ESMO Meeting Registration Terms and Conditions

Acceptance of Terms of Use

These ESMO Meeting Registration Terms and Conditions (the “Terms”) shall apply to all participants of any organized or co-organized meeting (symposium, conference or congress) by The European Society for Medical Oncology (ESMO) and Partners, hereinafter referred to as “the Conference Organisers”.

Registration for a meeting implies the acceptance of the Terms. By accepting these Terms, the participants agree to be contacted by ESMO at any time for future communication (see ESMO Privacy Policy). However the participants have the possibility, during the registration procedure, to opt out from an ESMO external partner mailing list.

ESMO reserves all rights to amend these Terms at its sole discretion; the details of such amendments shall be published on the ESMO Web Site and become effective as from the time of their posting. Your registration after the posting constitutes your acceptance to the modified Terms.

Please read the Terms carefully. Should you require further information or have any comments on these Terms, please contact us (select 'Event' then 'Registration').

Definitions

For each meeting, different registration fees and deadlines apply; the specific registration fees and deadlines are outlined on the ESMO Event Webpage.

All references to registration fees or special tickets mentioned in this and other meeting documents are in EURO currency.

All references to a date or a deadline, mentioned in this and other meeting documents, refer to the Central European Time Zone (CET).

Meeting (congress, conference or symposium) Registration

Requirement / procedure

Registration details are to be submitted electronically via the online registration system or by completing the respective paper registration form provided on the ESMO Meeting Webpage.

To register for a meeting, participants must be at least 18 years old - participants may be asked to present a copy of an official identity card, passport or similar.

Only fully completed registrations will be accepted by ESMO: a personal address (Institution/Company or private) and email address for each participant must be provided during the registration process. Each registration must have a unique email address which must belong to the delegate being registered. Invalid addresses may lead to the cancellation of registration. No claims for compensation can be lodged against ESMO by reason of such cancellation.

A unique e-mail address is required for each participant, since the products related to the meeting (e.g. Certificate of Attendance, online evaluation, webcast, etc…) require a unique e-mail address for each participant/user.

Participants who have been registered via a group will not be contacted regarding their registration, unless the group leader has requested so (e.g. allowed ESMO to contact the participant directly).

The registration will only be confirmed upon receipt of payment in full before the respective meeting registration deadline. If the registration and the full payment have not been received by the corresponding deadline, the registration will either be cancelled or the subsequent registration fee will automatically apply.

Please visit the appropriate ESMO Meeting Webpage to view what is included in the registration fee.

ESMO Member Registration – Reduced Fees

ESMO Members in good standing might be eligible for special reduced registration fees; prices and registration deadlines are outlined in the meeting documentation. Prior to registering for an ESMO meeting, ESMO Members can verify their membership status and eligibility to benefit from the reduced ESMO member registration fees by logging into their myESMO profile and selecting “pay your fee” under the myMembership tab.

ESMO Members can immediately renew their membership online, paying by credit card.

New applicants, wishing to sign up for ESMO membership in order to benefit from the reduced membership registration fees, must apply online. In order to benefit from the member registration fees, please apply no later than 20 working days prior to the respective registration deadline. For further information, please contact us (select 'Membership').

How to benefit from reduced ESMO Member fees during the registration process:

Registering yourself

If you are an ESMO Member and want to benefit from the reduced fee, you can either register online, by logging into your myESMO profile using your login details, or provide your ESMO ID number on the paper registration form.

Registering another person (third parties)

If you would like to register a person who is an ESMO Member, to allow him/her to benefit from the reduced fee, you may register the said person online providing his/her ESMO ID Number. If you don’t know the ID Number of the person you are registering, you can search for the ESMO ID number via the search function in the ESMO registration system.  Alternatively, you may register a person using the paper registration form providing the ESMO ID Number.

Registering a group

Group leaders registering an ESMO Member may only benefit from the reduced member registration fees if they provide the ESMO ID number of the participant during the registration process (by adding ESMO Members one by one). If you don’t know the ID Number of the members you are registering, you can search for their ESMO ID numbers via the search function in the ESMO registration system.

Please note that Group leaders must have the ESMO member’s ID prior to the respective registration deadlines in order to benefit from the reduced registration fee. If the ESMO ID numbers are not provided, the regular registration fee applies.

ESMO Member searches are possible ONLY through the search function in the online registration system. The ESMO Congress Department is unable to verify requests for member details via phone, email or fax.

Paper registration forms will NOT be accepted for group registrations.

Responsibility to clearly identify and indicate participants as ESMO members in good standing lies entirely with Group leaders and third parties. Please note that ESMO will not refund any fee differences post registration.

When purchasing bulk registrations with the purpose to provide names later, the reduced ESMO member rates are not applicable; however, a unique registration fee will be available.

Methods of payment

Payment should preferably be processed online by credit card (MasterCard or Visa) during the online registration procedure. If the registration is made via paper registration form, it is essential that a copy of the credit card, the owner’s signature and his/her full details are provided.

Payment can also be made by direct bank transfer; the bank transfer fees are the sole responsibility of the client. It is imperative that the following information is communicated while conducting the bank transfer:

  • participant name or group name
  • confirmation of order number (if available)
  • and meeting name

Please note that payment by bank transfer is possible only until the respective registration deadline.

Bank transfer details are available on the ESMO Meeting Webpage.

Personal cheques, company cheques or Euro cheques are not accepted.

VAT

ESMO is registered for VAT in Switzerland. Although Switzerland is not part of the EU, its VAT regulations follow the EU template in terms of all the fundamental principles. With the implementation of the 2010 European VAT Package, Switzerland implemented a new VAT Act which entered into force on 1 January 2010.
ESMO is obliged to register for VAT in countries where it organizes meetings and conferences (Europe only). Following the registration, ESMO may be required to charge VAT to the participant. The latter may - in certain cases and provided a specific claim to the competent tax authorities is submitted – reclaim such VAT. Please view the specific meeting pages to see which rules apply to which meeting.

Registration confirmation

Payment confirmation will be sent by email after the ESMO Congress Department has received the complete registration details and full payment.

A final confirmation of the registration will be sent to all pre-registered participants or group leaders (according to who made the registration) a few weeks before the respective meeting. The confirmation is the only official document that certifies the registration and this document must be shown on-site in order to receive the meeting material.

Name change

Name changes received prior to the respective registration deadline are free of charge for both individual and group registrations. After the respective registration deadline, a handling fee of EUR 100 (depending on the circumstance VAT may be applicable to the handling fee) is charged for each name change.

Please note that a registered member can only be replaced by another member (i.e. registrations are not transferable). Please refer to the membership registration rules above.

Individuals and third parties

Name changes will only be accepted by completing the name change form available on the ESMO Event Webpage
Name changes received after the respective registration deadline will be processed onsite.

Groups

For group registration, the group leader must process the name changes directly online or onsite at the meeting.
Name change requests received via phone, email or fax will not be processed by ESMO.

Cancellation policy

Notification of cancellation must be made in writing and sent to the ESMO Congress Department by email or fax. Refunding of the registration fee (minus EUR 100 administrative charge) will be granted if the notification of cancellation reaches the ESMO Congress Department by the respective deadline as outlined on the ESMO Meeting Webpage. After this date, registration fees will not be refunded.

The above information applies only to individual registration. Tickets purchased as part of a group booking are non-refundable.

All refunds will be processed after the meeting.

In case of overpayment or double payment, refund requests including valid proof of the overpayment or double payment must be made in writing and sent to the ESMO Congress Department, by email or fax, no later than one month after the meeting closure.

Refunds will not be made for rejected visa applications if the application was not made at least two months before the meeting and unless an official document from the Embassy rejecting the visa is forwarded to the ESMO Congress Department. Rejected visa applications must be communicated to the ESMO Congress Department immediately. Notification of rejections after the meeting will not be accepted.

Refunds will not be made or credits not given for unattended events or early termination of attendance.

Visa requirement-Invitation letters

It is the sole responsibility of the participant or the group leader to take care of visa requirements. Participants or group leaders who require an entry visa must allow sufficient time for the visa application procedure. Participants or group leaders should contact the nearest Embassy or Consulate (of the country where the meeting will be held) to determine the appropriate timing of the visa applications.

Participant or group member registration details might be shared with the immigration authorities to assist in the immigration process. However, ESMO will not directly contact embassies and consulates on behalf of visa applicants.

Participants and group leaders can download the electronic ESMO invitation letter online through the registration system. To download / receive the ESMO invitation letter, participants must first register for the meeting and pay the registration fee in full.

The ESMO invitation letter does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference and the visa are the sole responsibility of the participant.

Original invitation letters are sent only by express courier. Shipment costs must be borne entirely by the receiver/participant.

Insurance and liability

The Conference Organizer and ESMO cannot be held responsible for any direct or indirect loss, injury or damage to any property, whatever the cause may be. Normal caution should be exercised by all participants.

ESMO recommends to effect adequate personal, health and travel insurances.

Cancellation of the Meeting

In the event that the meeting cannot be held or is postponed due to events beyond the reasonable control of ESMO or due to events which are not attributable to unlawful intent or gross negligence of the Conference Organizers/ESMO, the Conference Organizers/ESMO cannot be held liable by participants for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under these circumstances, the Conference Organizers/ESMO reserve all rights to either retain the entire registration fee and to use it for a future meeting, or to reimburse the participant the registration fee therefrom deducting costs already incurred for the organization of the meeting and which could not be recovered from third parties.

Data Protection and Sharing of Contact Details

All data provided in connection with a meeting may be used (saved, stored, processed, transmitted and deleted) in accordance with the ESMO Privacy Policy. If you are attending an ESMO Partnership meeting, the data you have provided may be shared with the partner society.

ESMO periodically shares contact details of participants with external partners that may use these details to contact participants regarding activities at the meeting or other communications which may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the participant during the registration process. Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act.

Fulfillment and jurisdiction

This contract is subject to Swiss law without recourse to its conflicts of law principles. Any legal dispute, controversy or claim arising out of or in relation to these Terms and/or the respective meeting, shall be settled by the ordinary Court of Lugano, Switzerland.

 

Last update: 31 October 2013