FAQ

REGISTRATION

Online registration is open until July 16th, 2022.  From July 13th, 2022 the onsite registration fee will be available. The early bird registration rates apply for those who register before 22.04.2022. → Please note that due to the Covid-19 security protocols and for sustainability reasons, online registrations are recommended. The on-line registration form will be available through the conference website (esof.eu) for application till the beginning of the event, and during the conference 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

ONSITE PARTICIPATION for Delegate, Young/post doc, Student

This registration fee includes full access to the onsite conference in Leiden and online access to all content

ONLINE PARTICIPATION for Delegate, Young/post doc, Students 

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

Yes, one-day conference registration is available for ESOF2022.

Please note that your registration is valid only for onsite participation in Leiden 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 EuroScience members.

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 us via our contact form for assistance.

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

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. The exhibition space in the Pieterskerk can be visited free of charge every day from 2 p.m.

Group registration will soon be available.

Group registration ss available from 5 delegates or more. When registering 10 or more delegates, 1 registration will be free of charge. It Is also possible to require one Invoice for all the group registrations.

If you need a letter of invitation for your visa application, please contact the ESOF2022 Conference Secretariat via our contact form.

Please note that a letter of invitation will only be sent after payment of the registration fee and will only mention the conference registrant not accompanying persons (if applicable).

Please contact via our contact form. We will provide you all the information.

Tickets only for social events are not available. In order to attend the Opening Ceremony 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.

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 onsite sessions until seats will be available on a first come first served basis.

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.

Information about this will follow soon.

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 Dutch.

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.

Leiden 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 ESOF2022 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. Our PCO will send you an email with the dedicated link for free registration.

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 Leiden. Organisers must also notify the local team of any changes to the session. For more information please contact us.

Session organisers will be issued with instructions by emails. 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 let us know immediatly that one of the 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 get in touch with us and we 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 contact us.  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

Payments need to be paid in full and only in EUR. Bank transfer or online payments are the only accepted forms of payment. All bank fees or credit card fees must be paid by the transmitter.

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 ESOF2022.

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

  • For cancellations received up to and including 13 May 2022, a cancellation fee of 25% will be charged.
  • For cancellations received after 13 May 2022 no refund will be given, full amount required.

 

Please note that notifications of cancellation of registration must be sent via our contact form

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.

Please contact us via our contact form

Please contact us via our contact form

Please contact us via our contact form

Please contact us via our contact form

Partnerships / Sponsorships

If you wish to be part of the Exhibition at ESOF2022 write us via our Partner contact form

Partnership opportunities are limited, so act today. If you wish to be a partner at ESOF2022 please visit the ‘Become a Partner’ page on our website for more information or contact us through through the Partner Contact Form.

Advertising opportunities are open to all. If you would like to advertise in the ESOF2022 programme please contact us contact us via the Partner Contact Form for more information.

Traveling to Leiden

No, registration does not include accommodation. It is the responsibility of the delegate to arrange their own accommodation. Book a room on preferred Hotel Reservations or contact directly here

You can book your own accommodation on preferred Hotel Reservations or contact directly here

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.

It will be possible to schedule appointments with the partners and discuss about the projects displayed in the booths.

The exhibition will be open from 13 to 16 July 2022.