Aegean Conferences Communication  

Please note that our registration fees include hotel accommodations and therefore no additional reservations are required. The only communication you should receive is from Aegean Conferences and if your paying by credit card, payment receipts from Conferex LLC. SCAM Alert: Beware of any third party companies calling and/or emailing you to reserve hotel accommodations for you during our conferences 

Registration 

In completing the online registration form you are not automatically accepted to attend the conference nor are you automatically registered for the conference. Final registration to the conference shall occur after you have been accepted and notified by the conference chair of your acceptance to the conference. If you have been charged the registration fee but your attendance has been declined you will be reimbursed in full.

Airport

You want to arrive at the Kalamata International Airport (code: KLX) and take a taxi from the airport to the hotel (~25 EUR). 

Accommodation Tax

An accommodation tax of € 4.00 per room night will apply, and will be charged automatically to the individual guest’s extras accounts. 

Accommodations

Accommodations for the conference are at the Grecotel Filoxenia.  The hotel is located in the city of Kalamata, 13 km from  Airport.  Please take a taxi from the airport to the conference venue. 

Arrival and Check-in 

It is expected that attendees will arrive/check-in after 3:00 PM. Anyone arriving after 10:30 pm on the first day should make alternative dinner arrangements. 

Conference Venue

The Grecotel Conference Center is located at the hotel. 

Handicapped Accessibility

The site is fully handicapped accessible. 

Oral Presentations

Speakers are asked to bring their USB flash drive to the reception desk at least 30 minutes prior to the session.  The allocated time for all presentations, unless otherwise indicated, includes five minutes Q&A.

City Tour

Buses for the city tour will depart from the hotel front lobby at 3:30 pm. Badges are required for participation. 

Breakfast

Breakfast for registered participants and registered accompanying persons will be served at the Grecotel Filoxenia main restaurant during the hours scheduled in this program. 

Lunches/Informal Discussions

Lunches for registered participants and registered accompanying persons will be served during the times indicated in this program at the main restaurant and only after the session has finished. Badges are required for admission.

Dinners/Informal Discussions

Three of the dinners/informal discussion will be served during the times indicated in the program. Vegetarian entrees are available only upon request in advance of the meeting.  Please contact info@aegeanconferences.org. 

Internet, Phone, & Computer 

Wireless Internet access is located throughout the conference center free of charge during meeting hours. There are computers available in the hotel’s business center for the use of the attendees. Phone service is available for an additional charge from your hotel room.

Certificate of Participation

A Certificate of Participation will be distributed to a participant for those sessions that the participant has attended. A participant must attend an entire session to receive credit for that particular session. Late arrivals and early departures from a session will preclude a participant from receiving credit for that session. 

Passports and Visa
Participants are advised to check on their individual requirements before attending any Aegean Conference meeting. Visa applications should be filed at the nearest Greek Embassy in the country in which you are resident, at least three months prior to the anticipated departure date. 

Letters of Invitation
Letters of invitation to attend an Aegean Conference meeting will be issued only to:

• Authors of accepted abstracts
• Fully paid registrants

Note: Invitations are issued at the discretion of Aegean Conferences, and requests for letters will be accepted only 60 days prior to the conference start date.

Liability and Insurance
Neither the organizers, nor the Aegean Conferences will assume any responsibility whatsoever for damage or injury to persons or property during meeting period. Participants are advised to arrange their own personal travel and health insurance.  

Other Information

Animals are not permitted on site.

Badges are required for admission to all events.

All Aegean Conferences events are non-smoking. 

No Photographs and Recording Devices 

Participants are not allowed to photograph and/or record using cameras, mobile telephones and other recording devices during the slide and poster presentations.  

Code of Conduct Policy 

Aegean Conferences is committed to making its meetings an inclusive space for sharing ideas and knowledge. The code of conduct can be viewed here. 

Aegean Conferences expects attendees to conform their conduct at these meetings to the policies and procedures of their employing institution or company. If we learn of improper conduct by an attendee, we will take appropriate action, including reporting such conduct to the attendee's employing institution or company and barring the attendee from participation in our meetings. 

The Aegean Conferences is committed to protecting the privacy of its visitors. Information that our meeting participants provide or that is derived from internal website tracking is not sold, rented or shared with any individual or organization.  You can let us know that you would prefer not to receive information by e-mail at any time, simply by sending an e-mail to unsubscribe@aegeanconferences.org. If you do so, we will not use your personal information for informing you on our future meetings and other services.