Registration instructions for ESWW 2026

Registration for ESWW 2026 is now open. To register, please log in to your personal page in the registration area (with the same credentials used for the abstract submission). Once logged in, click the 'Registration for the event' button, as shown in the screenshot below:

As per previous ESWW editions, different conference registration fees are proposed for students* and regular participants (delegates), for in person or online participants, and for registration date (early bird, regular, late/onsite).

Deadline for early bird registration is 14th September 2026 at 23:59 CEST.

Deadline for regular registration is 2nd October 2026 at 23:59 CEST.

*students (BSc, MSc, PhD) will have to attach a proof of enrolment at a university (being a student by the time of their registration). If they fail to do so, the delegate rate will automatically be applied.

If you have applied for financial support to attend the ESWW and/or the training school, please wait until you have been informed that your application has been selected by the selection committee before registering. Otherwise, the cancellation policy (see below) will be applied.

For accommodation requests, please check our Travel & Accommodation page.

Accompanying persons are welcome to join the welcome reception, the music night, and the conference dinner. The accompanying persons’ registration fee is the same regardless of how many activities they choose to attend. Access to scientific sessions, the Fair, and coffee breaks is not included.

The One-day fees are valid only for one day to be chosen between Monday and Friday. If you wish to join more than one day, please register for the full week .

The event is fully hybrid, you can attend either in person or remotely.

The following prices are displayed in Euros and include VAT (22%).

ESWW 2026 Registration Fees

VISA

Depending on your citizenship, you may need to obtain a visa before coming to Italy.
For detailed information, visit the website of the Italian Ministry of Foreign Affairs: https://vistoperitalia.esteri.it/?lang=en_US
It is the delegate’s responsibility to investigate the visa requirements for Italy and to apply for a visa, if necessary.

The Conference Organizers and/or the Organizing Secretariat will not directly contact embassies and consulates on behalf of visa applicants.

Visas should be requested up to 4 months before departure, as the application process can take several weeks.

The official VISA letter and invitation to the conference can be downloaded through your personal page at the registration area of the conference website.

The VISA letter will not be legally or financially binding on the Organizing Secretariat. Expenses related to the conference shall be borne by the delegates themselves.

We invite you to download the VISA and invitation letter together with the ID Card of the Inviting host (C.I) and together with our Chamber of Commerce Registration Paper (VISURA ACT). Those 2 enclosures are mandatory for Visa application.

Should you need further documents or information, please contact the Organizing Secretariat at the e-mail address: This email address is being protected from spambots. You need JavaScript enabled to view it.

E-SWAN membership (Why Join E-SWAN?)

Everyone who registers for the conference is entitled to one-year E-SWAN membership with full rights (including voting rights and eligibility to E-SWAN internal organs). However membership remains optional. Participants who do not wish to be a member can decline to become an effective member of E-SWAN in the registration form. We will communicate the list of all participants who accepted their membership to E-SWAN, which will then issue a voucher code that you can use to complete your membership on the E-SWAN website. For this purpose, personal data are collected following the E-SWAN Privacy Policy.

Space Weather and Space Climate fair and sponsors

Participants in the Space Weather Fair will need to book booths via email to the LOC (This email address is being protected from spambots. You need JavaScript enabled to view it.). More information, booking and payment of booth are here.
Sponsors will be given fee waivers in accordance with their sponsorship level. More info are available here.

Scam Advisory

Please be aware of phishing attempts and scams. All official communication regarding the conference will only come from the conference organizers (LOC and AIM Italy). Please do not open suspicious links or attachments from unknown senders. If you receive any communication that seems fraudulent, please contact us directly at This email address is being protected from spambots. You need JavaScript enabled to view it. to verify its authenticity.

Term of sales and payment options

The registration fee can be paid using one of the following methods:

• Credit Card: Visa or Mastercard/Eurocard directly on the registration platform.
• Bank Transfer: Please transfer the payment to AIM Italy Srl.

Bank: Intesa Sanpaolo SPA

IBAN: IT57 D030 6909 4571 0000 0005 623

SWIFT/BIC: BCITITMM

Payment Reference: Please include the participant's full name and "ESWW2026" in the transfer memo/subject. A copy of the transfer receipt must be sent by email to This email address is being protected from spambots. You need JavaScript enabled to view it. within 72 hours.

Registration is considered confirmed only upon receipt of payment. All payments must be settled in advance of the conference.

Starting from October 12, only credit card payments will be accepted. If you cannot pay by credit card, please ensure you register before October 12.

Late in-person registrations must be paid onsite for all events. Please note that cash payments will not be accepted.

VAT

The conference is subject to Italian VAT, as it is classified as a "service" under current VAT legislation. Therefore, VAT is charged by the service provider (the conference organizers).

Italian institutions and companies subject to VAT-exemption policies will not be charged VAT, provided they can supply official proof of their VAT-exempt status.

Policy

Each attendee must register separately.

Registration payments must be received before the respective deadline for the discounted rate to apply. If payment is not received by the deadline, the next higher registration rate will be automatically applied.

Cancellation policy

All cancellations must be submitted in writing to the Organizing Secretariat (AIM Italy) via email at This email address is being protected from spambots. You need JavaScript enabled to view it..

Registration fees, minus a €50 administrative fee (VAT included), will be refunded if the cancellation is received before 21st September 2026. No refunds will be issued for cancellations made after this date.

All refunds will be processed and issued within 60 days after the conclusion of the congress.

Invoices

Participants do not need to formally request an invoice. In accordance with Italian regulations on incoming payments, AIM Italy will automatically issue and send invoices to all participants once their payment is confirmed and registered. Please carefully check the accuracy of your billing details during the registration process, as issued invoices cannot be modified or canceled.

Refund Policy in Case of Visa Denial

Refunds shall be granted exclusively to delegates who are unable to attend the Congress due to the formal refusal of an entry visa to Italy.
Eligibility for a refund is subject to strict compliance with the following conditions:

• the delegate must submit a written refund request before the start of the Congress.
• the request must be supported by the official visa refusal letter issued by the competent Italian Embassy or Consulate, clearly confirming the denial of the visa application.

Refund requests submitted without the required official documentation will not be considered or processed.