Registration Guidelines

HOW TO REGISTER

• All registrations must be made through the Online Registration Portal.
• First, create an account. After that, sign in to finish your registration.
• When registering for someone else, create an account with your details and enter the delegate’s information (with their consent).
• We recommend using a personal email address to avoid delivery issues.
• A confirmation email with your registration number will be sent after submission.

For assistance, contact the UPenn Symposium Organizing Secretariat  at [email protected].

REGISTRATION FEES

All the above fees include a local VAT of 21 %. 
All registration deadlines are based on the local time (CET/CEST).  

* Please note that student fees are available for students only. Official proof of student status must be uploaded during the registration process. Students must provide proof/student status at the University (e.g., a PDF copy of the original inscription at a university or an attestation by a professor) in English and valid for a maximum of 6 months before registration. The participant must be a student during the duration of the UPenn Symposium and must be under 35 years of age. 

If your payment is not received promptly, the late fee will be automatically applied. Unpaid or partially paid registrations will not be considered valid until paid in full. 

SOCIAL PROGRAMME

All participants are kindly asked to confirm or pre-register for the following events via the Online Registration Form. 

 Welcome Cocktail 

• Date: 8 May 2026 
• Place: TBA 
• Ticket: included in the registration fee 

CANCELLATION CONDITIONS

GENERAL CANCELLATION CONDITIONS

• Cancellations must be submitted by email to the UPenn Symposium Organizing Secretariat. 
• Refund requests made after 9 April 2026 will not be accepted 
• Name changes are subject to a 20 EUR fee if requested at least one week before the event. 
• The change of registration fee type is charged with a 20 EUR administrative fee  

REGISTRATION CANCELLATIONS  

• Until 28 January 2026 – a 20 % cancellation fee will be applied 
• From 29 January until 8 April 2026 – a 50 % cancellation fee will be applied 
• From 9 April 2026, a 100% cancellation fee will be applied

PAYMENT METHODS 

• Registration fees are collected on behalf of the UPenn Symposium Organizing Secretariat: CZECH-IN s.r.o., 5. května 65, 14021 Prague 4, Czech Republic 
• All fees are to be paid in EUR, free of all bank charges. However, please confirm with your bank about any possible charges from their side. 

ONLINE PAYMENT BY CREDIT/DEBIT CARD 

• secure gateway Saferpay (Worldline)
• Accepted Cards: Visa, Visa Electron, MasterCard, American Express
• BANK TRANSFER:
  Include the participant’s name and registration number in the transfer. 
• Transfers without these details may not be valid. 
• Available until 9 April 2026 only. 
• After this date, payment is card only. 

INVOICE
An advance (proforma) invoice/Call for payment is issued only upon request. 

The final invoice will be available for download in the Online Registration Portal three weeks after full payment. It will be issued based on the details provided during registration (step: Contact/Invoice details). Changes to these details (name, address, VAT, etc.) are allowed within 3 days of registration for a 20 EUR fee.  

OTHERS

INSURANCE
The registration fee does not include the participant’s insurance against accidents, sickness, cancellation, theft, property damage, or loss. Participants are advised to take out adequate personal insurance. 

VISA INFORMATION
As you prepare for your visit to Lithuania, please note that participants are required to apply for a tourist (Schengen) visa, even if they are travelling to attend the UPenn Symposium. The trip is not considered a business trip for visa purposes. 

Lithuania is a member of the Schengen Area, and visa requirements depend on your nationality. We strongly recommend that you check the applicable requirements well in advance. 

For detailed and up-to-date information, please visit the official Lithuanian consular website: Lithuanian Visas. 

INVITATION LETTER
Delegates may download their invitation letter from the Online Registration Portal once their registration fee has been paid in full. 

CERTIFICATE OF ATTENDANCE
After the UPenn Symposium, the Certificate of Attendance will be available for download in the Online Registration Portal for all participating delegates.  

CANCELLATION OR MODIFICATION OF THE UPENN SYMPOSIUM IN APPROPRIATE CIRCUMSTANCES
In appropriate circumstances, the organizer reserves the right to alter or cancel the event without prior notice. This may eg. include a change of time and/or venue. Any such decision shall be communicated as soon as reasonably practical. Appropriate circumstances may include circumstances beyond the reasonable control of the organizer, preventing or impeding the realization of the meeting. For example, government action, war or hostilities, riot or civil commotion, plague, or other epidemics or health concerns such as SARS, bird flu, COVID-19, earthquake, flood, hurricane, cyclone, fire or other natural physical disasters, explosion, accident or breakdown, strike or other protests, lack of the usual means of transportation or terrorism or security concerns.   

DATA PRIVACY AND SECURITY 
We take your privacy very seriously, and to comply with the European General Data Protection Regulation (GDPR) and other data protection consent requirements, we need you to confirm that you agree with our new Privacy Policy during the process of creating the account in our system. You can view it here. 

After creating your user account in our system, you can manage your information and protect your privacy and security via our Online Portal, which is now fully GDPR compliant. Feel free to contact us with any questions concerning the Privacy Policy, Data Protection, and GDPR in general by email or by phone at +420 296 219 600.