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FAQ - Practical information



Here you will find everything you need to know about the 2022 Ecsite Conference.

General

Registration

Travel and accommodation 

At the conference

Before leaving home

Other questions

 

GENERAL

Where and when will the Ecsite Conference take place?

The Conference will take place from 2-4 June in Heilbronn, Germany. It is hosted by experimenta science center at the Ecsite Camp in Theresenwiese, Theresienstraße 74072 Heilbronn, Germany and other nearby venues. 

One day of pre-Conference workshops will be organised on Wednesday 1 June.

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What does my Ecsite Conference ticket include?

The standard Conference fee includes:

  • access to the Conference venue and all the sessions (plenary and concurrent)
  • lunches and coffee breaks during the Conference
  • the Gala Dinner (2 June 2022) and the Nocturne (3 June 2022) social events
  • access to the Conference app, containing the full Conference agenda as well as offering additional networking options
  • a fee of €10 that will contribute to reforesting efforts of the district of Heilbronn in a pilot attempt to contribute to the overall Conference travels carbon footprint offset. 

Additionally you can buy:

  • a ticket to a selected pre-Conference workshop (full day on 1 June 2022)
  • a ticket to the Farewell Party on 4 June 2022 (evening)
  • tickets to any of the social events for an accompanying person

If you are speaking at the Conference or convening a session or pre-Conference workshop your fee also includes a Speakers Reception event on the evening of 1 June 2022.

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Will there be any opportunities to network?

Yes of course! We know how important it is to be able to connect during the Ecsite Conference and this year is no exception. The hosts are busy planning the Conference venue with networking opportunities. A brand new Conference appwill be introduced with more options to connect with other participants.

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I'm new to an Ecsite Conference. What can I expect?

Every year, we welcome over 100 newcomers to the Conference and in 2021 we had over 400 new registrations! The Ecsite network is a friendly, approachable, science engagement family where everyone can learn and share from each other. Whether this will be your first Ecsite Conference or your 33rd, there will be opportunities for everybody to get involved. Our sessions are naturally interactive, so you'll leave with a lot more connections than you started with! The Ecsite Conference is well known for its open and vibrant feel, with a passionate community open to welcome new voices. There will be a mix of keynote speakers, sessions, networking opportunities and social events as you would expect from an in-person Conference. There will be lots of opportunities to connect and meet others, and even a Newcomers Breakfast on the Thursday morning.

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Where and when can I find details of the programme?

The programme is available online now and you will receive an invitation to join the Ecsite Conference app at least a week before the Conference. The app will be your key tool during the Conference for all sessions and events.

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REGISTRATION

When can I buy a ticket for the Conference?

Tickets for the 2022 Conference will be available online until 18 May 2022. Then, it will be possible to buy tickets onsite in Heilbronn, from 1 to 4 June 2022 included.

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What are the registration prices? Am I entitled to a discount?

Detailed conference fees are available on the registration website.

Ecsite members have special discounts: 25% for Ecsite Full, Sustaining and One-person company members and 15% for Associate members.

Full-time students also benefit from a special rate, but only during online registration (until 18 May 2022).

Note that speakers and convenors pay the same Conference fee as all other participants and they need to register.

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I received a message stating that the membership fee of my organisation hasn’t been paid yet. What should I do?

Contact your finance department, they’ll know what to do! If you’re in a hurry, and because bank transfers always take a few days, ask your finance department if they can send credit card details to info@ecsite.eu.

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Where can I read Ecsite's Privacy Policy?

We have a dedicated page on our website for Ecsite's Privacy Policy.

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I didn't find my question in this FAQ section…

Don’t worry! Please contact our team at info@ecsite.eu (+32 2 649 73 83) with your question. We will happily answer your question (and perhaps add it as an FAQ!). 

 

 

TRAVEL and accommodation

How do I get there?

TRAIN: Heilbronn is accessible from all over Europe by train. Timetables are available and tickets can be booked via the Deutche Bahn website. Why not follow the #TrainToEcsite and meet up with colleagues and friends enroute?

PLANE: There are three international airports serving the area with train links to Heilbronn, namely Stuttgart, Frankfurt and Nuremberg. Stuttgart is approximately 90 minutes by train, Frankfurt  about 2 hours and Nuremberg 2 hours 30min.

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Where can I find accommodation?

HOTEL: Our hosts have created a booking platform where you can find an extensive list of hotels in Heilbronn and the surrounding area. The hotels in the city of Heilbronn are either within walking distance to experimenta and the Ecsite Camp or can easily be reached by local transportation. Most of the hotels in surrounding cities (e.g. Neckarsulm, Weinsberg, Bad Wimpfen) can be easily reached by public transport. We recommend booking as early as possible to ensure you can stay in a hotel close to the Conference venue and experimenta.

HOSTEL: A modern Youth Hostel is located in the city centre only 500 metres from both the main station and experimenta. Rates are €33.70 / bed in a shared room / night (including breakfast). Do not register online via "Check availability". Instead register by e-mail: JH-Heilbronn@jugendherberge.de or by phone: +49 7131 172961 using the password “ECSITE 2022”. After booking, the guest receives a confirmation of reservation and is at the same time a contractual partner of the youth hostel. Cancellation is free of charge in writing until 18:00 on the day before arrival. Membership in the Youth Hostel network / Jugendherbergswerk is not required for this booking.

STAY WITH A COLLEAGUE: There are a limited number of free places to stay, as the colleagues from experimenta have warmly invited Ecsite participants to come and stay in their homes. If you are interested, you can request the list of contact details directly from the experimenta team at ecsite.hospitality@experimenta.science. Enjoy the Conference experience from the comfort of a home environment, with a host who knows their way around the city!

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What is the Hospitality Grant?

The aim of the 2022 Ecsite Conference Hospitality Grant is to express solidarity with science engagement institutions that have been negatively impacted by the Covid-19 pandemic. Free accommodation from 1-5 June 2022 has been provided to successful applicants. It is oriented towards younger employees and excludes those in top-management roles. Spots have been assigned to both Ecsite network members (approx. 60% places) and to other organisations who are not members of Ecsite (approx. 40%).

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AT THE CONFERENCE

What are the main locations for the conference activities?

  • The Ecsite Camp at Theresienwiese, Theresienstraße 74072 Heilbronn, Germany for:
    • Registration
    • Main conference
    • Gala Dinner
    • Farewell party
  • Bildungs Campus, AIM Bildungscampus 6, 74076 Heilbronn
    • Pre conference workshops
  • experimenta science center, Experimenta-Platz, 74072 Heilbronn
    • Newcomers Breakfast
    • Nocturne
  • ​Bildungs Campus, Aula Bildungscampus 7, 74076 Heilbronn
    • Speakers reception

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Where do I register in Heilbronn?

The registration desk to buy tickets or collect your badge is at the Ecsite Camp, Theresienstraße, 74072 Heilbronn

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When is the registration desk open?

The opening hours of the registration desk are as follows:

Wed 1st June    08:00-17:30

Thu 2nd June    08:00-18:00

Fri 3rd June       08:00-17:30

Sat 4th June      08:30-17:00

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What sanitary restrictions will be in place at the Conference?

The latest requirements of Baden-Wurttemberg, Germany will be followed at the conference. You can check restrictions currently in-force on this webpage.

We will also create a risk assessment and contingency plan that will cover the safety rules for the work of Conference staff and subcontractors. 

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Will the social events at the Conference still take place?

All social events will be planned with participants’ health and safety in mind and will be run in accordance to German sanitary restrictions, relevant for the event date.

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I will need to take a Covid test before I can travel home, where can I get one?

There are many test centres in the middle of Heilbronn.

Please find a few listed below. We can always help you onsite for finding out, which is the closest to your hotel.

The test centres are mostly open on Sundays too.

https://www.heilbronn-testzentrum.de/

https://hn-testet.de/

https://coronatest-heilbronn.de/

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BEFORE LEAVING HOME

What preparations should I make before leaving home?

There is a current requirement to wear an FFP22 or medical grade mask on German trains so try to bring one with you. (11.05.22) Check the Deutsche Bahn website for the latest requirements for train travel. 

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Are there any other special covid requirements?

    We continue to monitor the German sanitary regulations and adapt all the organisational aspects of the event, to make it as safe as possible. You can do your part too:
    - if you can, make sure to get vaccinated and update your EU Digital Covid Certificate
    - inform yourself of any travel restrictions in Germany, that might be applicable to you

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    OTHER information

    Until when can I cancel my ticket and under what conditions? 

    You can cancel your ticket for free until 13 April 2022 23:59 CEST by writing to info@ecsite.eu. After that date you are eligible for a 50% refund if you cancel before 18 May 2022. No refund will be granted for cancellations made later than 18 May, as well as in case of no-show without written cancellation sent within the above deadline.

    Read more in the 2022 Ecsite Conference - General Conditions document.

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    What happens to my ticket if the Conference gets cancelled due to the pandemic?

    If the event is cancelled all fees will be fully refunded.

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    What happens to my accepted session if the Conference gets cancelled?

    All accepted session speakers and convenors will have the opportunity to resubmit their session to the next in-person Ecsite Conference.

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    What happens to my hotel reservation/transportation tickets if the Conference gets cancelled? Will I still have to pay?

    In such situations, as well as when you cancel yourself, the general rules of your hospitality/travel provider apply. Ecsite will not be able to grant refunds for services external to the Conference.

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    If I cannot come to the Conference because of isolation/quarantine/a positive test or similar Covid-19 related issues, will I get a refund?

    In such a situation, please write to info@ecsite.eu attaching a proof of the positive covid status. Requests will be reviewed on a case by case basis.

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    If I cannot attend, can I give my ticket to someone else?

    Substitutions are allowed with written authorisation of the registrant who is unable to attend. All substitutions must be made in writing to info@ecsite.eu.

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    If I am refused entry to Germany or to travel in general, will I get a refund?

    It is the delegate’s own responsibility to carefully check the official regulations linked to the sanitary situation to leave their own country and to enter Germany prior to and at the time of the event. Cancellation rules will be applied without exception for late cancellation due to a lack of respect or a lack of knowledge of official travel rules.

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    Will any of the Conference be streamed/take place online?

    Keynote sessions as well as showcase sessions (namely the Travelling Exhibitions and Project Showcase) will be streamed online.

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    Are you considering introducing an option for speakers to participate in their session remotely?

    For selected sessions and under certain circumstances we will enable speakers to participate in their session via zoom. This is limited to emergency situations (positive Covid-19 test among the group). In case of remote speaking Conference fee cancellation policies still apply!

    Remote-speaking options can also be granted to oversees speakers, under the discretion of the organisers.

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    I didn't find my question in this FAQ section…

    Don’t worry! Please contact our team at info@ecsite.eu (+49 15222 908545) with your question. We will happily answer your question (and perhaps add it as an FAQ!)

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