Registration and payment policy: 
Only electronic registrations are accepted. The managing society will keep the right to accept/refuse participants in case online registration was not done.
Registration will be considered as completed when the payment is processed and confirmed by the managing team. The managing team will turn the registration to completed when the registration fees are received at their bank (for bank transfer or credit card payments).

Invoice:
If you need an invoice to submit to your company or university, select “Bank Transfer” as your payment method during the registration process. The invoice will be sent automatically to the registration email.

Payment means:

1. Visa/MasterCard credit card payment.
2. University “Bon de Commande” or “Purchase orders” are not accepted.
3. For exceptional cases, bank transfer after registration is also possible. Bank transfer in euros should be payable to the European Physical Society. Bank Transfer payments will no longer be optional after June 11, 2025.
   

• Bank Coordinates:
  Bank name: CAISSE D’EPARGNE, GRAND EST EUROPE
  Bank address: 34 Avenue du Général Leclerc – 68100 Mulhouse, France
  Bank code: 15135 Office code: 09017 Account N°: 08002774327 Key: 51
  IBAN: FR 76 1513 5090 1708 0027 7432 751
  BIC/SWIFT: CEPAFRPP513
  Account holder: European Physical Society
  Details of payment: please mention the invoice number
• Please make sure that bank transaction fees do not reduce the amount of payment.

Refund and cancellation policy: 
All requests for refunds must be received in writing by Friday, June 6, 2024. A 50 € service charge will be assessed for processing refunds. Requests for refunds are to be sent to conferences@eps.org. All registrations received after Friday, June 6, 2024 are non-refundable. 

Visa Invitation Letters:
If you need an Invitation Letter for your Visa application, please read the folowing instructions 

Foreign visitors entering in Germany must be in possession of a valid ID or passport. EU nationals, in general, do not require a visa. Delegates from countries requiring visas should apply to the German consular offices or diplomatic missions in their home countries. Those who need a visa must satisfy the visa requirements of their local German Embassy/Consulate including:

All participants requiring a visa should first register to CLEO®/Europe-EQEC 2025 and then contact EPS Conference Management (conferences@eps.org) with a completed Invitation Letter Form. Only email invitations will be sent. Upon a special request, an express air mail at extra cost can be done. This service will be invoiced 90€ to be paid in advance. 

No invitation letters will be offered after June 12, 2025.

Conference Badges: 
Messe Munich will email all registrants with a personal Print@home-Ticket or mobile ticket QR code. Simply present your mobile ticket on smartphone or tablet, or bring a printout of the Print@home-Ticket for direct access through the turnstiles. The turnstile will then open, and you will receive your WoP Congress badge. You can also grab a lanyard from a lanyard box behind the turnstiles. You do not need to come to the Information Desk for your conference badge.

Photography:
Attendance at, or participation in, the 2025 CLEO®/Europe-EQEC constitutes consent to the use and distribution of the attendee’s image for informational, publicity, promotional and/or reporting purposes in print or electronic communications media. Video recording by participants and other attendees during the conference is not allowed. Photographs of copyrighted PowerPoint or other slides are for personal use only and are not to be reproduced or distributed.

Privacy policy:
The European Physical Society, managing CLEO®/Europe-EQEC, will respect the privacy rights of their online participants and recognize the importance of protecting all information that they may choose to share with us. For further information, please consult our privacy policy.

Code of conduct:
For the success of the meeting it is important that every participant is treated with respect and consideration. Registering to the meeting implies acceptance of our code of conduct policy.