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Registration FAQ

Welcome to the registration frequently asked questions (FAQ) page. Click on the questions below to display the answers. If you don’t find an answer to your question, feel free to contact us directly.

Conference delegates

How can I register as a conference delegate?

From the registration page, select the “Register” button and follow the steps through the online registration process. You will be able to select your type of pass, the day and any additional options during the four steps. VISA or MasterCard are the only accepted methods of payment (exceptions apply for exhibitors or other group registrations).

What is included in my registration fee?

Please refer to the “Passes and prices” overview to check out what you receive with each pass.
Note: A conference delegate pass also allows access to the exhibition halls.

I am press representative/journalist, how can I register for the event?

A dedicated press registration will be available by January 2014 in the “Media & press” section of the website. Registration for accredited journalists is free of charge. A proof of this status will be requested during the registration process.

Exhibition visitors

How can I register as an exhibition visitor?

From the registration page, select the “Register” button and follow the steps through the online registration process. You will be able to select your type of pass, the day and any additional options during four easy steps. VISA or MasterCard are the only accepted methods of payment (exceptions apply for exhibitors or other group registrations).

What is included in my registration fee?

Please refer to the “Passes and prices” overview to check out what you receive with each pass. Note that the exhibition visitor pass does not include access to any of the conference sessions, unless separate conference session tickets are purchased (max. 2 per person).

General

Is there special fee for EWEA members?

Yes, EWEA members benefit from 30% discount on their passes. Your membership will be verified via the company name drop-down list in the EWEA member registration page. Please note only companies that have paid their 2014 EWEA membership fees are eligible to this discount. For more information, please contact [email protected]. Kindly note that an administrative delay of one week is required between the signature of a new membership contract and upload of the new member company’s name to the registration system.

How can I get an invitation letter for a visa application?

EWEA issues visa invitation letters only after the registration is completed and payment made. If you have completed these steps, you may download your visa invitation letter from your registration account.

Which payment methods are accepted? Can I pay by bank transfer?

Payment by credit card (VISA / MasterCard) is the only payment option accepted for individual registrations. Bank transfer is available for group registrations and exhibitor staff only.

Why is there local VAT to be paid although the invoiced organisation is EU VAT registered?

Registration to the EWEA’s events falls into the exception foreseen at the art 52 a) of the EU VAT directive 2006/112/CE:

Article 52: The place of supply of the following services shall be the place where the services are physically carried out:
(a) (…), scientific, educational, (…) or similar activities, including the activities of the organisers of such activities and, where appropriate, ancillary services; (…)”

In consequence and event if your organisation is VAT registered, EWEA asbl/vzw has to request to pay for local VAT for any registration.

Can I recover the paid VAT on registrations?

If the invoiced organisation is EU VAT registered, the paid VAT (part or all) can be claimed back via your local VAT authorities. More information is available under the title “Cross-border refunds of VAT in the EU” of this European Commission web page. If the invoiced organisation is located outside the European Union, please find more info under the title “Non-EU businesses” of this European Commission web page.

How can I get my badge and vouchers for options booked?

Badges or vouchers will not be sent out prior to the event. Please print your confirmation email with your unique bar code. Onsite at the venue, this bar code will be scanned and your badge and vouchers will be automatically printed.

Can I replace one delegate with another?

Subject to the EWEA 2014 registration terms and conditions, you may substitute conference or exhibition registrations as per the indicated instructions and deadlines.

How can I make changes to my contact information?

Please go to your online registration account, which you can access via the link mentioned in your confirmation email.

Can I cancel a registration?

Subject to the EWEA 2014 registration terms and conditions, you may cancel conference delegate registrations as per the indicated instructions and deadlines. Exhibition visitor registrations may not be cancelled. However, name changes are permitted via the online registration account.

Are children allowed to attend? Is there a minimum age?

The EWEA 2014 Annual Event is a business congress. For safety reasons, access for children under the age of 18 is not permitted.

Can I register onsite?

Yes, onsite registration opens on the day before the event starts.

Registration opening hours:

09 March 2014 14:00-19:00
10 March 2014 08:00-18:00
11 March 2014 08:00-18:30
12 March 2014 08:00-17:30
13 March 2014 08:00-13:30

Note: Exhibitors only will be able to pick up their badge/materials as from 08:00 on Sunday 9th March 2014.

Groups

How can I register a group?

Are you registering 10 or more attendees? You can choose the “group booking” button on the registration page. Please take into account that you will receive only one invoice for the whole group and not an individual invoice for every member of your group. If you need individual invoices then you will need to make individual registrations.

Special offer for EWEA Members: EWEA member companies registering a group of 10, 20 or 30 4-day conference delegates may profit from a special discount. In order to benefit from this discount, please register your group by contacting the EWEA 2014 Registration Secretariat, [email protected], directly to apply for the discount.

Can I pay for the group now and give the names later?

Names need to be specified at the time of registration. However, substitutions and name changes will be accepted until up to 3 weeks before the event. For more details please refer to the EWEA 2014 registration terms and conditions.

I have made a group registration and wish to make a payment by bank transfer. Where can I find your bank details?

The bank details are indicated on your pro forma invoice, as well as in the EWEA 2014 registration terms and conditions.

Where can I get an invoice from?

Your pro forma and final invoices will be available via your online registration account, which you can access via the link provided in your registration confirmation email.