Frequently Asked Questions

If you haven't found the answer to your question, please do not hesitate to contact the EAIE Office

Changes and cancellations

Why has EAIE Barcelona 2020 been rescheduled?

The EAIE Conference and Exhibition in Barcelona has been postponed from 15–18 September to 13–16 October.

The date change is due to the rescheduling of another event at our 2020 conference venue, Fira Barcelona, as a result of the COVID-19 outbreak. As you will be aware, the outbreak has already impacted the education sector, with the temporary closures of universities and schools around the world. As the host of Europe’s largest international higher education event, the EAIE is also a member of the event industry which has seen the cancellation and postponement of many international events in the past weeks.

When and where will EAIE Barcelona 2020 take place?

EAIE Barcelona 2020 will take place 13–16 October 2020 at Fira Barcelona Gran Via in Barcelona, Spain. The location of the event has not changed.

What measures is the EAIE taking in light of the COVID-19 outbreak?

The health of our participants, speakers and community is our primary concern. We are closely monitoring the changing situation related to the spread of COVID-19. We are doing everything in our power to stay informed of the latest advice and we keep you informed on any new decisions regarding upcoming EAIE events.  

Is there a chance that EAIE Barcelona 2020 will be rescheduled again?

There is no way of knowing how the COVID-19 outbreak will change over the coming months. We continue to closely monitor the relevant local and national advisories and will keep you informed of any new decisions. We remain watchful but focused on delivering a high-quality event as scheduled later in the year. 

Will the registration dates remain the same?

Registration for the conference will open on Wednesday 17 June, with early-bird registration discount available until 22 July. All preparations remain underway for an engaging and interactive conference programme, and you can expect to see the finalised programme online in early June.

Where can I find the EAIE’s cancellation policy?

You can read our cancellation policy here.

When and where will EAIE 2021 take place?

The date and location of the 2021 conference will be announced in the coming weeks.

I have another question. Who do I contact?

Please send your question or concern to us at info@eaie.org. We kindly ask for your patience, our team is handling a high volume of incoming calls and emails at this moment. We will get back to you as soon as we can.

I already booked a room via the EAIE official partner and now the dates changed. What are my options?

Together with our hotel partner, we have been working to ensure a smooth transfer of all existing bookings to the new event dates where possible.

If you booked your room through the EAIE official partner Kenes Group Spain, we will assist you in securing a room for the new dates or reclaim your money in the event you now have to cancel. You will receive an email regarding your options. Please contact Kenes Group Spain if you have any questions related to hotel bookings. 

I already booked a room via an alternative website and now the dates changed. What are my options?

If you made a reservation yourself without going through the official EAIE partner, we advise you to see if you can change the dates of your booking or cancel the booking. We are happy to assist you in making a new reservation via the official EAIE partner. Neither the EAIE nor its official partner Kenes Group Spain can be held responsible for cancellation costs of rooms booked.  

I already booked my flight/train ticket and cannot change the reservation without additional cost. What can I do?

We are very sorry to hear this. The EAIE, unfortunately, cannot assist you with this, please check the conditions of your booking and travel or cancellation insurance.   

Registration

Do I receive a confirmation of my registration?

Yes. A confirmation e-mail will be sent to you, which includes a link to an itemised list of all the activities for which you are registered as well as a barcode that facilitates the printing of your name badge. This is automatically sent to you when your registration has been processed by the EAIE Office. Please take this confirmation with you to the conference venue.

Can I transfer my registration?

No, it is not possible to transfer your registration. If you can no longer attend the conference, you may be able to cancel your registration and claim a refund in line with our cancellation policy.

What items can I modify in my registration? 

You can add or remove Campus Experiences, workshops and networking events. If you would like to add or remove one of these activities to your registration, please contact info@eaie.org with your request. 

I am an exhibitor. Do I have to register?

Yes, even though your exhibition booth has been booked, all exhibitor staff still need to register online. Please be in touch with your stand contact person for registration instructions.

I am an exhibitor. Can I register for networking events?

Yes. Exhibitors are welcome to register for any of the networking events taking place during the conference. Regular fees apply.

I am a speaker. Do I have to register for the conference?

Yes. All speakers need to register for the conference, and will not be admitted unless they have been registered.

I am a Chair of a session or a workshop facilitator. Do I have to register for the conference?

Yes. All Chairs and workshop facilitators need to register for the conference and will not be admitted unless they have been registered.

Do I have to sign up for sessions?

Sessions are open to everybody who has paid the event registration fee and access is on a first-come, first-served basis. You do not need to pre-register to attend a session. We would suggest arriving early to any sessions that you are interested in as there is limited space in some rooms.  

EAIE Membership

Do I have to be a member in order to attend the conference?

No. Anyone involved in international higher education can attend the Annual EAIE Conference and Exhibition. However, EAIE members receive access to the exclusive member lounge at the conference where you can access additional seating, free refreshments and massages. EAIE members also have year-long access to exclusive EAIE resources. You can become a member during the conference registration process.

My university is a member of the EAIE. Why do I not benefit from the member fee?

Membership to the EAIE is granted on an individual basis and, therefore, does not apply to institutions. Only participants who are members of the EAIE themselves are eligible for the member conference fee.

Login and password

I have lost/forgotten my password. Should I create a new account?

No, it is not necessary to create a new account. You can reset your password using our password reset form or if you are still experiencing difficulties please contact the EAIE Office and one of our staff members will reset your login details for you.

When do I need to create a new account?

In order to register for any EAIE event, become a member or join our mailing list, you will first need to create an account. You only need to do this once, so if you have attended an EAIE event in the past, or are currently on our mailing list, you will already have an account. If you have changed jobs you can update your existing account by visiting My EAIE – there is no need to create a new account. Please contact the EAIE Office if you have any questions.

What is included in the conference fee?

This depends on whether you are a participant, an exhibitor or a speaker. More information will be available soon on the Fees & Payment section.

Is there a discount if more colleagues from the same institution attend?

No. The conference participation fee is priced per person, and no discounts will be given for group bookings.

How can I make my payment?

Payment is required online upon registration. Payment options: Visa, Mastercard, American Express, JCB and some Maestro. Payment by bank transfer is not possible for EAIE events.

Will the EAIE help me get a visa to participate in the conference?

The EAIE will issue visa invitation letters to participants from countries requiring a visa to enter Spain, but only upon receipt of full payment of conference registration. Please review our section on visas.

Payment

How can I make my payment?

Payment is required online upon registration. Payment options: Visa, Mastercard, American Express, JCB and some Maestro. Payment by bank transfer is not possible for EAIE events.

What is included in the conference fee?

This depends on whether you are a participant, an exhibitor or a speaker. More information will be available soon on the Fees & Payment section.

Is there a discount if more colleagues from the same institution attend?

No. The conference participation fee is priced per person, and no discounts will be given for group bookings.

I have registered but am unable to attend. Can I get a refund? 

Please see our cancellation deadlines

Networking

Where can I find the list of participants?

The list of participants will be available online on the EAIE website at the beginning of August.

Can I get the list of participants in a downloadable format?

We will produce a downloadable, PDF version of the participants’ list that will be available in the week before the conference. This does not contain any contact information such as e-mail address.

Where can I find the list of exhibitors?

 You will be able to find the list of exhibitors here.

Can I meet with someone who is not registered for the conference?

Only those who are registered for the conference will be able to access the venue. If you wish to meet with someone who is not registered for the conference you will have to arrange to meet them off-site.

Can I book or hire a meeting room on-site?

It is not possible for the EAIE to manage room bookings for external meetings. Please make your own arrangements at a hotel or meeting centre outside of the conference venue.

EAIE Events App

How do I access the EAIE Events App?

The EAIE Events App will be available for download closer to the conference date. You require a username and password to access the EAIE Events App, this is separate from your EAIE account. When using the app for the first time, create an ‘Eventsential’ account. In the app, choose the option ‘Create an account’ or ‘Let’s get started’. Use the same e-mail address that you used to register for the conference. Once the e-mail and password have been entered, you will have an ‘Eventsential’ account. Select the event EAIE Barcelona 2020 and enter the app password you received in your registration confirmation e-mail.

If you have used the app before you can request a password reset from within the app. Further app support can be found on the EAIE Events App support page.