EAIE Gothenburg 2025
Frequently Asked Questions
If you haven't found the answer to your question, please do not hesitate to contact the EAIE Office.
Registration
What are the key registration dates and deadlines?
Early-bird registration: 28 May to 27 June 2025
Regular registration: 28 June to 29 August 2025
Late registration: 30 August to 12 September 2025
How can I register?
Create an account
Everyone who wants to register for an EAIE event must create an account on the website. This is also the spot where you can share your preferences and opt-in for certain mailing lists to keep up-to-date on all EAIE events, including the conference.
Everyone is welcome
Anyone involved in international higher education can attend the Annual EAIE Conference and Exhibition. However, EAIE members receive a significant discount on their conference fee and get access to an exclusive EAIE Member Lounge at the conference. You can become a member during the conference registration process.
Pre-registration for activities and networking
Sessions are open to everybody who has paid the event registration fee, pre-registration is not needed. However, we would suggest arriving early to any sessions you are interested in as there is limited space. You do need to pre-book and pay in advance for workshops, Campus Experiences and networking events.
Modifying your booking
You can add or remove Campus Experiences, workshops, networking events and wellness activities.
Why is the VAT so high this year?
Sweden has a standard VAT rate of 25%, which is relatively high compared to many other countries due to Sweden’s social welfare system, which funds healthcare, education and infrastructure. VAT is one of the key sources of revenue for these government services. The EAIE has worked on minimising the impact of this cost by reducing the conference fees. However, the increase is beyond our control and in compliance with Swedish tax laws.
Why do I need to register for the Opening Reception?
From this year onward, we are introducing a small registration fee for the Opening Reception. We are thrilled to bring you an awe-inspiring networking event in a fantastic location, and with this small fee, we can organise an even better event.
Will there be day tickets?
Yes, day tickets will be available starting in September. Please note that day tickets grant access to the conference for one day only. A full conference ticket is required if you plan to attend multiple days.
How can I make a 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.
Can I get a refund or transfer my registration to a colleague?
Registration transfers are not possible. 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. Please see our cancellation deadlines for requesting a refund.
Who is eligible for discounts?
Speakers, workshop facilitators, participants from African countries and low-income countries, and EAIE members are eligible for discounts. Please consult the pricing table above for more information.
For exhibitors, please get in touch with your stand contact person for registration instructions.
Please note: Every participant category mentioned above must be registered online before the event, and entrance will not be permitted without a valid registration.
What’s included in my conference fee?
- Conference sessions (such as panel, poster, Ignite, Campfire)
- Tea and coffee on Wednesday, Thursday, and Friday
- Lunch on Wednesday and Thursday
- Opening Plenary
- Closing Plenary and Luncheon
- Access to the EAIE Exhibition
- Access to the new conference app
- Complimentary subscription to the EAIE Community Platform for the rest of 2025
What costs extra?
- Workshops on Tuesday
- Campus Experiences on Tuesday
- Opening Reception
- EAIE Networking Events on Wednesday and Thursday evening
- Other networking events such as Netwalking and morning fitness activities
How can I get support for my visa?
If you are eligible for a visa, please take a look at our Visa page and fill out our form to request a visa. Only registered participants will be able to see and send it the visa request.
Conference & Exhibition app
How do I download the app?
- Go to the App Store (iOS) or Google Play Store (Android)
- Search for EAIE Conference & Exhibition and download the free app.
- Open the app and select the logo for the 35th Annual EAIE Conference & Exhibition
- Enter the email address linked to your EAIE account and click "Email me a link"
- Open the login email on your device and click "Log in now"
Once the event is loaded, you’re ready to log in and personalise your experience.
How do I access the app and log in?
After downloading the app, you’ll need to log in to unlock all features, including messaging, scheduling, and networking.
- Open the app and go to Account in the top of the menu
- Enter the email address linked to your EAIE account and select Send link
- First-time users will be prompted to enter their first and last name
- Open the login email on your device and click Log in now
- Set your event preferences and start exploring the app!
If you're unsure how to navigate the app or use its features, check out the App Tips section in the app bottom menu. It offers helpful guidance on key functions like setting up your profile, building your schedule, and connecting with other participants.
How do I set up or update my profile?
Go to Account or select your name at the top of the main menu screen. From there, you can update your:
- Photo
- Bio
- Title
- Organisation
- Contact details
- Social media links
if you are using the desktop version of the app, you can adjust your account information by clicking your name of the top right of your main screen.
How do I build my personal schedule?
From the bottom menu, go to Programme. Use the filter icon (top right) to sort by date, topic, category, or keyword.
Select a session to view details and use the calendar icon to add it to your schedule.
How do I find a participant?
Go to the menu icon at the bottom right and select Participants under Connect & network. Use the search bar to find participants by name, title or organisation.
To message someone, select their name and choose Send message. If the button isn’t visible, they haven’t signed in yet.
Would you like to see the list of participant organisations? Conference participants can view that list here.
How do I schedule one-on-one meetings through the app?
In order to schedule meetings, you will need to complete three steps:
1. Enable your profile in the participant directory
- Click on more and select your icon at the top of the page
- Where it says 'Event Preferences' click the 'Manage' button for EAIE 2025 Gothenburg
- Toggle on where it says 'Appear in social directory'
2. Manage your meeting availability
Your meeting calendar will work similarly to calendly. You will be able to indicate slots where you have availability throughout the Conference days.
- Click on 'My meetings'
- Meetings slots are automatically created for 09 - 12 September in half hour blocks
- If there are slots you would not like to meet, you can click on that slot and mark it as 'unavailable'
3. Schedule your meetings
- Simply click 'Schedule a meeting'
- Search for participants with whom you would like to meet
- Find an open slot on their calendar and click 'Schedule Meeting'
- You will need to add a location, this is a free text field and can be edited later if the location changes
- You may add an additional message for the participant
- Click 'Schedule this Meeting' and you're all set! The other participant will receive a notification that you've booked a meeting with them
Important:
- Meetings can only be scheduled 1:1 if you would like to add additional participants to your meeting you will need to let them know via chat
- You can only schedule meetings with participants who have logged into the app and agreed to be listed in the participant directory
How to exchange contacts using My Connections
- Both users should tap the Scan QR Code button from the event’s main menu
- One user points their scanner at the other user’s QR code
- Once the QR code is scanned, the app will prompt the scanning user to add a quick note (optional)
- Tap Confirm to complete the exchange
- To view your connections, go to the menu icon at the bottom right and select My connections under Connect & Network. Here, you’ll find all your saved contacts — both participants and exhibitors
What are the technical requirements to access the app?
- iOS: Version 16.4 or later
- Android: Version 9.0 or later
- Search for: EAIE Conference & Exhibition
The app updates automatically. To refresh manually, go to More, scroll to the bottom, and tap the green arrow next to Last Update.
Can I use the app offline or without a smartphone?
Yes! The EAIE Conference App works offline by storing the latest content from your last online session. It will automatically update the next time your device connects to the internet.
If you don’t have a smartphone or tablet, you can still access the app via the web version in your browser and enjoy most of the features.
Where can I find session presentations or handouts?
When available, open a session and scroll to the Resources section to access materials. Handouts will be available after the event.
Can someone from my team log into the app to assist with scheduling or planning?
We understand it can be helpful to get support, but the app is for registered participants only. Please don’t share your login, as it’s linked to your personal data and use by others may go against our terms and GDPR regulations. This helps protect your data and ensures everyone’s experience stays secure and personal.
Practical information
Can I invite someone who is not an EAIE member to the EAIE Member Lounge?
Only members are permitted to use the extra meeting space in the EAIE Member Lounge. Members who are meeting with someone who is not a member can use the Networking Area or other free spaces around the venue to meet.
Is there a place where non-members can meet with partners or potential partners?
Yes, networking areas will be accessible to all participants, including non-members, located in the Exhibition Hall. Additionally, there will be furniture placed around the session rooms to facilitate meetings.
Can I book or hire a meeting room on-site?
It is not possible for the EAIE to manage room bookings for external organisations' meetings. Please make your own arrangements at a hotel or meeting centre outside of the conference venue.
Is there a Lost and Found in the venue?
Yes. Lost and Found is located at the Registration desk.
Do I have to sign up for sessions?
Sessions are open to all registered participants and access is on a first-come, first-served basis. You do need to register and pay in advance for extra activities such as the Opening Reception, workshops, Campus Experiences and Networking events. These extra activities can be booked while registering for the conference or after, by adding them to a booking.
Please note, if you add an activity to your schedule in the app, it does not mean you are registered for it.
Will free travel cards be provided this year?
Unfortunately, we are unable to provide free travel cards this year due to logistical challenges. Gothenburg is a walkable city and most venues are accessible on foot. We will do our best to offer them again next year.
Exhibition
What is the Exhibitor Manual?
The Exhibitor Manual is a comprehensive resource for our exhibitors provided by EA Exhibitions. The manual contains information about the exhibition schedule, additional exhibitor services, stand set-up and tear-down, graphic design orders, freight forwarding and much more.
How do I book a stand?
The exhibition booking for EAIE Gothenburg 2025 is now closed. Please contact us [email protected] or visit us at stand R76 to pre-block your space for EAIE Glasgow 2026.
Where can I view and change my booking?
Your booking can be viewed in the Exhibitor Portal under 'My Booths'. If you want to make any changes to your booking, please contact the EAIE.
How do I register for the conference as an exhibitor?
All exhibitor representatives need to register as conference participants via our website. The number of free registrations included in the stand depends on the stand size. Please see the full list of entitlements per stand in the EAIE Exhibition Terms and Conditions. All main stand contacts will receive the registration instructions and fee waiver codes by email. Each registration is individual and needs to be completed from an individual EAIE account.
Exhibitors representatives need to indicate their exhibitors status when completing registration to receive exhibitor badge and access the exhibition halls on Tuesday, September 09, from 14:00 to 17:30 to set up their stands. Participants without exhibitor badges can access the exhibition halls during the official exhibition hours.
What are the exhibition opening hours?
- Wednesday, 10 September 2025: 08:30–18:00
- Thursday, 11 September 2025: 08:30–18:00
- Friday 12 September 2025: 08:30–12:00
When can I set-up my stand?
All exhibitors with exhibitor badge can access the exhibition hall on Tuesday 09 September between 14:00 and 17:30 to set-up and decorate their stands. The access is given solely for stand set-up; holding meetings in the exhibition hall on Tuesday is not permitted.
Stand constructors building Free Build stands will receive the information about the build-up schedule, access instructions and loading/unloading time slots by email. Please contact EA Exhibition at [email protected] for more information.
Can I get a list of the participant’s contacts?
We cannot share participants’ contact details due to GDPR. You can, however, find and connect with peers directly in the EAIE Conference app to build your network.