Contact

Do you have any questions regarding this conference?

Please contact us at cwig2026@kuleuven.be

Industry partnership

Interested in an industry collaboration and getting involved in our congress?

Please contact us via cwig2026@kuleuven.be to receive our industry partner brochure and explore opportunities for partnership .

Hotels

We have secured room allocations at exclusive rates for participants of CWIG 2026 in several hotels across Leuven. To explore the available hotels and make your reservation, simply follow this link.

Rates shown via this booking link may appear higher than those on other accommodation platforms. This is because our negotiated rates include breakfast and flexible cancellation options, ensuring convenience and peace of mind for your stay.

Accommodation is typically paid for directly at the hotel. If you prefer your organization to prepay your stay, please select the ‘Prepayment Request’ option in the booking form. 

A credit card is required to guarantee your reservation. Your card will not be charged unless you cancel after the applicable cancellation deadline.

Hostels

For budget travellers, there are 2 youth hostels in Leuven,  De Blauwput (https://www.jeugdherbergen.be/nl/leuven  ) and Leuven City Hostel (http://www.leuvencityhostel.com/home_nl/  ). Booking a room is possible by contacting them directly. 

B&B

There is a variety of cosy B&B’s in Leuven. You can find an overview here. (https://www.visitleuven.be/en/staying-over  ) 

On this page:

• Registration fees CWIG 2026
• General registration info
• Registration process
• Important invoicing information 
• Cancellation policy 
• Register for CWIG2026

Registration fees CWIG 2026

Registration for the conference provides access to the conference sessions on the designated conference day(s) at the Maria Theresia College in the Leuven city center, as well as access to coffee breaks in morning and afternoon, provided lunch as well as to poster areas and the industry exhibit area.

Registration for the postgraduate course is to be accounted for seperate from the conference registration and encompasses access to the half-day skills session in the KU Leuven Vesalius anatomy institute and the half-day 'Masters@work' session on the UZ-KU Leuven Health Sciences campus, as well as coffee breaks and lunch.

General registration info

• All registration fees are VAT exempt based on article 44 § 2, 4° of the Belgian VAT directive.

• Registration fees are to be paid in Euros (€) by bank transfer, online payment or invoice.

• Please note the respective registration fees shall only be valid if registration is submitted and full payment is received by us by the respective deadline. If payment of the registration fee is received later than the early deadline registration, the respective next higher fee shall be due.

• Your registration is effective upon the receipt of full payment of the registration fee by us, i.e. only those participants having fully paid their registration fees will be entitled to participate in the conference.

• *° You are eligible for the trainee registration fee if you are a trainee in the academic year 2025-2026. Please send a proof of your supervisor tocwig2026@kuleuven.be to complete your registration in the trainee fee.

Registration process 

• To register, please complete our registration form. You can find our registration tool by clicking on the button above. 

• The registration form consists of 7 steps: 

• Step 1 - General information: please include your personal information on this page 

• Step 2 - Promo code: this step is only relevant for keynote speakers, organizers and sponsors. If you did not receive any code from the organization, you may click on 'Next'. 

• Step 3 - Select the fee that is applicable to your situation. 

• Step 4 - Please select the social activities that you wish to attend. 

• Step 5 & 6 - Accompanying persons: these steps are only relevant if you wish to bring your accompanying person along to the social activities. If not, please click on "Skip this step'. 

• Step 7 - Payment information: in this final step, you can indicate your preferred method of payment (online payment, bank transfer or invoice). If you require an invoice, please select 'bank transfer' in the final step of your online registration and contact us at cwig2026@kuleuven.be. The invoice will be sent to you by email, including corresponding payment instructions. Please do not pay before receiving before receiving the invoice. 

• You will receive a first email with an automatic confirmation that the registration has been received. This e-mail will also contain all payment details. All payments should be made in advance in Euro (EUR,€) within 14 days after your registration. 

• If you did not receive these emails, the emails may have gotten stuck in your spam filter, or either your registration or payment was unsuccessful. Should this happen, contact us at cwig2026@kuleuven.be. 

Important invoicing information 

• If you require an invoice, please select 'bank transfer' in the final step of your online registration and contact us at cwig2026@kuleuven.be. The invoice will be sent to you by email, including corresponding payment instructions. Please do not pay before receiving the invoice. 

• If you have already paid your registration by credit card or bank transfer, you will still be able to receive a proof of payment, indicating the amount, however, it will no longer be possible to receive an official invoice. Therefore if you require an invoice, please contact us first and wait with your payment until you receive our invoice! 

Cancellation policy 

• Until May 31, 2026: the registration fee will be refundable, with the exception of a € 50 handling fee. 

• From June 1, 2026 until July 30, 2026: the registration fee will be 50% refundable, € 50 handling fee not included. 

From July 31, 2026 onwards: no refunds will be made. 

• No refunds will be granted to non-attendees. 

-Registration opens January 5th 2026-