Find answers about attending ICESTEM 2027. For further assistance, email info@icestem.org.
Participation
Can I attend online?
No. ICESTEM 2027 is an in-person conference in Berlin, Germany, on June 21–26, 2027.
Is this the first ICESTEM conference?
Yes. ICESTEM 2027 is the inaugural edition.
How can I obtain committee information?
Speakers may request information about conference committees, speakers, and academic arrangements from the registration coordinators.
Registration and payment
How do I register?
Email Dr. Julian Bennett, Dr. Lukas Müller, or info@icestem.org. After review, the Secretariat sends your invoice and official invitation letter within 2–3 business days. Registration is complete only after payment has been received and verified.
Who pays a registration fee?
All participants, including invited speakers, attending co-authors, and accompanying guests, pay a registration fee. At least one author of each accepted paper must register for inclusion in the proceedings.
What does registration include?
Conference sessions, materials, proceedings, a certificate of presentation or participation, coffee breaks, scheduled lunches, and networking events. Publication details will be announced. See registration benefits.
How is VAT charged?
A fixed €100 VAT charge is added once to the registration, whether the speaker registers alone or together with a spouse or co-author(s). It is not charged separately for each person in that registration. VAT is non-refundable. See registration fees.
Which payment methods are accepted?
International bank transfer and Western Union transfer, payable in euros. Follow the payment instructions on the official invoice. Registration is complete only after payment has been verified.
Are travel costs part of the registration package?
Travel and accommodation benefits are included for the invited-speaker categories described below. Regular Participant registration does not include accommodation. Participants pay for additional accommodation nights and personal expenses outside the official program.
Travel, accommodation and visas
Who receives travel benefits?
Registered participants in the Invited Speaker, Co-Author of Invited Speaker, and Companion of Invited Speaker categories receive visa documentation and application support, round-trip economy airfare to Berlin Brandenburg Airport (BER), accommodation, travel insurance, and airport transfers. Arrangements begin after registration and payment are complete.
Which accommodation nights are included?
Complimentary accommodation at The Westbridge Lodge & Convention Centre covers check-in on June 20, 2027 to check-out on June 27, 2027. Participants pay for any additional nights. See accommodation information.
Who assists with travel and visas?
Speakers receive visa documentation and application support from the conference’s travel partner, with guidance throughout the process, including preparation for an in-person interview where required.
Contact Averon Airpath Travel at info@AveronAirpath.com. Visa support is included in the travel package for the listed categories.
Will I receive an invitation letter?
Yes. After your registration details have been verified, the Secretariat sends an official invitation letter with your invoice. Registration itself is complete only after payment.
Cancellations and refunds
When can I request a cancellation refund?
Submit a written request before May 15, 2027. Ordinary cancellation refunds are not available on or after that date. Eligible refunds are subject to a 15% administrative charge calculated on the registration fee excluding VAT. This includes bank charges. The fixed €100 VAT charge is non-refundable. See the refund calculation example.
What happens if my visa is denied?
Submit official visa-refusal documentation to the Organizing Committee by June 1, 2027 to request a refund. Eligible refunds are subject to a 15% administrative charge calculated on the registration fee excluding VAT. This includes bank charges. The fixed €100 VAT charge is non-refundable. See the refund calculation example.
How do I request a refund or transfer?
Send refund requests in writing to info@icestem.org. After the cancellation deadline, registration may be transferred to another eligible participant, subject to approval by the Organizing Committee. See the payment and cancellation policy.
Submissions and presentations
Who can submit, and what work is accepted?
Researchers, educators, practitioners, and early-career scholars may submit original, unpublished work that is not under review elsewhere. See the research areas and Call for Papers.
What is the abstract deadline?
Abstracts are due on May 3, 2027; acceptance notifications are sent on May 10, 2027. Contact a registration coordinator for abstract submission instructions.
How should I prepare a full manuscript?
Use the paper layout guide (PDF) and Instructions for Authors (PDF). Manuscripts should be 4–10 pages, A4, Times New Roman, with 1-inch margins. Email the PDF to info@icestem.org, addressed to the Registration Coordinator.
Can I submit more than one paper?
Discuss additional submissions directly with a registration coordinator.
How will accepted papers be presented?
Oral presentations and posters take place on site in Berlin. Session durations and presentation formats will be confirmed in the program.
Which language should I use?
English is recommended for wider international accessibility.
What should presenters bring?
Bring a USB copy and a backup of your presentation. PowerPoint and PDF copies can help with equipment compatibility.
Can I update my submission?
Yes. Notify the Conference Secretariat at info@icestem.org when submitting an updated paper or revised topic so that official records can be updated.