Registration

News

We regret that due to the exceptionally high number of registrations we have reached full capacity. On-site registration is no longer possible (unless some attendees cancel their registration in the meantime). Online registration is still possible; if you would like to register online, please contact us by email. Thank you for your understanding.

Registration fees 

* One author registration guarantees the publication of at most one accepted paper. If the same author presents several papers, a supplementary publication fee is due for each supplementary paper (350 €).

The registration fee includes access to all sessions, the ESANN banquet, daily lunches and coffee breaks.

The conference organizers reserve the right to stop accepting new registrations of non-speakers if the capacity of the conference premises is reached (around 150 in-person participants).

Non-speakers registrations can be cancelled (with full refund) up to two weeks before the conference.  No refund is possible if cancellation is received less than two weeks before the conference starts.  Speaker registrations cannot be cancelled.

Please note that a printed copy of the proceedings is not included in the registration fees. A supplementary fee of 100 € is due if you want to receive a printed copy of the proceedings (including p.&p. for online participants).

Hybrid conference

ESANN 2025 will be organized in hybrid mode: both in-person and online participation will be possible.  See Format of the conference for details about in-person and online talks and posters.

Of course health and safety of the participants are our top priorities; in the unfortunate event of a pandemic or other unforeseen and extreme sitiuation, the conference will be organized fully online on the same dates; the decision will be taken at the latest one month before the conference. In this case in-person registrations will be partly refunded on the basis of the difference between the in-person and online registration fees.

Hotel

See hotels tab for details.

When to register?

Speakers must register before 14.02.2025.  Other participants benefit from the early registration fee up to 14.02.2025.  The deadline for registration is 11.04.2025; registrations may be closed early if maximum capacity is reached.

How to register?

Please perform the following 3 steps.  Registration will be considered as valid only when all 3 steps will be completed.  

1. Login to the ESANN website and fill the registration form (this form is not available if you are not logged in).  If you are an author or co-author of an accepted paper, please log in using the same account and e-mail address as the one used when submitting your paper(s) (this is important to make the link between speakers and papers).
   The completion of the registration form generates a PDF (available from the website and sent by e-mail -check your spambox if you don't see it in your inbox-).
2. Make a bank transfer to the conference secretariat.  Please be sure to mention "ESANN 2025 your_first_name your_last_name" in the message/reference field of the bank transfer.  We are sorry that credit card payment is not available.
3. Login again to the ESANN website.  Go to "My ESANN" -> "Manage my registration" and upload a proof of the bank transfer.

Please note that the payment must have been received before the above deadlines by the conference accounting department in order to validate a registration.  Requests for payments sometimes require long processing times in some institutions; we strongly advice you to anticipate such delay. 

Receipted invoices are sent to all participants, after receipt of the payment.  However if you need an invoice before payment: please fill in your registration form on the ESANN portal (see step 1 above) and then send a request by email to esann@uclouvain.be.  You will receive an invoice within a week.  Please make sure that your registration form includes the legal name and address of the invoice recipient and, in the case of a European institution, the VAT number.  If you have any special requirements (reference to an order form, etc...), please specify them in your request.  Requesting an invoice does not change the above deadline for receipt of payment.

Registrations will be acknowledged by e-mail; please allow a couple of days/weeks to receive this acknowledgement.

All prices include VAT.  According to European regulations, in-person participation to conferences are subject to VAT in the country where the conference is organized; when applicable VAT will thus be paid in Belgium, and is included in the registration fees mentioned above.  

Registrations will be invoiced by the conference secretariat: d-side s.a., 24 Avenue L. Mommaerts, B-1140 Evere, Belgium; VAT BE 0472.232.523.

General conditions of registration

The conference organization is not liable if a participant cannot attend the conference due to unforeseen circumstances, including illness, visa refusal, natural disaster, strike, epidemic or force majeure. The registration fee cannot be reimbursed including in these situations.

It is expressly agreed that the members of the Organising Committee and the Conference Secretariat for the ESANN conference, their legal representatives, directors and employees, and their agents, officers and services, shall not be liable for any loss, injury or damage of any kind whatsoever suffered directly or indirectly by the person, possession or property of a conference participant or other person during or in connection with the events on the programme or any other activities of ESANN for any reason whatsoever no matter howsoever caused.

It is agreed that the ESANN Organising Committee and the ESANN Secretariat, and their agents and officers, reserve the right to cancel at any time any, or all, of the programmed or other activities if this should appear necessary as a result of events which are beyond their control or which they cannot reasonably be expected to influence or for which they are not responsible. Without limiting the generality of the foregoing, such events shall include force majeure, government or other official regulations, natural disasters, epidemic, strikes of any kind whatsoever, civil, international or other crises, or any other unforeseen occurrence. Decisions regarding the necessity for such cancellation shall be taken by the Conference Secretariat, or their agents, at their sole discretion and shall be final.

The ESANN Organising Committee reserves the right to refuse admission to the conference, or participation in any other ESANN activities to any delegate who is considered by the ESANN Organising Committee to be a security risk and/or a disruptive influence on the orderly conduct of all aspects of the conference.