Application & Cancellation
Rules

Participants

The number of participants for the EMEAC will be 50 to distribute among the (P)AS/AM, Working Groups, the International Board (IB), and Designated International Board (DIB).

Application Timelines

To apply as a participant of the event, you must fill out the form available on the website (Link TBA).

• 22nd of December 2025 at 19:00 UTC The first round of applications opens. The applications are processed in a "first come - first served" way.
• 12th of January 2026 at 19:00 UTC The first round of applications closes.
• 19th of January 2026 at 19:00 UTC The second round of applications opens.
  The second round of applications will open only in case the quorum is not reached or the minimum number of participants is not reached.
• 16th of February 2026 at 19:00 UTC The second round of applications closes.

Application Procedure

The selection and acceptance of applications will be carried out following the priority list given by the (P)AS/AM/WG/PMC. This means during both rounds of applications (P)AS/AM/WG/PMC have the possibility to deliver a priority list for their participants after confirming the applicant’s active membership status within EUROAVIA.

If they do not provide a priority list within 7 days after the confirmation email is sent to them, the selection and acceptance of applications will be carried out on a first come, first served basis for the priority list of applicants from said (P)AS/AM/WG/PMC.

Acceptance Procedure

The priority to accept the participants until Quorum is achieved will be given to:

1. DIB Candidates and IE WG Tutor. The conditions to apply as such are defined in the DIB call. For more information contact the International Board at ib@euroavia.eu.
2. First (1) member of the priority list of every AS, following the “first-come first-served” criteria among the different AS.

After Quorum is achieved and every first member of all the AS priority lists are accepted, second priority will be given to:

1. First (1) member of the priority list of every PAS/AM/WG/PMC, following the “first-come first-served” criteria among the different PAS/AM/WG/PMC.
2. Second (2) member of the priority list of every AS, following the “first-come first served” criteria among the different AS.
3. Second (2) member of the priority list of every PAS/AM/WG/PMC, following the “first-come first served” criteria among the different PAS/AM/WG/PMC.
4. Third (3) member of the priority list of every (P)AS/AM/WG/PMC, following the “first-come first-served” criteria.
5. Fourth (4) member of the priority list of every (P)AS/AM/WG/PMC, following the “first-come first-served” criteria.

To ensure representation of each (P)AS/AM/WG/PMC, in the case of cancellation the priority given by each (P)AS/AM/WG/PMC will be given to the next person from said (P)AS/AM/WG/PMC. As long as people from the same (P)AS/AM/WG/PMC are in the waiting list the spots are going to be replaced with people from the same (P)AS/AM/WG/PMC.

If after the closing of the first round of applications the Quorum is not reached, only the first person of the priority order of every AS will be accepted and then the second round of applications will be open.

Should the applicant fail to confirm their assistance to the Congress before the date to be given—despite the Organizing Committee’s efforts to reach out via alternative communication channels—their place may be forfeited.

Payment

The participation fee is: 140€ which covers 6 nights (20 – 26 of April 2026) of accommodation and every meal, including welcome dinner. The participation fee is 715 RON, the equivalent of 140€, the payment must be done in RON.

The payment information regarding the participation fee will be provided to the participants via email, once confirmed.

• Travel expenses will be paid for by the participants and must be arranged by them.
• EUROAVIA Bucharest will not provide accommodation outside of the event dates. However, if a participant needs to stay extra days, EUROAVIA Bucharest will assist them in finding proper accommodation.

The payment deadline may be determined by the Organizing Committee and will be communicated to the participant via email. Participants are required to complete the payment within the stipulated timeframe and must submit proof of payment via email by the indicated deadline.

The Organizing Committee reserves the right to cancel a participant’s registration, with prior notice, in the event that payment is not received on time or if no proof of payment is provided within the established deadline.

Cancellation Rules

In the case that a member has been confirmed by the Organizing Committee to participate in the EMEAC and paid the participation fee, but, for any reason, is unable to participate in the event, there is an option of canceling the participation.

Period of Cancellation	Cancellation Fee
Before 23/02/2026 at 23:59 UTC	0%
24/02/2026 at 00:00 UTC – 3/03/2026 at 23:59 UTC	25% (35€)
4/03/2026 at 00:00 UTC – 11/03/2026 at 23:59 UTC	50% (70€)
12/03/2026 at 00:00 UTC – 22/03/2026 at 23:59 UTC	75% (105€)
From 23/03/2026 at 00:00 UTC	100% (140€)

In the event that a participant cancels their attendance, the Cancellation Fee shall apply if their spot cannot be filled by another applicant from the waiting list. In such a case, the participant holds primary responsibility for the payment of this fee. Should the participant fail to settle the amount, the obligation shall then fall on the respective Local Group or Working Group.

Participants on the waiting list that are admitted due to cancellation will have the possibility to cancel within one (1) week from receiving the acceptance email without paying a cancellation fee. After this week, the cancellation fee will be according to the periods listed above.

In the case of cancellation, the respective member will be removed from the priority list of the respective Local Group, with the next member of such priority list taking the newly vacant priority position.