Group Registration Conditions

GENERAL CONDITIONS

Companies or Travel agencies can make group registration through the ESC Web Site for 5 or more delegates. The following conditions apply:

• Registrations should be made through one contact person
• The group options selected will apply to all group registered delegates
• No paper forms for group registration will be accepted
• It is mandatory to mention the VAT number for all EU countries. VAT issues are different for each congress and information can be found on the Group Submission page next to the VAT number section.
• A virtual tour of the ESC Online Group Registration is available and will guide you through the different steps. We strongly advise you to consult this if it is the first time you use the service.

For any questions please contact the ESC Registration Department - Tel.: +33 4 92 94 76 12.

ADDRESSES

Important: please note that only groups providing valid addresses for each attendee will be processed. Without this information the registrations will not be accepted. If the valid address is submitted at a later stage, the fee corresponding to the period we receive this information in 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 if it is included in the registration fee
• The exhibiting companies so that the data that they retrieve from badge readers during the congresses is usable

OFFICIAL DOCUMENTS

Invitation letters for visa purposes can be printed directly from your online participant list.

SUBMISSION AND PAYMENT OF REGISTRATIONS

Please note that the deadlines refer to the date by which both the registration and full payment must be received.

For each payment you will make, you will receive an advance payment invoice. The Final invoice will be printed and sent within 3 weeks after the congress.

Early fee:
Registrations can be made, changed and cancelled without charge until the Early Fee deadline. After this date access to your registration account will be blocked allowing the ESC Registration department to download the information. The ESC must also receive the payment corresponding to all items ordered during this period before the deadline. A “Request for funds” can be printed from the website at any time during the valid registration periods.

After checking registrations and payment received, the Registration Department will validate the early fee registrations and inform you by email that you can again access your account for the late fee registration period. A summary of items ordered and a list of participants registered will be sent by surface mail.

Late fee:
As soon as the group account is again accessible, new registrations can be processed. New registrations made during the Late Fee period can be amended without charge until the Pre-Registration deadline only.

Name changes or cancellations made to validated "Early fee" registrations will be charged as follows:
25% administrative fee will be charged for cancellations until the pre-registration deadline, after the pre registration deadline there is no refund for cancellation including social events. Name changes can be made until the pre registration deadline and are charged with a fixed price according to the event you are making registrations for.

The ESC must receive the payment corresponding to all items ordered during this period before the deadline. “A request for funds” can be printed from the website at any time during the valid registration periods.

At the date of the pre-registration deadline, your account will be blocked allowing the ESC Registration Department to download the new information and check the payment. From this stage on, no new registrations or changes are possible and the ESC Online Group Registration will only be accessible as “Read only”. New registrations or amendments can only be made on-site at the congress.

Please note that the congress badges will only be available after receipt of the full payment for all submitted registrations. Requests for reimbursements must be sent in writing. Refunds will be processed after the congress.