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Group registration conditions

 



ESC Congress is only accessible to certified healthcare professionals, associated press, industry representatives and other stakeholders in the science, management and prevention of cardiovascular disease.

By registering you confirm your delegates' participation from one of these categories and that you will not knowingly allow access to the congress to anyone outside this community, including children.

The group registration service is available through the ESC website for companies or agencies to make a group registration.

By registering you fully accept all registration’s conditions as further detailed:

Group Conditions 

(in addition to the General registration Conditions, available on the registration page of the relevant congress)
  • Registrations should be made through one contact person responsible for managing the group.
  • New Registrations, name changes and cancellations can only be submitted by the group contact through "My ESC" group account.
  • There is a minimum of 10 delegates in the group for ESC Congress and a minimum of 5 delegates for other congresses.
  • Group registrations sent by post, fax or E-mail will not be accepted
  • All groups from an EU country must provide a VAT number
  • The company name, address and VAT number advised at the time of submitting the group application will be used on all invoices. Any modification on VAT number or address, requested after the issuing of the invoice, will result in an administrative fee of € 85.

Addresses 

A personal address (home or business) for each delegate must be provided, registrations made with an invalid address (agency or general) will not be accepted. If the valid address is submitted at a later stage, the fee corresponding to the period when we receive this information will apply.

Valid information (addresses and emails) is not only important for the ESC but also for:

  • Your attendees, so they receive the journal subscription included in the registration fee.
  • The exhibiting companies, so they retrieve usable and accurate delegate data from badge readers during the congress.

Invitation letter

A customised invitation letter for visa application purposes will be available for each registered delegate in the group.

This invitation is intended to help delegates with a visa application; however it does not bind the ESC to provide financial support.  

Registrations submission

Pre-registration is divided into two distinct periods: Early and Late.

The Early Fee:

Registrations made during the Early Fee period can be amended and cancelled without charge until the Early Fee deadline.

The Late Fee:

Registrations made during the Late Fee period can be amended and cancelled without charge until the Late Fee deadline.

Registrations made during the Early Fee period can be amended and cancelled during the Late Fee period and incur the following charges:

  • Cancellations - 25% administrative fee charge.
  • Name changes incur a congress specific fee (details are available in the Individual Registration Conditions on the web pages of the relevant congress). Please note each registration can only be name changed once.

After the Late Fee deadline:

Registrations made during the Early and Late Fee period can no longer be cancelled or name changed.
New registrations should be made on-site at the congress. 

Duplicate registrations  

It is the Group Contact’s responsibility to ensure that each delegate is only registered once. Where any duplicate is identified it can be cancelled without charge but cannot be name changed. The group contact must inform the Registration department before congress starting date. Any duplicate badges given before or during the congress will not be refunded.

Payment

Please note that the deadlines refer to the date by which both the registration and full payment must be received.
The maximum amount accepted for payment by credit card is 5000 Euros.
The Group Registration Number should be used as the reference for any bank transfer.
Requests for reimbursements should be sent in writing. Refunds will be processed after the congress.

Certificate of attendance 

All delegates attending the congress are entitled to a Certificate of Attendance (including CME credits where applicable). This can be printed onsite in the final days of the congress on presentation of the congress badge at the Registration desk.

The certificates will only be provided to each individual delegate – printing certificates for an entire group is not possible.  

Liability disclaimer

The above terms apply to all registration cancellations.
Should a delegate not attend the congress, for whatever reasons, no further claims for reimbursement or waiving of fees can be made.
Similarly no right to further claims or waiving of fees will arise should the ESC be obliged to alter the programming of congress proceedings.


In the event of serious special or unforeseen circumstances or serious circumstances beyond its control, the European Society of Cardiology (ESC) shall be entitled to cancel or modify the dates of the event. You shall not be entitled to compensation for any costs or damages incurred as a consequence of such a cancellation or change.


All delegates are urged to take personal travel insurance.


The European Society of Cardiology (ESC) will not be liable for any theft or damage to property and/or persons caused on site during the Congress, by any factor whatever, unless there has been a fault,  intent or deliberate recklessness on the part of European Society of Cardiology (ESC).

The European Society of Cardiology (ESC) shall not be held responsible in the event of poisoning or food intoxication during the Event.

Accrued points (for the ESC Congress only)

The Accrued Point system has been established in order to ensure that participation at the ESC Congress will earn companies priority according to the level of their involvement over 4 years.

1 point will be given every 9 paid registrations (standard or nurse/technician fees only), if the company has taken an Exhibition stand.

For full details please see Chapter 6 of the Guidelines for Industry Participation or www.escexhibition.org  

PERSONAL DATA PRIVACY

It is important that the persons you register for the congress are advised of their rights in connection with personal data privacy.  Please could you ensure that each delegate is made aware of the clause below.

Data Privacy Statement

Your delegates have personal data, which is, according to the Law on data processing and Civil Liberties 78-17 of 6 January 1978 modified, registered with the European Society of Cardiology (ESC) and, where the congress is organised jointly with other organisations, may also be transferred to the congress co-organisers. The information you supply on this form is required to process it and it will be held temporarily in the customer data files of the organiser(s). It may be used for marketing and communication purposes by the organisers and their contractors only. Your participants have the absolute right to access, amend and oppose any use of this personal data by writing to the ESC at the address mentioned below or by using the 'Contact Us' form at the bottom of the page,

European Society of Cardiology - Data Privacy
2035 Route des Colles - Les Templiers – CS 80179 Biot - 06903 Sophia Antipolis Cedex – France

Please be aware that when presenting their badge for scanning on an exhibition stand or during industry supported sessions during the event the following personal data can be retrieved: first name(s), last name(s), address, telephone, fax, email, and profile information.

During the congress, attendees, exhibitors, guests and others may be photographed and videotaped by ESC or its partners in capturing the event.  Some of these photographs or videos may be displayed by the ESC or its partners in future publications or materials connected with the event. If you do not wish for your image to be displayed by the ESC, please contact the ESC in writing no later than two weeks after the congress. Without contradictory instructions from your side, you hereby grant the European Society of Cardiology (ESC), the irrevocable right to use your image, voice, name, photographs, and video for purposes related to Scientific and Educational Purposes. You hereby release, waive and discharge the European Society of Cardiology (ESC), its employees and independent contractors from any and all demands, claims, causes of action, damages and liabilities directly or indirectly arising out of any use of your image, voice or name pursuant to the foregoing rights grant.

MISCELLANEOUS

By registering, you accept as well to respect on site the following instructions:

- Smoking will not be permitted in the Congress Centre. Any fines for infringements of this ban shall be borne by you.

- You will not bring inside the Congress Centre or its surroundings any easily flammable or explosive substances, gases or hazardous substances (including chemical pesticides and insecticides) or foul-smelling substances or radioactive sources.

- You will comply with the safety and security measures put in place within the Congress Centre and surroundings.

- You commit to not causing any nuisance or inconvenience during the Event.

CONTACT DETAILS

For further information,
please contact the ESC Registration Department
Tel. +33 (0)4 92 94 76 12 - Fax. +33 (0) 4 92 94 76 10