ESMO Meeting Registration Terms and Conditions

Acceptance of Terms of Use

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

In order to register for an ESMO meeting individuals must have an account with ESMO, review the ESMO Privacy and Data Security Policy and accept the Meeting Registration Terms and Conditions. By accepting these Terms, individuals agree to be contacted by ESMO for communication about the meeting and any other communications agreed to during the account creation process.

ESMO reserves the right to amend these Terms at its sole discretion; the details of such amendments are effective at the time of publication on the ESMO Website.   

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

Definitions

Different registration fees and deadlines apply for each meeting and are outlined on the  ESMO Event Webpage. Please note that all references to dates and deadlines mentioned in this and other meeting documents refer to Central European Time Zone (CET). 

Meeting registration procedure 

Registration details must be submitted electronically via the online registration system and participants must be at least 18 years old. You may be asked to present proof of age.

Only fully completed registrations will be accepted by ESMO:  place of work (Institute /Company or private address) and email address for each participant must be provided during the registration process. Each registration must have a unique email address belonging 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, valid e-mail address is required for each participant, for security purposes and to ensure access to the meeting (e.g. Certificate of Attendance, Evaluation Questionnaire, webcast access, etc.).  

Participants who have been registered in a group may not be contacted directly by ESMO regarding their registration, unless the group leader has requested.

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. 

ESMO meetings are accessible to certified healthcare professionals, associated press, industry representatives and other stakeholders in the science, management and prevention of oncological diseases. Registered participants will have access to all official sessions, industry sponsored symposia and exhibition. Delegates' professional profiles (i.e. prescriber, non-prescriber) will be stated on their congress badges, enabling exhibitors to interact with them accordingly.  

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

ESMO Member Registration – Reduced Fees 

ESMO Members are eligible for reduced registration fees; prices and registration deadlines are outlined in the meeting documentation.

New applicants, wishing to benefit from the reduced registration fee for ESMO members, must apply online before beginning the registration process at least20 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 register online, by logging into your myESMO profile and then proceeding with registration providing your ESMO ID number. 

Third parties registering other individuals 

If you would like to register a person who is an ESMO Member, eligible for the reduced fee, you may register the said person online providing his/her ESMO ID Number. If you don’t know the ID Number, the system will allow authorised third-party representatives to search for the individuals. Searchable data is minimal and includes ESMO ID number, first and last name, Institute (company name) and country. No contact information will be provided.   

Registering a group 

Group leaders registering an ESMO Member will receive the reduced member registration fees if they provide the ESMO ID number of the participant during the registration process (and add ESMO Members one by one). If the Group leader does not know the ID Number, the system will allow authorised third-party representatives to search for minimal data via the search function in the ESMO registration system.  

Please note that Group leaders must be authorised on behalf of the individuals and the organisation they represent to register individuals. 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 and ESMO is unable to provide personal data 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 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.

Methods of payment 

Payment should be processed online by credit card (MasterCard or Visa) during the online registration procedure. For offline payments, please contact the Registration team directly (contact Us- Registration)  

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, the VAT regulations adhere to all the fundamental principles of the EU VAT conditions

ESMO is obliged to register for VAT in countries where it organises meetings and conferences (Europe only). In some cases, 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 for individuals will be sent by email immediately after the completion of the registration process and full payment. 

The registration confirmation, including a unique bar code will be sent approximately four weeks prior to the meeting. This document must be brought to the meeting to retrieve the badge and collect the meeting material. Registration confirmation for those registered in Groups and by Third Parties will be sent to all pre-registered participants or group leaders three to four weeks before the respective meeting.  

Name changes 

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 € 100 (depending on the circumstance VAT may be applicable to the handling fee) is charged for each name change. 

Please note that a registered ESMO member can only be replaced by another ESMO Member. Please refer to the membership registration rules above. 

Individuals  

Name changes will only be accepted by contacting the ESMO Registration Team. 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 cannot be processed by ESMO.

Cancellation policy 

Notification of cancellation must be made in writing and sent to the ESMO Registration Team by email or fax. Refunding of the registration fee (minus € 100 administrative charge) will be granted if the notification of cancellation reaches ESMO  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 Registration Team, 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 Registration Team. 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 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 organisers 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 Organiser 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 and ESMO recommends individuals invest in adequate personal, health and travel insurance. 

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 Organisers/ESMO, the Conference Organisers/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 Organisers/ESMO reserve all rights to either retain the entire registration fee and to use it for a future meeting, or to reimburse the participant in full after deduction of the costs already incurred and not recoverable related to the organisation of the meeting. 

Fulfilment 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: February 2019