faq test arconix


Can you issue an invitation letter for a Schengen visa?

First things first: read about the Austrian visa application process. Some additional info here.

Here you will find that when attending a conference, you’ll need four items to submit as part of your visa application, and only one of them is the invitation letter.

If you need an invitation letter, please follow this procedure:

  1. Register for the conference (i.e. you need to pay for the conference ticket)
  2. Complete this form for the invitation letter and send us a message about this.
  3. Apply for the visa at the local Austrian embassy.

Please apply for the visa in time (1 to 3 months before the conference).   Visas are granted by the embassies and consulates of Austria, and we do not assume responsibility for their decisions.   In case your visa is rejected, you’ll get a full refund of the amount you paid for registering for BP18 (minus a small handling fee).

(last updated: 13 January 2018)
I’m new to BP conferences, how will I find people to talk to?

BP translation conferences have a reputation of facilitating meeting new people. In fact, several attendees claimed that they made more professional contacts and made more friends than at several previous conferences combined.

We’ll have a unique, proprietary networking game that forces people to get out of their comfort zones and talk to new people they would not normally contact at a crowded conference.

Join us at BP18, this is an excellent opportunity to meet new people from around the world… and actually stay friends with them.

Who can attend BP18?

Anyone can attend BP18; there’s no eligibility criteria as such.   Most of the attendees are usually freelance translators with 5-20 years of experience, and we also have a fair share of freelance interpreters.  There’s also increasing number of representatives of LSP’s, translation agencies, CAT tool makers, national translators’ associations, etc.

About 90% of the attendees come from various European countries, with an increasing number of people flying in from other continents.


Cancellation policy (+ Terms and Conditions)

Tickets and other items purchased are eligible for a refund. The amount of refund is calculated on the basis of the amount actually paid for the services. A 100% refund (minus 35€ processing fee) is paid if the registration is cancelled before midnight on Monday, 5 March, 2018. A 50% refund (minus 35€ processing fee) is paid if the registration is cancelled before midnight on Monday, 9 April, 2018. No refund is paid after this date.

If you have to cancel your attendance due to an ungranted visa you’ll get a full refund (minus 35€ processing fee) if you cancel your registration before midnight on Monday, 9 April, 2018.

No refund is paid on the ‘BP16+BP17 videos’ item.

Allow up to 7 days to process refunds.

Transferring tickets is allowed with the following conditions:   You may transfer your ticket to BP18 and any of the related events, by informing us about the change and paying a 35€ administration fee.  The two parties involved in the transfer make arrangements about the payment. No new invoice will be issued.

You may also want to read the full text of the Terms and Conditions.

How can I get the VAT amount refunded?

You can get the VAT amount refunded if you are eligible — basically if you operate as a business rather than an individual.

First of all, make sure you select “business” on the page where you’ll need to fill in your invoicing details. If your business is based in the European Union, you’ll need to provide a valid VAT ID (for example DE12345678).  The validity is checked against the EU’s VIES database.  If you select business and your VAT ID is valid, your VAT ID will be shown on your invoice that you’ll receive in an automated email from our invoicing system.

In taxation terms you’re eligible for a VAT refund if you are a ‘taxable person‘.  Read section 7.3 on pages 15-16 here.   Also read the official info here.   You can apply for a refund through your home country’s tax authority if you’re based in the EU, or by filling in form U5 (in German).  If you’re based outside the EU but you can prove that you operate as a taxable person in your home country, send the above-mentioned U5 form by email or fax or snail mail.

Unfortunately you’re not eligible for a VAT return if you purchase your ticket as a private individual – try to make an arrangement with a colleague who is eligible, and buy your tickets together.

How do I change the method of payment after placing the order?

It may happen that you realize that the method of payment you selected when placing your order is not convenient for you.   Some people reported this when they first selected bank transfer, but then they realized they’d prefer by a card instead.

If you first selected bank transfer or Transferwise, you can simply ignore the existing order, and place a new one, this time selecting ctedit card / PayPal.

Since your payment comes through immediately when paying with a card, we will see that on our admin page, and we’ll simply delete the unpaid order.

How long are current prices valid for?

The Early Bird period is now over, with 114 tickets sold in just 36 hours!

The current prices are valid for the next 90 tickets sold, or at the latest by 14 March.  As of 24 January, just over 50 tickets are left at this price, which means prices may rise some time between 5 and 10 February.

The amount of price increase after the current ticketing period will depend on how fast the tickets go.  Most likely the price of the regular 2-day ticket will go up by 30€, but if the tickets go too fast, the price may be raised by 40€ after the current batch of 90 tickets is sold.

Check out another question above about volume discounts.

I need help with the shopping/invoicing process

Registering for BP18 is basically purchasing your ticket online by selecting your items below.

Select the desired items

Select the items you wish to purchase, then press the ‘Add to cart’ button under the item.   You may add several items to your shopping cart.

BP18 process 1

When you’re happy with your selection, click on ‘View cart’ next to any of the selected items.

BP18 process 2

Your shopping cart

The next screen is your shopping cart.  At this point you may still go back to add more items or delete any selected items.

You can also apply any discount codes at this stage.  You’ll find a list of frequently used codes at the top of this page.  If you use more than one code, separate them with a comma.

BP18 process 3

Checkout page

The next page is the checkout page.  At the top you still have the option to return to the previous step or add your discount code here.

BP18 process 4

(You’ll find a link to the Privacy Policy here. Sorry, this link is currently broken and it’s not easy to fix. You can access the Privacy Policy from the footer menu.)

Below this you can indicate whether you purchase your ticket as an individual or a business. The default value is ‘individual’.  Select ‘business’ if you want to deduct the invoice amount as a business expense and later apply for a VAT refund from the Austrian tax authority.

In this case a new field appears where you can enter your company name, and you can also specify your  VAT number.  If your business is established in the European Union, please indicate your VAT number without spaces (e.g. DE123456789).   If your business is established outside the European Union you don’t need to provide your tax ID – but be aware that you’re eligible for a tax refund only if you can prove that you’re a ‘taxable person’, i.e.  your company is registered in your home country.

BP18 process 5

At the bottom of this page you can select the method of payment.  Please note that there’s a small surcharge if you select bank card / PayPal.   Don’t forget to check the Terms & Agreements box before proceeding to the payment screen.

BP18 process 6


If you selected Bank card / PayPal, you’ll be directed to PayPal. Please note that we use PayPal as a credit card processing intermediary.  You’ll be offered to sign up for PayPal, but this is not necessary.  Simply provide your card details as you would any web-based store.

We’re working on adding another card processor service, but this may take a while.

If you selected bank transfer or Transferwise, you’ll need to finish the payment process by entering a wire transfer in your bank’s website or on Transferwise.   Make sure you include the order number in the comment field.

BP18 process 7

If you transfer funds from a Hungarian bank account, please see our domestic banking details here for HUF transfers.  You’ll find the HUF amount payable at the bottom of your pro forma invoice.

For international transfers please use the banking details circled in red.

Your invoice

Check your inbox for two automatically generated emails. One is your ‘order receipt’ that lists all the details of your order, including the items purchased and the bank account numbers for wire transfer.  The other email includes a link to your pro forma invoice.

Normally you receive a pro forma invoice only when selecting bank transfer or Transferwise, but now, until 19 April, you receive a pro forma invoice also for credit card payments.  The reason is that it takes a few more days before we receive our Austrian VAT ID.  Once this is obtained, you’ll receive a deposit invoice.

For now, press the orange button at the end of your email.

BP18 processs 8

You can open (and then download) the pdf version of your invoice by clicking on the View button.

BP18 process 9

For each purchase the invoicing system generates three different kinds of documents.

Pro forma invoice: sent automatically as soon as you place your order.  No need to file this to your accountant.

Deposit invoice: this one is sent once the funds appear on our bank account. (For credit card and PayPal payments this will be sent immediately – but only after we receive the Austrian VAT ID, probably before 19 January.).  You can use this for your tax returns.

Final invoice: you’ll receive this after the conference, with the payable amount being zero.

(Hungarian accounting regulations stipulate these three different documents.)

(Disclaimer: the account number prefix shows ‘BP17’. Don’t worry about this, this is just a formality. I set this up last year, and apparently it’s not possible to change this default value in the invoicing system.  Sorry.)

Your attendee profile

As part of the registration process you’ll be able to set up an attendee profile with a photo, a short bio, and some links.  You can also provide your details that you would like to see on your conference badge, and you can also indicated any special diet you may need.

Please see the automated email with the downloadable invoice – this email includes a link to the page where you can set up your profile.  If you attended BP17, you already have one, but you may want to update it.

What next

Your purchase is registered in our database. When in Vienna you simply show up and tell us who you are.

If you register for the welcome dinner on the 18th, you’ll receive your badge at the dinner venue.

In other cases you’ll receive your badge in the cinema Thursday morning (19th).   (If you purchase a Friday-only ticket, you’ll get your badge in the hotel Friday morning (20th)).

Until then, happy translations…

Vienna calling




Is there a discount for students and faculty members?

Yes, there is.  Students and faculty members of translation, interpreting, terminology, or related subjects are eligible to a 30% discount from conference tickets.  (Not applicable to dinners.)

The offer is valid for students who are (i) enrolled in the current academic year or were enrolled in the previous academic year (2016/17), and are (ii) below 30, i.e who were born after 19 April 1988.

Send a scanned copy of a certificate of enrollment and your ID card that shows your name and birth date to info@bpconf.com, and you’ll receive your discount code in return.  Allow up to 24 hours.

Faculty members need to send a scanned proof of their status to the same email address.

The number of attendees with student/faculty discount is limited to 10% of all attendees.



Is there a volume discount?

Yes. If two or more freelancers purchase tickets on a single invoice, each person gets a 30€ discount from their conference ticket, so essentially you can still get the Early Bird price.  Please use the code ‘group30‘.  (The code is valid if you add at least one dinner per person, i.e. if your minimum spend is 670€.)

The ‘friday20‘ discount code gives you 20€ off the Friday-only ticket for freelancers, taking you back to the Early Bird rate, if at least two people buy this item on the same invoice (208€ > 188€) (net prices).

For the LSP tickets, if your total purchase amount reaches 1400€ (net), you’ll get a 10% discount by using the coupon code ‘lsp10‘.  You can reach this easily by registering at least 3 people from your company, and you add a few dinners.

For groups of 5 or more people contact us directly.  (‘Group’ = a single invoice is issued).

What are the current prices?

The current price for a 2-day ticket costs 298€ for freelancers.  Even you have your own company or brandname, but operate as a freelancer, you can buy the ticket at this price.

If at least two people buy their tickets together (on the same invoice), each person gets a 30€ discount: use the coupon code ‘group30’ to get this discount.

The 2-day ticket LSPs and similar companies costs 408€. In exchange they will get a distinctive appearance at the conference with a lanyard of a different colour, so they will stand out from the crowd. The idea is that freelancers and LSPs can make more meaningful contacts with each other.   Choosing this type of ticket is optional.

Look at the web store below to find out in detail about prices.


Why do I have to pay VAT?

Value Added Tax (VAT) is one the greatest mysteries of modern times.  Even though there’s an EU directive on VAT, each member state has its own set of rules applicable to various situations, with some variations from general principles.

One such variation applicable to events taking place in Austria is that a 20% VAT is payable by all attendees of such events, whether or not they are taxable persons or not.  In practical terms this means that you’ll have to pay the VAT even if you have a valid VAT ID in another member state.   The reverse charge mechanism for VAT payment is not applicable to services such cultural, entertainment, etc. event that can be attended with an admission ticket.   See here (page 19, paragraph 9.1).

The good news is that you’re eligible for a VAT refund if you are a taxable person.  Read section 7.3 on pages 15-16 here.   Also read the official info here.   You can apply for a refund through your home country’s tax authority if you’re based in the EU, or by filling in form U5 (in German) and sending it here by email or fax or snail mail, if you’re based outside the EU but you can prove your status as a taxable person.

Unfortunately you’re not eligible for a VAT return if you purchase your ticket as a private individual – try to make an arrangement with a colleague who is eligible, and buy your tickets together.