FAQ

REGISTRATION

Online registration is open until August 24th, 2020.  From August 25th, 2020 the onsite registration fee will be available. The early bird registration rates apply for those who register before …..2022. → Please note that due to the new Covid-19 security protocols, on-line registrations are recommended. The on-line registration form will be available through the congress web site (esof.eu) for application till the beginning of the event, and during the congress days.

No, but the registration rates are reduced for EuroScience full members. You can become a EuroScience member here. Visit our table for regular and reduced fees here

PHYSICAL PARTICIPATION for Delegate, Young/post doc, Reduced CEE Countries

This registration fee includes full access to the physical conference in Trieste and online access to all content also post-conference on demand.
PHYSICAL PARTICIPATION for Students/School Teachers

This registration fee includes full access to the physical conference in Trieste.

Additional post-conference on demand access is NOT INCLUDED. To get access to the ESOF library, please, select also the specific option in the registration form.

Your conference registration includes also the following Social Events:

Opening Ceremony | Wednesday afternoon, 2 September at Porto Vecchio

ESOF Concert | Saturday evening, 5 September at Porto Vecchio

Closing Ceremony | Sunday afternoon, 6 September at Porto Vecchio

Please, for safety reasons the seats of the social events of the ESOF2020 programme are limited and will be allocated on a first come first-served basis. So please, you can also pre-select the option inside the registration form.

Please, note that delegate with the full physical registration will get access to all the social events, instead of delegate with daily registration will get access only to the social event of that day.

ONLINE PARTICIPATION for Delegate, Young/post doc, Reduced CEE Countries

The online registration fees include access to all live content (live sessions during the forum, awards, special and highlighted sessions).

Additional post-conference on-demand access is NOT INCLUDED. To get access to the ESOF library, please select also the specific option in the registration form.

ONLINE PARTICIPATION for Students/School Teachers

The online registration fees include access to live content only.

Additional post-conference on-demand access is NOT INCLUDED. To get access to the ESOF library, please select also the specific option in the registration form.

Yes, one-day conference registration is available for ESOF2020.

Please note that your registration is valid only for physical participation in Trieste and for sessions and events on that day and badges will be actively checked throughout the conference to ensure that participants have registered properly. Each participant can only buy 1 daily registration. There is no “early-bird” discount available for one day passes, although there are discounted fees for CEE delegates and EuroScience members.

Additional post-conference on-demand access is NOT INCLUDED in the daily fees. To get access to the ESOF library please select also the specific option in the registration form.

Participants wanting to attend a single session must have at least a one-day registration; for security reasons ESOF cannot allow unregistered attendees to come to sessions or other conference events.

If you have any special requirements due to a disability, we will do our very best to accommodate any requests, so please contact the ESOF2020 registrationESOF2020@oic.it for assistance.

If you have any special requirements due to a disability, we will do our very best to accommodate any requests, so please contact the ESOF2020 registrationESOF2020@oic.it for assistance.

Yes, all delegates are welcome to bring family and friends to Trieste.

However, if any family or friends wish to access the conference venue or attend any sessions, they will have to register at the normal rates.  

Everyone is welcome to participate to the Science in the city Festival exhibition and shows and the entrance will be for free inside the Convention Center.

Please send the list of delegates that will be part of your group at registrationESOF2020@oic.it, you will afterwards receive an email telling you how to proceed.

By following the above process, you will also have a group discount: every 5 delegates 1 will be free. It is also possible to require one invoice for all the group registrations.

Please proceed with your registration, you will have to flag the Visa button and proceed with the payment.

Afterwards you will be contacted by our PCO to complete the process. In case your Visa request would be declined, you will be entirely refunded. For more information, please contact us at registrationESOF2020@oic.it.

Please contact sponsorESOF2020@oic.it, which will provide you all the information.

Tickets only for social events are not available. In order to attend the Opening Ceremony, the ESOF Concert and the Closing Ceremony you will need to have a full conference badge. Those holding a one-day badge can only attend the social event happening on that day.

Sessions are open. You do not need to reserve your seat or sign up for any of the sessions. You should also make use of the conference app in order to plan your way around the event, but you do not need to pre-schedule or sign-up for any individual sessions.

Due to new rules for COVID-19 protocol, all the meeting rooms will have a reduced number of seats, reservations will not be possible and attendees can access physical sessions until seats will be available on a first come first served basis.

A few days before the ESOF Conference you will receive an email with your badge attached, please print it and show it at the entrance of the ESOF2020 conference.  The name badge acts as the entrance ticket for the ESOF2020 conference. 
If you didn’t receive your confirmation email, please contact us at registrationESOF2020@oic.it.

The name badge acts as the entrance ticket for the congress.

If a badge is lost or forgotten, ask to the Registration Desk at your arrival to reprint the badge

Certificates will be sent after the congress to everyone who collected the badge.

Coffee, tea and food will be available to purchase separately onsite at the food and beverage area.

PROGRAMME

The forum sessions will be held in English. Most of the Science in the City festival activities like the science shows and cafes will be in English and Italian, some theatre shows and exhibitions will be proposed in other languages too.

The full programme is planned to be published in March-April (tbd) 2022. To make the search more effective, you will have the choice to use the programme available on the ESOF website  or you may download the programme app.

Trieste is willing to host a sustainable ESOF, so conference materials will include a pocket conference schedule and the full programme will also be uploaded on the ESOF2020 app and on the conference website.

Not automatically. All session organisers and speakers’ registration fees are waived, but everyone must register via the online platform to attend the conference. OIC (our PCO) will send you an email with the dedicated link for free registration. If you have not received it yet, please contact registrationESOF2020@oic.it.

Session organisers are responsible for communicating session details with speakers, and ensuring their registration and participation in the conference. Organisers are also responsible for the general management, preparation and organisation of the session. Guidance on this will be provided by facultyESOF2020@oic.it. Organisers must also notify the local team of any changes to the session. For more information please contact us at facultyESOF2020@oic.it.

Session organisers will be issued with instructions by emails from facultyESOF2020@oic.it  . These will include a presentation guide with best practice for session organisers, speakers and moderators and details of how to request any required equipment.

Organisers should email directly to the Scientific Programme Team at rytis.paskauskas@esof.eu and in c.c to facultyESOF2020@oic.it. Let us know that one of your speakers has withdrawn. If necessary, the programme team will be able to provide guidance on a replacement speaker. All replacement speakers will be accepted at the discretion of the Scientific local team.

Changes to session content are no longer permitted, but any issues can be discussed with the Scientific local team. Please email to Rytis.paskauskas@esof.eu, that will provide you all the information.

As a session organiser, if you are withdrawing your session or transferring organisational duties to another person, you should email ESOF at rytis.paskauskas@esof.eu and in c.c to facultyESOF2020@oic.it.  If you are a session speaker, you should inform your session organiser immediately to maximise the time for them to find a suitable replacement.

PAYMENT

All payments can be made by credit card. On site payments by cash will be allowed within the limits applied by the Italian law (€2.000 from 1 July 2020 to 31 December 2021).

Cheques are not allowed.

Payment is required to complete your online registration procedure. So, you will be asked to pay at the moment of your registration. Please refer to registration fees and conditions here.

You will be able to register also onsite during ESOF2020.

However, any registrations and so any payment done during the conference will be at late/on site fee.

You are paying a Value Added Tax (VAT) on the congress registration fee because, according to the EU VAT Directive, VAT must be charged in the country hosting the Congress.

CANCELLATION

  • Up to and including July 15, 2020 the paid amount will be refunded with a deduction of 30% as penalty charge.
  • From July 16 to August 24, 2020 included: the paid amount will be refunded with a deduction of 70% as penalty charge.
  • From August 25, 2020: No refund will be possible for cancellations.

Anyone unable to attend the congress for whatever reason after paying, and/or unable to transfer the registration fee to another person, must cancel his/her registration.

The registration fee will be refunded if the request is received prior the above cancellation deadline dates.

Name changes incur a handling fee of € 50,00 per registration. The fees will be added to the outstanding invoice.

Partnerships / Sponsorships

If you wish to be part of the Exhibition at ESOF2020 please email us at partnerships@esof.eu.

Partnership opportunities are limited, so act today. If you wish to be a partner at ESOF2020 please visit the ‘Become a Partner’ page on our website for more information or write an email to partherships@esof.eu.

Advertising opportunities are open to all. If you would like to advertise in the ESOF2020 programme please contact us at partherships@esof.eu for more information

Traveling to Leiden

No, registration does not include accommodation. It is responsibility of the delegate to arrange their own accommodation.

Participants can book accommodation via Hotels.com For more information on hotel accommodation, please contact: registrationESOF2020@oic.it

Yes, you can book your own accommodation. virtual sessions and exhibition

FAQ’s

All the participants in the conference will receive unique codes to enter streaming contents of the conference. All the sessions (physical, hybrid and virtual ones) will be live streamed on the dedicated platform. All the accesses will be sent by email before the Opening of the Conference. 

If you have not received your codes, please, contact us

ESOF 2022 will offer a virtual exhibition area which will host about 20 booths.

By using “Meet the Sponsor”, it will be possible to schedule appointments with the partners and discuss about the projects displayed in the booths.

Yes, there will be a big exhibition in the Halls 27 and 28, with lounge and recharge areas for electronic devices. In the hall 28 there will be also an area B2B for Business meets Science meetings, for more click here. 

Exhibition will be in Hall 27 and Hall 28, following the preliminary opening hours here below

 

HALL 27

  • SATURDAY 29 AUGUST 2020: from 18.00 to 20.00
  • SUNDAY 30 AUGUST 2020: from 10.00 to 20.00
  • MONDAY 31 AUGUST 2020: from 10.00 to 20.00
  • TUESDAY 1 SEPTEMBER 2020: from 10.00 to 20.00
  • WEDNESDAY 2 SEPTEMBER 2020: from 8.30 to 20.00
  • THURSDAY 3 SEPTEMBER 2020: from 8.30 to 20.00
  • FRIDAY 4 SEPTEMBER 2020: from 8.30 to 20.00
  • SATURDAY SEPTEMBER 5 2020: from 8.30 to 20.00
  • SUNDAY 6 SEPTEMBER 2020: from 8.30 to 18.00

 

HALL 28

  • WEDNESDAY 2 SEPTEMBER 2020: from 8.30 to 20.00
  • THURSDAY 3 SEPTEMBER 2020: from 8.30 to 20.00
  • FRIDAY 4 SEPTEMBER 2020: from 8.30 to 20.00
  • SATURDAY SEPTEMBER 5 2020: from 8.30 to 20.00
  • SUNDAY 6 SEPTEMBER 2020: from 8.30 to 18.00