Note
We kindly remind you, that a prerequisite for in-person participation in the EICUG 2023 is payment of the conference fee before start of the conference – 25th July 2023.
Preface
The meeting will be divided into four parts:
- Early Career Workshop: July 23rd - 24th, 2023;
(this satellite meeting is paid extra and requires separate registration, visit https://indico.jlab.org/event/696 for more information) - Electron-Ion Collider User Group: July 25th - 26th, 2023;
- ePIC meeting: July 26th - 29th, 2023;
- Detector II/IP8 meeting: July 30th - 31st, 2023.
The registration fee (both early and regular) allows the attendees to participate in the Electron-Ion Collider UG, ePIC, and Detector II/IP8 meetings. It is not possible to lower one's registration fee by attending only a part of the whole EICUG meeting.
Student grants
The fee will be waived for a number of students (including Ph.D. students). To apply, first send your CV and one recommendation letter to EICUG2023@candela.org.pl before May 28th (before registering). Applicants will be notified about the decision by May 30th (the notification date was moved by 3 days due to the number of applications).
Conference fee
Early registration will open on April 14th, 2023. The early registration conference fee for EICUG 2023 is 1850 PLN (incl. tax) (~396 EUR). Participants may optionally expand the conference fee during the registration to include an official conference dinner [450 PLN (incl. tax) (~95 EUR)] and a sightseeing trip (3 different kinds paid additionally, choosing more than 1 is allowed).
The conference fee covers participation in the conference, a welcome pack, all-day coffee breaks (served on-site), and lunches (served on-site).
Starting from June 10th, 2023, the conference fee will increase to 2300 PLN (~495 EUR).
The conference fee does not include accommodation and transport.
Student conference fee
The early student registration conference fee for EICUG 2023 is 1350 PLN (incl. tax) (~290 EUR). Participants may optionally expand the conference fee during the registration to include an official conference dinner [450 PLN (incl. tax) (~95 EUR)] and a sightseeing trip (3 different kinds paid additionally, choosing more than 1 is allowed).
To receive a student discount, first send a confirmation of your student status to EICUG2023@candela.org.pl (before registering).
The conference fee covers participation in the conference, a welcome pack, all-day coffee breaks (served on-site), and lunches (served on-site).
Starting from June 10th, 2023, the conference fee will increase to 1800 PLN (~390 EUR).
The conference fee does not include accommodation and transport.
Accompanying person
The fee for an accompanying person is 1350 PLN (incl. tax) (~290 EUR). You can choose this option in the registration form.
The fee covers participation in the coffee breaks and lunches. This fee can also be expanded to include the official dinner and trip (same prices as above, to expand please contact us at EICUG2023@candela.org.pl.).
Online attendance registration fee
The online attendance registration fee is 300 PLN (incl. tax) (~65 EUR). You can choose this option in the registration form. The fee covers participation in the Zoom streaming of the EICUG meeting. The registration form for the online and in-person attendance is the same — the choice is made on the second page of the form.
Registration procedure
1. Fill out the registration form:
2. In the first step, you will be asked if the invoice for your participation should be issued for an organization (e.g. a university) or a physical person (e.g James Maxwell). Please note that it is not possible to change the invoicing data after receiving the payment.
3. You can choose if you want to pay directly with a credit card, PayPal, or via a bank transfer.
4. If you select PayPal payment, after completing the form you will be directly forwarded to a PayPal webpage to process the payment.
5. If you select bank transfer, please send the bank transfer up to 14 calendar days after completing the form. Otherwise, your registration will be canceled. If you need more time, we encourage you to contact us by emailing us at EICUG2023@candela.org.pl. Please specify the pro-forma number that we generated in the registration system in the title of the bank transfer (you will automatically receive it by email after completing the last steps of the registration).
6. After completing the form, you will receive a confirmation of submitting the form and confirmation of processing the payment. If you don’t receive it in 15 minutes (please check your SPAM folder first), please contact us with the details of the process.
7. Once we receive the payment, you will be notified about it within 2 working days.
8. Up to 7 working days after receiving the payment, the Candela Foundation will send you an invoice. The invoice will be delivered by email using the address submitted in the registration form.
Please note the question about consent for publishing information about the participants. Due to European GRPR regulations, we are required to obtain your consent before publishing your personal information (in this case: name, family name, and affiliations). Without this consent, we will not be able to include you in the list of contributors that is available on this website.
Payments – possible currency options
The conference fee can be paid with a bank transfer or credit card (we currently use PayPal as the operator). The conference fees are declared in PLN, but we can also accept bank transfers in EUR and USD. To convert your registration fee, please fill out the registration form by choosing "bank transfer" as a payment method, complete the payment, and contact us afterwards (EICUG2023@candela.org.pl). Based on the information from the registration we will issue a pro-forma invoice in EUR / USD based on an exact exchange rate for that day (published by the National Bank of Poland).
Bank account details in PLN - contact us if you want to pay in a different currency
Bank wire transfer and other related fees should be paid by the registrant. Please verify carefully during the wire transfer payment that all costs are charged to you, as only such payments will result in completing the registration process. Please note that the bank account details specified below are only for payments in PLN.
Bank account owner: Fundacja Candela
Bank account owner address: ul. Grochowska 357/513, 03-822 Warszawa, Poland
Bank name: mBank S.A.
Bank addres: Skrytka pocztowa 2108, 90-959 Łodz 2
IBAN: PL21 1140 2004 0000 3502 8104 4339
BIC/SWIFT: BREXPLPWMBK
SORT CODE: 11402004
Transfer title: [pro-forma number generated by the registration system]
Scam warning
In recent years there have been scam attempts targeted at conference attendees, so we’re warning you preemptively that:
a) All emails from the Organising Committee will only be sent from @candela.org.pl, @fuw.edu.pl, @uw.edu.pl, @ncbj.gov.pl or @pw.edu.pl domains.
b) We will be charging only the above-mentioned conference fee. No other payments related in any way to EICUG2023 will be asked for by any of the Committees.
c) Accommodation and transport are not included in the workshop fee. Therefore, we will not offer booking assistance to the participants.
Any of the points mentioned above may be subject to scams, so we ask you to stay cautious. If you are uncertain at any point, don't hesitate to contact us at EICUG2023@candela.org.pl.
Refunds
If you'd like to cancel your registration, a refund is possible. 50% of the sum paid can be refunded upon requests delivered to us before the 26th of May, 2023. After this date, refunds will not be possible. To request a refund, please contact the Candela Foundation with the details of your registration by sending us an email at EICUG2023@candela.org.pl or events@candela.org.pl.
Terms and regulations for all attendees (necessary to register)
b) GDPR – data processing notice for participants of the EICUG2023 conference
