Invitation, Participation and Cancellation Policy

Participants that require an official letter of invitation in order to obtain a visa, to raise travel funds or for administrative purposes should apply for this invitation as soon as their paper proposal is accepted and no later than a week after the acceptance notification. Letters of invitation for those not registered by the stipulated deadline will be cancelled, and the relevant institutions (e.g. University, Embassy, Border Agency) will be informed that these letters should not be accepted.

We expect participants to be present during the whole event. In case a participant leaves directly after their session or arrives only for the session when they present their paper, they will not receive a certificate of participation and, if a post-conference publication is planned, their paper will not be considered for publication.

Once your paper or poster proposal has been accepted, please let us know whether you are going to attend the event. In case you cannot attend the event, please inform us in advance. If a participant does not inform us about their absence or does not respond to our emails, their paper proposals will not be considered for our future events.

In exceptional circumstances, when a registered participant cancels their participation, they may receive a partial refund, however refunding the fees may only be considered if the participant informs us about the cancellation at least one month before the event.