Logistics

When and where will the conference take place?

The conference will take place from November 11-13, 2017 in Berlin, Germany. See your invitation for further details.

The conference program will begin around 9:00am and conclude by 6:00pm each day. There will be optional evening activities. Most people will arrive on November 10th and depart on November 14th.

How do I register?

Please refer to your invitation e-mail for a link to the registration form and link to submit payment for the $300 conference fee (if applicable). 

Please note that the conference is by invitation only, and general registration is not available.

Scholarships

What expenses are covered by scholarships?

Your invitation will specify what expenses your scholarship includes. Full scholarships (including institution-sponsored scholarships) include a roundtrip air, train, or bus ticket to Berlin, shared accommodation during the nights of the conference, and conference registration (including most meals). If you are awarded a partial scholarship, your invitation will specify which expenses are included. Travel scholarships are limited to these expenses, and do not include incidentals.

Scholarships DO cover:

• Roundtrip air, train, or bus ticket to Berlin, Germany from the city you indicated in your application
• Accommodation at the conference hotel (shared room with a participant of the same sex, private rooms available at an additional cost)
• Conference participation costs (includes registration, breakfast, lunch, refreshments, and conference-related travel in Berlin)

Scholarships DO NOT cover:

• Transportation to and from the airport (or train/bus station)
• Meals outside the conference, including dinner 
• Travel insurance
• Visa application fees (unless explicitly granted in your invitation)
• Any other expenses

We estimate total incidental costs for those traveling to OpenCon should be less than EUR 100.

We are aiming to provide dinners where possible, however this depends on securing more sponsorship.

How do I book my scholarship travel?

If your invitation e-mail specifies that you have been awarded a travel scholarship, you will be contacted by our travel agent once you complete your registration form. Travel arrangements MUST be booked through our travel agent to be eligible for scholarship funding. DO NOT make your own arrangements, as we will be unable to offer reimbursement. 

Can I request a special itinerary or different travel dates?

Your scholarship has been allocated a specific budget based on the typical roundtrip flight cost for the airport you indicated in your application. You may request a different itinerary or alternate travel dates; however, you will be responsible for any differences in fare.

What if my plans change after my scholarship travel is booked?

If your plans change after your travel has been booked, you will be responsible for any change fees or additional costs. 

How do I reserve my scholarship accommodations?

If your invitation specifies that you have been awarded a travel scholarship that includes accommodation, you will automatically be booked into a shared room with a member of the same sex. Private rooms are available to scholarship recipients for an additional fee per night. Scholarships only apply for rooms booked by OpenCon in the conference hotel.

How will you know if I’ve watched the required webcasts?

In your registration form, you committed to watch a set of webcasts to prepare you for the conference. We don't have a way of tracking whether you do this or not, but we expect you to honor your commitment. The conference content will expect you to know the basics in each of OpenCon's issue areas (Open Access, Open Education, and Open Data), and all panels will include element of each area. So, it is in your best interest to watch them. 

Visas & Passports

What are the passport requirements to enter Germany?

The European Union requires your passport to be valid for six months beyond your intended trip. Please verify that your passport is valid through May 14, 2018 (or later, if you intend to leave later) to ensure you meet this requirement. 

Do I need a visa in order to travel to Germany?

You can find more information about Germany's visa requirements here. If you need a visa, you will need to apply for a short stay (Schengen) visa. The application fee is typically $60, and may be waived on certain conditions.

Invitation letters and instructions for applying for a visa will be sent once you fill out the form linked in your invitation. If you have not received this within two weeks of filling out the form, please contact [email protected]. 

Can I be reimbursed for my visa application fee?

If your invitation specifies that you have been given a scholarship for the visa application fee, yes you will be reimbursed. Instructions for submitting reimbursement will be included in the visa instructions sent to you after you register. Please be aware that international bank transfers are often slow, so reimbursement will not be immediate.

More Information

My question isn’t answered! Who do I ask?

If you’ve got a question, ask [email protected].