FAQs
What are the dates of the Ecsite 2025 Conference?
Where are the Ecsite Conference 2025 and social events?What does my Ecsite Conference ticket include?
Where and when can I find details of the programme?
Will there be any opportunities to network?
Will the Conference be streamed online?
What food will be served at the Conference?
How do I let you know about my special dietary requirements?
What are the opportunities to sponsor the Conference?
Is there a Trade Show at the Conference?
What is the 2025 legacy project supported by the ticket fees
What is the Newcomers Meet Up?
What is the New Members Onboarding?
What is the Networking Gateway?
What is the Trade Show Happy Hour?
Registration
When can I buy a ticket for the Conference?
How do I pay for the ticket?
Is there funding available to help with the cost of attending the Ecsite Conference?
Can my spouse and children attend too? Do speakers attend the Conference for free?How do I ensure my organisation has paid the 2025 membership fee?
What is the cancellation policy?
Where can I find the terms and conditions?
Travel and accommodation
How do I get to Copernicus?
Where can I find accommodation?
What are the parking arrangements and directions at the Conference?
Are there any organised shuttles from the airport?
Where can I find recommendations for things to do in Warsaw during my free time?
When is the on-site registration desk open?
Is there a cloakroom or room to leave my bags during the day?Will you be using the Whova event app in 2025?
How can media representatives obtain press access to the Conference?
What are the sustainability measures at Ecsite 2025?
What are the accessibility measures at the Networking gateway & Farewell party?
How do I get to the Networking Gateway?
How do I get to the Farewell party?
If I have questions, who can I contact?
How to obtain a proof of attendance certificate for #Ecsite2025?
The Ecsite 2025 Conference takes place on 3-5 June 2025, at Copernicus Science Centre in Warsaw, Poland.
The Conference takes place at Copernicus Science Centre, located in the modern, striking building by the Vistula river, surrounded by riverside green areas. It comprises a main building housing Exhibitions and its own conference centre, the Planetarium, and the new Copernican Revolution Lab facility.
- Copernicus Science Centre: Wybrzeże Kościuszkowskie 20, 00-390 Warsaw.
There will be different networking events:
The Nocturne event will be held at Copernicus: at the Planetarium in the form of Lates.
Prepare for an unforgettable evening among the incredible exhibits, with some truly special attractions that you won't want to miss. As usual, there will be karaoke and the Ecsite Jazz band. Visitors will also be able to access the Robotics and High Voltage Theatre and Laboratories. A buffet dinner and drinks will be served around the venue.
The Networking Gateway will be at Forteca: Fortress, Zakroczymska 12, 00-225 Warsaw.
Forteca is an excellent venue for our Networking Gateway. The historic brick building, surrounded by a park and a moat, with a bridge entrance and somewhat mysterious scenery, is a home of one of the best catering companies in the city. The 400-metre-long circular central hall of the building will amaze you, providing an inspiring backdrop for engaging conversations. Join us for food, drink and make some new connections!
The Farewell party will be hosted at Zagrywki: Nowy Świat 4A, 00-496 Warsaw.
Zagrywki is the first activity bar in Poland! The place is located conveniently in the centre of Warsaw, on Nowy Świat Street. You will find there 3 independent floors, on each of them there’s a bar and various activities such as: karaoke rooms, table shuffleboard, crazy golf, social darts and many others. You’ll not be bored even for a moment. The price includes: cold finger foods, 3 bar coupons (1 coupon: water /fruit juice /soda lemonade /coffee/tea 2 coupons: beer wine /radler beer /non-alcoholic drink /non-alcoholic beer) and access to all attractions.
We have created brand new ticket packages for #Ecsite2025, which makes the registration process easier for you.
- Full Conference Package 1: Valid from 3 June 14:00 until the event ends on 5 June. All inclusive, food, drinks and social events. Does not include the Farewell Party social event and lunch on 3 June
- Full Conference Package 2: Valid from 3 June 9:00 until the event end on 5 June. All inclusive, food, drinks and social events. Includes one selected Deep Dive / CEO Focus or Marketing Focus. Does not include the Farewell Party social event.
Other types of tickets that are available (Click here to view the full overview and pricing)
- One-day tickets: Access to one full day programme including networking events on that day.
- Farewell party: Only available for participants with the Full Conference package or One Day ticket for 5 June. You can book this at an extra charge for yourself and for your accompanying guests. Maximum 2 guest tickets per participant.
- Nocturne event: Tickets for accompanying guests for the Nocturne (already included in Full Conference packages). Only available for participants with the Full Conference package or One Day ticket for 4 June. Maximum 2 guest tickets per participant.
- Newcomers meet up tickets: For first time attendees of the Conference only. Places are limited to 100 participants and are on a first-come, first-served basis.
There is no formal dress code at the Ecsite Conference so please be yourself.
You can find the full Conference programme here.
Yes of course! We know how important it is to be able to connect during the Ecsite Conference and this year is no exception. There will be plenty of opportunities to network at the social events such as the Networking Gateway, the Nocturne event and the Farewell party. Moreover, during the Conference there will be coffee breaks and a Happy Hour, which are the perfect moments to network. Lastly, we will use the Whova app, through which you can connect and engage with other attendees.
The Ecsite 2025 Conference will not be streamed online.
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You can specify any special dietary requirements on the registration form.
There are lots of opportunities to sponsor, please take a look here for all our opportunities
Yes, at the Ecsite Conference there will be a Trade Show! The Ecsite Trade Show is the perfect place to present your cutting-edge products and services. Each year 60+ inspiring companies present their cutting-edge products and services. Have a look at this year's exhibitors here.
Are you interested in exhibiting at the Trade Show? Find out the possibilities here or contact Roxanne for any further questions.
This year, 10 Euros from each ticket will be donated to the peatland restoration project by the Wetlands Conservation Centre in Poland.
Brand new for 2025 and with a limited capacity, the Networking Gateway event is a relaxed and welcoming evening of connection and conversation. This event is all about bringing people together to make new connections and meet old friends. Whether you're looking to meet like-minded peers, make new collaborations, or simply to enjoy good company, this is the perfect space to connect.
The CEO Focus, organised by Ecsite Board members, allows CEOs and C-suite directors from member institutions to discuss and share key challenges based on their interests and organisational needs. It takes place from 9:00 – 13:00 on 3 June.
On 12 February, the registration for Super Early Bird tickets opens. Have a look at our calendar for more key dates.
We have a variety of tickets available. You can find a complete overview of all the tickets and prices here.
- Tickets will be charged in Polish złoty (PLN) as the event is in Poland, following Polish regulations.
- Credit card (Visa & Mastercard) payments will use the exchange rate of the transaction day.
- Wire transfers will use the payer’s bank exchange rate on the transaction day.
- Tickets will be charged in Polish złoty, and include 23% Polish VAT. Prices were converted using the European Commission’s average exchange rate on 13 January 2025.
- Final EUR amounts will vary based on the exchange rate on the payment day.
If you need some help to get to the Ecsite Conference, you can apply for Erasmus+ funding - please note the closing date is 19 February 2025.
What do you need to do?
- You must work as part of an organisation and applt through your National Erasmus office
- Contact your local Erasmus+ office
- Apply for an Organisation ID - check first if your institution already has one
- Then apply for a Key Action 1 Mobility Fund Trainers/Employees/Learners
- Please email us at info@ecsite.eu if you need us to sign any documents
- You must apply locally, we understand the process is the same for each country.
- Find your own office here.
Yes, you can buy your Conference ticket at the venue but this is the most expensive ticket, so we strongly recommend booking online. Please note, you must pay in full before entering the Conference. See the overview of the tickets and prices here.
All attendees to the Ecsite Conference must buy a ticket.
When you go to the registration form, your organisation will appear in the drop-down menu if your 2025 membership fee has been paid. If your organisation does not appear in the drop-down menu, please contact your finance department. If there is an issue, contact info@ecsite.eu
Cancellation Policy
All cancellations must be made in writing to info@ecsite.eu.
- Between Wednesday 12 February and Wednesday 16 April 2025: free cancellation.
- Between Thursday 17 April and Wednesday 21 May 2025: submitted to a charge of 50%.
- After Wednesday 21 May 2025: no refund granted, and full payment is still due.
In case of no-show without written cancellation sent within above deadline, no refund will be granted, and full payment is still due.
Substitution Policy
Substitutions are allowed with written authorisation of the delegate who is unable to attend. All substitutions must be made in writing to info@ecsite.eu.
From the airport:
Warsaw Chopin Airport (Lotnisko Chopina w Warszawie) is a 50 minute bus ride away from Copernicus Science Centre.
From the main train station:
Warsaw Central station (Warszawa Centralna) is a 20 minute bus ride away from the venue.
You can find a list of local hotels prepared by our hosts covering a variety of prices and tastes. |
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We encourage you to use eco-friendly transport options such as electric buses, bicycles or the metro for greener travel. If you do need to travel by car for accessibility reasons, there is a parking garage under Copernicus Science Centre.
Warsaw Chopin Airport (Lotnisko Chopina w Warszawie) is a 50 minute bus ride away from Copernicus Science Centre.
Of course we understand that you want to make the most of your stay. If you are looking for inspiration on how to spend your free time in Warsaw, there are exciting options to explore through the Polish Tourist Organisation or the Warsaw Organisation.
- 2 June Monday: 16:00-19:00
- 3 June Tuesday: 8:30-17:30
- 4 June Wednesday: 8:00-19:00
- 5 June Thursday: 8:00-16:00
Yes, there is a room for your coats and jackets and a place to leave your bags during the day.
Following the success of the Whova Ecsite Conference App in previous years, we will be using it again in 2025. All participants who have registered and paid will receive an invitation link by email, please use your registration email to log in.
In June, Warsaw generally experiences warm and pleasant weather. It is a great time to visit, but packing a light jacket and umbrella is always a good idea. For a more detailed forecast, we recommend to check the weather forecast a few days before your departure to Warsaw.
Ecsite welcomes professional editorial staff of print, online and broadcast media including freelance reporters upon demonstration of relevant publications. Please contact Nicola Hamilton here for more information.
Ensuring our conference is accessible to all attendees is a top priority. In collaboration with our host, Copernicus, we have implemented special accessibility measures. You can find detailed accessibility information here.
The Networking Gateway will be hosted at Forteca. The address is: Fortress, Zakroczymska 12, 00-225 Warsaw.
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Any participants requiring a proof of attendance certificate should email info@ecsite.eu stating your full name, organisation and country and we will issue you with a signed certificate. |
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