Registration

All registration fees may be paid by credit card (VISA or MasterCard), bank transfer, cheque, or EFT (Canadian bank accounts only). To be eligible for the early bird fee, payment must be received no later than April 28, 2023. Registrations are not confirmed until payment is received in full. Post-dated cheques will not be accepted. Any bank charges incurred (including non-sufficient funds (NSF) fees and any credit card charge backs for challenged registrations) must be paid by the sender and not the Conference Secretariat. Registration fees do not include any sort of insurance.

Cancellations are permitted until Monday, May 29, 2023. Registrants will receive a full refund less a CAD $50 administrative fee. Cancellations must be submitted in writing no later than the above date by emailing registration[at]ccee-pcee.ca. If payment was previously made by bank or e-transfer, the notification must include all the relevant information regarding the bank account to which a possible refund may be remitted. Registrants wishing to cancel after May 29, 2023, will not be eligible for a refund, however, transfer of the registration to another delegate is acceptable.

 A handling fee of CAD $35 will be charged for every name change to an existing Conference registration. Attendees wishing to transfer their registration to another person, must contact registration[at]ccee-pcee.ca and provide contact details for the replacement including their registration ID that can be found on the confirmation email. Subtitutions are accepted until June 19, 2023.

Please refer to IRCC website to learn about a temporary resident visa (visitor visa) and the process to apply for one.

Please note that visa applications are considered on a case-by-case basis based on the information presented by the applicant. The onus is on the applicant to show that they meet the requirements for a temporary resident visa. While a special event code has been assigned to your event, it does not offer any advantage to the applicant, in terms of a positive visa outcome. The applicant must meet all the eligibility criteria to receive a visa.

Processing times for visa applications vary depending on the visa office and the time of the year.  Participants are encouraged to check the processing times calculator for guidance, but generally we recommend applying at least 4-5 months in advance of their departure date to ensure they receive the visa in time for the start of the event.

Biometrics Expansion

Since the summer of 2018, when you apply for a visitor visa, study or work permit (except U.S. nationals), or permanent residence you need to give your fingerprints and a photo. To facilitate repeat travel to Canada, applicants for a visitor visa, study or work permit will only need to give their biometrics once every 10 years. For additional information on whether you require a biometric, please refer to our fast facts about Biometrics.

Electronic Travel Authorization (eTA)

Since November 10, 2016, visa-exempt foreign nationals must have an Electronic Travel Authorization (eTA) to fly to or transit through Canada. Exceptions include U.S. citizens, and travelers with a valid Canadian visa. Canadian citizens, including dual citizens, and Canadian permanent residents are not eligible to apply for an eTA.

Invitation letter

CCEE & PCEE can provide a letter of invitation to those who require one for visas or for other related administrative reasons. This letter aims to only assist participants for their travel to Canada and does not imply any commitment for CCEE & PCEE 2023 to provide financial support. To receive an invitation letter, delegates must first register for the conference and letters will only be issued to attendees who have paid for their registration in full. Please be advised that the Conference Secretariat requires 2-3 business days to process visa invitation letters. In the case of payment not made with a credit card, the Secretariat needs to verify the registration payment has been received before providing a letter. Please note that cancellations after the pre-registration cut-off may result in a partial or full cancellation fee. A visa invitation letter is no guarantee to receive a visa and it is the sole responsibility of the attendee to contact the embassy or consulate to obtain the necessary paperwork for entry into the country. The Conference Secretariat reserves the right to refuse requests for visa invitation letters submitted less than 6 weeks prior to the event.

Definitions

Canadian Conference – Pacific Conference on Earthquake Engineering 2023 is the official host of the Conference and hereafter referred to as “Organizer”.

Venue West Conference Services has been contracted by the Organizer and is responsible for registration and conference management services and hereafter referred to as “Conference Secretariat.”

The General Terms and Conditions are valid for each attendee registered for Canadian Conference – Pacific Conference on Earthquake Engineering 2023 taking place June 25 – 30, 2023 (hereafter referred to as “Conference”). Any person is considered an attendee.

CONFERENCE REGISTRATION

Registration Deadlines

• Early Bird Registration ends April 28, 2023 – 11:59 PM Pacific Time
• Regular Registration ends May 29, 2023 – 11:59 PM Pacific Time
• Late Registration begins May 30, 2023 – 11:59 PM Pacific Time

Registration Fees

All registration fees are in Canadian Dollars. To view the registration fee inclusions, see above.

Only fully completed registration forms will be accepted. The registration fee is based on the date of the receipt of the completed online registration as well as the payment in accordance with the deadlines mentioned above. The online registration can be completed by clicking the button “Submit” at the end of the form. Should a deadline be missed, the next applicable fee will be charged automatically. Registrations are not confirmed until payment is received in full.

If the maximum attendee capacity is reached, the Organizer reserves the right to refuse any registration or close the registration site early.

Eligibility

To be eligible to register for the Conference, attendees must be at least 18 years old.

Language

The official Conference language is English.

Registration Confirmation / Payment Receipt

Registrations are confirmed by email when payment is received in full.

Registration Transfer

A handling fee of CDN $35 will be charged for every name change to an existing Conference registration. Attendees wishing to transfer their registration to another person, must contact the Conference Secretariat by email at registration[at]ccee-pcee.ca and provide contact details for the replacement including their registration ID that can be found on the confirmation email. Substitutions are accepted until Monday, June 19, 2023.

Certificate of Attendance

A Certificate of Attendance will be available after the Conference.

Photography and Image Capture

Please be advised that photographs will be taken at the symposium for use on the Canadian Conference – Pacific Conference on Earthquake Engineering 2023 and other partnering organizations’ websites, in the press, and future Canadian Conference – Pacific Conference on Earthquake Engineering 2023 marketing materials and other publications. By attending the Conference, you acknowledge that your photo may be taken and used by the Canadian Conference – Pacific Conference on Earthquake Engineering 2023 and their partnering organizations.

METHODS OF PAYMENT

All registration fees must be paid by credit card (MasterCard or VISA), bank transfer or e-Transfer (Canadian bank accounts only). Any bank charges incurred (credit card chargebacks for challenged registrations) must be paid by the sender and not the Organizer or the Conference Secretariat.

Credit card is the preferred payment method and results in an instant confirmation of attendance. All transactions will appear on the credit card statement as a payment to Venue West Conference Services. Attendees who wish to pay by bank transfer or e-Transfer will receive an invoice by email. Invoices are payable within 30 days after receipt, or before the first day of the conference if the registration date is less than 30 days prior to the start of the conference.

ACCOMMODATION

Room type booked during the registration process is not guaranteed. Any changes to your booking need to be emailed to registration[at]ccee-pcee.ca. A hotel booking confirmation email will be sent closer to the conference date with hotel details and confirmation number.

CANCELLATION POLICY
Registration Cancellations

Cancellations are permitted until Monday, May 29, 2023. Registrants will receive a full refund less a CAD $50 administrative fee. Cancellations must be submitted via email to registration[at]ccee-pcee.ca to the Conference Secretariat no later than the above date. If payment was previously made by bank or e-transfer, the notification must include all the relevant information regarding the bank account to which a possible refund may be remitted. Registrants wishing to cancel after May 29, 2023, will not be eligible for a refund, however, transfer of the registration to another delegate is acceptable. See>>Registration Transfer.

For visa denials, the cancellation deadline is May 29. If no feedback is received from the Immigration Office by the date of the conference, the delegate will need to provide proof that the visa application process was started at least 12 weeks before the conference (applications submitted after April 14 won’t be eligible for a refund if a visa can’t be obtained in time).

Cancellation of the Conference

If the Conference cannot be held or is postponed due to events beyond the control of the Organizer (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the Organizer, the Conference Organizer cannot be held liable by registrants for any costs or losses incurred. Under these circumstances, the Organizer reserves the right to either retain the entire registration fee and to use it for a future Conference, or to reimburse the attendee after deducting costs already incurred for the organization of the Conference and which could not be recovered from third parties.

Data Protection and Sharing of Contact Details

Collection and processing of personal data will comply with the applicable data protection legislation.

The Organizer and the Conference Secretariat will only use the attendee’s personal information provided during the registration process to host, manage, and analyze attendee traffic and engagement during the Conference.