Registration

Registration

Please read the terms and conditions carefully. Note that, upon registration you will be asked for personal details (such as name, date of birth, university affiliation, etc.), and you will be required to give IAPS permission to store your provided personal information in the IAPS member network.

If you have any questions about the registration process, please contact us at icps-info@helsinki.fi.

Scientific contributions

We encourage each student to present personal scientific work, either in the form of a poster or a presentation. Those that wish to do so are required to supply the field of physics and the title of the talk or poster during registration. You will be asked for the abstract later in the spring.

Eligibility for participation

Only students currently enrolled in or recently graduated (less than a year before the beginning of the conference) from a physics or physics-related Bachelor, Master or Doctoral program at a university or similar institution, are allowed to participate in this event. Participants must also be at least 18 years old at the beginning of the conference.

In order to participate in the ICPS, the applicants must be members of IAPS. This means you must be a member of a National or Local Committee, or you must join IAPS as an individual member (which can be done during the registration for ICPS). The membership of applicants will be confirmed from the Committees before acceptance to the Conference

Price and Payment

The price for the conference is 230 € and it doesn’t depend on when you register. The price includes accommodation, meals (breakfast, lunch and dinner on all full days; only dinner on the arrival day; only breakfast on the departure day), excursions and conference materials. We are working to include a one week local transport pass in the price, but this is NOT yet certain.

The payment details will be included with the notice of acceptance to the conference. The deadline for the payment will be two weeks from when the bill has been sent. If you do not pay on time, you will lose your spot at the conference. If you have any issues with the payment, please contact us immediately at icps-info@helsinki.fi.

The preferred payment method is by bank transfer. Since this might be costly for people coming from outside SEPA, we are currently investigating other possibilities. If you would prefer some other payment option, please contact us as soon as possible at icps-info@helsinki.fi, and we will see what we can arrange.

We will ask you to provide a proof of payment (e.g. a pdf from your online banking service) to help expedite the process of confirming the payments. Please note that any fees associated with the payment must be paid by the participant themselves and not charged to the recipient.

Cancellations and refunds

If you wish to cancel your participation, contact us at icps-info@helsinki.fi. A full refund can only be given if the cancellation is made before June 1st 2018. Also in this case, an administrative fee of 20 € will be withheld from the reimbursement.

The possible payment for joining IAPS as an individual member will not be reimbursed.

Financial aid for participation

The jIAPS Article Contest gives you the opportunity of winning the participation fee (230 €) for this year’s ICPS. If there is a Physics idea you would like to share with your colleagues from all around the world just write it all down, the deadline is February 28th. Get more information here.

IAPS also has a WolrdWide grant to help selected participants cover the costs of participating in the conference. More information on this can be found on IAPS’s webpage.

Registration phases

We will have two registration phases for this year’s ICPS. During both phases, the Organizers will give preference to students who have submitted an application to present scientific work, either in the form of a talk or a poster.

The first phase is open from February 1st (14:00, UTC+2) until February 28th (24:00, UTC+2). In this phase we will select a maximum of 30 students per nation. Representatives of National and Local Committees, honorary members of IAPS, members of the IAPS Executive Committee and members of the Organizing Committees of the previous and next ICPS and PLANCKS will not count towards their nations limit.

After we have received confirmation of affiliations from National and Local Committees, the selected participants will be notified via email. The email will include the payment instructions.

Applicants not accepted in the first phase, but who are eligible for the conference, will be automatically put on a waiting list and considered for participation during the second phase.

The second phase will begin on March 15th (14:00, UTC+2) and run till the end of May. During the second phase there is no limit for the number of participants from a nation. We will review the applications once a week and ask Committees for confirmation of affiliations. Once confirmation has been received the selected participants will be informed by email as in phase one.

Terms and Conditions

Please read carefully and take note of the following. By registering for ICPS 2018 you accept that if you break these Terms and Conditions, the Anti-harassment Policy or the IAPS Code of Conduct, the ICPS Organizing Committee has the right to remove you from the conference, including the conference accomodation, without a refund.

  • You accept the IAPS Code of Conduct.
  • You confirm that the information contained in this application is true and correct.
  • You confirm that you will be at least 18 years of age by 8th of August, 2018.
  • Personal details will be processed according to Finnish law.

All personal data will be handled confidentially. It will not be forwarded to any third parties except where necessary for the purpose of the conference. Please keep in mind that we will forward some of the information in your registration form to the universities and research centers involved. We will also send your name and affiliation to the board of the national/local committees of IAPS to check your IAPS membership.

Only students currently enrolled in, or recently (less than a year) graduated from, a physics or physics-related program at a university or similar institution, are allowed to participate in this event. Participants must also be at least 18 years old at the beginning of the conference.

You acknowledge and agree that the organizing committee and the hosts of the event have no responsibility whatsoever for injuries, losses, or damages of any kind that result from your participation in the International Conference of Physics Students 2018.

By participating in the event you agree to be filmed, photographed, and otherwise recorded during the conference and hereby expressly grant the organizing committee and IAPS the right to use your picture, movie or any other form of media publication during any part of the event.

You accept that the organizing committee cannot be made responsible for the content of any talk, poster, workshop, excursion or similar activity, other than for those that are directly handled by it.

You accept to sign a disclaimer, at your arrival, that relieves the Organizing Committee and IAPS from all responsibilities of any damage that you may cause in the residences and in the conference venues. You accept to give a deposit of 50 € against any damage you may cause in the Residences. You will be refunded the total amount of the deposit at the end of the Conference, provided no damage has occurred, as specified in the disclaimer.

You accept that, in case of cancellation by a participant, the Organizing Committee will provide a reimbursement only up to June 1st. Before this date, any reimbursement will be made with the exception of a €20 fee, which will be withheld to cover administrative costs. No reimbursement will be given for membership fees under any circumstances.

The present terms and conditions are governed by the laws of the Republic of Finland.

Registration link

The registration is done at the IAPS member network:

Registration form