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.
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
How can I book a hotel room in Gothenburg?
You can secure your accommodation for EAIE Gothenburg 2025. We recommend checking our hotel partner's platform bnetwork, as they have the best deals for hotel rooms for the conference days. If you wish to stay before or after the event, it’s also possible - please contact bnetwork directly for assistance.
Can I book accommodations for both individuals and groups?
Yes, both individual and group bookings can be arranged through our official accommodation partner, bnetwork.
For individual and small groups (up to 9 rooms) reservations, bookings can be made directly online on the bnetwork booking tool, which offers good deals for a wide range of hotels in Gothenburg. For group bookings of 10 rooms or more, please contact bnetwork at [email protected] for up-to-date availability and assistance with your reservation.
Where can I find the Programme and schedule at a glance?
With over 200 sessions and activities to choose from, there’s something for everyone. Explore this year’s sessions, activities and inspiring keynotes by accessing the full programme schedule.
Click to read EAIE Gothenburg 2025 schedule at a glance
Can I promote my participation in the event?
Absolutely! Use our ready-made graphics to spread the word and let your network know you’ll be there. Add your own photo, name and organisation and share with your network! All you need is a free Canva account.
Exhibition
How do I book a stand?
In order to exhibit at the EAIE Exhibition, you must first book a space with the EAIE. Once your space booking is confirmed, you can book a stand package with EA Exhibitions or opt for a Free Build design if your stand is larger than 24 m².
Exhibitors with 36 m² of space or smaller can book a Standard Shell Scheme or Premium Stand package. Please refer to the exhibitor kit for information on pricing and what is included in each package.
Exhibitors with 24 m² of space or larger can opt for an MSD Package or a Free Build stand, ie they can design and build a custom stand design. Please reach out to EA Exhibitions to request a quote for MSD package. You are also welcome to contract an external stand builder. Please contact EA Exhibitions for further information as different rules and regulations may apply.
Can we book a space size which is not available on the floor plan?
If you wish to book a different stand space size, please contact the EAIE. Please be advised that this is subject to availability and location on the floor plan. The stand space size will be visible if you click on the stand on the floor plan.
Can I reserve the space and book it later?
Please be aware that when you put a space in your cart, it is still available for other exhibitors to book. Subject to availability, the EAIE can make a reservation on the space (put it in option) for exhibitors for a limited amount of time. Please contact the EAIE for more information.
When do I receive the invoice?
The invoice will be sent to the company’s email registered in your account directly after you place an order. You can also find your invoice in the ‘Invoice’ section of the Exhibitor Portal (Toddoo) after you place an order.
The space booking will be invoiced by the EAIE and the stand packages will be invoiced by EA Exhibitions. The payment can be made by wire transfer, the bank details will be indicated on the invoice. Please contact EA Exhibitions directly if you want to pay the stand package invoice by credit card.
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.
Where can I purchase additional items for my stand?
Additional stand items can be purchased directly via the shop in the Exhibitor Portal. The shop items will be available at the beginning of 2025.
How do I log in to Toddoo Exhibitor Portal?
In the Exhibitor Portal, you can view available options for booking your space, stand packages, find exhibitor manual and technical information and purchase extra items such as furniture, audio-visual equipment and other items for your stand. If you exhibited at the Annual EAIE Conference & Exhibition in 2023 or 2024, your organisation should have an account in Toddoo already. Please use the ‘Forgot Password’ button on the login page if you don not remember it.
If you need to know the login details or who the main contact person from your organisation is, please contact us for assistance.
If you do not have an account in Toddoo, please go to the Exhibitor portal and follow the steps to create your account. Please watch this short video tutorial.
Where can I change my organisation’s information in the Exhibitor Portal?
You can change your organisation information in the exhibitor portal in your account information. Please click on the person icon on the top right corner of the portal and click on ‘Edit’. On the edit page you will be able to change your company information and (billing) address.
My organisation in the EU does not have the VAT number, how can I book a stand?
If your organisation is based in the EU and does not have a VAT number, please reach out to us and we will assist with setting up your Toddoo account. If you are having issues with validating your VAT number, please reach out to the Toddoo support team.
I’m experiencing an issue with (accessing) the Toddoo Exhibitor Portal, how can I get support?
When experiencing any trouble with the portal please contact Toddoo support team and describe the issue as specific including screenshots if possible, in the email.
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 many registrations are included?
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.