Registration

Registration for the conference will open by February 2027.

Registering for the conference is a separate process of submmiting an abstract and requires completion of the Registration form.

By registering for the conference or to any of its complementary activities, the participant agrees to observe the conference´s code of conduct during the event.

Registration Concepts and Fees

Conference registration fees include attendance at the Scientific Conference, Ceremonies, Plenary talks, Scientific sessions, Welcome cocktail, Daily coffees and lunches, Handheld program and Conference proceedings book (digital documentation downloadable from the website).

Early bird registration at a reduced rate will be available from the opening of registration until end of April, 2027 . Thereafter, all fees will be increased by 75 €.

Registrations made during the early registration period must be paid by April 30th, 2027. Payments received after this date will be considered late registrations and a penalty of €75 (equivalent to the early registration discount) will be applied. If you are arranging payment through your center or institution, please take into account the time required for the processing of the approval of expenditure and register well in advance. Please, note that, in order to ensure the viability of the scientific talk-sessions, all conference participants who have been assigned an oral presentation must register during the early registration period (before 30th April 2027).

» Registration FEES:

Type of registration	Early registration (until April 30th, 2027)	Late Registration ¹ (from May 1st, 2027)
Regular Members ²	375 €	450 €
Regular NON-member	450 €	525 €
Student members ^2,3	250 €	325 €
Student Non-member ³	300 €	375 €

⁽¹⁾ Late registration fees will be applied since May 1st 2027.
⁽²⁾ Individual (person), member of Sfe2 and SIBECOL and Individual Member of any of its affiliated Societies (AEET, AIL, SEEEE and SPECO). Membership will be verified with the secretariat of the respective societies. In case it cannot be verified, the holder will be asked to pay the difference between the price of membership and non-membership.
⁽³⁾ Student status includes persons pursuing Bachelors degree, Master or PhD. It is mandatory to upload an official document proving student status to the form.

Unemployed-Not Students person or any other participant with objective financilal difficulties, may request a reduction of the registration fee (minimun fee = Early registration-student member rate), upon written request to info@aeet.org explaining their particular case. Deduction for the unemployed: Official documentary proof of their situation will be required. Invoices of registrants who enjoy this type of discount will be issued in favor (holder) of the participant himself/herself and not in favor of a third party (university, research center or institution).

Complementary activities & services

Attendance at the complementary activities are optional, and are priced and invoiced separately from the conference registration fee.

» Workshops: All workshops will be held on Monday, September 20 (prior to the opening of the conference) in parallel, so it is only possible to register for one of them. Seats are limited and will be allocated for order of application.

» Technical Field trips: Technical Field trips will be held the last day of the conference (Friday, September 24 ). Admission will be available until the maximum capacity is reached in each case, on a first-come, first-served basis.

» Conference Dinner: In order to promote interaction and collaboration among individuals and research groups participating in the conference, the organizers have designed a Conference Dinner (date TBA).

Measures to promote a sustainable conference

In line with the sustainability policy of our community, and with the intention of reducing the environmental impact of the conference, accessory items such as the congress bag, notebook, pen and mug will not be provided to participants on this occasion. We therefore recommend participants to bring a cup or bottle from home for the use of the water fountains that have been installed at the venue.

In addition, in order to minimise the consumption of printed paper, the hand programme will be available in digital format, for downloading and consultation, on the congress website. However, if you are particularly interested in receiving the hand programme of the event in printed (paper) format, you could be able to request it in the registration form.

Family conciliation

In order to facilitate the reconciliation of family life, the conference organisers are offering the following services:

1. 1. 1. 1. To hire a child care service for minors under 6 years at no cost.
      2. To use the reconcilation room enabled within the facilities, so that mothers can breastfeed their babies with peace of mind and attendees can use to rest with their families, heat up food for non-breastfeeding children, have a changing table and use it as a play and recreational space for children of infant age.
      3. To register one accompanying person responsible for the care of children and minors. This type of registration may or may not include (optionally) attendance at the welcome cocktail, morning and afternoon coffees and midday lunches. The registration of accompanying persons not using the catering service will be free of charge, but, in order to have access to the site, it will be necessary to formalise his/her registration. If catering services are requested, a charge (TBA) will be applied.

Reservations for accompanying persons can be made once the basic registration for the congress has been formalised (by July 2027) and will be charged and invoiced separately from the rest of the congress activities.

Other measures have been taken to facilitate family reconciliation during the congress. For more information, please consult Family conciliation - III SIBECOL & XVII AEET meeting.

Accessibility needs

We aim to make the congress as accessible and inclusive as possible for all attendees. For needs that require specific support, please contact the organisers info@aeet.org.

Accommodation

A list of types/ rates of accommodations will be announced here soon.

Payments

Payment can be made by bank transfer, bank deposit or by virtual POS (credit card). Basic registration and applications for extra activities will not be considered formalised until payment has been confirmed by the secretariat.

Payments made by bank deposit or bank transfer must be accredited by sending the payment receipt with the name of the participant to registration.sibecol-aeet-meeting2025@aeet.org. We kindly ask you to comply with this request, as we receive multiple payments from the same payer, with similar amounts, and the bank notes do not always show the name of the registration holder.

Registrations made in the early registration period must be paid before 30 April 2027. Payments received after this date will be considered late registrations and a penalty of €75 (equivalent to the early bird discount) will be applied. If you are arranging payment through your centre or institution, please note the processing times for approval of expenditure and register well in advance.

For payment by virtual POS, VISA and MasterCard will be accepted.

Details for payment by bank transfer or direct debit:

Company: Asociación Española de Ecología Terrestre
Tax address: Dpto. Biología y Geología, URJC. C/Tulipán s/n, 28933 Móstoles, Madrid, España.
CIF/VAT/Tax number: G-50359017

CC Holder: Asociación Española de Ecología Terrestre
IBAN: ES70 0073 0100 5804 9730 5102
SWIFT / BIC: OPENESMM
Bank: OpenBank

You can request the Certificate of ownership of the bank cc of the AEET for the payment of the inscriptions to info@aeet.org.

Invoicing

Invoices will only be issued once the participant's registration order has been processed at the registration form of the conference, stating the participant's modality/rate. No invoices will be issued for records not ordered through the registration form. This also apply to any booked activity not included in the basic registration.

If any payment is to be made directly by a third party (university, centre or company), you must ensure that you have entered the full tax details of the holder (company name; tax/VAT identification number, and full tax domicile) on the registration form including any other necessary information (e.g. DIR codes). Invoices (pdf file) will be sent directly to the registration holder and they will be responsible for forwarding it to their payer for processing. Please, have handy all invoicing details when filling your registration form.

For any other specific invoicing requirements (eg. electronic invoicing), please indicate this at the billing information section of the form, or contact the Secretariat at registration.sibecol-aeet-meeting2025@aeet.org.

Charges for optional actitivities and accompanying persons (caregivers) will be invoiced separately. Full invoicing details will be required on a case-by-case basis.

Cancellation Policy

>> Cancellation of conference registration

Cancellation of registration is a separate process from cancellation of a presentation. The request for cancellation of registration must be notified in writing, by email to the conference technical secretariat (registration.sibecol-aeet-meeting2025@aeet.org). The registrant must send the notification of cancellation of registration before 1st July 2027 to be eligible for a full refund. After this date, €25 will be retained from the total amount, as a supplier management and payment processing fee. All refunds will be made by the same means by which the payments were made. No refunds will be made if notification of cancellation is made after 1st July 2027, except in cases of force majeure or specific extenuating circumstances (medical problems, family emergency, confinement or mandatory mobility restrictions), which must be duly justified and proven. No refunds will be granted to registrants who do not meet the above conditions.

Although no refunds will be given after 1st July 2027, the place may be filled by another person who meets the requirements of his/her registration category (member vs. non-member; regular vs. student) free of charge.

Participants who do not attend the sessions, lectures, ceremonies, lunches or morning or afternoon coffees included in the registration fee will not receive a refund equivalent to the cost of these items.

>> Cancellation of the optional activities & services

Cancellation of any of the optional activities and/or services booked must be notified by email to the Technical Secretariat of the Congress (registration.sibecol-aeet-meeting2025@aeet.org). The registrant must submit the cancellation request notification before 1st July 2027 to be eligible for a refund of the booking fee, minus 1.00 Euros to be retained as a processing fee. All refunds will be made by the same means by which payments were made.