Registration Process
Select one of the sections below depending on your query and stage within the registration process:
This section collects questions about the packages, additional products, fees and the differences between these
See questions that apply to those authors who are going to register, have an accepted submission and will upload a camera-ready paper.
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
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.
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.
If you are a full time student and you are not registering any submissions, you may benefit from the reduced student rate.
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.
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’.
- 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.
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.
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
If you are a full time student and you are not registering any submissions, you may benefit from the reduced student rate.
- 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.
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.
Here, you can find a list of questions related to the early registration and deadline.
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.
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.
Here, you can find a list of questions related to the additional products
You need to select “Extra page upload” product on the registration website and purchase it.
Yes, simply select the ‘Extra Gala Dinner Ticket’ during registration.
This section collects questions about payment options, pro forma invoices and bank details.
Here, you can find a list of general questions regarding the payment options
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.
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.
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.
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.
Here, you can find a list of general questions related specifically to those who wish to pay by 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.
This is possible, but you need to use their credentials (login/password on the website) and put your information in the ‘Billing Information’ section.
Here, you can find a list of general questions related specifically to those who wish to pay by bank transfer
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.
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.
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.
It is the responsibility of the registrant to bear the additional costs related to wire transfer.
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.
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.
This section collects FAQs about pro-forma and final invoices and how to make changes:
Here you can find questions related to the pro forma invoice required to complete registration via bank transfer:
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.
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.
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.
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.
Here you can find questions related to the final invoice you receive after your registration is completed.
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.
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.
This section collects questions about cancellations and refund options.
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:
- Cancellation/refund options
1.1 The consumer 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 a 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 90 days before the conference start date are not eligible for a refund. - 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.
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.
Financial differences associated with purchasing the wrong type of package will not be refunded.
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.
In case you cannot find a section titled ‘Registration’ on the website, see the questions below.
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.
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.
The registration fee is published together with all necessary registration information after the Notification deadline.