Registration fees

The registration fees for participants and students include: attendance to all sessions; symposium material; refreshments and coffee in the morning before the first sessions and during the breaks throughout the symposium days; lunches; the city tour; the technical tours; the welcome reception; the banquet dinner; and IAVSD membership.

The Ottawa River Dinner Boat Cruise that can be added to your registration for an additional CAD 50 fee includes a 3-hour boat cruise and a dinner onboard. The maximum capacity of the cruise is 280 participants and will be available on a first come, first served basis. The cruise will take place in the evening of Wednesday, August 23, 2023. The scheduled departure and return times are 7 pm and 10 pm, respectively. This event is partially subsidized by sponsorships.

IAVSD is a not-for-profit organization aiming to operate at the highest possible scientific and technical level. IAVSD 2023 is being organized by the National Research Council Canada (a branch of the Canadian federal government), Virginia Tech and Carleton University. The financial aim is to hold the Symposium with zero net profit, while abiding by the financial rules and regulations. Social events are being partially subsidized by our generous sponsors. Any residual funds from the Symposium will be spent in the form of awards that will be presented at the Awards and Closing Ceremony on August 25, 2023.

Membership

Included in the registration fee is regular IAVSD membership until the next IAVSD Symposium. Read more about the International Association for Vehicle System Dynamics here >>

Student fees

The number of student registrations is limited to 50 persons and will be distributed on a first come first served basis.

The student registration applies for all students enrolled in a recognized academic institution. To register as a student, you must be able to provide Student ID or similar documentation. PhD-students/PhD-candidates preparing for their PhD-degree are allowed to register as “Students”.

Registration Instruction for Presenting Authors

Each accepted paper must have at least one full registration attached to it before July 3, 2023 in order to be included in the program.

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Letter of invitation

If you require a letter of invitation in order to obtain a visa (visa required countries) and authorisation to attend IAVSD 2023, please forward the abstract acceptance letter to IAVSD2023@nrc-cnrc.gc.ca and provide us with your full legal name (first name and last name), passport country of issuance and affiliation. Please provide us with your visa application number when it is available.

A Special Event Unit code for IAVSD 2023 provided by Immigration, Refugees and Citizenship Canada (IRCC) will be included in your letter of invitation. In addition to the letter of invitation, a letter from IRCC, which includes important information related to the visa and electronic travel authorization application processes and biometric requirement, will be provided to you as well.

As IAVSD 2023 is being co-organized by the National Research Council Canada, a branch of the Canadian Federal Government, applicants of this event are not required to pay visa processing fees. Instructions regarding this fee exemption can be found in the letter from IRCC.

Letter from Canada Border Services Agency

The Canada Border Services Agency (CBSA) - International Events and Convention Services Program (IECSP) have officially recognized the IAVSD 2023 event and have provided a letter for the participants of IAVSD 2023 to facilitate border procedures during entry into Canada. Please forward the abstract acceptance letter to IAVSD2023@nrc-cnrc.gc.ca to obtain a copy of this letter if you are outside Canada.

Cancellation of registration and social events

Until May 19, 2023, cancellation is possible and you will be refunded the symposium fee less an administrative cost of CAD 60. We regret that no refunds can be made for cancellations received after May 19, 2023. All changes should be done in written form to: IAVSD2023@nrc-cnrc.gc.ca