Europhysics Conferences are organised by EPS or one of its Divisions, Sections, Groups, etc. The organisers are expected to consult with other EPS bodies to ensure proper representation in multi-disciplinary conferences. Joint applications are welcome. The proper use of the label "Europhysics Conference" to apply for grants requires acknowledgement by the Action Committee on Conferences as early as possible.

"Organised" means that the conference is organised in close collaboration with the corresponding board. The organisers are required to give a substantially reduced registration fee to EPS Individual Members (IMs) and EPS National Societies. In addition, there should be a student’s fee which is considerably lower than for the IMs.

A notification form of the conference must be sent to the EPS Secretariat accompanied by a document originating from the Chairperson of the Board indicating that the Board's approval has been obtained.

The registration of the Notification Form by the Action Committee on Conferences is acknowledged to the organisers. This acknowledgement insures that the conference will be posted as Europhysics Conference on the EPS Conference website.

The EPS makes funds available each year for a limited number of grants, directly to organisers of EPS Europhysics Conferences. Please see grants.

The EPS logo and/or the mention that the conference is organised by the corresponding EPS Division, Sections, Interdivisional Group, Action Committee etc. should appear on any document related to the conference, such as posters, announcements, invitations etc. The same rules apply for conferences co-organised with another organisation.

If abstracts are prepared, they should normally be published in the Europhysics Conference Abstracts series. An ISBN number is available from the EPS Secretariat upon request.

Most Europhysics meetings, and in particular the General Conferences, should apply for funding from the European Union (this may require advanced planning as some of the funding programs have only one call / year). The corresponding proposal will have to be co-signed by the Chairperson of the Board and the EPS Secretary General. The EPS Secretariat can provide assistance in preparing and managing EU grants.

After the conference, conference organizers are requested to send a report giving an overview of the conference outlining the following details:
- Name, date and place of the conference, conference web site
- Name of the Division/Group who organised the conference
- General submission details
- Topic details, programme outline
- General information on poster session and speakers' breakdown
- Number of participants, geographical repartition, student/non student repartition, member/non member repartition
- Distribution of prizes?
- In case EPS grants were attributed: a curriculum vitae of each grant recipient needs to be returned.
- In case an EPS poster prize was attributed: a report with the name of the prize winner, plus a summary of the poster suitable for publication in EPN needs to be submitted.
- In case an EPS Invited Speaker Grant was attributed: A summary of the talk or an article by the speaker needs to be submitted in a form suitable for publication in EPN.