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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.” 

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.

ESMO Account

In order to register for an ESMO meeting individuals must have an account with ESMO, accept the ESMO Privacy and Data Security Policy and these Meeting Registration Terms and Conditions. By accepting, individuals who register for events will have access to the post meeting resources and also agree to be contacted by ESMO for communication about the meeting and any other communications individuals opt in to during the account creation process.

If the Conference Organizers outsource registration to a local agency and an individual does not already have an account with ESMO, we will create one on your behalf in association with your registration. This will enable you to access the post-meeting resources on OncologyPRO, ESMO’s educational portal for Oncologists and keep you informed about future educational meetings. Account preferences may be updated at any time by logging into your myESMO account where you can opt in or out of any other communications you wish to receive. In the case that ESMO has created your account, your username is the email address associated with registration to the event. You will receive an email at that address to set your password and finalize account creation.

Registration Fees and Deadlines

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), unless otherwise specified. 

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 and must be active members seven (7) 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. 


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.

Meeting badge

Your badge is required for admittance to all meetings and must be visible at all times. Delegates who lose badges will need to purchase a new registration. Please note that the badge is needed for security purposes and is non-transferable. Misuse of badges such as sharing with individuals who are not registered for the event will result in confiscation of the badge and immediate expulsion of all parties involved. No refunds will be issued.

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 must be brought to the meeting to retrieve the badge. 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. 


Name changes will only be accepted by contacting the ESMO Registration Team. Name changes received after the respective registration deadline will be processed onsite. 


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 

ESMO cannot be held responsible for any direct or indirect loss, injury or damage to any property, whatever the cause may be.

ESMO requires Merit Travel Grant recipients purchase travel protection. Travel insurance is mandatory in order to protect delegates from the high cost of potential cancellation due to circumstances beyond the control of the congress organizer.

Adequate travel protection is also highly recommended for all congress participants as it protects travelers from risks like loss of passport or checked baggage, and may offer coverage for unexpected medical expenses. Having these risks covered ensures an additional layer of protection against financial loss.

Meeting Format Change, Postponement, or Cancellation

ESMO reserves the right to change the meeting format from onsite to virtual, postpone the event or even cancel the meeting, if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the meeting or any of its parts, ESMO cannot be held liable for any costs, expenses and damages (including, but not limited to direct or consequential damages, loss of opportunity, loss of use, or loss of revenue or profit) incurred in connection with the format change, postponement or cancellation.

Unexpected cancellation of the event: ESMO reserves the right to cancel without notice or compensation in the event of force majeure cases (e.g. any acts of God, strikes, labour disputes, epidemics, pandemics, riots, fires, flood, terrorist attacks, governmental actions and regulations, damages or other fatal occurrences). Under these circumstances, ESMO reserves 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.

Photography and Filming Disclaimer

Please note that photographs and/or footage may be taken throughout ESMO Meetings. It is possible that these will be used by ESMO in its publications, website and social media channels. The subjects of the photographs and/or the footage are chosen at random. By attending ESMO Meetings as a participant or otherwise, you consent to the fact that photographs and/or footage may be captured and used by ESMO. Please contact ESMO if you have any concerns. If you do not agree with already published data, we ask for immediate notification by e-mail, telephone or post.

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: July 2019

Privacy Policy for ESMO Virtual Meetings and Congresses

The following information outlines the processing of personal data for presenters, exhibitors and delegates of ESMO Virtual Meetings and Congresses.

Delegates and Presenters

ESMO will process the following personal data for Delegates and Presenters at ESMO Virtual Meetings and Congresses :

  • ESMO Membership Number
  • ESMO Virtual Meetings and Congresses Identification Number (User ID or Access Code)
  • First Name
  • Last Name
  • Date of Birth
  • Email address
  • Profession
  • Place of work including postal address
  • Prescriber / non-prescriber status
  • Areas and Topics of Interest
  • Age group
  • Gender
  • Country
  • Voucher redemption
  • Session attendance
  • Photo
  • Video and audio footage
  • Chat input
  • ESMO-MORA points earned in relation to the virtual congress


  • ESMO Membership Number
  • ESMO Virtual Meetings and Congresses Identification Number (User ID or Access Code)
  • First Name
  • Last Name
  • Date of Birth
  • Email address
  • Profession
  • Place of work including postal address
  • Areas and Topics of Interest
  • Age group
  • Gender
  • Country
  • Chat input

Purpose and legal ground for processing data

As outlined in the General Data Protection Regulation (GDPR), ESMO has both a legal ground and a legitimate interest in processing the abovementioned data in relation to ESMO Virtual Meetings and Congresses. Data will be used for the purposes stated below:  

  • To enable you to present, participate, network or exhibit in ESMO Virtual Meetings and Congresses
  • To enable you to connect with other participants, presenters and exhibitors
    • Once in the virtual platform and when visiting a virtual booth inside the Exhibition, your name, place of work and prescriber / non-prescriber status, will be visible to other participants and to the Industry representatives.
  • When you use the chat functionality, your name and place of work will be visible to chat participants
  • To personalise your experience based on the areas and topics of interest in your personal profile
  • In order to assign ESMO-MORA credit points
  • In order to issue the certificate of attendance  
  • To enable ESMO to perform statistical analysis. N.B.  All personal information will be made anonymous.  
  • ESMO may use your personal data for marketing purposes (you may opt out of communications during the account creation process, from your personal profile or by unsubscribing from emails).  
  • To comply with legal and statutory obligations 

Third parties for ESMO Virtual Meetings and Congresses

For all registered delegates, personal data can be shared with:

  • The registration management system provider
  • The virtual congress platform provider
  • The Industry sponsor of you voucher code
  • The abstract book website provider

Should you wish to speak to ESMO about your personal data in relation to ESMO Virtual Meetings and Congresses, please contact us.

This Privacy Statement was last updated on 3 August 2020

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