General information

  1. Registration for the 12th International Conference on Urban Climate is secured via payment of the appropriate registration fee.
  2. There is no waiving of registration fees except for scientists receiving support.
  3. The full week onsite package includes access to the oral and poster presentations, the Practitioners Day, workshops and early career scientist events (after registration), and includes coffee and tea.
  4. The full week online package includes access to the streams of the oral presentations.
  5. Please read our instructions for online registration as well as the terms and conditions.

In accordance with current EU sanctions, we will not accept any payment of 12th International Conference on Urban Climate registration, abstract processing, or other fees from Russian or Belarusian institutions or banks paid on behalf of researchers based at or affiliated with them.

Rates for participation

Early registration rates provide three payment options: (a) by credit card, (b) PayPal, or (c) by bank transfer.
Standard registration rates are applied after the early registration deadline and until 1 June 2025, 23:59 CEST. Standard registration rates can only be paid online by credit card or PayPal.
Late registration rates are applied from 2 July 2025 until the end of the conference. Onsite payments are not possible. All registrations must be processed and paid via the online registration form.

Booking period/Categories Early gross rates
(by 22 May 2025, 13:00 CEST)
Standard gross rates
(22 May–5 July 2025, 13:00 CEST)
Late gross rates
(5–11 July 2025)
full-week package - onsite delegate: €625 €675 €700
full-week package - onsite students1: €425 €475 €500
full-week package - onsite - retired2: €525 €575 €600
full-week package online: €280 €300 €325
1 Please provide proof of status allowing us to set your user status to "student" in our user administration database. This may take up to two working days.
2 Retired from full-time employment. Please provide proof of status allowing us to set your user status to "retired" in our user administration database. This may take up to two working days.

On the name badge you will find a QR code which links to your profile. When participants scan the QR code on your badge, you can connect with each other and extend your network.

Letter of invitation

Participants who need to receive an official letter of invitation in order to obtain a visa, raise travel funds, or for administrative purposes should apply for this document by 16 June 2025, 13:00 CEST at the very latest by completing the conference registration (see blue button on the top of this page). Requests received later than this date may not be processed by the embassies.

This invitation is not a commitment on the part of the organizers to provide financial support. The organizer cannot provide or sign any EVE documents or guarantee letters. It should be understood that the organizers can only issue an invitation which includes the time of the 12th International Conference on Urban Climate plus the Saturdays and Sundays directly before and after the conference. A letter of invitation can only be provided for abstract authors and/or registered participants (paid conference registration). Letters for other persons, e.g. family members, cannot be issued.

Instructions for online registration

  • Please ensure you have read and understood the cancellation policy on registration conditions as provided on the website.
  • All information should be typed in upper and lower case (e.g. Jane Smith).
  • You will have the opportunity to review and edit any registration details before the final stage of payment.
  • 60 minutes is the maximum time allowance to complete the form before the system times out.
  • The current versions of Firefox, Google Chrome, Safari, and Edge are the preferred platforms for use of the forms.

Terms and conditions

General

  • Registration must be accompanied by payment. Otherwise, no access (onsite or online) is granted.
  • Early registration must be accompanied by payment. Otherwise, it will not be processed and the standard registration rates will be applied.
  • Registrations are for the person acquiring the registration and paying the registration fee; registrations are non-transferable.
  • Due to data protection regulations, bulk registrations for institute members are not possible.
  • Registration for the conference implies the acceptance of the rules of conduct.
  • Changes to registration invoices are only possible with regard to the invoice address or order references. Any such claims must be received by Copernicus Meetings no later than six weeks after the last day of the conference. Later requests cannot be considered.
  • Changes to the registration rate selected in the finalized registration form, including received invoice, are only possible for unpaid invoices. In this case, the attendee is asked to cancel the registration order and to place a new one through the registration form, including the correct registration rate. Please note that the deadline for early, standard, and late registration also applies in these cases.
  • If you either pay for an onsite participation or online participation, but later need to change your registration type, please contact accounting@copernicus.org by requesting the change and stating your invoice number. You will receive a full refund of your paid fee and you have to register again at the rate that is valid at the time of your new registration. You can only change your registration type before last day of early registration (1 June 2025).

Cancellation policy

  • Registration fees will only be refunded if the notice of cancellation is received by Copernicus Meetings until 1 June 2025, 23:59 CEST. The cancellation fee is €67.50.
  • Cancellations after 1 June 2025 and no-shows are not eligible for a refund.
  • There is no reason (including but not limited to illness) for registration cancellation that makes the above-mentioned deadline for cancellations inapplicable.

Supporters & sponsors