How to participate
Registration fees
All participants must be registered. It is advised to register in advance. People who are not registered do not have access to the venue.
For the time being, we do not plan to close the registration at some point. In case we have to limit participants later on, we will announce it.
| Whole event | 1 day | |
|---|---|---|
| Until December 31, 2024 | €160 | €55 |
| Until February 28, 2025 | €175 | €60 |
| Until April 21, 2025 | €190 | €65 |
| Until May 20, 2025 | €220 | €75 |
| From May 21, 2025 | €260 | €90 |
Accommodation
There year we are offering accommodation at two nearby hotels and a student dormitory. Of course, you can also find your own accommodation.
If you'd like to share a room with someone, we recommend connecting with other participants in our Telegram group. If you don't find a roommate on your own, we’ll match you with another participant.
Accommodation in these places is possible only for a minimum of four nights.
The price is given per person, not per room.
| Hotel | Room type | Price per night | Price for 4 nights | Price for 5 nights |
|---|---|---|---|---|
| Hotel Avanti **** | Single occupancy | €90 | €360 | €450 |
| Twin room (two separate beds) | €55 | €220 | €275 | |
| Double room (one shared bed) | €55 | €220 | €275 | |
| Triple room | €43 | €172 | €215 | |
| JAK (student housing) | Single occupancy with shared bathroom and kitchen (outside the room) | €40 | €160 | €200 |
| Twin room (two separate beds) with shared bathroom and kitchen (outside the room) | €20 | €80 | €100 | |
| Single occupancy with private bathroom and kichenette | €58 | €232 | €290 | |
| Twin room (two separate beds) with private bathroom and kichenette | €29 | €116 | €145 | |
| Triple room with private bathroom and kichenette | €18 | €72 | €90 |
Hotel Avanti****
Střední 61
Located just a short distance from the venue, Hotel Avanti offers a comfortable and affordable stay. Each room is air-conditioned, features a private bathroom, and comes equipped with linens, towels, toiletries, Wi-Fi, a minifridge, a hairdryer, a TV, and other essential amenities. The price includes breakfast as well as access to the sauna and whirlpool.
In this hotel, you can choose between single, twin, double, or triple rooms.
When booking a double room with one shared bed, it’s necessary to indicate your roommate.
For rooms with separate beds, we can match you with other participants.
JAK – J. A. Komenského hall (student housing)
Kohoutova 3-11
J. A. Komenského is conveniently located just a 20-minute walk from the venue or a 10-minute ride on bus 46 to the Erbenova stop, which is right next to the venue.
- Single and twin rooms with shared bathrooms and kitchens located outside the room, without Wi-Fi.
- Single, twin and triple rooms with private bathrooms and kitchenettes, with Wi-Fi.
Please note that the rooms are not air-conditioned. The price includes linens, a small towel, and soap. Breakfast is not provided.
All rooms have separate single beds.
If you’re booking a bed in a twin or triple room, you can either indicate your roommates’ names, or we’ll match you with other participants.
Meals
No need to book in advance this time! Meals are available directly at the venue in the self-service university canteen, offering both lunch and dinner options. Simply choose your preferred dishes and pay based on the weight of your selection.
The canteen provides meaty, vegetarian and vegan meals.
There will be a two-hour lunch break every day (1–3 pm), and the lectures usually end at 6 pm, while the evening program starts at 7:30 or 8 pm.
Extras
T-shirt
The Polyglot Gathering 2025 T-shirt costs €12.
Discounts
Discounts are available for people under 18, students under 26 and people who give lectures or workshops. The age taken into account is the age on the first day of the Polyglot Gathering (May 28, 2025). Students must provide a valid student ID card when they arrive at the Polyglot Gathering.
| Category | 3 days or more | 2 days | 1 day |
|---|---|---|---|
| Students under 26 | €-60 | €-30 | €-15 |
| Youth under 18 | €-80 | €-40 | €-20 |
Cancellation charges and refunds
In case of cancellations or registration updates, the appropriate refunds will be made after the event with the following conditions:
- Up to 27 March 2025: full participant fee paid minus €50 will be refunded.
- From 28 March 2025 and up to 27 April 2025: 50% of the total fee paid (or the full fee minus €50 if it is less €100) will be refunded.
- From 28 April 2025: no refund will be possible.
To update your registration, please use your personal link from the confirmation email.
To cancel your participation, please write to administration@polyglotgathering.com.
Name change
If you are prevented from attending, you will be given the opportunity to send a colleague in your place. Name changes should be notified in writing to email (administration@polyglotgathering.com). A handling fee of 30 € will be charged for each name change. No name change will be possible after 27 April 2025.
Updating your registration
When you complete your registration, you will receive a confirmation message containing a link allowing you to update your registration. Please note that some changes will have to be approved by an organizer.
Payment information
- Your spot at the Polyglot Gathering is not officially reserved until you pay the fees associated with your booking. Please make sure to pay within 7 days after your register, otherwise the registration becomes invalid.
- All fees for the Polyglot Gathering registration shall be paid in EUR (€), free of all bank charges!
- With the bank transfer, please kindly state the participant’s name in order to identify your payment.
- Payments received without name details cannot be identified.
- The full amount, free of any bank charges must be received. Bank transfers will be accepted until 5 May 2025 only.
- Please note: If your payment is not received before the deadline dates (December 31, 2024, February 28, 2025, April 21, 2025 or May 20, 2025), the later or on-site fee respectively will be automatically applied for unpaid registrations or new requests.
Confirmation
Upon receipt of the correct participant fee (clear of all bank charges), each participant will receive a confirmation of registration.
Bank transfer
| Beneficiary | E@I (if your bank doesn’t accept the @ symbol, you can write “EAI”) |
| Beneficiary address | Víťazná 840/67A SK-958 04 Partizánske Slovakia |
| Account number: | |
| IBAN | SK83 7500 0000 0040 3004 1450 |
| SWIFT/BIC | CEKOSKBX |
Note: When sending money, please write “PG2025” and your name and surname in the field “Message for recipient”, e.g. “PG2025 John Smith”.
Note: If you use a foreign bank account to transfer money to the account in Slovakia, please arrange your transfer so that you, the sender, will pay the transfer cost (otherwise, you will need to pay us the transfer cost at the event, since it will have been deducted from the money that we received). If your bank account is not in euro, consider using Wise to avoid high transfer costs.
Credit card
You can also pay by credit card directly in the registration form. The payment form is provided by Stripe and we do not see or store your card data.
A banking fee (2.9% of your total amount) is automatically applied if you choose to pay by credit card.
PayPal
It is also possible to pay through PayPal to administration@polyglotgathering.com, but a fee (5% of your total amount) is applied.
Please write “PG2025” and your name and surname in the field “Message for recipient”, e.g. “PG2025 John Smith”.