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Group registration conditions

ESC Congress

Group Registration Conditions

The Group Registration service enables you to register your delegates as a Group.

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

It is reminded that article L. 313-6-2 of the French Penal Code states that: “The act of selling, offering to sell (…) or providing the means for sale or assignment of access cards to a sporting, cultural or commercial event (…), in a usual way without the authorization of the organizer (…) of this event (…), is punishable by a fine of €15,000. The penalty is a fine of €30,000 for repeat offenses.

For the purposes of the first paragraph, access cards are considered as all access tickets, documents, messages or codes, whatever the form or medium, giving evidence that the right to attend the event has been granted by the organizer (…).”

In such an event, the ESC reserves the right to cancel the corresponding registration(s) and to take legal action, without prejudice to any other civil or criminal action that may be brought.

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

In addition to the General Registration Conditions, which can be found on the registration webpage of the ESC Congress:

Registrations should be made through one contact person responsible for managing the group.

  • To register as a group a minimum of 10 delegates is required
  • New Registrations, name changes and cancellations can only be submitted by the     group contact through "My ESC" group account.
  • Group registrations sent by post, fax or E-mail will not be accepted
  • All groups from an EU country should provide a VAT number

Email Addresses of your attendees

A personal email address for each delegate must be provided. Registrations made without a valid personal email address cannot be accepted.

A valid email address is not only important for the ESC but also for:

  • Your attendees, so they receive ESC related important information and updates
  • 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; and does not bind the ESC to provide financial support.

Registration Submission

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

The Early Fee Period (ending on 30 June 2020)

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

The Late Fee Period (starting on 1 July 2020)

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 - 40% administrative fee charge for ESC Congress
  • Name changes incur a fee of 135 Euros and is only possible for Standard Fee registrations. Please note each registration can only have a 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.

According to the size of the group a limited number of name changes will be accepted on-site and invoiced at the name change rate of 135 Euros:

  • 700 registrations or more: 20 name changes
  • Between 500 and 699 registrations: 15 name changes
  • Between 100 and 499 registration: 10 name changes
  • Between 50 and 99 registrations: 5 name changes
  • Between 0 and 49 registrations: 2 name changes

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 the Congress starting date. Any duplicate badges given before or during the Congress will not be refunded.


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

Payment by Credit card (Visa, Mastercard or American Express) can be made through the online services on our secured server.

For security reasons, under no circumstances should credit card details be sent by email or fax.

In case of additional payments for extra orders or adjustments, a secured payment link will be sent by email.

Payment by bank transfer or cheque are accepted until the late fee deadline of 31 July.

The Group Registration Number should be used as the reference for any bank transfer and correspondence.

Requests for reimbursements should be sent in writing. Please note that any refund will be processed after the Congress.

Certificate of Attendance

All delegates attending the Congress are entitled to a Certificate of Attendance (including CME credits). This can be printed onsite during the last days of the Congress upon presentation of the Congress badge in the Registration hall.

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

Accrued Points

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 page 29 of the Industry Prospectus on

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 ensure that each delegate is made aware that of the Data Privacy Statement below.

Data Privacy Statement

The information collected during registration is subject to data processing to process your purchase and manage the congress and related social event as well as ensure you get an invoice, congress badge, invitation letter, CME points and certificate of attendance.

Without this information, we will be unable to properly process your registration.

The recipients of the data are ESC Staff managing the registration process. The data collected will be kept for a maximum of 5 years after your last transaction or activity with us after which time your My ESC account will be closed and financial transactions will be kept for a maximum of 10 years for legal accounting purposes.

Please be aware that during the congress you will be scanned daily at the entrance of the congress for security reasons.  Furthermore when presenting your badge for scanning on an exhibition stand or during industry supported sessions during the event the following personal data can be retrieved by the corresponding exhibitor or industry: first name(s), last name(s), address, telephone, fax, email, and profile information.

In addition, please note that if you login to the ESC Congresses app to manage your programme, the following data will be transferred to the app supplier: first name(s), last name(s), ESC ID, and membership status.

During the Congress, attendees may be photographed and videotaped by ESC or its partners 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 as well as social media. If you do not wish for your image to be displayed by the ESC, please go to the information desk or one of the registration desks onsite during the congress to have a specific sticker added to your badge. Without contradictory instructions from your side, you hereby grant the European Society of Cardiology (ESC), the irrevocable rights to record and use free of charge, on a worldwide basis and for the entire duration of protection of the rights thereto, on any and all supports or forms of media, your image, voice, name, photographs, and video on which you appear for purposes related to Scientific, Educational or Promotional 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.

In accordance with the chapter 3 of the European Regulation 2016/679 with regards to data protection, you have the right to request from ESC, access to and rectification or erasure of your personal data or restriction of processing concerning your data or to object to processing as well as the right to data portability.

For such, please contact us (be aware that a proof of identity will be requested during the process via a secure web link).

You have the right to lodge a complaint with a supervisory authority, and for information, ESC has appointed a Data Protection Officer that you can reach by email.

Contact Details

For further information, please contact the ESC Registration Department or Tel: +33 (0) 4 92 94 76 12