Practical Information

 Dates and Deadlines

Registration for participation to the workshop will open on March 1st.

  • Early bird Registration fee apply to all registrations with proper payments received before July 7th, 2023 (deadline early bird registration).  In case all on-site spaces are filled up, we will open up registrations for on-line attendance
  • Deadline for abstract submission is September 8th.
  • Late registration is possible until October 6th.  On-site registration during the event will not be possible.
  • In all cases, payment should be performed as soon as possible after registration, within 7 days after receiving the payment details via e-mail from us.  Only after payment your registration becomes effective.

Important: please note that if the maximal amount of on-site participants is reached earlier, the Organizers have the right to close registration ahead of time.  The organization will not be responsible for already made travel, accommodation or other costs when your registration is denied due to early closure.  We advice to wait until you receive confirmation your registration is completed after payment of the fees before you book flights and hotel rooms.

 Registration Fees

The following fees apply*:

    Early Bird Late Registration
    ECS Member € 450 € 550
    ECS Member (early career researcher or student)**
    € 300 € 380
    ECS Emeriti Member € 300 € 380
    Accompanying Guest
    € 200 € 250


    Early Bird Late Registration
    NON ECS Member
    € 550 € 650
    NON ECS Member (early career researcher or student) € 380 € 480
    Accompanying Guest € 200 € 250

    Please check later for online options.


    * Thanks to the support by the Doctoral School Biomedical Sciences via the OJO initiative grant, special conditions apply for Flemish PhD students & postdocs. Please contact [email protected]  before registering.

    Interested scientists are always welcome to join the ECS to get the discounted rate for ECS members. This can be done by filling in the membership form available at before registering for the workshop.  

    **Are considered early career researchers those up to 3 years after obtaining their Ph.D. degree.  Are considered students those working towards a Master or Ph.D. degree and holder of a valid student card delivered by an academic institution.

    Registration fees for participants include in all cases: attendance to the workshop, lunches (Thursday and Friday), all coffee breaks, dinner (Thursday), receptions (Wednesday and Friday) and abstract book (pdf).  Accommodation is not included in the registration fee and needs to be booked by yourself separately.

    Guest registration fee include lunches (Thursday and Friday), dinner (Thursday) and receptions (Wednesday and Friday). Guests have no access to the meeting room and the poster rooms.

    Participation to the socio-cultural activities and party at Barvista (for both participants and guests) come at a surplus depending on the activity. Choice and payment should be at registration. As a limited amount of people can be accommodated, here also a first-come first-serve procedure applies.

    Payment is expected to be performed as soon as possible after registration.  It should be performed by credit card.  Confirmation emails for registration and payment will be send to all participants.  Credit card payments will be via a secure portal (using stripe).  Instructions will be provided by email.  An official receipt will be issued as proof of registration once the payment has been credited on our account, which typically takes about one week.

    Cancellations are possible until October 1st, 2023. The payments performed can either be transferred to another participant or reimbursement can be asked. The reimbursement amount is however limited as an administrative fee will be deducted.  This fee is 30% of the paid amount before September 1st, 2023 and 50% of the paid amount from September 1st and before October 1st, 2023.  From October 1st, 2023 onward you can only request that your registration is transferred to another person or cancel at 100 % loss. In all cases reimbursement is only possible for registration costs. All other costs made by you (hotel, flight,…) will not be covered.  The request for cancellation or transfer of registration needs to be in writing by sending an email to [email protected]

    Please Note – registration implies the consent that pictures and videos can be made and used for promotion of ECS activities.  A list of attendees will also be included in the abstract book.

    If the workshop fails or is canceled, the registration fees will be refunded, as far as funds are available.


    Posters will be on display during the complete meeting with ample time for discussion.

    Although most presentations will be by poster, a fair amount of the submitted abstracts (see program for slots) will be selected for oral presentations. Participants wanting to be taken into consideration for oral presentations have to indicate this at submission of their abstract.

    Posters should be prepared in portrait format (width maximally 1m00, height maximally 1m20). Posters will have to be set-up the first day of the meeting before the opening session (i.e. directly after registration) and will remain on display until the end of the last poster session on Friday. Fixation material for the posters will be available. Importantly, all posters have to be removed on the Friday, before the start of the last session.

     Oral Communications

    Oral presentations will last 10 min + 5 min discussion time. To stimulate presentation of novel work, at least half of the slots for oral communications will be attributed to junior researchers.

    Selection of the abstracts for oral communication will be announced at least one month before the start of the workshop.

    13 abstracts will be selected for oral communications. The time allocated to each of those oral communications is 10 min + 5 min discussion. Please note that this timing will be strictly enforced.

    A general computer (PC-type) will be available, and we request that lectures and communications are uploaded as soon as possible in advance to a network drive.  Instructions will be provided to speakers well in advance of the meeting.  If you however need special software and/or if you work on an Apple, you should take care of bringing not only your own computer but also the necessary connectors, adapters and/or transformers.


     Arrival to Leuven

    Our workshop strives to organize the meeting with a low impact on the environment.  We therefore ask that attendees try to come to the venue using the most ecological friendly way possible. 

    • By train:

    Europe has an extensive railway system capable to transport you across the continent, sometimes even faster and with more comfort then using an airplane.  International trains will arrive in Brussels.  From there it is just a short 40 minute train ride to Leuven.

    • By plane:

    Brussels Airport is the nearest airport to Leuven (about 25 km). The airport has a train station located below the terminal (basement level-1) and is connected twice an hour to Leuven (travel time of about 15 min).

    Alternatively, participants can arrive at the airport Brussels-South located near Charleroi. This airport is often favored by low-cost companies. Passengers flying in to Charleroi can either take a bus (about twice an hour, further info see to Brussels (train station Bruxelles-Midi/Brussel-Zuid) where they can take the train to Leuven (about 1 hour per bus followed by 30 min by train) or take the bus to Charleroi train station and continue their journey by train.

    • By train:

    Leuven can easily reached by train from all major cities (e.g. Brussels-Leuven about 30-40 min, several trains every hour).

    • By car:

    Leuven is easily accessible by car. It is located near the E40 highway Brussels-Liège. Coming from the E40 please follow the signs Hasselt when arriving at the junction with the E314, and take then the first exit (exit 15), which will bring you to the Leuven ring road, in the immediate vicinity of the workshop venue.

    Getting around in Leuven

    Leuven is an old city with many small streets. Walking (or biking) around is very easy, though driving is less recommended.  Please note that there are a number of ongoing roadworks.

    There are numerous possibilities for public transportation. Especially interesting are the bus lines 1 and 2 which allow easy communication between the train station, down-town Leuven and the “Naamse Poort” located quite near to the meeting venue. Other interesting bus lines are 600 and 601, traveling along the ring road (600 counter clockwise, 601 clockwise) every 10-15 minutes. They are however only available on weekdays between 6:00 and 20:00.

    Finally, for those arriving by car, it will be interesting to know that the meeting venue has a free, private parking lot open to all meeting participants. The code that is needed for this will be send by email to all participants.

     Dinner at ‘t Oud Gasthuys

    On Thursday evening there is a dinner planned for workshop attendees at ‘t Oud Gasthuys, Brusselsestraat 63B – Leuven (Inner Square 30CC near to Roman Gate)
    If you booked for an activity during the social program, you will be escorted directly to the restaurant when that activity is concluded.
    Other workshop attendees can go directly to the restaurant at 7:30 PM.