Registration
The number of 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.
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 5, 2018 | Second announcement - Request for participation opens. |
| April 20, 2018 | Deadline for application to attend. |
| May 18, 2018 | Notification of acceptance or placement on waiting list. |
| July 1st, 2018 | 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 requires three steps:
- Prepare a short motivation Letter (typically 1/2 to 1 page)
- If you are an undergraduate student, a PhD student or a post-doc, ask your adviser to prepare a recommendation Letter.
- Fill-in a form to request participation on ESM2018 Krakow web site. You will be requested to upload your motivation Letter, and possibly a recommandation 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 the requests received by Apr 18th 2018, 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 18th 2018. Later acceptance from the waiting list will be notified starting July 1st 2018, the deadline for selected attendees to proceed to payment.
Registration fees
The fees cover accommodation (arrival September 17 Monday afternoon/evening, departure September Friday 28th afternoon), lunches, coffee breaks, excursion and social activities. Dinners shall be covered by attendees, either in restaurants or self-prepared in available kitchens. The registration fees will be of the order of 450€ for students, PhD and post-docs, if affiliated to a national or European learned society (e.g. National or European Physical Society), 480€ otherwise, and 650€ for long-term contracts and permanent staff (tenure academic positions, private companies etc.).
Payment details
No payment should proceed unless you have explicitely 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 2018, your participation will be cancelled for the benefit of applicants in the waiting list.