Registration fees

Registration fees are outlined in the table below. Payment for registration is required upfront as you complete the registration form.

Those with an oral presentation or an in-person poster registration, and session conveners must register by the 14th November 2025 to retain their in-person slot.

Registration type	Registration status	Registration period	Cost
Early-bird in-person registration	Closed	1st October – 14th November 2025	€265***
Early-bird reduced in-person registration (for Early Career Researchers*)	Closed	1st October – 14th November 2025	€165***
Virtual registration	Open	1st October 2025 – 31st January 2026	€102.50***
Virtual registration fee waiver (see eligibility below**)	Open	1st October 2025 – 31st January 2026	Free

* Early career researchers (ECRs) are master and PhD students, researchers, and practitioners within 7 years of highest obtained degree (excluding parental and care leave). Practitioners are those working at the interface of society, policy, practice, and research

** Those eligible for a registration waiver include those working in countries on the UN lists of Least Developed Countries, Landlocked Developing Countries, and Small Island Developing States, and those informed by the CMIP IPO that they are eligible.

*** Costs are inclusive of our payment providers’ transaction fees. These fees are non-refundable.

What is included in your registration fee?

In-person registration

1. Lunch for Monday, Tuesday, Wednesday, and Thursday.
2. Tea, coffee, and refreshments during the workshop breaks.
3. Food and drinks during the workshop icebreaker (on Monday) and reception (on Tuesday).
4. Online access to all plenary, oral, and virtual poster sessions.

Online registration

1. Online access to all oral and plenary sessions.
2. Online access to most side sessions (this is dependent on side session conveners, they are encouraged to support hybrid participation)
3. Two dedicated virtual poster sessions, held outside of ‘regular’ workshop hours

Registration Terms and Conditions

General

1. Registration must be accompanied by payment, unless you have been granted a registration waiver. Otherwise, no access (on-site or virtual) is granted.
2. Early bird registration must be accompanied by payment, unless you have been granted a registration waiver. Otherwise, it will not be processed and the standard registration rates will be applied.
3. Registrations are for the person acquiring the registration and paying the registration fee. Registrations are non-transferable.
4. Due to data protection regulations, bulk registrations for institute members are not possible.
5. Registration for the conference implies the acceptance of the WCRP Code of Conduct.
6. We reserve the right to reject registrations if eligibility is not sufficiently proven for the ticket selected (e.g., a registration waiver without having been informed directly by the IPO they are eligible for a waiver). In this scenario, we will contact the registrant to confirm. A cancellation fee may also apply in this scenario.

Pandemics, hazards, and force majeure

1. Any person who attends the conference on site in Kyoto is obliged to follow any official regulations regarding health and hygiene that are valid during the Workshop. Such regulations are considered official and mandatory if publicly announced by the Government of Japan, Kyoto Prefecture, Mayor of Kyoto and/or the Kyoto city assembly, and/or the ICC Kyoto as the hosting venue.
2. The obligation to follow official health and hygiene regulations is not only applied to COVID-19, but to any other pandemic or epidemic that might occur in the future.
3. Hazards that make it impossible to run CMIP 2026 at the ICC Kyoto grant the CMIP International Project Office the right to cancel the event and therefore terminate the paid registrations of on-site attendees. In such cases, on-site attendees will either be offered a virtual attendance and get the difference between paid fees and virtual attendance fees reimbursed, or, if no virtual equivalent takes place, the full registration fee is reimbursed. CMIP International Project Office, however, will not be liable for other costs the attendee might have had (e.g., travel, accommodation).

Cancellation policy

1. Registration fees will only be refunded if the notice of cancellation is received by the CMIP International Project Office by 31 January 2026. The cancellation fee is €50 for in-person attendance or €20 for virtual attendance.
2. Any transaction or exchange rate fees incurred during payment are non-refundable.
3. Cancellations after 31 January 2026 and no-shows are not eligible for a refund.
4. A change of attendance type is possible until 31 January 2026. The processing fee is €30.
5. Registration changes after 31 January 2026 are not possible.
6. There is no reason (including but not limited to illness) for registration cancellation that makes the above-mentioned deadline for cancellations inapplicable.

Insurance

1. The organisers cannot accept liability for personal accident, loss, or damage to private property, which may be incurred as a result of the participation in CMIP Community Workshop 2026. Participants are, therefore, advised to arrange appropriate insurance coverage. This should apply not only to travel but also to cancellation costs.

Disclaimer

1. By registering, participants acknowledge and consent that during their attendance at CMIP Community Workshop 2026 their contributions to sessions may be recorded by an official of the conference. This content may be distributed or published at the discretion of the CMIP International Project Office.
2. By registering for the CMIP Community Workshop 2026 you are confirming consent for any video and photographs taken at the Workshop, in which you may appear, to be used by CMIP and WCRP Secretariat, the Scientific Organising Committee, and CMIP and WCRP Governance in promotion of the Workshop.
3. If you do not wish to be recorded, you are required to formally advise the CMIP International Project Office in advance.

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