prefer to attend the virtual section. In-person attendees will have access to all main events in Potsdam, including the Grand Reception and the General Assembly.