Registration instructions for ESWW 2025 

 Deadline for registration through the webiste was Fri Oct 17.

After this date only registration in person at the conference site is possible.

As per previous ESWW editions, different conference registration fees are proposed for student* and regular participants (delegates), for in person or online participants, and for registration date (early bird, regular, late/onsite).
*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 in Kiruna: please wait until you have been informed that your application has been selected by the selection committee before registering! No reimbursement or cancellation will be made if you have already registered!

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

Accompanying persons are welcome to join the welcome reception, music night and conference dinner. The fee is 1900 SEK regardless of how many activities they choose to attend.

The One-day fee is 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 instead.

If you need a letter for a visa application, please make sure to register and pay your fee first. Once that is completed, you may request your letter by sending an email to jesslyn[at]nordiccongress.se with your registration confirmation in copy.

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

The following prices are displaced in Swedish kronor (SEK) and include VAT (25%).

ESWW 2025 Registration Fees

E-SWAN membership

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.

Space Weather and Space Climate fair and sponsors

Participants in the Space Weather Fair will need to book booths via a separate form, more information, booking and payment of booth are here.
Sponsors will be given fee waivers in accordance with their sponsorship level through a separate form.

Scam Advisory

Please be aware of phishing attempts and scams. All official communication regarding the conference will only come from the conference organizers (Nordic Congress, COEO, Umeå University, STCE). Please do not open suspicious links or attachments from unknown senders. If you receive any communication that seems fraudulent, please contact us directly at esww2025.loc[at]gmail.com to verify its authenticity.

Term of sales and payment options

You can choose to pay by credit card or invoice. Please note that only Visa and Mastercard are accepted.
From 22 Sep only credit card payments will be possible. If you know you will not be able to pay with credit card, please register before 22 Sep.
Late in-person registration will have to be paid onsite for all events.

Cancellation policy

Cancellation and reimbursement deadline is 21 Sep 2025 included but subjected to an administrative fee of 625 SEK (incl. VAT). After this date, the fee becomes non-refundable.

If you have applied for financial support to attend the ESWW and/or the training school in Kiruna: please wait until you have been informed that your application has been selected by the selection committee before registering! No reimbursement or cancellation will be made if you have already registered!

Invoices 

If you choose to pay by invoice, you will need the following information to complete your registration.

Invoices Sent by Email:

• Organization Number (VAT/EAN if the invoice recipient is not Swedish)
• Reference

Electronic Invoices:

• Organization Number (VAT/EAN if the invoice recipient is not Swedish)
• Reference
• Choose from a list of WAN-carriers
• Provide an electronic address including a Peppol-ID with a four-digit prefix or a 13-digit GLN number.

Foreign Participants:

Foreign participants who choose invoice payment will receive an invoice by email, which will include information on bank transfers.

Purchase Order Numbers

If you require a purchase order (PO) number to be included on your invoice, please provide it in the "Reference" field when entering your invoice details.
If you are unable to provide the PO number at the time of booking, you must contact Jesslyn at Nordic Congress via email on the same day the booking is made. Please be aware that a 300 SEK (excl. VAT) administrative fee will be charged for invoices that need to be reissued due to a missing PO number.

Processing of the registration

The coordination, organization and recipient of the payment process is processed by Nordic Congressin Umeå, Sweden. There might be a delay of a day or two between the billing by Nordic Congress and the issuance of the final receipt. Please contact jesslyn[at]nordiccongress.se, if you encounter delays greater than two days before reception of the final receipt.

Privacy Policy

Who we are

Our website address is: https://esww.eu/, hosted by the Royal Belgian Institute for Space Aeronomy. 

What personal data we collect and why we collect it

This Privacy Policy statement hereunder explains how we collect and use your personal data and which rights and options you have in this respect.

Submission and registration

The only data collected is used to build the scientific program of the conference ESWW 2025 and record registrations to participate.

The web site does not use any cookies.

How long we retain your data

The data collected for the submission and the registration are retained until the end of the conference ESWW 2025, or until full payment of the due amounts.

What rights you have over your data

If you submitted or registered for the conference ESWW 2025, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Point of contact

Please reach us at esww2025.loc[at]gmail.com

City

Umeå is the largest city in the North of Sweden and the 13th largest in the country. It is situated about 15 km from the Baltic Sea, approximately on the same latitude as Anchorage, Alaska. Being located at auroral latitudes, Umeå and its surroundings are well suited for auroral hunting. Near the solar maximum of Solar Cycle 25, we hope that there is a large chance for observing auroras during the conference if the skies are clear!

The world is rapidly transitioning toward a fossil-free future, with electrical power production and distribution playing a crucial role in this transformation. Northern Sweden is at the forefront of this green shift, driving innovation and sustainability. However, like other Arctic regions, we are vulnerable to space weather hazards that can disrupt power systems, posing a serious challenge to the stability of our energy infrastructure.

Umeå owes much of its prominence to its university, founded in 1965, which transformed the city into a hub for research and education. Today, Umeå University is home to around 38,000 students, meaning about one in four residents is a student, giving the city a youthful atmosphere and a dynamic cultural scene. In 2014, Umeå was named a European Capital of Culture, sharing the title with Rīga, Latvia.

More information about Umeå and what you can do and see here can be found on this website. 

Photos : Fredrik Larsson/Philip Avesand/Fredrik Larsson/Visit Umeå

Restaurants and Café in the City Center

Several restaurants will provide discounts to participants that show their badges. 

There are several café's, restaurants, and supermarkets close to the venue. A selection is presented on the map below, the cafés are marked in orange, the restaurants in green, and supermarkets in blue.

Café's (These café’s also sell light lunches)

1. Gamla Bibliotekscafé *
2. Kulturbageriet *
3. Brobergs Coffee Shop *
4. Nya Konditoriet *
5. Costas Of Sweden
6. Rost Kaffe I Umeå *
7. Konditori Mekka *
8. Espresso House *

Restaurants (Incomplete list of suggestions)

1. Guilty Pleasure Café (GP)
2. Sjöbris
3. Orangeriet
4. Rex
5. Gotthard’s Krog
6. O’Learys
7. Lottas Krog&Pub
8. Köksbaren
9. Brasserie NÓR
10. Bastard Burgers

Supermarkets

1. Willys Hemma
2. Coop City Umeå
3. Ica Supermarket City
4. Ica Nära Bågen