FAQ – Frequently Asked Questions

We are pleased to answer your questions about our event. If you do not find the answer to your question in this listing, please contact us. The contact details can be found on the right sidebar.

  • Registration
  • Invoice and Payment
  • Location
  • Banquet

Registration

When does the registration start?

The registration will start in May as soon as the program booklet is published.

Until when can I register?

You can register until Friday before the conference. Please note that it may come to a stop of registrations kommen kann. In that case, we can no longer accept registrations. Please pay attention to the current notifications on our website. We recommend an early registration..

Can I cancel my registration?

You can cancel your registration until September 1st of the current event year. We charge a cancellation fee of 70,- € plus VAT. After that date a cancellation is not possible anymore – even if you have registered after September 1st.

However, you can name a representative, who is not registered yet. After September 1st every change of a participant is charged with a rebooking fee of 50,- € plus VAT.

Cancellations or rebookings have to be submitted by email. Please send your request to Ms. Kleineheer (contact details see right sidebar) including the customer or invoice number. In case of a rebooking, please provide the complete contact details of the new participant.

I cannot take part. Can I name a substitute participant out of my company?

You can cancel your registration until September 1st of the current event year. We charge a cancellation fee of 70,- € plus VAT. After that date a cancellation is not possible anymore – even if you have registered after September 1st.

However, you can name a representative, who is not registered yet. After September 1st every change of a participant is charged with a rebooking fee of 50,- € plus VAT.

Cancellations or rebookings have to be submitted by email. Please send your request to Ms. Kleineheer (contact details see right sidebar) including the customer or invoice number. In case of a rebooking, please provide the complete contact details of the new participant.

Can you send me an invitation letter for my visa?

We are pleased to help you. Please send an e-mail with the following information to Ms. Kleineheer (contact details see right sidebar):

  • First name
  • Last name
  • Passport number
  • Date of Birth
  • Date of arrival in Germany
  • Date of departure from Germany

Please understand that all inquiries will be critically examined and you may need to answer further questions.

How do I know that my registration was successful?

We have developed a registration process with different steps:

  1. Automatic confirmation after submitting the online registration form –> not binding
  2. Confirmation of registration with attached invoice
  3. Receipt of invoice by post.

Only if the steps 2 and 3 are completed, you can be sure that your registration is received and properly processed.

I have not yet received a confirmation of participation.

We have developed a registration process with different steps:

  1. Automatic confirmation after submitting the online registration form –> not binding
  2. Confirmation of registration with attached invoice
  3. Receipt of invoice by post.

Only if the steps 2 and 3 are completed, you can be sure that your registration is received and properly processed.

If you have not received a confirmation of registration, your registration has not been processed yet because of one of these reasons:

  • You registered less than two days ago and your registration has not been completely processed. Please have a little patience.
  • You have not registered accordingly and we did not receive your registration. Please note that we can only accept registrations submitted with our official forms. Informal registrations as well as in-house purchase orders cannot be considered.

What happens if I am on the waiting list?

Due to the increasing number of registrations, we have to limit the number of participants. However, you can be put on our waiting list. As soon as a seat is available at short notice, you will be informed by e-mail – possibly even with limited services at full price. A place is however not guaranteed.

Invoice and Payment

Which payment methods do you accept?

We accept payment by bank transfer prior to the conference (please submit the invoice number), Visa or MasterCard.

Until when do I have to pay?

The invoice has to be paid until the due date of payment, but at the latest until the beginning of event.

Who has to pay the bank fees?

All bank fees – yours and ours – have to be paid by you. Please adjust your bank transfer to “OUR”.

Where can I find the bank data?

The bank data can be found in the upper right corner of your invoice.

I have not received my invoice yet. Why?

You will receive the invoice on two different ways:

  • by e-mail as an attachment to your confirmation of registration – please also check your spam folder – and
  • by post to the invoice address you submitted on the registration form.

If you have not received a confirmation of registration, your registration has not been processed yet because of one of these reasons:

  • You registered less than two days ago and your registration has not been completely processed. Please have a little patience.
  • You have not registered accordingly and we did not receive your registration. Please note that we can only accept registrations submitted with our official forms. Informal registrations as well as in-house purchase orders cannot be considered.

Invoices of credit card payments will be sent as soon as the credit card is charged. This might take some days.

Please also note, that the run duration of post into foreign countries might be longer.

On request, we will sent you a copy of your invoice.

There is something wrong/missing on my invoice. How to proceed?

Please contact Ms. Kleineheer (contact details see right sidebar).

I cannot participate. Can I get credit for next year?

No, a credit is not possible.

If cancellation is submitted before September 1st of the year of the event, you get back the fees you have already paid minus a cancellation fee of 70, – € plus VAT . After this date, cancellation is no longer possible.
However, you can name a representative, who is not registered yet. After September 1st every change of a participant is charged with a rebooking fee of 50,- € plus VAT.

Please contact Ms. Kleineheer in that case (contact details see right sidebar).

I have cancelled. When do I get my money back?

Please wait for the credit note. Only when this has been created, your cancellation is valid. The money will be refunded once all outstanding debts of your company have been settled and the colloquium is over.

Location

Where does the conference take place?

Eurogress Aachen
Monheimsallee 48
52062 Aachen

More information

Do you offer Catering?

Of course, you will be hosted throughout the colloquium. The catering is included in the conference fee.

On Monday evening we will offer soups and fingerfood as well as drinks. On Tuesday and Wednesday snacks and drinks will be available the whole time. For lunch we serve chosen dishes – of course even for vegetarians – and wine. On Tuesday evening you can look forward to an exclusive dinner.

Is there wifi access?

There is free wifi access at the congress location. Please note the information at the conference office. During peak time, e.g. lunch breaks, the connection might be very slow.

Where can I park?

The nearest car park is the parking garage “Eurogress” on the event center. Due to limited capacity of this car park, we recommend to use other APAG car parks, for example, in the Couvenstraße.

Park your car in a parking garage of APAG (except Carolus thermal baths). Pull a regular parking ticket and replace this with the coupon located in your badge for a 3-day parking ticket. With this parking ticket, you can leave and enter as often as you want – even in other parking garages of APAG.

You can also leave your car at your hotel and use our free shuttle service.

More information

Banquet

Can I bring a guest to the banquet?

You can bring a guest, assuming seats are still available. We charge 45,- € plus VAT per guest. Please note that this offer is not valid for participants of the conference.

You can register a guest when registering yourself for the conference or by e-mail afterwards. Please do not forget to submit the name of your guest.

Can I register an accompanying person to the banquet at a later date?

You can bring a guest, assuming seats are still available. You can register a guest when registering yourself for the conference or by e-mail afterwards. Please do not forget to submit the name of your guest.

Is it possible to reserve a seat?

Free seating applies. A seat reservation is not possible. During your registration, you can specify your preferred banquet hall. We will try to consider your request.

I would like to sit with my colleague. Could you arrange this?

Free seating applies. A seat reservation is not possible. During your registration, you can specify your preferred banquet hall. We will try to consider your request.

Which banquet hall is the best?

We offer varios locations – from large and pompous to small and quaint. Check out all the rooms in our overview.