A maximum of 150 seats are available for the event. Given the high demand for attendance and the importance of ensuring balanced representation from all relevant stakeholder groups, a two-stage registration process has been implemented:
1) Pre-registration (expression of interest)
- Pre-registration is non-binding and does not guarantee a seat at the Winter School.
- Pre-registration closed on 09 December 2024 (23:59 CET).
2) Main registration
- Registration will be open exclusively to invited participants, who will be required to confirm their financial commitment to attend. A link to the registration form will be sent to them by email.
- In the case of over-subscription, the EOSC-A Board will make the final decision on invited participants, prioritising a balanced representation of stakeholders.
- Deadline for registration and payment of travel package: 07 January 2025 (23:59 CET).
- If invited participants do not complete their registration and payment by the deadline, their spot will be offered to prospective participants from the waiting list. Therefore, it is highly recommended to register as soon as possible in order to accommodate any delays in the processing or approval required by participants’ home institution.
Financial considerations
The cost of the travel package for the Winter School is EUR 859 (excluding VAT) per person.
The travel package covers:
- The 3-night stay (from Monday, 20 January, to Thursday, 23 January 2025) at the event hotel, Meliá Lebreros. It is not possible to purchase a travel package with fewer than 3 nights.
- Admission to the EOSC Winter School 2025, including access to all sessions, lunches and coffee breaks on 21-23 January 2025; all related meeting materials; the drinks reception on 20 January; and the dinner reception on 21 January.
Important information:
- The package does not cover travel expenses and extras. All prices are VAT-exclusive.
- Registration will only be considered complete once payment has been received and successfully processed. Participants can only make their payment via bank transfer. An invoice will be sent to participants within a few business days of their registration from the address, invoices@eosc.eu.
- Participants who wish to extend their stay by checking in before Monday, 20 January 2025, or checking out after Thursday, 23 January 2025, will need to arrange a separate booking directly with the hotel. To make additional reservations, please contact the hotel directly, via email, at: reservas.melia.lebreros@melia.com, or by phone at: +34 954 58 22 20. Participants will be eligible for the EOSC preferential rate from 2 days before the event through 2 days following the event, subject to the availability of the hotel.
EOSC-A is the official organiser of the EOSC Winter School, and as such, this arrangement has VAT implications for the Association. Therefore, participation in the EOSC Winter School is exclusively available through the purchase of the travel package. The EOSC Winter School 2025 is organised as a cost-neutral event, ensuring that all expenses are covered without generating any profit for the organiser.
Travel arrangements
Please note that the attendance package does not cover travel costs. Kindly refrain from making any travel arrangements until you have received written confirmation that your registration (NOT pre-registration) has been accepted or successfully completed and you have paid for the attendance package.
