REGISTRATIONS
DEADLINES
Early: until FRIDAY July 18, 2025 (23:59 CEST)
Late: from SATURDAY July 19, 2025 (00:00 CEST) to FRIDAY August 29, 2025 (23:59 CEST)
Registration link will be disconnected on August 30, 2025 at 00:00 (CEST).
After this date, only on-site registrations will be possible if places are still available.
Please note that the full conference kit and Gala Dinner cannot be guaranteed for on-site registrations.
REGISTRATION CATEGORIES
Please note that you may register for:
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Conference only
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Tutorials/Workshops and Conference
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Workshops only
You are not allowed to register for Tutorials only.
CONFERENCE PRESENTERS
To be included in the final conference program, each accepted paper requires at least one co-author to register by the deadline stated in the acceptance letter (9 June 2025). For further details, please refer to the FAQ section.
The Conference Organizing Committee expects all scheduled speakers to register and attend the Conference.
In the event of a necessary presentation cancellation, speakers should find an alternate presenter, preferably a co-author.
Any changes to scheduled presentations should be promptly communicated to the Conference Organizing Committee and session chairs.
Failure to attend or cancel a presentation can inconvenience attendees and organizers.
The Committee appreciates speakers' cooperation in adhering to this request.
REGISTRATION FEES 19% German VAT included
CATEGORY - Registration Type | EARLY | LATE | ON SITE |
|---|---|---|---|
CONFERENCE - IEEE Member | € 740 | € 840 | € 1000 |
CONFERENCE - Non IEEE Member | € 790 | € 890 | € 1050 |
CONFERENCE - IEEE Student/Young Professional | € 370 | € 420 | € 470 |
CONFERENCE - Non IEEE Student/Young Professional | € 410 | € 460 | € 510 |
CONFERENCE - IEEE Life Member | € 370 | € 420 | € 470 |
TUTORIAL/WORKSHOP Conference Attendee - Regular | € 200 | € 270 | € 370 |
TUTORIAL/WORKSHOP Conference Attendee - Student/Young Professional | € 150 | € 200 | € 300 |
WORKSHOP Only - Regular | € 300 | € 380 | € 480 |
WORKSHOP Only - Student/Young Professional | € 225 | € 300 | € 450 |
CONFERENCE (IEEE Member) + TUTORIAL/WORKSHOP (Regular) | € 940 | € 1.110 | € 1.370 |
CONFERENCE (Non IEEE Member) + TUTORIAL/WORKSHOP (Regular) | € 990 | € 1.160 | € 1.420 |
CONFERENCE (IEEE Student) + TUTORIAL/WORKSHOP (Student/Young Professional) | € 520 | € 620 | € 770 |
CONFERENCE (Non IEEE Student) + TUTORIAL/WORKSHOP (Student/Young Professional) | € 560 | € 660 | € 810 |
CONFERENCE (IEEE Life Member) + TUTORIAL/WORKSHOP (Regular) | € 570 | € 690 | € 840 |
Student registration is available for undergraduate, graduate, and Ph.D. students only; it is not available for post-doctoral students.
Also young professionals will benefit from the reduced student fee.
Student or Young Professional status will be randomly requested by the Organizing Secretariat, who may ask you to send a supporting document. Failure to provide such document upon request will result in a fee upgrade.
Workshop and Tutorial fees include:
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Access to any Workshop and/or Tutorial (while each attendee will be asked to select a workshop or tutorial event during registration, please note that seats cannot be guaranteed. Attendees are welcome to access or switch to any other workshop or tutorial, subject to seat availability)
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Morning and afternoon coffee breaks
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Monday Lunch
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Learning material (if any)
Conference registration fees include:
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Access to all Conference Scientific Sessions
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Morning and afternoon coffee breaks as indicated in the final program
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Lunches as indicated in the final program
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Welcome Cocktail (Tuesday, 9 September )
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Gala Dinner (Wednesday, 10 September)
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Digital Conference Proceedings
ADDITIONAL FEES FOR ANY ACCOMPANYING PERSON
Additional Welcome Cocktail ticket: € 40,00
Additional Gala Dinner ticket: € 65,00
Additional services will not be sold at the conference venue unless still available.
SOCIAL EVENTS PARTICIPATION
Help us not to waste any food or other planet's resources!
Organizers will book your Welcome Cocktail and Gala Dinner only if you flag these items on the registration form.
You may change your selected option by re-entering your registration status until Friday 8 August, 2025.
HOW TO REGISTER
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Create your account (Please avoid creating multiple accounts as it will lead to potential malfunctions and incorrect management of your registration.)
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If you already have one, simply log in and register.
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If you have forgotten your password, you can reset it by clicking on "FORGOT PASSWORD?"
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Select your Registration Category.
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Once you have completed your registration, you will receive an automatic registration confirmation with a summary of the options you have selected.
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If you do not receive this e-mail, either your e-mail address has been entered incorrectly or the registration process has not been completed.
Please note that registration options not linked to a payment (such as your selection to confirm your social program attendance, included in the registration fee) may be edited until Friday 8 August, 2025.
Additional tickets for the Welcome Cocktail and the Gala Dinner may be purchased during registration or by re-entering your account until Friday 8 August, 2025. Simply log into your account to do so.
By accessing your account anytime you will be able to check:
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your registration status
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your purchased additional items, if any
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any changes you have made (for example, your confirmation of attendance for the social events)
The automatic system will send an email only if you purchased additional items.
PAYMENT
Fees must be paid in euros (€) and can be settled via credit card (Visa, Mastercard, American Express) or bank transfer to Sistema Congressi.
Our online payment system, Xpay, provided by Nexi, ensures the security of your transactions.
If you choose bank transfer, please complete the registration form first. Bank transfer details and instructions will be provided in the registration confirmation email.
Please note that admission to ESSERC 2025 cannot be guaranteed until full payment has been received.
Registrations with outstanding or delayed payments will be automatically cancelled without prior notice.
On-site registration fees can only be settled by credit card.
INVOICE
The invoice will be issued and emailed in PDF format in due time.
Please note that possible delays may occur due to holiday periods or overlapping deadlines.
Ensure that all invoice information is correct and complete.
The attendee's name will always be included in the invoice description.
Consistency in billing data is mandatory!
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If you select “billing to MYSELF as a private person" it means that YOU'll pay and the invoice will be in YOUR name. Please fill out all the mandatory fields with YOUR personal details.
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If you select “billing to a COMPANY/UNIVERSITY/INSTITUTION” it means that THEY will pay. Please fill out all the mandatory fields with the billing details of your Company/University/Institution, including invoice recipient.
If you have a Taxpayer Identification Number (TIN, VAT, Fiscal Code, etc.), you must provide it. Please double-check the number you enter.
If you don't have one, simply write 'NONE
Failing to provide for the right billing invoice details will result in wrong invoices.
Reissuing wrong invoices is subject to a penalty fee.
CANCELLATION POLICY
Cancellation must always be confirmed in writing: please email registration@sistemacongressi.com and ensure to include all your bank information.
Refunds of fees, less €50 for an administrative charge, will be issued for cancellations received before FRIDAY July 18, 2025 (23:59 CEST).
After this date, no refunds will be possible. Refunds will be processed after the Conference.
No refund will be possible in the case of a no-show.
In the event of the conference being cancelled at any time due to force majeure or other reasons beyond the control of the Organizing Committee, registration fees will not be refunded. Neither the Organizing Committee nor the Organizing Secretariat will be liable for any other costs or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Participants are highly encouraged to obtain their own insurance policy covering such events.
In case of visa refusal, the amount paid for registration is refundable anytime, except for an administration fee of Euro 50.
An official document attesting to the visa refusal is required. Refunds will be processed after the Conference.
USAGE OF MEDIA MATERIAL TAKEN AT THE CONFERENCE
By attending ESSERC 2025, you acknowledge and agree as follows:
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to be photographed, filmed or recorded
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that the organization of ESSERC 2025, may use this material on its website or in electronic and print publications and on social media
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due to the prevalence of mobile recording devices in today’s world, ESSERC 2025 Organizing Committees disclaims all liability for the capture of your image in any multimedia format by other attendees at the event.
NEED ASSISTANCE?
If you need assistance or information about registration procedures, payments and invoices, please contact registration@sistemacongressi.com
Answers can be delayed due to some overlapping deadlines or during holiday periods.