Frequently Asked Questions

In order to submit a proposal, you must first register an account on our new conference management platform, Ex Ordo: https://eecera2026.exordo.com/login.
Note: Please take care when typing in your email address as it will be used to send emails regarding your abstract submission and review and, later on, ticket sale, conference programme and the programme app.
We also recommend adding notifications@exordo.com and enquiries@eeceraconference.org to your ‘Safe Senders’ list to avoid our emails being blocked or diverted to spam.
Once you’re logged in, please navigate to ‘Submit Your Abstract’ button to start the process.

The call for papers is now open. Please visit the dedicated page for more information.

This information can be added as part of your abstract submission process. If you have already submitted your abstract, you can send the request to enquiries@eeceraconference.org and we’ll add the information for you.

Please always check your inbox, as well as mailbox ‘other’ and spam folders for emails from us.
We continue to work with our email providers to ensure high email deliverability. However, generally speaking, spam filtering has become more rigorous and there are instances when academic institutions’ firewalls are redirecting our emails to spam folders or blocking them altogether.
If you think you may not be receiving conference newsletter emails, we advise you to take the following steps:
• Check your inbox as well as spam folders for emails from us.
• If an email from us (EECERA via Ex Ordo / enquiries@eeceraconference.org / enquiries@eecera.org) is caught in the spam folder, please add our email to your contacts and ‘Safe Senders’, mark the email(s) as ‘safe’ and/or move to inbox.
If the issue persists or you do not get emails from us at all, we recommend:
• Subscribing with an alternative contact email address, ensuring you also confirm your subscription by clicking the link from the subscription confirmation email (which may also land in spam folder).
Please remember it is your responsibility to stay informed and meet conference deadlines. We can only act on issues we are notified about, so please do email us if the above information was not helpful.

This year each applicant is permitted to submit up to TWO proposals IN TOTAL:

EITHER a proposal for an individual paper presentation OR as part of a self-organised symposium (SOS) AND a proposal for a poster presentation.

You may be the main presenter (i.e. the author that submits the proposal is by default the main presenter) of one individual paper or a paper submitted as part of one self-organised symposium and a poster. However, you can be listed as a co-presenter on multiple papers and posters. However, bear in mind the more papers you are listed to present / co-present on, the fewer you can attend as a non-presenting delegate and the more difficult it is for us to design the programme to avoid clashes.

Unfortunately, not – all presenting and non-presenting delegates must attend the conference/present in person.

We will let the corresponding authors know whether their proposals have been accepted (this may include proposals accepted with conditions that will require editing and resubmitting) by the end of April 2026. To receive important conference information and updates, please join the conference newsletter mailing list.

Yes, all attendees, whether presenting or not, are required to pay the conference fees. If you book by 27th May 2026, you will benefit from Early Bird Booking rates and some applicants may be able to access PhD student discounts or EECERA member discount.

Tickets will be on sale early in 2026.

In order to buy a ticket to attend (when the ticket sale opens), you must first register an account or log in to our conference management platform, Ex Ordo: https://eecera2026.exordo.com/login.

Note: Please take care when typing in your email address as it will be used to send emails regarding your abstract submission and review and, later on, ticket sale, conference programme and the programme app.

We also recommend adding notifications@exordo.com and enquiries@eeceraconference.org to your ‘Safe Senders’ list to avoid our emails being blocked or diverted to spam.

To receive important conference information and updates, such as when the ticket can be purchased, sign up to receive the conference newsletter.

PhD student tickets are limited to 75 (i.e. first 75 successful applications for PhD ticket discount where all information has been provided) and will be distributed on a first-come-first-served basis once the ticket sale opens.

To be able to purchase a PhD student ticket applicants will be required to upload a letter from their tutor confirming their current student status for us to review. The letter needs to be supplied on university letter headed paper and has to include the student’s name, details of their PhD including start and planned end date, and name and signature of their tutor/supervisor.

Due to limited number of tickets available, we advise those planning to apply for the PhD student ticket to request a letter from their supervisor as soon as possible so that it is ready to upload when the ticket sale opens.

Please do not send us your letters by email.

Any discounted student tickets which are purchased without enclosing relevant and valid information, as described above, will be immediately cancelled and refunded.

Information to follow.

As part of the conference scientific process, EECERA collects abstracts of research papers which are peer reviewed and, if accepted, will permit authors to present their work at the conference. The abstracts of research presented at the conference is then collated into a book of abstracts and shared publicly as a PDF via the Association website.

You can access all previous conferences’ books here: https://www.eecera.org/conference/.

As we ask authors to submit abstracts rather than full papers, we are not currently eligible for our conference proceedings to be indexed via the databases above.

Please note our ticket cancellation policy is as follows:

Last day for cancellations with refund (minus handling fee for registration) is Monday, 13th July 2026.

• Within 30 days of booking place – Full refund will be issued.
• After 30 days of booking place – Refund minus 15% handling charges for registration.
• 13th July 2026 – No refunds will be issued after this date.

Due to our commitments with event partners and suppliers, we are unable to offer refund after this date.

We strongly encourage organisations and individuals booking conference tickets to consider protecting their travel by purchasing travel insurance.

There are also some insurance providers offering event ticket protection, specifically.

The conference fee covers provision of refreshments during breaks (including tea, coffee, water and some snacks), two buffet lunches and a lunchbox on the final day of the conference.

The conference fee does not include the Conference Dinner held on 27th August. When the booking links are live, early booking is recommended.

Depending on when you’re travelling from, VISA documents may be required before your travel and on entering Portugal. Delegates must check their requirement by visiting the Portuguese Ministry of Foreign Affairs website here: https://vistos.mne.gov.pt/en/. Please do check the website periodically.

Who needs a visa?

For any travel / visa related queries, please do not hesitate to contact us by email, enquiries@eeceraconference.org.

Should you require a letter of invitation to support any visa application we will gladly provide this to anyone who has purchased their conference ticket and / or has had their paper accepted for the conference. To obtain your letter of invitation please complete and submit this form (link to follow). We will require the following details:

Full name

Address

Nationality

Passport number and expiry date

Dates of travel to United Kingdom

Title(s) of paper(s) submitted and/or conference booking number

**Please note EECERA 2026, nor any of its partners, accepts any responsibility for any financial loss relating to inability of an individual to obtain the required travel documents.**

A list of local hotels located in the close proximity to the conference venue will be provided in due course. Delegates will be required to liaise directly with their chosen accommodation provider to book it.

Please make sure that you have valid travel insurance to cover your journey and time in the country.

The organisers will not be held liable for illness, accidents or thefts suffered by participants or accompanying persons during the conference or their stay in Madeira before or after the conference.

When travelling to the conference, make sure you know what emergency healthcare you are entitled to, what medication you can bring into the country, what to do in an emergency, and what travel insurance you will need.

Please visit the websites below for more information:

Health cover for temporary stays – EU.

if you need a visa to enter the Schengen Area, private health insurance for the duration of your visit is a mandatory requirement.

The current time observed is Western European Time (WET).

Western European Summer Time (WEST), sometimes referred to as Central European Daylight Time, is observed in Madeira from the end of March until the end of October.

The local currency is the Euro €. All major credit cards are widely accepted.

Daytime temperatures usually reach 25-28°C in Funchal, falling to 21°C at night.

Dial 112 for fire, police, ambulance or coastguard services.

Portugal uses Type C and Type F electrical plugs, which have two round pins. Type F plugs have two round pins plus two earth clips on the side. Travel adapters will need to be used for other plug types.

If we didn’t answer your question, please do not hesitate to get in touch.