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Registration FAQs



Individuals

How can I register for a congress?

Registration for all our congresses is now processed entirely online through our website, with a personal My ESC account. Please follow the link on the registration page of the relevant congress to start the registration process.

I am an agent/booking coordinator. How can I register delegates for a congress?

We have set up a specific “Third Party” registration service for you that will allow you use your own My ESC account to submit, refer to and manage your delegate’s registration. The document below will get you started.

How to register participants as a Third Party

What is included in my registration fee?

Not all registration fees include the same items. Please visit the registration page of the congress you wish to attend for more information; all included items are always listed with the table of Registration fees.

How can I get an Invitation Letter for a Visa application?

You may download a customised invitation letter from your My ESC account. Such an invitation is intended to help potential delegates raise travel funds or obtain a visa. Please note, however, this does not bind the ESC to provide financial support.

Who is the Official Agency for AIFA submissions (Prerichiesta AIFA)?

According to Italian legislation, any Marketing Authorisation Holder or pharmaceutical company responsible for the commercialisation of a drug, which organises or helps to organise, whether by direct or indirect funding in Italy or abroad, a congress, or a meeting on topics in any way related to the use of medicines, shall notify the competent Unit of the Italian Medicines Agency (AIFA) at least 60 days before the date of the event to ensure that these adhere to strict technical criteria and aim to provide further knowledge in the fields of chemistry, pharmaceutical technology, biochemistry, physiology, pathology and clinical medicine.


Please refer to the congress you are interested in to find out which is the Official Agency for AIFA submissions (Prerichiesta AIFA).

Which payment methods are accepted? Can I pay by bank transfer?

For online registration we accept payment by credit card (Visa, MasterCard & American Express) and bank transfer. For onsite registration, payment can be made by credit card (Visa, MasterCard & American Express) and cash. The payment method by default is credit card, however provided you register before the Late Fee deadline you will also be given the choice to select “Payment by bank transfer”. By submitting your registration in this way we will be able to provide you with a correctly addressed invoice (with full bank details) for payment after about three working days.

Which currencies are accepted?

All credit card transactions are processed in Euros. When a congress is taking place in a country that does not use Euros we will accept cash payments onsite in the local currency as well as Euros.

What is the Fellow fee?

The designation of the FESC (Fellow of the ESC) title honours ESC members who have made outstanding contributions in the field of Cardiology. A Fellow is a cardiologist considered to be a person who has had a number of years of experience in the field and who has distinguished himself or herself individually in clinical, educational, investigational, organisational or professional aspects of Cardiology. For more detailed information please visit our ESC Fellowship webpage.

Is there special fee for ESC members? Is there a special fee for Association members?

There is no special fee for basic ESC members, however there are special discounts for ESC Professional and ESC Professional Plus Members - information on the full benefits of ESC memberships is listed on ourwebsite. Each congress has slightly different fee categories for the relevant Association members. Please visit our website and select the registration page of the congress you wish to attend for more information.

How can I get my congress badge?

For the ESC Congress, all badges are collected at the Congress Centre with an electronic voucher sent to you by email once the registration is confirmed. In the case of subspeciality congresses, if your personal address is within the borders of Europe (or in some circumstances, in the neighbouring regions) you will be given the choice between receiving your badge by post or collecting it onsite. If your address is outside Europe you will be able to collect your badge onsite at the congress centre. In order to provide you with an efficient and organised onsite badge collection service the electronic voucher must be printed and brought with you.

When and to whom will the vouchers for onsite badge collection be sent?

The vouchers are sent to both the participants and the company/agency which made the registration right after it has been confirmed, which can take approximately three workings days, depending on how busy the period is.

How can I register an accompanying person?

Due to changes in the pharmaceutical industry code of conduct, we are no longer able to propose access to our congresses for accompanying persons. The Congresses are only accessible to certified healthcare professionals, associated press, industry representatives and other stakeholders in the science, management and prevention of cardiovascular disease.

When will I get my registration confirmation/invoice?

Once you have submitted your online registration you will immediately receive a registration number by automatic email. You should then receive the full confirmation/invoice after about three working days, depending on how busy the period is.

Can I replace one delegate with another?

A name change is accepted under specific conditions. Please refer to the Registration General conditions of the congress you are registered for and contact the Registration department.

Can I cancel a registration?

Cancellation of a registration is accepted under certain conditions. Please refer to the Registration General conditions of the congress you are registered for and contact the Registration department.

Are children allowed to attend? Is there a minimum age?

The minimum age for a participant is 16 years old. Children under the age of 16 are not allowed access to any part of the congress.

Can I register onsite?

Absolutely, you may register onsite every day of the congress. However you should be aware that the onsite registration area can be very busy (especially on the first day of a congress), so please ensure you allow plenty of time to register before attending any sessions. For this reason we have extended the online registration services for all congresses until approximately one week before each congress to allow you the maximum amount of time to pre-register and be able to simply turn up and collect your badge.

Groups

How can I register a group?

Registration for all our congresses is now processed entirely online through our website. Please follow the instructions in the document below to submit your group registration.

How to make registrations as a Group

What information do I need to provide to register a delegate?

We require the following details for each participant you wish to register:

First name and Family name, a personal home or business address, a personal email address. Please note that the address details cannot be the same for all delegates, and if the information is not properly provided the registration will be rejected.

Can I send you a list of delegates to register?

No. The registrations can only be processed on line. You may upload the delegates information from an Excel sheet by using the template sheet provided on your online group page. You are also able to transfer delegate information from previous groups you have registered to your new group.

Can I pay for the group now and give the names later?

Registration fees are based on the date of receipt and are only applicable if BOTH the delegate information AND the payment are received before the relevant deadline, otherwise the higher registration fee will be applied. For instance, it is not possible to pay for Early Fee registrations during that period and provide the delegates names during the Late Fee period.

How can I get an Invitation Letter for a delegate’s Visa application?

An invitation letter for each delegate you register is already prepared for you. Simply click on the envelope icon beside the title of the delegate you have registered when you are on the "participants list" of your group.

Can I pay by bank transfer/credit card?

Amounts exceeding €5 000 must be paid by bank transfer while smaller amounts can be settled by credit card.

I have made a group registration and wish to make a payment by bank transfer; where can I find your bank details?

You must go to your online group page and click on the “Request for funds” button.

Where can I get an invoice from?

An invoice will be issued upon receipt of payment on our account. We invite you to request it by email to receive it.

Are your bank account details the same for each congress/department?

No, they are different for each congress. Our bank account details are available on the invoice and the request for funds. Note that you should use your group number as reference for any payment you make.

I have made a group registration but am not able to access the participant list.

Once you have created a group online, its status will be "Submitted" until the Registration team has processed your request, after which it will become "Accepted". In the days immediately following each deadline access to your online group is restricted in order for the information to be processed by our system. Your group will be re-opened (status "Validated") once all the details and payments have been validated by our registration department. It will be definitely closed at the Late fee deadline.

May I collect the certificates of attendance for the whole of my group/a few colleagues without them being present?

No. Certificates of attendance have to be collected individually.

Your question wasn't in the list? Contact us using the form at the bottom of this page.