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FAQ for Authors and Attendees

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Select from the categories below:

Registration Process

Select one of the sections below depending on your query and stage within the registration process:

Registration Packages and Fees

This section collects questions about the packages, additional products, fees and the differences between these

Accepted Authors

See questions that apply to those authors who are going to register, have an accepted submission and will upload a camera-ready paper.

What is the “member” fee?

EAI members can benefit from reduced fees for all EAI events. EAI membership is free – find out more and sign up here www.eai.eu

My paper has been accepted for the conference, how much do I need to pay in order for it to be included in the proceedings?

You or one of the co-authors of the paper needs to register at the full fee in order for the paper to be included in the proceedings.

Who needs to register in order for the paper to be published?

Full registration of one of the authors covers the publication. Please note that one registration only allows one person to attend the conference. If additional authors or co-authors wish to attend, they need to register. If a co-author is a full time student, they can benefit from the reduced student fee.

I am a student, should I pay full rate or student rate?

If you are a full time student and you are not registering any submissions, you may benefit from the reduced student rate.

What is the difference between full and student registrations?

The student rate is intended for full time students and it includes the technical program sessions and all meals during the course of the conference. Publication and the official conference gala dinner/banquet are not included in the student fee.

Can my registration be transferred to my co-author?

Yes, in case you are unable to attend, a co-author can attend instead. Kindly inform the Conference Manager of this change in a timely manner. In case you also require information to be amended on the invoice, please refer to the section titled ‘Inovices’.

The system states the following: “No submissions were found associated with the author specified in the registrant email”. What should I do?
  • If you are not an accepted author, tick the second option, titled ‘I am a non-author/ I do not wish to register any submissions‘.
  • If your submission was already registered by one of your co-authors, tick the second option, titled ‘I am a non-author/ I do not wish to register any submissions‘.
  • If you want to register a submission, check the email address where you received the notification email informing you about the acceptance of your paper(s). To enable the camera-ready upload, you need to register using the same email address that was used in your initial submission.
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Non-authors

Here, you can find a list of questions that apply to those who are going to register without a submission. This includes the following: non-author registrations, rejected authors, and those whose submissions have already been registered by a co-author.

What is the “member” fee?

EAI members can benefit from reduced fees for all EAI events. EAI membership is free – find out more and sign up here www.eai.eu

I am a student, should I pay full rate or student rate?

If you are a full time student and you are not registering any submissions, you may benefit from the reduced student rate.

The system states the following: “No submissions were found associated with the author specified in the registrant email”. What should I do?
  • If you are not an accepted author, tick the second option, titled ‘I am a non-author/ I do not wish to register any submissions‘.
  • If your submission was already registered by one of your co-authors, tick the second option, titled ‘I am a non-author/ I do not wish to register any submissions‘.
  • If you want to register a submission, check the email address where you received the notification email informing you about the acceptance of your paper(s). To enable the camera-ready upload, you need to register using the same email address that was used in your initial submission.
What is the difference between full and student registrations?

The student rate is intended for full time students and it includes the technical program sessions and all meals during the course of the conference. Publication and the official conference gala dinner/banquet are not included in the student fee.

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Early Registration

Here, you can find a list of questions related to the early registration and deadline.

When is the early registration deadline for the conference?

The early registration deadline is listed on the registration page of the conference. Please note that the system is set to Central European timezone, therefore the deadline expires on 23:59 CET.

I registered before the early registration deadline but the bank delayed the payment, will it still be with early fee?

If the registration formulaire was completed before the early registration deadline, then the early fee is applicable. The amount payable is listed on the pro forma invoice.

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Additional Products

Here, you can find a list of questions related to the additional products

How can I register for one more additional page?

You need to select “Extra page upload” product on the registration website and purchase it.

Is it possible to bring someone with me to the gala dinner?

Yes, simply select the ‘Extra Gala Dinner Ticket’ during registration.

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Payments

This section collects questions about payment options, pro forma invoices and bank details.

General

Here, you can find a list of general questions regarding the payment options

Do you accept payments in Pounds/Rmb/etc?

All payments are collected in the currency that is stated in the registration fee table on the conference website. The exact amount and currency is also stated during the registration process and on the invoice.

Where do I find the bank details?

Complete the registration process, selecting the option to pay by Wire Transfer. This will generate the pro forma invoice, which will be sent to your email address. Use the information in the pro forma invoice to complete the payment. Note that international transfers can take up to 5 business days.

I registered via wire transfer and sent the funds, but I worry it will not arrive before the camera-ready deadline. What should I do?

Please contact the Conference Manager and inform them about the situation as soon as possible. You can find the email address in the ‘Help & Contact’ section of the conference website.

I registered via wire transfer, but I have not paid yet and the deadline is approaching. Can I change the payment method and register with my credit card?

Yes, for registrations being made close to the deadline, card payment is recommended. Simply register again, selecting the card payment option to complete the registration before the deadline.

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Card Payments

Here, you can find a list of general questions related specifically to those who wish to pay by card

I have a problem when trying to pay by credit card.

If you experience a technical problem during card payment, this most likely occurs on the service provider’s website (we work with VUB eCard or Stripe) and you should seek assistance with them directly. Here are some tips that can be helpful if you are having difficulties to complete the payment:

  • the system needs a perfect match, even the title that precedes the name;
  • the card may have a limit which is lower than the registration fee, you should check this with your bank.
Can I register someone else with my credit card?

This is possible, but you need to use their credentials (login/password on the website) and put your information in the ‘Billing Information’ section.

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Wire Transfer Payments

Here, you can find a list of general questions related specifically to those who wish to pay by bank transfer

Where do I find the bank details?

Complete the registration process, selecting the option to pay by Wire Transfer. This will generate the pro forma invoice, which will be sent to your email address. Use the information in the pro forma invoice to complete the payment, note that international transfers can take up to 5 business days.

I need a pro forma invoice. Where do I request one?

A pro forma invoice is generated automatically after you complete the registration form, selecting the option to pay by wire transfer. This is sent to the email you have used to register (kindly check the spam folder as well). In case you have not received the pro-forma invoice, please contact the Conference Manager.

I need the invoice to list my institution’s address and VAT number, how should I proceed?

Type your information into the ‘Registrant Details’ section and your institution’s information into the ‘Billing Information’ section on the first page of the registration portal. Under the address, select that you are a ‘Company registrant’ to fill in the VAT number of your institution.

There is a transaction fee for wire transfer, should I pay more?

It is the responsibility of the registrant to bear the additional costs related to wire transfer.

I registered via wire transfer and sent the funds, but I worry it will not arrive before the camera-ready deadline. What should I do?

Please contact the Conference Manager and inform them about the situation as soon as possible. You can find the email address in the ‘Help & Contact’ section of the conference website.

I registered via wire transfer, but I have not paid yet and the deadline is approaching. Can I change the payment method and register with my credit card?

Yes, for registrations being made close to the deadline, card payment is recommended. Simply register again, selecting the card payment option to complete the registration before the deadline.

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Invoices

This section collects FAQs about pro-forma and final invoices and how to make changes:

Pro-forma

Here you can find questions related to the pro forma invoice required to complete registration via bank transfer:

Where do I find the bank details?

Complete the registration process, selecting the option to pay by Wire Transfer. This will generate the pro forma invoice, which will be sent to your email address. Use the information in the pro forma invoice to complete the payment, note that international transfers can take up to 5 business days.

I need a pro forma invoice. Where do I request one?

A pro forma invoice is generated automatically after you complete the registration form, selecting the option to pay by wire transfer. This is sent to the email you have used to register (kindly check the spam folder as well). In case you have not received the pro-forma invoice, please contact the Conference Manager.

I need the invoice to list my institution’s address and VAT number, how should I proceed?

Type your information into the ‘Registrant Details’ section and your institution’s information into the ‘Billing Information’ section on the first page of the registration portal. Under the address, select that you are a ‘Company registrant’ to fill in the VAT number of your institution.

Why have I not received an invoice?

For card payments, the invoice is issued immediately after the transaction is successfully processed.

For registrations done via wire transfer, you automatically receive a pro-forma invoice with the necessary details to complete the bank transfer after you complete the registration formulaire. The final invoice is automatically sent after the payment reaches our bank account. Please note that international wire transfers may take up to 5 business days.

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Final Invoice

Here you can find questions related to the final invoice you receive after your registration is completed.

Could you make changes to the information in my invoice?

All changes made to the invoice after it has been generated are subject to a processing fee of 20 USD/EUR. To settle this, go into the registration portal and select the package titled ‘Invoice change‘. Afterwards, please contact the Conference Manager with the changes you wish to make.

Why have I not received an invoice?

For card payments, the invoice is issued immediately after the transaction is successfully processed.

For registrations done via wire transfer, you automatically receive a pro-forma invoice with the necessary details to complete the bank transfer after you complete the registration formulaire. The final invoice is automatically sent after the payment reaches our bank account. Please note that international wire transfers may take up to 5 business days.

None of the above answer my question

Refunds

This section collects questions about cancellations and refund options.

Is it possible to receive a refund?

Yes, you can apply for a refund by contacting the Conference Manager. To view the refund policy, see the relevant section from the full terms and conditions below:

  1. Cancellation/refund options
    1.1 The conusmer has the right to communicate a cancellation of a purchase by contacting the conference manager at the email address found in the Help & Contact section of the conference website.
    1.2. Cancellation/refund requests are subject to review and are not guaranteed.
    1.3. All refunds are subject to a processing fee of 60 EUR/USD.
    1.4. Refund requests received less than 21 days before the conference start date are eligible for a refund of 50% of the registration fee.
    1.5 Refund requests received less than 2 days before the conference start date are not eligible for a refund.
  2. General terms
    Only refund requests sent by e-mail to the conference manager will be honored. The refund will be processed within 30 days from the day a valid and correctly filled Registration Refund Form is received. This can be obtained from the conference manager and the consumer is to fill in the required personal and bank information (name, address, IBAN number, BIC/SWIFT code). For any complaints, please contact registration@eai.eu.
Am I eligible for a refund in case my camera-ready submission has been removed from the proceedings?

In case your paper is removed from the proceedings due to plagiarism, you are not eligible for a refund. For other instances, you may apply for a refund by contacting the Conference Manager; however, note that all refund requests are subject to review and are assessed on an individual-case basis.

I registered as a non-member, but I have EAI membership. Can I receive a refund of the difference?

Financial differences associated with purchasing the wrong type of package will not be refunded.

I overpaid the registration fee, how can I receive a refund?

In case you have overpaid, we can refund the difference. In order to proceed, contact the Conference Manager. Please note that all refunds are subject to a processing fee of 60 EUR/USD that will be automatically deducted.

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Registration is not open yet

In case you cannot find a section titled ‘Registration’ on the website, see the questions below.

When can I register?

Registration usually opens at Notification deadline or shortly after. All necessary information is published on the website with the link to register as soon as the registration gate opens.

How can I request a visa letter?

On the conference website, under ‘Practical Info’ you can find section titled ‘Visas’ with the steps needed in order to request and obtain a visa letter. Please note that visa letters can only be issued to those who have completed registration for the conference. In case you have not registered, proceed with registration prior to requesting a visa letter as this is the primary condition for a visa letter to be issued.

What is the fee?

The registration fee is published together with all necessary registration information after the Notification deadline.

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Camera-Ready Submission

Browse questions about the camera-ready submissions in Confy+:

Why can I not upload the camera-ready paper?

To perform the camera-ready submission, log into Confy+ and click on your accepted paper. Here, on top of the page you will see a button to submit camera-ready, or the steps needed in order to enable the upload. Possible reasons why you might not be able to upload your paper and tips on how to proceed:

  • The submission has not been registered – you or one of the co-authors need to register, indicating that they are an author in order to register the submission.
  • The registration process is not complete – check your inbox to see whether you received a confirmation email with the final invoice. For wire transfers, this is only after the transaction is fully processed on our side.
  • You might be logged in using a different email address – check to which address you received the acceptance notification.
  • The camera-ready deadline has expired – contact the Conference Manager to see whether your submission can be considered and how to proceed.
I registered as non-author but I have a submission, what can I do?

Please contact the Conference Manager with the details (paper ID and the email used for your registration).

Where can I submit the camera-ready paper?

Log in to Confy+ and click on your accepted submission to upload the camera-ready version of your paper.

Can I add authors in the camera-ready submission?

Yes, after you complete the registration you will be able to add/remove co-authors while uploading the camera-ready paper.

Can any of my co-authors upload the camera-ready paper?

Yes, if the submission was registered, any of the authors that were listed in Confy+ during initial submission can perform the camera-ready upload.

Can I upload the paper, even if the registration was paid by my co-author?

Yes, if the submission was registered, any of the authors that were listed in Confy+ during initial submission can perform the camera-ready upload.

Can I change the title or abstract in Confy+?

Yes, simply click on your camera-ready submission and the ‘Edit’ button to make changes. Note that changes will not be allowed after the camera-ready deadline.

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Practical Information for Attendees

Browse questions regarding conference attendance, such as local arrangements and technical details of paper presentations for presenting authors:

How can I request a visa letter?

On the conference website, under ‘Practical Info’ you can find section titled ‘Visas’ with the steps needed in order to request and obtain a visa letter.

Please note that visa letters can only be issued to those who have completed registration for the conference. In case you have not registered, proceed with registration prior to requesting a visa letter as this is the primary condition for a visa letter to be issued.

Are registrants responsible for arranging their own accommodation?

The registrant is to manage their travel and accommodation arrangements. For hotel recommendations, reduced rates (if available) and the exact venue location, visit the ‘Practical Info’ section of the conference website.

What should I prepare for the presentation?

Typically a regular paper presentation would be 15-30 minutes in length, accompanied by a visual presentation (such as PowerPoint). Short papers tend to have shorter presentation slots (10-15 minutes usually).

Poster presentations require a printed poster, usually size A0 and the presenter is responsible for preparing and printing of the material. The organizer usually provides poster holders and adhesives, unless specified otherwise.

The timing of the slots is determined by the program chairs and all presenters will be informed about the length of presentations and any technical details.

Where can I find the full technical program?

The program committee prepare the final technical program after the camera-ready deadline. Once prepared, this is published on the conference website in the ‘Program’ section.

How long is my presentation?

Typically a regular paper presentation would be 15-30 minutes in length, accompanied by a visual presentation (such as PowerPoint). Short papers tend to have shorter presentation slots (usually 10-15 minutes).

The exact times and length of presentations are communicated after the camera-ready deadline, when the program chairs have finished the final technical program.

What is the time of my presentation?

The exact times and length of presentations are communicated after the camera-ready deadline, when the program chairs have finished the final technical program.

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COVID-19 Information

Read the full message from EAI President regarding the COVID-19 situation here

Is my conference going to be affected by the COVID-19 pandemic?

EAI is closely monitoring the situation in all countries where our events are to be held in 2020. We are fully committed to holding all of our conferences in 2020 and if the situation requires it, the event will be held in an interactive virtual online setting to ensure the safety of our attendees. Alternatively, some of our conferences might be postponed to be held in the same location later in the year.

 

Where can I find the latest information about the status of the conference?

The websites are updated as soon as new information becomes available. EAI works very closely with the organizing committees to provide the most suitable solution for each conference.

My conference will be held online, what do I need to do?

If you are a presenter at the conference, you will be required to pre-record your video presentation and send it in prior to the start of the conference. The detailed instructions are provided to all authors via email.

If you are not presenting a paper at the conference, you simply need to click on a link you will be provided at the time of the conference start in order to enjoy the live stream and chat from the comfort of your home.

Each online conference is presented in the form of a live stream and is accompanied by tools to allow interaction and discussions in groups, as well as opportunities to contact other registrants in a one-on-one setting.

Read more about online EAI conferences here.

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