F. A. Q.

BP19: Frequently asked questions

Tickets & prices

How much will BP19 tickets cost?

Early bird prices will cost 279€, with two important remarks.

  1. This price is valid for the first 100 tickets only.
  2. You’ll need to pay 22% Italian VAT on top of this if you’re not eligible for VAT-free purchase.

The price includes both conference days (2 and 3 May), including catering during conference hours, plus a closing aperitivo (drinks + snacks) on 3 May.

Additiional perks:  Access to the event app with its networking forums, access to presentation slides after the conference, access to the recorded videos for a period of one year.

Once the first 100 tickets are sold, the regular price will depend on how fast these first 100 tickets are sold.

If you wish to be notified before the tickets will be available, sign up here.

Registration process

Brief overview

You can purchase your tickets in the conference webshop, under the Registration menu (this will be activated as soon as tickets go on sale).  Here you will see all the possible items, sorted in a logical order, with similar items grouped together.

All items, including dinners and workshops, are named ‘BP19 Conference – Module xx’, and will appear as such on your invoice: this means you can claim these as expenses spent on professional development.

Next step: view your cart. Here you will see a number of coupon codes: certain combinations of products may be purchased at some discount. You will also see some recommended additional products you may be interested in.

At this point the grand total amount includes VAT for everyone.  Once you’re on the Checkout page, and you purchase your items as a business with a valid VAT ID, the VAT disappears from the grand total amount.

When entering you VAT ID, make sure you do it without entering a space (e.g. DE123456789).

You can choose from three possible payment methods: bank transfer, TransferWise, as well as bank card / PayPal.

You will receive your invoice by email, together with a link where you can create your attendee profile.

Now you’re all set – but please don’t forget to make your travel and hotel arrangements.

Products and coupon codes

Conference tickets and dinners

You’ll find 4 kinds of tickets. The ‘plain’ ones cover the actual conference attendance, ‘full package’ tickets include two dinners (1 May, 2 May).  Most people will pick tickets for freelancers, but for an additional 100€ you can buy LSP tickets: these give you more visibility at the conference and in the mobile app.

Coupon codes

Multiple coupon codes may be used with each purchase, as applicable.  As a reminder, the codes are also displayed on the ‘Cart’ page of the webshop.

181211_Coupons you can use

Don’t forget to include the item for which you wish to apply the coupon, otherwise it will not work.

We deserve the right to cancel or modify any coupon code at any time without prior notice.

The shopping and registration process

Select your items in the webshop

You can purchase your tickets in the conference webshop, under the Registration menu (bpconf.com/shop). Here you will see all the possible items, sorted in a logical order, with similar items grouped together and colour coded, as seen above.

All items, including dinners, walking tours and day trips are named ‘BP19 Conference – Module xx’, and will appear as such on your invoice: this means you can claim these as expenses spent on professional development.

You will see a detailed description of each item by clicking on it.  Once you’re happy with the range of selected items, you proceed to the next step: View your cart.  You can click on a ‘View Cart‘ link right next to the item most recently added, and there’s also a ‘View Cart’ link at the top of the webshop.

View your cart and apply your coupons

In this step you can have an overview of what items you selected for purchase.  You can still return to the webshop by clicking on ‘Continue shopping’ at the top.

You will see a reminder of all possible coupon codes here. Apply any coupon code on this page.

At the bottom left corner of the page you will see some additional items you might be interested in. You can still add these at this point.

At this point the grand total includes VAT for everyone.  Once you’re on the Checkout page, and you purchase your items as a business with a valid VAT ID, the VAT disappears from the grand total amount.

Once you’re happy with the content of your cart, click on ‘Proceed to checkout‘.

Checkout page and your billing details

You’ll need to provide your billing details on this page.  If you purchase your items as a business, you will not be charged VAT.  If you have a business registered in the European Union (except for Italy), and you provide a valid VAT number, the VAT amount will be zero. The system checks your VAT number against the VIES directory.  Make sure you enter your VAT number without any spaces.

If your business is registered outside the European Union, there’s no validity check.

If you are based in Italy, whether as an individual or a registered business, you’ll need to pay VAT – obviously you can claim back the VAT amount if you purchase the items as a business.

181211_VAT categoriesPayment and invoices

You can choose one of three payment options.  Each of these are described below in detail.

Bank transfer

Shortly after you place your order, you will receive an ‘order receipt’ by email to confirm your purchase. You will also receive your pro forma invoice in a separate email.  The necessary banking details will be shown on the payment page, as well as on the pro forma invoice.  You will have 5 days to send your payment by bank transfer.  If you’re based outside Hungary, you’ll transfer the amount to a EUR account.

If you’re based in Hungary and you pay from a local bank account, you’ll see the invoice amount converted to HUF in small print: please transfer this HUF amount to our HUF bank account. (You’ll see this on the payment page.)

Once the transferred funds arrive, you’ll receive a ‘deposit invoice‘ by email.  This one still shows a payment date, but the small print at the bottom of the invoice says ‘Invoice already paid’.

Since the conference takes place only on 2-3 May, but you paid for the services in advance, we’ll have to issue a separate ‘final invoice’ as well, dated 3 May or later.  This ‘final invoice‘ will list all the items purchased, as well as the amount already paid with a negative sign, leaving you a payable balance of zero.  This may sound complicated, but we’ll have comply with taxation regulations.

This option will be available only until Friday, 19 April.

TransferWise

TransferWise is a low-cost alternative to traditional bank transfers.  The only trick is that the originating currency must be different from the target currency.  For practical purposes you’ll transfer funds to a HUF account, which means you’ll be able to use TransferWise if your country has EUR, USD, GBP, CZK, PLN, DKK, and several other currencies.

Shortly after you place your order, you will receive an ‘order receipt’ by email to confirm your purchase. You will also receive your pro forma invoice in a separate email.  The necessary banking details will be shown on the payment page, as well as on the pro forma invoice.  You will have 5 days to send your payment by TransferWise.  If you’re based outside Hungary, you’ll transfer the amount to a EUR account.

If you’re based in Hungary and you pay from a local bank account, you’ll see the invoice amount converted to HUF in small print: please transfer this HUF amount to our HUF bank account.

Once the transferred funds arrive, you’ll receive a ‘deposit invoice‘ by email.  This one still shows a payment date, but the small print at the bottom of the invoice says ‘Invoice already paid’.

Since the conference takes place only on 2-3 May, but you paid for the services in advance, we’ll have to issue a separate ‘final invoice’ as well, dated 3 May or later.  This ‘final invoice‘ will list all the items purchased, as well as the amount already paid with a negative sign, leaving you a payable balance of zero.  This may sound complicated, but we’ll have comply with taxation regulations.

This option will be available only until Friday, 19 April.

Paypal / Visa / Mastercard

The process with payment option is different from the above, since your payment arrives immediately. Please note that a 3.9% surcharge applies in this case as a compensation for PayPal charging BP Translation Conferences for using their services.

Once you choose this option, you’ll be taken to PayPal’s website where you can choose whether you pay from your PayPal account or your bank card. This means you don’t need to have a PayPal account.

Once you paid, first you receive a pro forma invoice.  This shows a payment date 5 days from the current date, but don’t bother about it.  You will receive your ‘deposit invoice‘ within 24 hours, most probably within 6 – this one has to be sent out manually. This deposit invoice still shows a payment date, but the small print at the bottom of the invoice says ‘Invoice already paid’.

Since the conference takes place only on 5 May, but you paid for the services in advance, we’ll have to issue a separate ‘final invoice’ as well, dated 5 May.  This ‘final invoice‘ will list all the items purchased, as well as the amount already paid with a negative sign, leaving you a payable balance of zero.  This may sound complicated, but we’ll have comply with taxation regulations.

Invoice comments

You may see three different types of comments in small print at the bottom of the invoice.

‘Megjegyzés’ – this means ‘Comment’ or ‘Remark’

‘Invoice already paid’ – well, this one doesn’t need any explanation.

‘Áfa-törvény területi hatályán kívül eső szolgáltatás’ – ‘Service outside the scope of the VAT law’: this is displayed when you purchase your items as a business.  This remark is necessary in the event of any tax audit in Hungary.

Registration

Now that you have paid for the conference, you can set up your attendee profile.  In the confirmation email you will receive a link where you do this.  Basically you’ll have a user account on this website: in this user account you can upload a profile photo, you can write a short bio about yourself, as well as publish some links to your website and social media accounts.

Some information will be used to create your conference badge.  You’ll see above each section whether the information you provide there will be published on the website, under the Attendees tab, or printed on your badge.

You can also specify any special diet here (not published anywhere).

We’ll ask for your permission to publish your profile – you may opt out if you like.   By default you’ll receive a 1-year digital subscription to the MultiLingual magazine, our media sponsor – again, you may opt out of this offer.

Event app

For the first time in BPconf history we will have our event app, available from late January.  Sadly, the app cannot be synchronized with the website, which means technically you will have two separate profiles – one on this website, one on the app.  It should be possible to upload bios and photos to the event app in a single Excel file, so if you submit a bio and a photo for the website’s Attendee page, you wouldn’t have to do it again — but this hasn’t been tested yet.  In the worst case you’ll need to upload your text and photo in the app as well.

The app will allow you to network with colleagues more efficiently. You can contact fellow attendees, create forums, set up impromptu groups, see the programme, vote on sessions, and lots of other cool stuff. This is new territory for us as well.

An important different in the profiles on the webiste and the app:  whatever you post on the website’s Attendees page will be visible to Google, so publish only what you would normally publish on your own website. You can always edit the content though.  Information published on the app is visible only to other conference attendees, and is not searchable by Google.

Travel and hotel arrangements

Each conference attendee is responsible to take care of their travel arrangements to and from Bologna. Also, this is a good time to book a room at the conference hotel, or perhaps team up with a few colleagues and rent a holiday apartment together.

BP19 attendees have a special rate at the hotel if you book before 1 March.  More details and booking form here.

Do I need to pay VAT?

Prices of tickets and other items are listed without Value Added Tax (VAT).

For events taking place in Italy a 22% VAT is payable on the top of te actual ticket price.

181211_VAT categories

You will need to pay VAT (i) if you purchase your ticket as an individual, no matter where you live; (ii) if you purchase your ticket as a company based in Italy.

You don’t have to pay VAT (iii) if you purchase your ticket as a business based in any other member state of the European Union outisde Italy AND you have a valid VAT ID that exists in the EU’s VIES database; (iv) if you purchase your ticket as a business based outside the European Union. In this case it’s your responsibility to comply with your own country’s tax regulations. In some countries it’s sufficient to state that you’re an individual entrepreneur after your name.

Read the full text of our Terms & Conditions here

How can I pay for the ticket?

You can register for the event by purchasing the ticket under the Registration tab (this will be activated as soon as tickets are on sale).

Registration for the Event is completed once the ticket price is paid in full.

As a payment option, you may choose between direct bank transfer, TransferWise, and PayPal / bank card.  If you live in the EU, a direct bank transfer (SEPA transfer) may be the easiest/cheapest option.  TransferWise is a cheaper alternative, but this option works only between currencies; i.e. only if your bank account is denominated in a currency other than Hungarian Forint.  If you live outside the EU, PayPal / bank card may turn out to be cheaper. Please note that a 3.9% surcharge is applied to such payments to compensate for the service charges deducted by PayPal – but this is often less than what your bank would charge for a wire transfer.

If you choose to pay using your bank card (MasterCard or Visa), choose the PayPal option. In this case PayPal acts as a card processor intermediary, i.e. you don’t need to have a PayPal account to effect payment.

Bank details and other information to perform the wire transfer or TransferWise transfer will be provided in a confirmation email once you submit your order.

In all three cases you will find detailed instructions during the ticket purchase process.

You can read the full text of our Terms & Conditions here

Cancellation policy

Tickets 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, 25 March 2019. A 50% refund  is paid if the registration is cancelled before midnight on Friday, 19 April 2019. 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 Friday, 19 April 2019.

No refund is paid on video purchases.

Allow up to 7 days to process refunds.

Read the full text of our Terms & Conditions here

Are there any discounts for certain types of purchases?

Yes.

BP19 Translation Conference discount coupons

There are numerous coupon codes you can use during the shopping  process.   For example, when you purchase at least 3 tickets at the same time on the same invoice, you can use the ‘group30’ code to get back to the Early Bird rate for the ‘full package’ type of ticket.

For best results it’s a good idea to find a colleague who has a VAT number in an EU member state (outside Italy) to avoid paying VAT.

In addition to the above, students and faculty members are eligible to a 40% discount off certain types of conference tickets.  Details here.

40% discount for students and faculty members

Students and faculty members of translation, interpreting, terminology, or related subjects are eligible to a 40% discount off certain types conference tickets.  Eligible types of tickets include ‘BP19 Conference: 2-day ticket’ and ‘BP19 Conference:  Thursday only’, as well as up to one workshop (if  bought together with a conference ticket).  The discount does not apply to dinners.

The offer is valid for students who are (i) enrolled in the current academic year (2018/19) or were enrolled in the previous academic year (2017/18), and are (ii) below 30, i.e who were born after 1 May 1989.

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 20.

 

 

Day tickets

Day tickets are now available!  Please see the Registration page for details.

I placed an order but I want to pay using another method

If you placed your order selecting bank transfer or Transferwise, and you haven’t actually paid yet, and you realize that you’d like to change your method payment, don’t panic.

Simply ignore your existing order and existing pro forma invoice, and place a new order, this time with your preferred method of payment.

If you selected bank card / Paypal, and you already paid, and you wish to change your order or realize that something has gone wrong, don’t panic either — this is a bit trickier to fix, but we’ll find a solution.  Drop us a line explaining what happened.

Fringe events

BP19 Workshops: Pricing

Workshops are not covered by the conference ticket. In fact, you can attend any of the workshops even without attending the conference itself.

Prices below are guaranteed for the first 8 participants at each workshop.  Subsequent prices depend on how fast the first 8 tickets are sold for each workshop. They may remain the same or they may go up.

75€

This is the price you pay when you don’t attend the conference itself.

65€

This is the price you pay when you attend the conference as well. Apply coupon code ‘1ws‘ to get 10€ off the base price.

55€

This is the price you pay per workshop when you attend two of them, and you attend the conference as well. Apply coupon code ‘2ws‘ to get 20€ off the base price of each workshop.

+ 22% VAT

As with all other items, a 22% VAT is added if necessary. Basically you don’t need to pay VAT if you have a business registered in a EU member state (outside Italy), and you have a valid VAT number.

181211_VAT categories

The price includes a coffee break.

Cancellation policy: same as for the conference itself.

The workshops take place in small meeting rooms in classroom layout, i.e. with a desk where you can set up your laptop.

All workshops take place in the conference hotel (Zanhotel Europa, 11 via Cesare Boldrini, Bologna).

Welcome reception: Pricing

The welcome reception is not included in the conference ticket.

Repeat BP attendees love the pre-conference dinner, as this allows for an excellent opportunity to get to know other conference attendees in a friendly, informal setting.   For the first time in BP history, we’ll have a mobile app as well, so you can start networking even before arriving in Bologna — this paves the way for even more meaningful encounters when you finally meet everyone in person!

The price will be around 40€, to be confirmed soon.

Vegan, lactose-free, and gluten-free meals will be available.

Gala dinner: details

The basics

We’ll have the ‘gala’ dinner at Cantina Jazz Bentivoglio, at via Mascarella 4/B, a 15-minute walk from the conference hotel. Don’t expect large round tables though: that’s the reason for the inverted commas.

The dinner is not covered by the conference ticket, unless you buy a ‘full package’ ticket.  The dinner will cost around 55-60€ (+ VAT if applicable), including a set menu plus drinks. You may bring guests as well.

The dinner will probably start at 19:30 and lasts until about 22:00, but can stay until 1 am.  After 10 pm you’ll need to pay individually for your drinks. There’s no bar, so you’ll need to order your drinks from a waiter, and pay as soon as you’re served.

We may also have some live music, more details later.

A possible menu

Glass of spumante with savory snacks

Vegetables flan in parmesan sauce

Tortelloni (stuffed with ricotta cheese) with butter and sage sauce

“Strichetti” with vegetables

Braised beef with sangiovese wine sauce with baked potatoes

Homemade chocolate cake with sweet mascarpone cheese cream

Wine / water / soft drinks / tea / coffee

Alternatives

On the registration form you’ll be able to indicate if you need a special diet: vegetarian / vegan / lactose-free / gluten-free.

The restaurant will prepare suitable meals for people with such diets.  At registration desk in the hotel you’ll receive special cards matching your diet, so that the waiters in the restaurant know whom to serve such meals.

Can I bring a guest?

Yes, you can bring your significant other to the dinners.  Simply add more dinner items when you purchase your conference ticket.

Dinner guests will also receive a badge with their names to facilitate networking.  For this reason please fill in the online registration form for them as well (you will receive a link to this in the confirmation email after purchasing the tickets).

Why there won’t be organized day trips

At each BP Translation Conference we’ve had organized day trips, and these proved to be very popular among conference attendees, offering a fun environment to deepen newly built friendships, and see some cultural heritage along the way.   Due to various reasons, I decided not to have such organized day trips after BP19.

The single most important reason is price.  An organized trip would cost about four times as much as buying your own tickets.  For example, you can buy a return train ticket to Ravennna for under 15€, and entrance fees would set you back another 10€ or so. In contrast, for an organized trip I would have to charge at least 90€ plus VAT (and that doesn’t even include lunch).

On the positive side, this year we’ll have an event app (more about this soon), which will facilitate forming impromptu groups among conference attendees.  This means you can easily bring together people with similar interests even before the conference itself.

Other

Do you need an invitation letter for your visa application?

If you live outside the European Union, find out if you need a visa to Italy.  The Italian Ministry of Foreign Affairs offers a useful tool for this here.  You’ll need to answer 4 questions, then you’ll see what the visa requirements are in your specific case.  For the purpose of travel specify ‘business’.

If you scroll down that page, you will find what documents are required for your visa application (proof of accommodation, flight tickets, insurance, etc.)

Officially the invitation letter must be issued by the inviting company registered in Italy, and the letter itself must be typed on an official form provided on the same website.

As you may know, the company organizing the conference is registered in Hungary, but for taxation purposes it also has an Italian VAT number.  In other EU countries where BP conferences took place in the past, an invitation letter issued by the conference organizer company has been sufficient — in all likelyhood it should be sufficient for Italy as well.

Just to be on the safe side, on top of the official invitation form we’ll issue another invitation letter as well, with additional details about the conference and an explanation of the inviting company’s status in Italy.

Please provide your details in the form below.  The data will be stored on the conference website’s servers in Hungary, and the will be used solely for the purposes of issuing the letter of invitation.

Since the letter must be mailed in original, I will have to ask for the mailing expenses to be paid upon arrival in Bologna.

Details for visa application

  • Including house number, street name, postal code, city name, country
  • In certain cases we'll need to send you the original of the invitation letter, stamped and signed. Provide an address where this can be mailed to.
  • Usually the country that issued your passport
  • Also include if it's an embassy or a consulate. I'd like to include this in the subject line, e.g. Embassy of Nairobi, Consulate of Rio de Janeiro
  • So that we can get in touch with you