Author Registration Requirements

Each main conference paper (short or full), tutorial, demo, poster, or workshop paper (jointly "paper") to be presented at the conference or a workshop must have at least one registered author (student or regular) by September 11th. Papers for which no author is registered by the end of day of September 11 will be removed from the conference/workshops program and the conference/workshop proceedings. All participants in a panel must register for the conference (student or regular).

Additionally, the following distinct/uniqueness requirement applies: Each registered author of a main conference paper may only register as author of one main conference paper, unless there are an insufficient number of distinct co-authors among the set of main conference papers authored or co-authored by this author to register as authors for that set of main conference papers ('distinct/uniqueness requirement').

The same distinct/uniqueness requirement applies within each workshop but not between workshops or between workshops and the main conference. The distinct/uniqueness requirement does NOT apply to tutorials, demos, posters, or panels.

Student Registration Requirements

Student registration rates are only available with confirmation of enrolment. Student registrants must provide copies of valid student ID from their institution or a letter confirming their student status by their supervisor or institution. The organizers reserve the right to cancel student registrations if confirmation is not received by the end of day of September 18.

Students accepted to participate in the PhD Symposium must register as students.

Guest Registration

Guest registration includes the conference dinner only and does not include attending workshop or conference sessions, lunches, or coffee breaks.

Cancellation and Refunds

Cancellations may be requested by email to the conference organizers (jevermann@mun.ca) up to the end of day of September 18. Cancelled registrations will be refunded minus a cancellation fee of CAD 100. Cancellations after September 18 will not be refunded, except under special circumstances.

Visa Invitation Letters

If you require a letter of invitation to obtain a visitor visa to Canada for the conference, please contact the conference organizers (jevermann@mun.ca) AFTER you have registered for the conference. You must provide your complete name as shown on your travel documents, date of birth, address and telephone number, planned arrival and departure dates, and planned hotel or other address while staying in St. John's. Please note that registration for the conference or a letter of invitation by the ER conference organizers does NOT GUARANTEE that a visitor visa will be issued. This determination is done by a Canadian visa officer.

Photo/Video Consent

Photography and/or audio-video recording may take place during the conference sessions and other conference events for educational, archival, promotional or reporting purposes. Such material may appear in conference materials, websites, reports, or other publications produced by Memorial University and/or ER Conference organizers. Your registration for and/or attendance of the conference implies consent to such recording and use of images or videos by Memorial University and/or the ER Conference organizers.

Conference participants may also make private, non-commercial recordings or photographs for personal academic or professional use, provided such recording does not disrupt conference activities, violate applicable law, infringe intellectual property rights, or conflict with any presenter requests identified in advance. Participants are expected to respect the privacy and consent preferences of others when creating or sharing recordings or images. The ER Conference organizers or Memorial University have no control over such private recordings by other conference participants and assume no responsibility.

Code of Conduct and Anti-Harassment Policy

ER 2026 is committed to providing a professional, respectful, inclusive, and harassment-free conference experience for all participants, regardless of nationality, race, ethnicity, gender identity or expression, sexual orientation, disability, age, religion, career stage, or other protected characteristics.

Harassment, discrimination, intimidation, bullying, disruptive behaviour, or unwelcome conduct of any kind will not be tolerated at conference sessions, social events, or related activities. Participants are expected to engage respectfully and comply with all applicable law, venue policies, and conference guidelines.

Any participant who experiences or witnesses inappropriate conduct is encouraged to report it to the conference organizers. Organizers reserve the right to take appropriate action, including removal from the conference without refund, to maintain a safe and respectful environment for all attendees.

Accessibility and Accommodation Policy

ER 2026 is committed to providing an accessible and inclusive experience for all participants. We will make reasonable efforts to accommodate accessibility needs related to participation, including physical access, communication support, dietary requirements, and other individual needs.

Participants must contact the ER 2026 conference organizers (jevermann@mun.ca)in advance to request accommodations. While reasonable efforts will be made to meet requests, some accommodations may be subject to practical limitations.