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FAQ - Registration

2021 Ecsite Conference

Stavanger, Norway 10 June 2021 - 12 June 2021

Here you will find a compilation of everything you need to know in detail about registration and refunds regarding the 2020 Ecsite Conference, which will not be taking place.

Refund and registration fee questions


General Conference FAQs


What happened to the 2020 Conference? Has it been cancelled?

The Ecsite Board met on 31 March and made the decision that the 2020 Ecsite Conference will not be happening. We know that this year's Host team have put in a lot of effort in preparing for this Conference and are disappointed not to be welcoming you there. Stay tuned to #EcsiteOnline for purposeful collaboration, resources, digital peer-to-peer exchange sessions and much more. All participants and exhibitors who have already paid their invoice for the 2020 Conference will be reimbursed. If you are a participant / exhibitor, our team will contact you in the coming days in order to request account details for transferring the refunds back to you.


Can I get a refund on my ticket?

Now that the 2020 Ecsite Conference will not take place, all registered, paid participants and exhibitors will be refunded. Ecsite will contact all paid participants to request account information so that refunds can be processed and there is no need for you to request a refund in writing. We will be requesting your bank account information to be sent to ac@ecsite.eu and we will proceed with your reimbursement as soon as possible. Please note that we can only make refunds via bank transfer as we cannot process credit cards.


What will happen to my session now that the Conference is not taking place? Can I take part next year?

Due to these unprecedented circumstances, having no Conference this year means that all sessions are cancelled too. The Conference Programme Committee is now busy discussing topics and themes for a collaborative Ecsite day on 11 June and #EcsiteOnline will provide resources, content and exchange sessions for you to join and connect with peers.

Just as with all sessions, all pre-Conference workshops have been cancelled. We are open to discuss how we can best support you with your proposed workshops and we will contact all organisers to discuss plans on a case-by-case basis.


What will happen to my booth/sponsorship now that the Conference is not happening?

The Conference is a key moment for the field’s decision makers: suppliers and clients meet, exhibition co-productions are born, contracts get signed, project consortia form, tenders are discussed… We want to work with you to design  a one-day digital marketplace on Friday 19 June to support our community. More information coming in the very near future, but if you can't wait, contact Raquel at the Ecsite Office anytime.


Will there be an online / digital Conference?

We will not be having an online Conference, but we will be holding a variety of drop-in exchanges, a collaborative Ecsite Day on 11 June and a Digital Marketplace on 19 June. We have also published extra resources on Covid-19  which are a selection of valuable links and resources you and your organisation can make use of during the coronavirus pandemic. You can participate in all of the above by using or searching for the term #EcsiteOnline.


When can I buy a ticket for the Conference?

Tickets for the 2020 Ecsite Conference are not available as the Conference will not be taking place. Tickets for the 2021 Conference will be available from February 2021.


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

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.

Note that speakers and convenors pay the same conference fee as all other participants and they need to register. Exception granted to 1) Pre-Conference speakers who will receive a promotional code for a free registration at their pre-Conference workshop; and 2) fresh-ideas grantees who applied and were selected to benefit from the fresh ideas scheme.

If you are not an Ecsite member, student, pre-conference speaker or fresh-ideas grantee, you'll need to pay the full conference price. Ecsite has no other funding possibilities. We advise those who can apply, to stay tuned to a future call for Erasmus+ funding (here’s some info about the last call).


Can I give my ticket to a colleague?

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.


The pre-Conference workshop I wish to attend is a two-day workshop, but I’m only joining for one day. Can I pay half the fee?

These workshops have been planned to be two days long and you should only join if you can make these two days. Sometimes exceptions are allowed but you’ll need to get in touch with us and the workshop organisers. In any case, you will need to pay the full price.

My full Conference registration includes two social events; the Gala Dinner and Nocturne, but I’m not attending one (or both) of them. Can I have a discounted fee?

No. The social events are unforgettable highlights and great networking moments, intrinsically part of the Conference experience. Therefore we don’t sell them apart, except to participants who bought a one day only ticket, or to participants' guests.

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 the credit card details to info@ecsite.eu.


Where can I read Ecsite's Privacy Policy and the General Terms and Conditions?

We have a dedicated page on our website for Ecsite's Privacy Policy. The General Terms and Conditions for the 2020 Ecsite Conference will also be sent to you with your confirmation email after you register.


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 a FAQ!)



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