The creation of an account is needed in order to register for one of EMBL’s events. You only need to create this account once and you can use it to register for any other EMBL events.

Please make sure to use a valid e-mail address. We assume no responsibility if communications cannot be sent to you due to a faulty e-mail address. Please note that the data you entered will appear on your name badge, receipt, abstract book, certificate of participation etc as you insert it. Please do not use only uppercase or lowercase for your name, institute. (e.g. JOHN DOE; john doe).

You can change your password by clicking on the “I forgot my password” link on the registration page.

After completing your registration you should always receive a confirmation e-mail immediately. In addition, if you have paid and have only received the confirmation from the online payment provider, but not the registration confirmation email, please contact the conference officer responsible for your event. Please check your spam folder in case you don’t see this in your inbox.

As soon as you know that you will not be able to take part in the course/conference please inform the conference officer responsible for your event. Your registration will be deleted, and for conferences so will the abstract that you have submitted. Please also check our Terms and Conditions for the cancellation policy.

Please contact the conference officer responsible for your event to check if places are still available. All registration deadlines are at midnight CET on the date given.

We can send you a registration confirmation to support your visa procedure (not an official invitation letter). Please contact the conference officer responsible for your event. 

The confirmation will be issued, on request, only after being accepted to the event (meaning events with an acceptance selection process) and payment of the registration fee. 

Important note: We recommend that you book your visa appointment as soon as possible, to avoid any delay with your visa application.

We cannot include information about accommodation in the letter when this has not been covered by the registration fee.

In case your visa application is not successful, we will reimburse your registration fee (subject to proof required).

You can change or update any information that may change such as institution, department, etc. after you enter your account.

You are generally able to join our events up until 6 weeks before your due date. However for some of our courses, due to the nature of the lab work and chemicals used, it may not be possible to take part even in earlier stages of pregnancy. In all cases, please let the event organiser know that you are pregnant as soon possible to discuss whether / under which circumstances you can still attend.

Yes. For selection purposes, your application will not be considered without a letter of motivation. All motivation letters must be submitted by midnight CET on the date given.

You can submit your motivation letteronlineonly after registration.

The link for the motivation letter will be available on the registration confirmation page and in the confirmation e-mail you will be receiving after registering.

Please take into consideration that the limit of 2000 characters refers to manually typed text and it includes spaces. If an error occurs try using a different web browser.

For detailed instructions on how to submit a course motivation letter, follow the instructions provided in this video.

The results will be announced approximately 2 weeks after the application deadline. It can be that the course application deadline has been extended which means that the selections will also be announced later. In some cases our events are heavily oversubscribed and the review takes a bit longer. Please understand that we want to give every application the same chances to be reviewed properly.

This error occurs if you have previously registered for an event at one of our other locations. Please contact the course officer responsible for the event.

It is possible to register without presenting an abstract. However, please note that we do encourage participants to submit an abstract and actively take part in the programme either by presenting a poster or being selected for a short talk. All abstracts must be submitted by midnight CET on the date given.

You can submit your abstract online only after registration.

The link for the abstract submission will be available on the registration confirmation page and in the confirmation e-mail you will be receiving after registering.

Please take into consideration that the limit of 2000 characters refers to manually typed text and it includes spaces. If an error occurs try using a different web browser.

For detailed instructions on how to submit a conference abstract, follow the instructions provided in this video.

No, it is not necessary to submit the same abstract. If you are a presenter the author can add you when they submit the abstract. An abstract can have multiple presenters.

Contact the responsible conference officer for the meeting and send the correct order of co-authors.

This error occurs if you have previously registered for an event at one of our other locations. Please contact the conference officer responsible for the meeting.

All submitted abstracts will be evaluated by the scientific organisers of the meeting and, if accepted, will be selected for either a short talk or a poster presentation.

While submitting your abstract you’ll be able to choose your preference and select that you wish to apply for a short talk, or that you would like a poster presentation only. Abstracts submitted as a poster presentation only will not be considered for a short talk.

If you have been selected for a talk you will not receive an allocated slot for a poster. As an exception, if you would like to present also a poster during the poster sessions, based on space availability we might be able to offer you a poster board. Please contact the conference officer responsible for the meeting.

Applicants not selected for a short talk will have the opportunity for a poster presentation during the poster sessions of the meeting.

The selection normally takes place around 2 – 3 weeks after the abstract submission closes. It can be that the meeting’s abstract submission deadline has been extended which means that the selections will also be announced later. In some cases our events are heavily oversubscribed and the review takes a bit longer. Please understand that we want to give every application the same chances to be reviewed properly.

You will be allocated a poster board with a number, which can be found in the abstract book.

We suggest the poster size to be A0 portrait format. The size of our poster boards are 1.05 m wide x 2.30 m high. Pins will be available on the poster board for mounting your poster. Our poster boards are portrait oriented. If you create a landscape oriented poster it will not fit on only one poster board. You may need to place it at the end of the poster exhibition.

In the EMBL Advanced Training Centre (ATC), the permanent poster exhibition will be located in the helix spirals A (green) and/or B (yellow), depending on the numbers of posters for the meeting. Exact information on the location of your poster board will be provided in advance.

Posters can be hung upon arrival and taken down after the last session. Please note that the posters which are still up at the end of the meeting will be discarded.

You can apply for financial assistance when submitting your abstract / letter of motivation. During the abstract / motivation letter submission there will be a field to complete your reasons for requesting financial assistance. During this phase (Step 2 after you have registered your personal details) you will also be asked why your lab can’t fund your attendance and how attending this course / conference will make a difference to your career.

If you are awarded financial assistance, you will be notified after the completion of the abstract review / course selection. This is usually 6-8 weeks before the event start date.

Travel grants will be reimbursed after the course / conference. The conference officer responsible for the event will send you a reimbursement form in which you need to complete your bank details and send it back with your original receipts and travel documentation. Please note that you must pay your registration fee by the payment deadline (8 weeks before the event start date).

Yes, please follow the instructions below.

1. Sign-in to the account you created when registering (e-mail and password). If you have forgotten your password click on the I forgot my password link.
2. Click the ‘Edit’  link located on the right hand side. Select ‘I will pay with my credit card’ and accept the Terms and Conditions and click Checkout to move to the payment site.
3. Select your desired payment method: Master Card, Visa or American Express. You may be required to go through an additional level of security depending on your credit card verification policy.

Only in exceptional cases when it is not possible to make a credit card payment.

Unlike credit card payments, bank transfers are not immediate, therefore you may receive the payment reminder until the payment is processed. In order to avoid receiving payment reminders, please send proof of payment.

Please contact the responsible conference officer as soon as possible. The duplicate payment will be reimbursed.

Please pay your registration fee immediately to secure your place at the event.

If the course/conference requires a selection, you will be able to register with the mention “I will pay later” in your registration. Once you receive the acceptance e-mail you will be informed on how to make the payment.
The payment deadline for all events is 8 weeks prior to the start date. Your registration will be cancelled if your payment has not been received by the deadline.

No, our registration fees do not include taxes. As an international organisation we are tax-exempt.

We normally issue billing statements that mention the amount that the registrant needs to pay. If this is not enough for your institute, we can also issue an official invoice including the tax number of our institute. If you need one, please contact the conference officer responsible for your meeting with your request.

Please visit our Travel Information section on how to reach Heidelberg by plane, train, and car.

No, we do not organise individual airport transfers for participants. However, some conferences offer a shuttle bus from the conference venue to Frankfurt International Airport (FRA).

Please visit the travel information page for details.

Yes, free parking is available on the campus. Please use car park P1, located on the left hand side as you enter the Meyerhofstraße. Please note that the other car parks are usually full as they are used by the EMBL employees.
Please see the campus map to locate the car parks. Cars parked in “no parking” areas will be towed.

During the conference we organise buses from central points in town to EMBL and back, mornings and evenings. You can find our generic bus stops along with the hotels that we recommend on the following Google map.

Important information: Please note that not every bus stop will be used for every event. Consult the webpage of the specific event for more details on the bus stops. The bus schedule is usually available 1-2 weeks before the event. This is distributed to the participants per e-mail and to the hotels which are used for the conference. The transportation is subject to terms and conditions of transport of our carrier. Deviations from the timetables due to traffic obstructions, operational defaults or disruptions as well as the non-availability of seats do not give reason for any claims against EMBL. Any cost of alternative transportation due to delays or cancellation shall be covered by the passenger.

Yes, the bus is free of charge for all delegates. Simply go to one of the bus stops as indicated in the bus schedule.

ISG Hotel is the nearest hotel to EMBL. Check map for other hotels.

This usually applies for the EMBO courses, which are heavily subsidised and thus, the registration fees do not represent the real costs associated with the course. As a result, we cannot further reduce the fees.

If you did not find a hotel, please use hotel reservation portals (e.g. www.hrs.com, www.booking.com, www.airbnb.com, etc.)

The creation of an account is needed in order to register for one of EMBL’s events. You only need to create this account once and you can use it to register for any other EMBL events.

Please make sure to use a valid e-mail address. We assume no responsibility if communications cannot be sent to you due to a faulty e-mail address. Please note that the data you entered will appear on your receipt, abstract book, certificate of participation etc as you insert it. Please do not use only uppercase or lowercase for your name, institute. (e.g. JOHN DOE; john doe).

You can change your password by clicking on the “I forgot my password” link on the registration page.

After completing your registration you should always receive a confirmation e-mail immediately. In addition, if you have paid and have only received the confirmation from the online payment provider, but not the registration confirmation email, please contact the conference officer responsible for your event. Please check your spam folder in case you don’t see this in your inbox.

As soon as you know that you will not be able to take part in the course/conference please inform the conference officer responsible for your event. Your registration will be deleted. Please also check our Terms and Conditions for the cancellation policy.

Please contact the conference officer responsible for your event to check if places are still available. All registration deadlines are at midnight CET on the date given.

You can change or update any information that may change such as institution, department, etc. after you enter your account.

EMBL is a non-profit organisation running around 80 events each year, both onsite and virtually. The virtual event registration fee helps us cover our costs to run the event, and includes the work of event organisers, audio visual support, equipment maintenance and setup, software licensing and various other administrative processes.

Yes. For selection purposes, your application will not be considered without a letter of motivation. All motivation letters must be submitted by midnight CET on the date given.

You can submit your motivation letter online only after registration.

The link for the motivation letter will be available on the registration confirmation page and in the confirmation e-mail you will be receiving after registering.

Please take into consideration that the limit of 2000 characters refers to manually typed text and it includes spaces. If an error occurs try using a different web browser.

For detailed instructions on how to submit a course motivation letter, follow the instructions provided in this video.

The results will be announced approximately 2 weeks after the application deadline. It can be that the course application deadline has been extended which means that the selections will also be announced later. In some cases our events are heavily oversubscribed and the review takes a bit longer. Please understand that we want to give every application the same chances to be reviewed properly.

This error occurs if you have previously registered for an event at one of our other locations. Please contact the course officer responsible for the event.

Abstract submission is not possible for virtual participants of our on-site events. For fully virtual events, you are able to submit an abstract. Please refer to the on-site participants FAQ for information on how to submit an abstract.

For our fully virtual events, you will usually be able to submit and present a digital poster. For our hybrid / on-site events, only on-site attendees can submit a poster, view and take part in the poster sessions.

Financial assistance in the form of fee waivers is available for our fully virtual events, however we are currently working to secure this for our virtual participants of our on-site events.

Yes, please follow the instructions below.

1. Sign-in to the account you created when registering (e-mail and password). If you have forgotten your password click on the I forgot my password link.
2. Click the ‘Edit’  link located on the right hand side. Select ‘I will pay with my credit card’ and accept the Terms and Conditions and click Checkout to move to the payment site.
3. Select your desired payment method: Master Card, Visa or American Express. You may be required to go through an additional level of security depending on your credit card verification policy.

Only in exceptional cases when it is not possible to make a credit card payment.

Unlike credit card payments, bank transfers are not immediate, therefore you may receive the payment reminder until the payment is processed. In order to avoid receiving payment reminders, please send proof of payment.

Please contact the responsible conference officer as soon as possible. The duplicate payment will be reimbursed.

Please pay your registration fee immediately to secure your place at the event.

If the course/conference requires a selection, you will be able to register with the mention “I will pay later” in your registration. Once you receive the acceptance e-mail you will be informed on how to make the payment.
The payment deadline for all events is 8 weeks prior to the start date. Your registration will be cancelled if your payment has not been received by the deadline.

No, our registration fees do not include taxes. As an international organisation we are tax-exempt.

We normally issue billing statements that mention the amount that the registrant needs to pay. If this is not enough for your institute, we can also issue an official invoice including the tax number of our institute. If you need one, please contact the conference officer responsible for your meeting with your request.

No, please book your flight on your own. This is usually faster and more convenient, especially if you need to change dates due to other obligations.

The conditions of your invitations are stated in your invitation, please read it carefully before booking. Depending on the event’s budget we might be able to reimburse you the full amount of your expenses. However, it might also be that there is a cap on the flight’s costs. We generally pay for economy flights; business class is only supported if there is a medical indication and if the case has been discussed with the responsible conference officer.

Yes, we organise the transfer from/to the airport to/from EMBL/hotel. Please send your flight details to the responsible conference officer. We usually offer this service for the International Frankfurt Airport (FRA). In some cases this service is also possible for the airports: Karlsruhe/Baden-Baden (FKB), Stuttgart (STR), please contact your conference officer to discuss further proceedings.

We arrange shuttles from central points in town to EMBL and back. Those central points are either close to the downtown hotels or directly from one of remote hotels. The shuttle schedule is usually available 1-2 weeks before the event starts on the respective event website.

Yes, we organize your accommodation. Usually you will be accommodated in the EMBL ISG Hotel. Please send the arrival and departure dates to the conference officer and indicate any special needs (e.g. allergies, walking disability).

The hotel can be booked for the whole length and only the additional nights you would need to pay directly to the hotel.

This is case-sensitive. If you are coming earlier and/or staying longer due to duties connected to the conference, the additional nights are covered. If you are staying longer for your own pleasure, then you would need to pay for those additional nights. The hotel can be booked for the whole length and only the additional nights you would need to pay directly to the hotel.

In cases, where the costs of the flight are quite lower when staying including a weekend, then on average we cover the additional nights. Please contact the responsible conference officer to discuss the case.

We are sorry, but the invitation and consequently the reimbursement is meant for you as the invited speaker only. We are a non-profit organization, thus also our events are organized on a break-even basis and not to earn a profit. We therefore have to be very cost-efficient to meet the budget constraints. However, we of course offer you the possibility to have the hotel and transfer organized for your family as well. Please indicate this upon the registration or contact the responsible conference officer.

We will send you a digital reimbursement form. Please fill out the form and send it back to us with all receipts you are claiming for. Please keep in mind that we only reimburse based on the conditions stated in the invitation letter and only expenses related to your travel (flight ticket, train, parking ticket etc.). For any extraordinary costs that were necessary for the journey, please contact the conference officer before purchase.

Any sponsorship items should be sent to the following address two weeks prior to the event:

Company Name (Event name – sponsored item)
c/o
Erkin Ibragimov
Course and Conference Office
ATC Warenannahme
Meyerhofstr. 1
69117 Heidelberg
Germany

All material required for booth set-ups should be sent to:

Company Name (Event name – sponsored item)
c/o
Erkin Ibragimov

Course and Conference Office
ATC Warenannahme
Meyerhofstr. 1
69117 Heidelberg
Germany

The main sponsoring exhibition takes place in the inner circle of the foyer, and in the five outer niches. All coffee breaks and lunches take place in the Auditorium Foyer.

To view the exhibition area online, please visit the EMBL Advanced Training Centre Panorama Tour.

All booths must be set up prior to the start of the event registration. The exact details will be sent to you in the exhibitor manual four weeks prior to the event.

Poster prizes should be to the value of approximately €300. Common prizes include journal subscriptions, gift vouchers, electronic items. Alternatively it is possible to cover the conference registration fee and/or travel costs of the winner.

If the conference ends on a weekend, the break-down of the booth can either take place on the last day of the conference – in which case the material will be kept in the storeroom until the next workday – or on the following Monday. Please inform the Sponsorship Team of your break-down and shipping arrangements.

We will provide exhibition space only. There won’t be any shell scheme or fascia, so please bring your roll-up banner(s).Your exhibition space will be equipped with the following:

1 table (1.7 m x 0.75 m) or 2 small tables (1.20 m x 0.40 m) for a 3 m² exhibition space
1 bistro table
2 chairs
1 electrical socket
1 waste paper basket
Full catering during the conference hours
Access to all lectures and social events during the conference

Please note that it is not permitted to use the EMBL logo on any company related material or advertising. Should you wish to promote your participation in an event, please contact the Sponsorship Team, who can provide you with the event banner for this purpose.

Yes. As EMBL conferences are organised using an event management programme, sponsors are required to register to ensure they are taken into account in the organization of all logistical matters, e.g. badge printing, abstract book production, catering. You will receive the sponsorship registration link from the Sponsorship Team approximately four weeks before the event.

Extra representatives attending as sponsors are required to register online, however do not need to pay online. The sponsoring company will be sent an invoice for the registration amount of all representatives either shortly before or after the event. The sponsoring company is obliged to inform the Sponsorship Team how many representatives it plans to send to the event when it submits its sponsorship option form.

This is possible for no extra cost, provided only one representative is on site at a time. This must be arranged with the Sponsorship Team prior to the event. Both representatives are required to register as sponsors. The first representative must return his badge to the registration counter upon leaving the event.

The creation of an account is needed in order to register for one of EMBL’s events. You only need to create this account once and you can use it to register for all EMBL events.

Please make sure you use a valid e-mail address. We assume no responsibility if communications cannot be sent to you due to a faulty e-mail address. Please note that the data you entered will appear on your name badge, receipt, abstract book, etc. as you insert it. Please do not use only uppercase or lowercase for your name, institute (e.g. JOHN DOE; john doe).

You can change your password and update any information that may change such as name, address, department etc. by checking the ‘Edit my account’ checkbox when you enter your account.

After completing your registration you should always receive a confirmation e-mail. If this is not the case, please contact the Course and Conference Office.

As soon as you know that you will not be able to take part in the meeting please inform the Sponsorship Team. Your registration will be deleted. The company representative taking your place will need to register online. Please also check our sponsorship Terms and Conditions for the sponsorship cancellation policy.

You can change or update any information that may change such as password, name, address, department etc. by checking the ‘Edit my account’ checkbox when you enter your account.

Yes, it is possible to submit an abstract as a sponsor, however the abstract is subject to the same review process as abstracts submitted by scientific participants.

You can submit your abstract online only after registration.

If you wish to submit an abstract as a sponsor, please contact the Sponsorship Team, who will then send you the relevant link.

When submitting your abstract you can also apply for an oral or poster presentation. A selection process will take place with the results announced 2-3 weeks after the abstract submission deadline.

Please note:
Browsers:Our system only supports Internet Explorer and Mozilla Firefox

Abstract length: The maximum limit of 2000 characters (ca. 200 words) refers to manually typed text (spaces included).

Co-authors: Please enter your co-authors correctly via the system by adding accounts with their institution and DO NOT copy-paste them into the body of the abstract text, as they will not be indexed in the abstract book.

Text only: Please note that the abstract book will show a text-only version of your abstract, so all style commands will be stripped once submitted. If you copy-paste the text, hidden formatting might still be included and you will be informed that your text exceeds the limit of 2000 characters. We recommend either:

1. Saving your text as text only in your editor or Email programme, OR
2. Copy-pasting it into Notepad and then onto the website.

Some web browsers do not accept abstracts close to the 2000 character count.

Symbols: If you have special symbols in your text make sure you are using Unicode characters, otherwise these will not be recognised by the tool.

Abstract availability: Please be aware that all abstracts may be made available digitally to all delegates shortly before the meeting.

Gold and Silver sponsors have the opportunity to run workshops prior to the registration of the event. If you are interested in running a workshop in connection with an event, please contact the Sponsorship Team.

How much does it cost to run a workshop?

Pre-conference workshops are part of the conference Gold and Silver sponsorship packages. The following rooms are available in the Advanced Training Centre:

• 2 Flex Labs (capacity 49 each – can also be joined together as one room)
• 2 Courtyard rooms (capacity 50 each – can also be joined together as one room)
• 2 Helix meeting rooms (capacity 30 each)
• 1 Computer Training Lab (capacity 36)

Please contact the Sponsorship Team for availability and prices.

Please click here for information on how to reach Heidelberg by plane, train, and car.

The ISG Hotel is the nearest hotel to EMBL (5 min. driving, 20 min. walk through the woods), however there are a range of hotels located in Heidelberg which are also favoured by sponsors. Please click here for further information or check map for other hotels.

The Advanced Training Centre (ATC) is located on the EMBL Campus in Heidelberg, Meyerhofstraße 1, 69117 Heidelberg, Germany.

The registration desk is situated at the main entrance of the ATC — please feel free to ask for directions. Signs and building plans can be found throughout the ATC.

W-LAN is available within the EMBL campus — please use the ‘ATC Guest’ access that does not require a password. In order to use the LAN network for your presentations, your laptop must be registered by our EMBL IT service. Please inform us in advance if this is required.

Free car parking is available at EMBL. Please park in the parking lot “P1” on the left hand side as you arrive in Meyerhofstraße.

As a sponsor you are not required to pay online. The company will be sent an invoice from EMBL for all costs including registration costs of company representatives. All company representatives attending the event are however required to register online.

An additional 19% VAT is applicable to all sponsorship prices. All monies are payable in Euro.

If the link does not work, your e-mail settings (plain text) are cutting the link. Just check in your e-mail that your link is written in only one line, if some letters/numbers are written on another line you need to type those in the browser after the first line of the link.

An error might have occurred when you created your account in the first place. Please contact the conference officer responsible for your event who will correct your logon account.

Complimentary registration is only for selected mainstream media representatives, i.e. newspaper, radio, or TV journalists. To qualify, you must be able to provide accreditation or equivalent proof that you are a member of press (see below). Please note, this does not apply to editors from scientific journals, who are instead able to attend at a reduced rate, but asked to contribute to the conference in return by taking part in ‘meet the editors’ sessions or other planned activities within the programme.

The acceptance of complimentary press registrations is granted at EMBL’s discretion. Each registration is considered on an individual basis. Shortly after the registration deadline, we will notify you of whether you have been granted complimentary press registration.

Very select bloggers or online influencers can qualify for the complimentary registration.

To apply for complimentary press registration please contact the event’s conference officer (details on the contact page of the event you wish to attend) with your request.

In order to consider your application you will be required to submit proof of an affiliation with a recognised media outlet and/or evidence of your journalistic credentials (for example a copy of your press card, masthead or a bylined article).

If you do not receive complimentary press registration, you will still be able to finalise your academic registration with an online payment as a normal registrant. Editors of scientific journals who contribute to the conference, for example in a ‘meet the editors’ session are eligible for a reduced fee and should contact the course and conference office to arrange this.

Yes, complimentary press registration entitles you to visit the exhibition and conference areas at the event.

This may be possible, but must be decided on a case-by-case basis. Please contact the EMBL Course and Conference Office with your request.

Yes, you will be able to access the Internet on site via WLAN.

Press badges will be available for collection at the main registration desk at the event.

This may be possible, but must be arranged on a case-by-case basis. Please contact the event’s conference officer (details on the contact page of the event you wish to attend) with your request.

Please contact the event’s conference officer (details on the contact page of the event you wish to attend) to request images and graphics from the event. Please note that images are provided subject to your agreement to credit them as indicated by the conference officer.

You must request permission from each speaker/presenter to report on their data, as results are often presented at EMBL events prior to publication in the scientific literature.

Most EMBL events do not have a press room, but if requested in advance, a meeting room can be booked for interviews. Please contact the event’s conference officer (details on the contact page of the event you wish to attend) to make arrangements.