ESA's Holland-Area Exoplanet Science Meeting (HAESM) 2025

Uniting all ESA and Holland-area exoplaneteers for a day of science, discussions, and collaboration; our colleagues from ESAC, STScI, and external institutions are equally encouraged to join us remotely.
Tuesday, 1 April 2025, foreseen 13:00 - 17:30 CET, in ESTEC and online (via WebEx).​​​​​​


 

 

Local information

All in-person attendees are invited to arrive at the ESTEC security gatehouse (Keplerlaan 1, 2201 AZ Noordwijk, The Netherlands) at 11:00 CEST. You must bring your passport with you to collect your scientific visitor badges for the day. You can reach ESTEC by bicycle or local bus systems (e.g. from Leiden Centraal); for your individual travel planning please consult an online map service. Our colleagues from security and our friendly helpers will receive you and guide you from there to our ESTEC cafeteria, where we can enjoy a coffee and lunch (self-paid). The science programme is foreseen to start from 13:00 CEST, with a mix of in-person and virtual presentations. We hope to enjoy a relaxing evening in the Dutch Sun and continue with informal science discussions during a borrel at the ESCAPE lounge from around 17:30 CEST.

 

Two-step registration and abstract submission (Deadline: 14 Mar 2024)

If you would like to join us for HAESM 2025 - whether in person or remotely, whether to network, listen in, or to present your own resarch highlights - please use the form below to start.

Mandatory two-step registration: ESA's on-site security regulations are strict, to say the least. Please submit your step-1 registration and abstract via the form below. You will then receive a confirmation email with a private link to your step-2 registration via a different form. Please complete both steps of the registration as early as possible and no later than Fri, 14 Mar 2025.

Science presentations are forseen to be around 10+5 minutes (talk+questions), but the exact duration might be altered depending on the number of abstracts submitted. HAESM 2025 seeks to give everyone a platform to present their work, and especially encourages contributions from early career scientists. The event also actively encourages any and all "unconference" approaches, and as such the form below is also open to submissions of ideas for group discussions, brainstormings, diversity workshops, and other events that fit the scope.

Personal Data Protection

Please note the following important privacy information related to Science conferences. The full information can be read in the event privacy notice, which must be agreed to as a requirement for participating in the Science conference.

  • The event you are registering for may be livestreamed/recorded and you are likely to feature in the video, which may be published on ESA or external web platforms such as YouTube. If you do not wish your personal data to be captured, then you have the right to switch off your camera and microphone, or if attending in person, sit in an area that is not being filmed.
  • You accept that ESA has limited control of data published on external web platforms (such as YouTube) and that the use of your data is subject to the privacy policy of the external platform.
  • Photographs may be taken at this even by an ESA photographer for published on ESA websites as a historical record of attendance. If you do not wish to have your photograph taken, please inform the event organiser.
  • By registering you acknowledge that your personal data may be sent outside of the EU as part of the abstract assessment process. This may include your personal data being sent to countries not qualified by the European Commission as providing an adequate level of protection for personal data. 
  • By submitting the personal data of co-authors, you confirm that you have their consent to the event privacy notice. It is the responsibility of the submitter to gather and manage this consent.

 

Code of Conduct

The European Space Agency (ESA) strives to create a positive work environment where all people are treated with respect and dignity. In the context of ESA Science workshops and conferences, all participants are expected to help create an environment at the meeting and all associated activities that is professional, inclusive, and in which everyone is treated with respect.

All participants are therefore requested to follow these guidelines:

  1. All participants are expected to behave professionally and to be respectful – critique ideas not people.
  2. All communication should be appropriate for a professional audience taking into account the many different backgrounds and perspectives of the participants.
  3. Participants may share the contents of talks/slides via social media unless speakers have asked that specific details/slides not be shared. If participants wish to share photos of a speaker on social media, it is strongly recommended that they first get the speaker’s permission.

ESA does not tolerate unprofessional or inappropriate behaviour or statements. This includes but isn’t limited to: sustained disruption of talks, comments related to individual characteristics, background or identity, and photography or recording of an individual without consent.

Meeting organisers and chairs bear a particular responsibility in ensuring that the code of conduct is followed.

  • The Local Organising Committee members are designated as the contact points for all matters related to this code. Participants can report any violation of these guidelines to these designates in confidence.
  • Should a participant witness behaviour they suspect may be unprofessional or inappropriate, it is recommended that they approach the affected person as soon as possible to support and help them. The witness can encourage the affected person to report the unprofessional or inappropriate behaviour but should be guided by that person on their preferred course of action.
  • Anyone requested to stop inappropriate behaviour is expected to comply immediately. In serious cases, a participant may be asked to leave the event without a refund or, in the case of online participation, the removal of meeting credentials.
  • In the case where the unprofessional or inappropriate behaviour involves an ESA staff member, ESA’s Human Resources Department may be contacted for further guidance on the applicable policies and means of action.

Acknowledgments: This code of conduct has been adapted from the London Code of Conduct (by A. Pontzen and H. Peiris), which was derived from original Creative Commons documents by PyCon and Geek Feminism. It is released under a CC-Zero licence for reuse. To help track people's improvements and best practice, please retain this acknowledgement, and log your re-use or modification of this policy at: https://github.com/apontzen/london_cc .

 

WebEx Etiquette

  • Test if you can screenshare well in advance of your scheduled presentation; your computer's privacy settings might ask you to leave and reenter the meeting before you can screenshare
  • Your screen name should be your full name followed by your institution in brackets, e.g. "Mae Carol Jemison (NASA)"
  • Keep your microphone muted to minimise background noise
  • Make use of the chat & participants menu
  • Speakers will miss the visual feedback from online participants; you can make up for that, by leaving nice remarks, using thumbs-up emojis, raising your hand, and clapping after the talks
  • To ask questions, either use the "raise hand" button in the participants menu and prepare to be called up, or write them down in the chat for the chair to read them out
  • Continue conversations with speakers via direct messages