RoboCup 2015, Hefei

Important information about the registration process, fees, periods, and cancellation policy.

PLEASE READ THIS INFORMATION CAREFULLY!

Please direct all general registration questions and inquiries via email to .

If you encounter any problems with regard to accessing the online registration system, please contact .

If you have registered and need an invitation letter for your participation, please contact .

1) Overview of the Registration Process

We are using a web-based system, RegOnline:

Only qualified teams can register. Please wait until your league qualifies the teams and your team will be available in RegOnline. There is a registration code necessary which we will send to the team leaders of the qualified teams.

Registration proceeds separately for each qualified team and for the team leader and team members. When registering a team, you need to include the information for a "point of contact" for the team. Please note, though, that the person serving as point of contact is not registered at that time, but only the team is registered. In addition to registering your team, all team leaders and team members need to register as Faculty/Staff or Student participants.

REGISTRATIONS ARE ONLY COMPLETE WHEN PAYMENT IS RECEIVED.
Credit card payments are immediately validated.
WE STRONGLY RECOMMEND PAYMENT BY CREDIT CARD.
The other available method of payment takes time. No registration is considered complete until full payment is received.

The participants from the countries requiring visas
(http://www.robocup2015.org/show/article/11.html) may need an invitation letter. Please visit http://www.robocup2015.org/show/article/11.html for visa requirements and the website of Ministry of Foreign Affairs of the People’s Republic of China for the latest information on visa applications.

The invitation letter will be sent by email to the participants at our very earliest convenience only after your registration is COMPLETE. Please wait patiently for the payment to be complete.

We have MAJOR (previously called Senior) leagues and JUNIOR leagues. All fees are in US Dollars (USD).

2) MAJOR Leagues Registration - Dates and Fees

Qualified teams are organized by league. No major team can register after June 22, 2015.

Team members can only register after their team registration is complete.

- Early registration: March 1 – May 15, 2015
Team:             $750
Faculty/Staff:  $475
Student:          $340
Individual*:      $475

- Regular registration: May 16 – June 22, 2015 (No team registration accepted after June 22, 2015)
Team:             $880
Faculty/Staff : $540
Student:          $400
Individual*:      $540

- Late registration: June 23, 2015 – July 16, 2015
Team:             NOT AVAILABLE
Faculty/Staff:  $610
Student:          $475
Individual*:      $610

* Major Individual – Faculty who do not have teams, but want to register for the competition can register as a non-participant. No prior registration of a team is required in these cases. These participants are invited to all social events, but may not enter team areas and do not receive a RoboCup-2015 certificate.

There will not be on-site registration. And thus we strongly encourage everyone to register as early as possible. Nobody will be admitted to the site and to the team areas before being fully registered and all payments have been received. There will be no exceptions. Long waiting hours may be incurred at the on-site registration.

3) JUNIOR Leagues Registration - Dates and Fees

- Registration: March 25 – June 22, 2015 (No team registration accepted after June 22, 2015)
Team:           $140
Mentor:         $140
Student:        $140

- Late registration: June 23 – July 16, 2015 

Team:           NOT AVAILABLE
Mentor:         $270
Student:        $270

NOTES:

- Before you can register your junior team, the team must be qualified. Please contact your RoboCupJunior national representative for all questions concerning qualification.

- Junior teams MUST HAVE at least TWO TEAM MEMBERS in order to register. Junior teams MUST consist of minimum of TWO TEAM MEMBERS.

- We STRONGLY RECOMMEND teams to register ALL TEAM STUDENTS AT ONCE. The system DOES NOT allow you to add only ONE TEAM STUDENT to your existing registration. Adding more team student(s) later without two extra students will not be possible

- Parents accompanying their children, who want to visit the site only during hours for public access and only in areas open to the public, do not need to register.

There will not be on-site registration. And thus we strongly encourage everyone to register as early as possible. Nobody will be admitted to the site and to the team areas before being fully registered and all payments have been received. There will be no exceptions. Long waiting hours may be incurred at the on-site registration.

4) Registration as Symposium Only Participant - Fees

It is possible for both faculty and students to register as Symposium Only participants. Invitation letters to Symposium Only participants are issued to those with accepted publications therein, only.

On the registration web site, choose “Symposium Only Faculty/Staff'' or ''Symposium Only Student''.

Non-Participant/Symposium Only Faculty/Staff:

Faculty/staff:  $340
Student:          $205

All registered team members are automatically admitted to the Symposium. Team members do not need to register separately for the symposium.

5) Payment Methods

Our registration web site offers the following payment options:

a) Credit Card (Visa, Mastercard, AMEX).  THIS IS THE PREFERRED METHOD.

b) Wire Transfer (USD).  AVAILABLE ONLY UNTIL June 5, 2015.

Wire transfer should be used in exceptional cases only, and if credit card payment is not possible. Registration will be considered complete only if the amount due is received IN ITS TOTALITY IN US DOLLARS in the bank account on or before the respective date (e.g., May 15 for early registration). It is your responsibility to ensure that this will be the case. In order to help expedite the payment process, we ask that you please send your check number or wire transfer transaction information to . Please note that wire transfer payments will be deactivated after June 5, 2015.  

6) Visas and Cancellation Policy

Participants from some countries do require a visa for China (http://www.robocup2015.org/show/article/11.html). For those who need a visa, here is the policy:

An Invitation Letter will be sent to a team member once the team registration and the team member registration have been completed, i.e., payment has been received. There will be no exceptions. 

The following cancellation procedure applies:

If:

- The visa application was not successful; and

- The registration was completed (i.e., payment received) by May 15, 2015; and

- The cancellation is requested before June 16, 2015,

Then:

- The full registration amount will be refunded, except for a handling charge of $100 per person, and $100 for the team if the team is also cancelled.

Otherwise:

- There is no refund.