Registration fees for the digital ICBEN 2021 congress
Deadline for all presenters to register and pay as a delegate is 1 June 2021
Deadline for participants to register is 14 June 2021
until 30 April
|App. value in EUR**||Ordinary fee,
from 1 May
|App. value in EUR**|
|Delegate fee||2000 SEK (excl. VAT*)
2500 SEK (incl. VAT*)
|3000 SEK (excl. VAT*)
3750 SEK (incl. VAT*)
|Student fee||1600 SEK (excl. VAT*)
2000 SEK (incl. VAT*)
|1600 SEK (excl. VAT*)
2000 SEK (incl. VAT*)
The fee must be paid in full prior to the conference. In order for a paper to be published, at least one of the authors must pay the full registration fee and attend the digital congress to present the paper.
Included in the delegate and student fee
- Full access to the 4-day digital congress
To be able to register as a student or PhD student you must upload a document confirming your student status (student card, letter of enrollment in a graduate school, etc.) on the registration form. Please have this ready before starting your registration.
*According to Swedish and EU legislation, no VAT will be added to the registration fees for participants outside of Sweden who participate digitally. 25% VAT will be added for participants from Sweden.
**Exchange rate as of January 2021.
To see current exchange rates, please ask your bank, or visit a web based currency converter, for example, oanda.com, x-rates.com, or your choice of bank or converter service.
The registration fee must be paid in advance of the conference.
The option to pay by bank transfer/invoice is only possible up to 2 months before the conference starts, later payments have to be done via credit card.
If the payment is not successful or an invalid discount has been applied, the registration will not be valid until full payment/certificate has been received.
- Swedish participants can choose to pay either by credit card or by invoice.
- Deadline to register with the payment option invoice is 30 April 2021.
Participants from outside Sweden
- All payments must be made in SEK (Swedish krona)
- Payment should be made by credit card or by bank transfer (invoice).
- When choosing ‘International bank transfer’ in the registration form, you will receive an invoice including bank transfer information (bank account number, IBAN, etc). A confirmation letter and the invoice will be sent by e-mail.
- Please note that we accept the following credit cards: VISA and Mastercard.
- The participant/payee is responsible for any bank charges/fees associated with the payment.
- Deadline to register with the payment option invoice/international bank transfer is 30 April 2021.
Information about payment with credit card
For your safety, our payment system is connected to the 3D Secure system for ensuring the security of payments made through the internet. Your card needs to be connected to Verified by Visa or Mastercard SecureCode. Your bank can inform you if your card is connected, and if not already, how it can be connected.
If you receive an error message when paying with your card, please check with your bank to see if they have a block on overseas payments, a block on internet payments, and/or a limit on the amount that can be charged in one day. These are common reasons why a payment initially does not go through.
Cancellations and Refunds
Cancellation of Registration
Notification of cancellation must be made in writing and sent to the conference secretariat.
Cancellation of registration will be accepted until 25 March 2021, up to which date the total amount will be refunded except for a cancellation fee of 750 SEK.
We regret that no refunds or reductions of fees will be accepted for cancellations made after 25 March 2021 nor for no-shows for any reasons.
Change of Name
Should you be unable to attend, you will be given the opportunity to send a colleague in your place. Please contact the conference secretariat as soon as possible.
Conference secretariat e-mail: firstname.lastname@example.org
Academic Conferences, universities in cooperation: Karolinska Institutet (KI), SLU and Uppsala University (UU), plans and administers conferences and other events on behalf of its principals and their partners.
In order to do so, we must collect and process personal data. The purpose of this policy is to explain what information we collect and how we use it, as well as what rights you have as a registered participant.
Personal data controller
The Swedish University of Agricultural Sciences (SLU) is responsible for the processing of your personal data and personal data assistant for KI and UU in arranging conferences under their auspices.
The data protection officer at SLU can be reached via email@example.com or by telephone +46 18 67 20 90.
GDPR (General Data Protection Regulation) stipulates that all processing of personal data must be on a legal basis. The legal grounds that are relevant for SLU/Academic Conferences are fulfillment of agreements, information of general interest, consent, fulfillment of legal obligation.
SLU/Academic Conferences believes that the processing of your personal data we perform is necessary to be able to handle your registration and plan for your participation in conferences/events. The legal basis that applies to the different types of treatments we perform is described in more detail below.
We process and store information you provide to us when you register for our conferences and events.
The information is used so that we can fulfill our obligations to you, administer your registration, plan your participation, payment, changes and cancellations, and to provide you with good service. The personal information may also form the basis for information to you about upcoming conferences and events that you are interested in. Personal data may also be used to establish, assert or defend legal claims.
Categories of personal data and sources
Registration for conferences and events
Purpose: Administer participation in physical/digital conference/event or webinar, management of participation in activities/seminars, meals, transportation, accommodation, management of fees/travel allowance/payment/refund, statistics, and additional information for you about upcoming conferences and events.
Type of information: Name, social security number, gender, position, e-mail, address, mobile phone number, telephone number, choice of activities, bank account number, any allergies and special wishes or circumstances. Information that you provided us with when registering.
Legal basis: Fulfillment of agreements regarding planning and execution of conferences / events, or consent.
List of participants
Purpose: Publication and distribution of contact information of participants. (E.g. in a printed book, on the conference website or in a conference app).
Type of information: Name, work place, city and/or country.
Legal basis: Consent.
Programme- and abstract book
Purpose: Present biographies and photos of speakers and moderators and compile selected oral and poster abstracts in digital and printed form (e.g. in a printed book, on the conference website or in a conference app).
Type of information: Name, photo, work place, contact details and abstract/paper.
Legal basis: Consent
Photography, filming of participants and conversation in chat function
Purpose: Document the participants’ opinions about the conference and its topics through photography, interviews and filming. Chat histories might be saved to help the organisers to answer questions asked in the chat function. The material may be posted on the conference website and on social media.
Type of information: Name, photo and film/recording, as well as your answers.
Legal basis: Consent.
Recording of moderators and speakers during an in-person conference or a live-stream webinar
Purpose: Document oral presentations during the conference through film/audio/ photography. The recordings may be posted on the conference website and on social media.
Type of information: Name, work title, organisation and presentation.
Legal basis: Consent.
Participant evaluation and client survey
Purpose: Collect input from participants to develop our services and upcoming conferences and events.
Type of information: Name, mobile phone number, phone number, IP-number and your answers.
Legal basis: Consent.
Disclosure of personal data
In accordance with the rules on public documents (unless they are to be kept confidential), Academic Conferences may disclose your personal information to the person requesting a public document if it contains your personal information.
Transfer of personal data
Academic Conferences put great emphasize on safe processing of your personal data. We use adequate physical, technical and administrative systems, processes and routines to manage the information we collect. Access to personal data is only given to those who need it for their work tasks.
However, information can also be processed by the specific conference/event host/client and personal data assistants, i.e. companies/organizations that Academic Conferences collaborates with regarding IT operations, payments, printing, distribution, accommodation, meals and transportation. However, these parties may not use information about you for any purpose other than the specific conference/event and for the purpose of providing services for which they have been contracted.
Your material is stored on the university’s servers (cloud storage in accordance with the GDPR) as long as it is relevant to be able to use it, and stored in the university’s archives for as long as required by legislation on public documents and government archives and according to a data erasure plan. Completed productions that use this material may be published on the university’s website and on social media. If you know that you have been photographed in any context and do not want the conference to use the material, contact Academic Conferences at firstname.lastname@example.org.
The personal data is stored for as long as necessary with regard to the purpose of the processing. If the conference/webinar is recorded, the recording can be saved for a longer period as documentation.
Your personal data is also stored for as long as required by law on public documents and government archives.
In certain circumstances, you have the right to have your data deleted, corrected or restricted and to have access to the personal data that is being processed, as well as the right to object to the processing. To use your rights, contact SLU at email@example.com or by telephone +46 18 67 20 90.
However, we cannot delete your information if there is a statutory requirement for storage, such as accounting rules, or when there are other legitimate reasons why the information must be saved, or that the processing is necessary for your participation in the conference/event.
Withdrawal of consent
If Academic Conferences’ processing of your personal data is based on consent, you have the right to revoke this consent.
If you have comments on SLU’s personal data processing, you can contact us at firstname.lastname@example.org or by telephone +46 18 67 20 90.
If you are not satisfied with SLU’s response, you can file a complaint to the Swedish Data Protection Authority at email@example.com or by telephone +46 8 657 61 00.
You can find more information about the Swedish Data Protection Authority, as well as the form for filing a complaint, on their website: https://www.datainspektionen.se/other-lang/inenglish/the-general-data-protection-regulation-gdpr/personal-data-breaches/report-personaldata-breach/
7 February 2021
Deadline for Abstract submission
& Congress Grant request submission
9 March 2021
Notification date for Abstracts and Congress Grant
30 April 2021
Deadline for full paper submission & Early bird registration
1 June 2021
All presenters should be registered and have paid the registration fee.
1 June 2021
All digital abstracts and video presentations have to be uploaded to the Congress platform.
14-17 June 2021