Registration Information

Online registration

All reservations, including social program and accommodation, should be made on the same form, also for the events that are included in the conference fee. Make sure that you receive the automatic email reply for your registration as a proof of a successful transmission; the email is sent to the principal participant only if you have registered more than one person at the same time.

Confirmation/receipt will be sent to you after payment.

Registration Fees and payment deadlines

The registration fee is based on the date of registration and payment. If you want to benefit from the lower fee, register early and pay by the deadline. Registration without payment by the deadline will be automatically updated to the next deadline’s fee.

Early Bird Rate – paid by 31 May 2016:

Normal Rate – paid by 22 July 2016:

Late Rate – paid on 23 July 2016 or later:

*) Undergraduate or graduate student ID or certificate
needs to be provided at the conference check-in desk.

Registration fee for participants, authors and students includes:

• Admission to all sessions
• Conference documentation and a name badge
• Lunch and Coffee/refreshments on Monday thru Thursday
• Espoo City Reception on Monday
• Aalto Reception on Tuesday evening
• Conference services at the venue

URSI Commission B School for Young Scientists on Sunday costs 80 € including lunch and snack during the forest tour as well as the bus transfer. Limited number of participants.

Conference Banquet on Wednesday costs 50 €. It is strongly sponsored by the conference. Limited number of tickets available.

Registration fee for accompanying persons includes:

• Espoo City Reception on Monday
• Aalto Reception on Tuesday evening
• A name badge
• Conference services at the venue
• Possibility to attend the Conference Banquet on Wednesday at extra cost 50 €.

Accompanying persons are not allowed to attend the scientific sessions.

All fees are VAT 0%. No VAT will be added.

To register, please fill the online registration form https://ilmo.contio.fi/tavicon/main.aspx?id=122

URSI Commission B School for Young Scientists

URSI Commission B School for Young scientists and excursion to Nuuksio National Park at Finnish Nature Centre Haltia on Sunday, August 14. More details on the contents and schedule can be found at the School page.

Fee: 80 € (free for Young Scientist Awardees).

The fee covers workshop program, lunch and coffees, a guided walking tour in the Nuuksio National Park with a snack by open fire, and bus transfers. Remember to wear good shoes and outdoor clothing.

Evening Program

Espoo City Reception

in Espoo Cultural Centre (address: Kulttuuriaukio 2, Espoo)
on Monday, August 15, at 19:00–20:30

The City of Espoo cordially invites you for cocktails at the Cultural Centre, the main venue for performing arts and cultural life in Espoo. The walking distance from the conference venue is about 2 km. Departure (guided walk) from the conference venue, Otakaari 1, at 18:30.

The reception is included in the registration fee, but you are requested to register in advance by using the online registration form.

Aalto Reception

in the conference venue, Aalto University campus (address: Otakaari 1)
on Tuesday, August 16, at 19:00–20:30

This reception gathers together all conference participants. Come and meet your old friends and to make new ones. Beer, wine, and small snacks.

The reception is included in the registration fee, but you are requested to register in advance by using the online registration form.

Conference Banquet

in Långvik Congress Hotel
on Wednesday, August 17, at 19:00–21:30

Fee 50 €

The conference banquet will be organized in Kirkkonummi, half an hour bus ride from the conference venue, in Långvik Congress Wellness Hotel. Young Scientists Awards and Best Paper Prizes are presented during the dinner.

Transportation from Helsinki city centre, in front of Kiasma at 18.15 and at 18.30 from Hotel Radisson Blu Espoo. Return after dinner  at 21.45 to Radisson Blu, Espoo – Kiasma.

Partially included in the registration fee: you are required to register for the banquet and pay a nominal fee of 50 € in advance by using the online registration form. We cannot guarantee on-site banquet registration. Limited number of tickets available.

Accommodation

Congress Bureau Tavicon Ltd. has booked a quota of rooms at special conference rates in the hotels listed below.

Participants are advised to make their hotel reservation in connection with the registration, on the conference registration form. All prices are per room per night and include breakfast, free Internet and VAT. Please note that the hotels do not send out invoices. To guarantee your hotel reservation, a deposit of one night’s room rate is required to be paid in advance together with the registration fee. The deposit will be forwarded to the hotel and it will be deducted from your final hotel bill when checking out. If you have to cancel your reservation, see the cancellation and refund policy.

Radisson Blu Hotel Espoo

Hotel Radisson Blu Espoo is located in Otaniemi by the sea shore, only a 10-minute walk away from the conference venue. Rooms have been recently renovated. Address: Otaranta 2, Espoo. Distance to the conference venue: 1 km.

Please, note that the price per night is lower on Friday and Saturday (in Radisson Blu Espoo only). The one night’s deposit is charged according to the weekday prize (i.e. either 140 € or 155 €). The deposit will be deducted from the hotel bill when you pay the remaining nights at the hotel.

12 and 13 August (Friday and Saturday nights)

Single room 90 €
Double room 105 €

14 to 18 August (from Sunday evening until Friday morning)

Single room 140 €
Double room 155 €

Original Sokos Hotel Tapiola Garden

This newly refurbished hotel has good traffic connections and is located near a large shopping center and Espoo Cultural Center (the venue for the City reception). Address: Tapionaukio 3. Distance to the conference venue: 2 km.

Single room 140 €
Double room 155 €

Original Sokos Hotel Presidentti

Sokos Hotel Presidentti has a superb location next to the Kamppi bus terminal in the very heart of Helsinki. Address: Eteläinen Rautatienkatu 4, Helsinki. Distance to the conference venue: 8.5 km.

Single room 150 €
Double room 165 €

Hostel Domus Academica

Domus Academica is a hostel and does not provide hotel services. All the rooms have private shower and bathroom, as well as a little kitchenette with a refrigerator, and the reception is open 24 hours. The hostel is very conveniently located, being less than a kilometer from the heart of Helsinki and about 700 meters from the Kamppi bus terminal. Free Internet access. Address: Hietaniemenkatu 14, Helsinki. Distance to the conference venue: 8.5 km.

Single room 68 €
Double room 88 €

The bus ride from the Helsinki main bus terminal (Kamppi) to Aalto University (Otakaari 1) in Espoo takes about 15 minutes. Timetables with the journey planner can be found at the Helsinki Region Transport web page http://www.reittiopas.fi/en.

Terms of payment

All payments (registration fees, social program and hotel deposit) must be paid before you come to the conference. You will always receive a confirmation/receipt of paid fees by email. If you have not received it, contact the Conference Secretariat soonest.

Payment must be received not later than the closing of banking hours on said date. All bank charges are to be paid by the payer.

On the registration form you can choose between three payment options:

1. Credit card: VISA, Master Card or Eurocard are accepted.

Please follow the instructions given on the on-line form and proceed to payment immediately (have your card and security codes available).

2. Invoice as an email attachment (pdf)

This invoice is automatically generated from the data that you have inserted on the registration form. No invoicing fee is added. Payment is due within 14 days or on the next registration deadline date if it is less than two weeks away. If you register 15 days before the event, or later, you must pay the fee the same day.

3. You can ask the Conference Secretariat to send you a manually issued invoice, please choose Invoice as your payment option on the form. You can give your purchase order and other requested information to be written on the invoice. Payment is due within 14 days, or on the next registration deadline date if it is less than two weeks away. An invoicing fee of 15 € will be added. The invoice will be sent by email (pdf). Unfortunately we cannot send e-invoices. Note: invoicing ends 2 weeks prior to the event.

Confirmation/Receipt

After receiving the registration and payment Congress Bureau Tavicon Ltd. will send you a confirmation by email. Kindly check that all your details and bookings are correct. You are asked to present your confirmation at the registration desk when you arrive.

Cancellations and Refunds

All cancellations and changes must be made in writing (email) to Tavicon Ltd. An unpaid registration is not a cancellation, and cancellation fees apply even for unpaid registrations.

• Cancellation received by 31 May 2016: full refund except for the administration fee EUR 100 (not hotel deposit)
• Cancellation received by 30 June: 50% refund of the paid registration fee (not hotel deposit)
• No refund will be paid for cancellations made after 30 June 2016.
• If you can send someone else instead, an administration fee of EUR 50 will be charged for the change.

Please, note that hotel deposit is non-refundable in case of cancellation of any reason.

There will be no refund for no-shows. Insurance to cover the loss of payment for registration fees and accommodation costs is highly recommended by the organizers.

Please note that for organizational reasons possible refunds will be made after the Conference. All refunds will be made at the exchange rate applicable on that date. Neither the Organizers nor the Conference Secretariat can be held responsible for any loss resulting from alterations in exchange rates. To receive your refund, please send full bank account details to the Conference Secretariat.

Registration Desk on-site

Registration and service desk will be open in the main entrance hall of the Main building (address: Otakaari 1) Monday–Thursday 8:00–16:00. Telephone number of the registration desk is +358 40 770 5035.

The conference materials can be collected on Sunday 14 August at the Radisson Blu Hotel (address: Otaranta 2) lobby at 18:00–20:30.

Contact details (registration, accommodation, payment, etc.)

EMTS 2016
Congress Bureau Tavicon Ltd.
Tuula Toivanen, Project Manager
Mirja Uotila, Project Coordinator
e-mail: emts2016@tavicon.fi
tel. +358 3 233 0400 (9.00-16.00 Finnish time, GMT +2)