Registration
Regular Registration Fee
|
Early bird fee
(until February 2, 2026)
|
Late fee (from February 3, 2026 until April 2, 2026)
|
|
|---|---|---|
|
Regular registration fee
|
€ 450
|
€ 500
|
| Student* registration fee | € 250 |
€ 300
|
| LMIC** registration fee | € 200 | € 250 |
One Day Registration
|
Early bird fee
(until February 2, 2026)
|
Late fee
(from February 3, 2026 until April 2, 2026)
|
|
|---|---|---|
|
Regular one day registration fee
|
€ 250
|
€ 275
|
| Student* one day registration fee | € 150 |
€ 175
|
| LMIC** registration fee | € 125 | € 150 |
*Student fee is available for master & doctoral students. You are eligible for the ‘Student fee’ if you are a student in the academic year 2025 – 2026 (valid until summer). If you register as a student, please send us proof of your student status within 2 weeks after registering. This can be a student card for the academic year, a Faculty registration certificate, or a letter from your supervisor or head of department, which should be e-mailed to: Click to reveal. If we do not receive the proof of your student status after 2 weeks of your registration, we will automatically change your registration fee to a regular registration. You will be notified after the change.
**LMIC fee is available for participants from low-income countries & lower-middle income countries; defined as countries with GDP < 5,000 USD. See https://www.icohweb.org/site/members-info.asp.
Registration Process
To register, please complete our registration form. You can find our registration tool by clicking on the button above.
The registration form consists of 7 steps:
- Step 1 – General information: please include your personal information on this page
- Step 2 – Promo code: this step is only relevant for the invited speakers. If you did not receive any code from the organisation, you may click on ‘Next’.
- Step 3 – Select the fee that is applicable to your situation.
- Step 4 – Please select the social activities that you wish to attend. All activities are included in the registration fee, but they require advance registration in the this step. Limited spots are available on a first-come, first-served basis. For on-site registration, please check with the information desk at the conference venue for availability.
- Step 5 & 6 – Accompanying persons: these steps are only relevant if you wish to bring your accompanying person along to the social activities. Please note that accompanying persons are not permitted to attend the scientific sessions or catering breaks at the conference. In this step, however, they may register to attend certain social activities. If not, please click on “Skip this step’.
- Step 7: Payment information: in this final step, you can indicate your preferred method of payment (credit card, bank transfer or invoice). If you require an invoice, please select ‘bank transfer’ in the final step of your online registration and contact Click to reveal. The invoice will be sent to you by email, including corresponding payment instructions. Please do not pay before receiving the invoice.
You will receive a first email with an automatic confirmation that the registration has been received. This e-mail will also contain all payment details. All payments should be made in advance in Euro (EUR, €) within 14 days after your registration.
After payment, you will receive a second email confirming that we have received your payment.
If you did not receive these emails, the emails may have gotten stuck in your spam filter, or either your registration or payment was unsuccessful. Should this happen, please contact Click to reveal.
General Registration Info
- All registration fees are VAT exempt based on article 44 § 2, 4° of the Belgian VAT directive.
- Registration fees are to be paid in Euros (€) by bank transfer, credit card or invoice.
- Please note the respective registration fees shall only be valid if registration is submitted and full payment is received by us by the respective deadline. If payment of the registration fee is received later than the early deadline registration, the respective next higher fee shall be due.
- Your registration is effective upon the receipt of full payment of the registration fee by us, i.e. only those participants having fully paid their registration fees will be entitled to participate in the conference.
The full conference fee includes:
- Your conference registration
- Conference materials
- Coffee breaks & lunches
- Welcome reception (advance registration required)
- You can also register for the conference dinner, which is an additional fee of €70
Payment Methods
You can pay your registration via the following options:
- CREDIT CARD/ONLINE PAYMENT: Please select ‘credit card’, and click on ‘save’. You will receive a proof of payment/registration overview afterwards.
- BANK TRANSFER: Please select ‘bank transfer’, and click on ‘save’. You will receive a proof of payment/registration overview afterwards.
- INVOICE: To receive an official invoice, please select the ‘bank transfer’ button below, click on ‘save’, and send an email to Click to reveal to request an invoice. Please do not pay before receiving the invoice. The invoice will be sent to you by e-mail, together with payment instructions. You will be able to pay the invoice by bank transfer or credit card. Please note that we can only send official invoices to participants that have not yet paid their registration fee. If you already paid your registration by credit card or bank transfer, our financial department will only be able to send you a proof of payment.
Cancelation Policy
Unpaid reservations will be cancelled by the KU Leuven Conference and Events Office 4 weeks after they have been made.
- Up to March 14, 2026: full reimbursement (except €50 administrational cost)
- As from March 15, 2026 until March 31, 2026: 50% reimbursement
- From March 31, 2026 onwards: no reimbursement
All possible changes for registrations and cancellations have to be made in writing and send to: Click to reveal.
All refund requests must be made by the attendee or credit card holder. Refund requests must include the name of the attendee, the bank account number used during your transaction and/or the transaction number.
