Conference fee

The fee includes: Academic sessions (talks and posters, not for accompanying person), coffee breaks, arrival refreshments in the morning on Day 2-5, lunch at the university cafeteria on Day 2-5, coffee/beverages and refreshments at poster sessions on Day 2 and Day3, Get Together Reception on Day 1, Networking Session at Brauhaus am Dom on Day 2, and Networking Session on the Rhine River on Day 4.

The prices are given with German VAT (MWSt) included.

The fee does not include accommodation. Please book a convenient hotel/hostel by yourself.

Registration process

During the registration process, an account on the registration website will be generated for you. Please set up an account with Username (e.g., Email address) and Password.

Following information is required for registration
– Email address
– Name, gender (Mr., Ms., Mx.), and academic title (either before your name as prefix or after your name as suffix)
– Name of your job status, affiliation, and address
– Whether you agree to transfer your email address information to the organizer of the next NeuroFly conference in 2028 for receiving news. (Yes or No)
– Payment information (Credit card, ApplePay, GooglePay, or Bank transfer)

All payments should be made in EURO (€).

Once the process is completed, an Email confirming your registration will be sent to you. In case of bank transfer, you will receive the confirmation email before you actually transfer money. You are of course obliged to pay in due time.

For Early Bird registration via bank transfer, make sure that you transfer money before the end of 7th June.

Abstract submission for Talk/Poster is possible only after you complete registration. Please proceed to the Abstract Submission Form through the URL link that you receive in the registration confirmation Email (also written in the invoice letter). Please see the Abstract Submission Page of this web site for the details of abstract preparation.

IMPORTANT NOTE on 4th June: If you encounter problems with credit card payment (e.g., your card is not accepted by the payment system), our payment agent would not be able to solve the problem until the end of this Sunday (deadline). So, please do the following:
– 1. Select “bank transfer” for your payment method and complete registration.
– 2. You will receive a mail confirming your registration. Please proceed to Abstract submission.
– 3. Inform the conference office (neurofly-office@uni-koeln.de) that you could not pay because of the credit card problem.
– 4. In this case, you do not have to transfer money before the end of 7th June. Next week we discuss with the payment agent for finding solution.

For presenters: deadline for registration and abstract submission: 7th June 2026.

For other participants: registration and payment are open until the start of the meeting. On-site registration is not possible due to the complexity of payment handling. Please register via the web site.

Cancellation policy

Any request must be sent to the conference office: neurofly-office@uni-koeln.de

1. If a registrant is unable to attend an event for any reason, her/his/their registration can be transferred to someone else from the same organisation. Prior approval from the conference office is required for this transfer. Please inform the name of the substitute participant to the conference office.

2. Where the registrant is unable to attend and cannot transfer her/his/their place to another person, then the following cancellation fee will apply:
– Cancellation until 30th April: Refund 100% of the paid fee minus 50 € for the transaction cost.
– Cancellation between 1st May and 7th June: Refund 75% of the paid fee minus 50 € for the transaction cost.
– Cancellation between 8th June and 31st July: Refund 50% of the paid fee minus 50 € for the transaction cost.
– Cancellation after 1st August: Not eligible for refund.

3. Participants who are obliged to cancel because of a failed visa application will get the refund 100% of the paid fee minus 50 € for transaction cost, even if cancellation is made right before the conference. You must provide the conference office with the evidence to prove that you have applied for visa well in time beforehand but it was not issued.

Eligible refunds will be paid after the conference. Refunds will be made in the following ways:
– For payments received by credit cards, the same credit card will be refunded. (Please make sure that your credit card is valid until after the conference.)
– For payments via bank transfer, a bank transfer to the same payee’s account will be made. All bank charges will be paid by the recipient.

Travel Fellowship

We plan to provide travel fellowship to the attendants coming from underfunded laboratories and countries. Only the attendants who present talks or posters are eligible for support. Please see the Abstract Submission Page for detail.

Visa Application

If you need a participation letter to get a visa for Germany, please fill the following form

https://forms.gle/jRJitAeoiedvVh6JA

AND notify the conference office by email: neurofly-office@uni-koeln.de. We will send you the letter in PDF by email.

It is absolutely important that both (1) you fill the form and (2) you inform us by email.
(1) We need your form to keep track of all the people who needs visa.
(2) We need your email and explanation to understand your particular needs. Without email information, we might send you a visa letter with inadequate contents.

Information required in the form
– Your name
– Your email address
– Your birthday
– Name of your organization and institution
– Your nationality
– Your gender (Mr., Ms., or Mx.,)

Childcare

We plan to set up a room and personnel for childcare. We cannot yet guarantee how much support we can provide, however. Those who plan to bring your child(ren), please fill the following form

https://forms.gle/NQnTBAB4mVVVxnm47

AND notify the conference office by email: neurofly-office@uni-koeln.de. We will then contact you to discuss possible supports.

Information required in the form
– Your email address
– Your name
– Name, age and gender of your child(ren)
– Required special considerations

(Children below 12 years of age do not have to pay the conference fee. For those who are 12 or older, please pay the Accompanying Participant fee.)
(We were able to find child-care service only for the children who are older than 3 years.)

Accessibility

The conference venue is equipped with an elevator to go upstairs. For any other physical assistance please contact the conference office by email: neurofly-office@uni-koeln.de.