Registration Guidelines

All participants must create an account and register via the Online Portal. Please consider using a personal email account if your work email is associated with an institute with high security and privacy settings, as the emails may be transferred to junk folders.

Each participant will receive a registration number by email after submitting the registration in the Online Portal. The preferred method of payment is online card payment. For payments completed by bank transfer, please proceed with the payment transfer only after receiving your registration number. Payment by bank transfer must include the registration number and the participant’s name in the payment details.

Contact Information 

For any questions you may have relating to registration, please do not hesitate to contact the Conference Secretariat at registration@ichep2024.org.

Registration Fees 

*Student fee is only available for participants attending a university or institute of higher education as students at the conference start date. Students must provide proof of their student status during the registration process.

All the above fees include a local VAT of 21%.
Unpaid or partially paid registration will not be considered valid until fully paid.
All registration deadlines are applicable considering the local time (CET/CEST).

Registration Fee Includes

• Access to the Scientific Programme
• Access to the Exhibition Area
• Access to the Poster Session
• Coffee Breaks
• Welcome Reception
• Public transport ticket (valid between 18 – 24 July 2024)

Accompanying Person Fee Includes

Accompanying person fee is only possible to select as an additional ticket to a delegate or student registration.

• Access to the Exhibition Area
• Coffee Breaks
• Welcome Reception
• Public transport ticket (valid between 18 – 24 July 2024)

Lunches

• Price: 265 CZK per one lunch per person
• Delegates can book lunch for each day of the conference during the registration process.
• Each lunch will consist of a main meal and will be served at the canteen at the venue.
• Delegates will be able to additionally purchase soup or drink during lunch hours.
• The capacity of lunches is limited. They will be sold on a first-come, first-serve basis.

Group Registrations

Group registrations can be processed online. Kindly use the ´Add Participant´ button after registering the first participant in the Online Portal.

Social Programme

Tickets to the social programme can be booked during the registration process.

Welcome Reception

Date: 18 July 2024
Time: 19:00
Place: Conference venue – Prague Congress Centre, 5. května 65, 140 21, Prague 4
Price: Included in the registration fee.

ICHEP Party

Date: 22 July 2024
Time: in the evening
Place: TBC
Price: 380 Kč
More information
The capacity is limited. Tickets are sold on a first-come, first-serve basis.

Conference Dinner

Date: 23 July 2024
Time: 20:00
Place: Bethlehem Chapel, 255/4, 110 00, Prague 1 – Old Town
Price: 1 600 CZK
Dress code: smart casual
More information
The capacity is limited. Tickets are sold on a first-come, first-serve basis.

Tours

Delegates can purchase the tours in the registration form. You can find more information here.

Childcare

• Childcare is available at the venue for 6 days during the conference (18 – 20 July; 22 July – 24 July 2024)
• From 8.30 am to 7 pm, with a lunch break based on the conference programme (last day of the conference from 8.30 am to 2 pm)
• Food is not included in the price.
• Available for children between the ages of 1 to 12 years old
• Price per child: 6 500 CZK (including VAT)
• The organiser reserves the right to cancel the childcare in case fewer than 10 children are registered. In case the minimum capacity is not filled, you will receive a full refund of the childcare fee.
• Reservation in advance is required.

Mentor/Mentee programme

If you would like to know more about the mentor/mentee programme, please click here.

Accommodation

STUDENTS ONLY

• Single room including breakfast – 1 200 CZK (including VAT of 12% and city tax)
• Single room with a bathroom shared between two neighbouring rooms  550 CZK/night,
  4400 CZK for a full stay of 8 nights (17.7.-25.7. 2024) (including VAT of 12% and city tax)
• Double room for one person including breakfast – 1 300 CZK (including VAT of 12% and city tax)

Payment Details

All fees are to be paid in Czech Crowns (CZK) free of all bank charges. However, please confirm with your bank any possible charges from their side.

Registration fees are collected by CZECH-IN s.r.o., 5. května 65, CZ-14021 Prague 4, Czech Republic on behalf of ICHEP 2024.

Online Payment by Credit/Debit Card

The preferred method of payment is payment by card online via our secure payment gateway:

WORDLINE – Payment Solution Saferpay – Online payments service provider

Accepted Credit / Debit Cards

In the unlikely event of a rejected online credit/debit card payment, it is recommended to return to the registration form and try to process the payment again. Should the payment issue persist, the participant is advised to contact the card issuer/bank first to check for any potential block on the online transaction. If so, once this is removed it will be possible to pay via the online payment gateway.

The accepted currency is CZK only.

By Bank Transfer

To ensure your registration is valid, please make sure that any payment made by transfer is free of all bank fees and transfer charges. Please also ensure that the registered participant’s name and Registration Number are clearly stated in the bank transfer. Payments received without such details (Name, Registration Number) cannot be easily identified and may not be valid.

Payment by bank transfer is available until 18 June 2024. After this date, all payments can only be made by credit/debit card.

Final Invoice

The final invoice will be issued based on the details provided during the registration process (step Contact/Invoice details). The final invoice will be available for download in the online portal three weeks after the registration has been paid in full.

Any change of details (such as name, address, VAT number, etc.) is possible only within three days from the date of registering, is subject to a 500 CZK administrative fee and must be notified in writing at registration@ichep2024.org.

Confirmation

Each participant will receive a registration overview and email notification confirming receipt of payment. To view the status of your payment, please click here.

Invitation Letter

Delegates can download their Invitation letter from their account in the Online Portal once their registration is paid in full.

Certificate of Attendance

The Certificate of Attendance will be available for download in the Online Portal after the Conference to all participating delegates.

Cancellation / Refund Policy

All cancellations must be notified in writing (by email) to the Conference Secretariat. The fees will be reimbursed under the following cancellation policy:

Cancellation of Registration

• Until 24 April 2024 – a 1 250 CZK administrative fee will be applied.
• From 25 April 2024 until 8 July 2024 – a 50% cancellation fee will be applied.
• From 9 July 2024 onwards – a 100% cancellation fee will be applied.
• It is possible to change the name/contact of the registered participant. This change is subject to an administrative fee of 500 CZK.

Cancellation of Lunches

• Until 30 May 2024 – cancellation without loss
• From 31 May 2024 – a 100% cancellation fee will be applied.

Cancellation of Other Bookable Items

• Until 30 May 2024 – a 500 CZK administrative fee will be applied.
• From 31 May 2024 – a 100% cancellation fee will be applied.

Cancellation of Tours

• Until 30 May 2024 – cancellation without loss
• From 31 May 2024 – a 100% cancellation fee will be applied.

Cancellation of Accommodation

• Until 15 June 2024 – cancellation without loss
• From 16 June 2024 – a 100% cancellation fee will be applied.

Insurance

The registration fee does not include the participant’s insurance against accidents, sickness, cancellation, theft, property damage or loss. Participants are advised to take out adequate personal insurance. ICHEP 2024 shall not be liable for any direct or indirect, incidental, consequential, punitive, or exemplary damages, losses, expenditures, or any other inconveniences or costs due to circumstances incurred by participants.

Participation of scientists from Russia and Belarus

The ICHEP 2024 Organizing Committee strongly condemns the illegal and brutal war inflicted by the Russian Federation on the people of Ukraine. Furthermore, many Russian scientific institutions officially support the war. In response, and in solidarity with the people of Ukraine, the ICHEP 2024 Conference will not accept registrations or contributions from participants of institutes from the Russian Federation and Belarus. Nevertheless, scientists employed by these institutions can still participate in the conference activities in their personal capacity without indication of their affiliation, or, if necessary, with an IUPAP affiliation, subject to approval by IUPAP. See IUPAP resolution and IUPAP affiliation request documents for details.

Cancellation or Modification of the Conference Due to Force Majeure

In the event of a force majeure situation, the ICHEP 2024 reserves the right to alter or cancel the Conference without prior notice, including any change of the date, time, venue, and/or circumstances of the Conference, in particular, ICHEP 2024 reserves the right to cancel the Conference in full. Any occurrence of a force majeure event shall be communicated as soon as reasonably possible from the decision time. Force majeure includes any circumstance beyond the reasonable control of ICHEP 2024 which prevents or impedes the realization of the Conference. This includes but is not limited to, government action, war or hostilities, riot or civil commotion, pandemic plague, or other epidemics such as SARS, MERS, COVID-19, bird flu, earthquake, flood, hurricane, cyclone, fire or other natural physical disasters, explosion, accident or breakdown, strike, lack of the usual means of transportation or terrorism. ICHEP 2024 shall not be liable for any direct or indirect, incidental or consequential, punitive or exemplary damages, losses, expenditures, or any other inconveniences or costs caused or initiated by such modification or cancellation of the Conference.

Data Privacy and Security

The European General Data Protection Regulation (EU GDPR) entered into force on 25 May 2018, and it involves some additions to data protection. We take your privacy very seriously and to comply with GDPR consent requirements, we need you to confirm that you agree with our new Privacy Policy during the process of creating the account in our system. You can view it here. After creating your user account in our system, you can manage your information, and protect your privacy and security via our Online Portal which is fully GDPR compliant. Feel free to contact us with any questions regarding the Privacy Policy, Data Protection, and GDPR in general email by or phone at +420 296 219 600.