Terms and conditions of participation

Participation Fee

  • Regular conference fee: €580

  • Discounted fee for ECStA members and their networks: €290 (50% reduction)

Members of the European Council for Student Affairs (ECStA) and their networks are entitled to a 50% discount on the regular conference fee, provided that their affiliation is indicated during registration and can be verified if required.

Current ECStA members include the following institutions and organizations:

  • Belgium: VLHORA and VLIR and adherent higher education institutions 
  • Germany: the 57 Studierendenwerke (STW) and Deutsches Studierendenwerk (DSW)
  • France: the 28 Crous and the Cnous
  • Ireland: Student Affairs Ireland (SAI) and members 
  • Italy: ANDISU and member organisations, Fondazione ENDISU and EDUCatt
  • Luxembourg: Université de Luxembourg
  • Norway: Samskipnadsrådet and members 
  • Austria: Austrian Study Grant Authority
  • Poland: Lodz University of Technology 
  • Portugal: Serviços de Acção Social in several institutions 

If you would like to become member of the ECStA and take advantage of the ECStA-Membership, please contact the ECStA-Office at: office@ecsta.org

An invoice for the participation fee will be issued after successful registration and sent to the email address provided in the registration form. The participation fee is due in full within the payment period stated on the invoice.

The conference participation fee covers the following services:

  • Participation in the ESAC 2026 conference on 8–9 July 2026 in Kiel

  • Participation in the campus tour in Kiel on 9 July 2026

  • All scheduled coffee breaks and two lunches during the conference

  • One conference dinner on 8 July 2026

Any services not explicitly listed above (e.g. travel costs, accommodation, individual meals outside the conference programme) are not included in the participation fee.

Participation in the campus tour in Hamburg on 10 July 2026 is optional and requires:

  • prior binding registration via the conference registration form, and
  • payment of an additional participation fee.

The following fees apply:

  • €40 for ECStA members
  • €80 for non-members

The fee for the Hamburg campus tour will be added to the overall conference participation costs and will be charged in the same invoice as the conference fee.

Participants are responsible for arranging and covering the costs of their own accommodation in Kiel.
Participants intending to join the campus tour in Hamburg on 10 July 2026 are advised to plan an additional overnight stay in Kiel.

A list of non-binding hotel recommendations is available under “Practical Information” on the conference website. The organizers do not assume any liability for availability, prices or quality of external accommodation providers.

In the event of cancellation by the participant, the following conditions apply:

  • Free cancellation is possible up to 4 weeks before the start of the event.

  • For cancellations up to 2 weeks before the start of the event, 50% of the participation fee will be charged.

  • For cancellations received less than 24 hours before the start of the event, 80% of the participation fee will be charged.

Cancellations must be submitted in writing (e.g. by email) to be valid. The date of receipt by the organizers is decisive for the calculation of the applicable cancellation fee.
If the participant does not attend the event without prior cancellation, the full participation fee will be charged.

The organizers reserve the right to make reasonable changes to the programme, speakers, schedule or venue, provided that the overall character of the event is preserved.

In the event that the conference has to be cancelled by the organizers, participation fees already paid will be refunded. Any further claims (e.g. reimbursement of travel or accommodation costs) are excluded.

Contact

If you have any questions regarding the terms and conditions of participation, please contact:
internationales@studierendenwerke.de