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Registration

Registration

Request for participation is open from 1st March 2021 to 15th April 2021.

The number of onsite attendees will be limited to about 100, for practical purposes and also with a view to promote a good interaction with the lecturers. Due to the number of requests for participation usually far exceeding this figure, registration proceeds in two stages. First a call for requests for participation is launched. Requests need to be supported by a motivation letter and a letter from an advisor or recommending person. Potential participants are then selected among the requests, and a short waiting list is created. In a second stage only those applicants selected are invited to register. Online participation will be offered with reduced registration fees, for those not able to travel, or nor selected due to the space limitations onsite.

Our goal is to keep the registration fees to a moderate level based on efforts to keep costs low, and thanks to supporting institutions. In very rare and well motivated cases scholarships may be granted to partly or fully waive these fees, when cost of registration would clearly prevent attendance.

Important dates

Date Event
March 1, 2021 Second announcement - Request for participation opens.
April 15, 2021 Deadline for application to attend.
May 15, 2021
Notification of acceptance or placement on waiting list.
July 1, 2021
Deadline for payment of fees (non-payment will result in the transfer of the offer to the waiting list).

Request for participation

The request for participation required three steps:

  1. Prepare a short motivation Letter (typically 1/2 to 1 page).
  2. If you are an undergraduate student, a PhD student or a post-doc, ask your adviser to prepare a recommendation Letter.
  3. Fill-in the form to request participation. You are requested to upload your motivation Letter, and possibly a recommendation Letter. The latter may also be sent directly by the adviser to the School office.

When this is done, you should not proceed to payment of the fees, but instead, wait for the selection process to take place and be informed of the outcome.

Eligibility and selection process

Everybody is eligible to request participation. The selection will be based on all requests received by Apr 15th 2021, disregarding the order in which they are received, and handled by the organizing and steering committees of the School. A number of criteria will be used to select participants, such as country of residence, work topic, number of applicants from a given institute, motivation letter and advisor support. Acceptance for participation and waiting list status will be notified by May 15th 2021.

Online participation will be offered with reduced registration fees, for those not able to travel, or on the waiting list. Note that participating online does not affect your eligibility to apply and be selected for onsite participation to future sessions of ESM. Later acceptance for onsite participation, from the waiting list, will be notified starting July 1st 2021, the deadline for selected attendees to proceed to payment.

Registration fees

The fees for onsite participation cover accommodation (arrival 6 Sep, departure 17 Sep), lunches, diners, coffee breaks, excursion and social activities. The registration fees will be of the order of 480€ for students, PhD and post-docs, if affiliated to a national or European learned society (e.g. National or European Physical Society), 510€ otherwise, and 680€ for long-term contracts and permanent staff (tenure academic positions, private companies etc.). The exact amounts will be determined by end of March (depending on the pending external support).

The fees for online participation amount to 200€ for students, PhD and post-docs, if affiliated to a national or European learned society (e.g. National or European Physical Society), 230€ otherwise. These fees cover organizational as well as logistics costs. The fees for online participation amount to 300€ for long-term contracts and permanent staff (tenure academic positions, private companies etc.

Payment details

No payment should proceed unless you have explicitly been notified of your acceptance. If and only once you have received notice of acceptance you should proceed to the payment of the fees as soon as possible. If the payment has not been received by July 1st 2021, your participation will be cancelled for the benefit of applicants in the waiting list. Payment information will be communicated along with the acceptance Email.