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Group Registration Conditions

ESC Asia with APSC & AFC



Group general 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 Event:


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


Addresses

A personal postal address (home or business) and email address for each delegate must be provided.

Registrations made with an invalid postal 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 (personal postal and email addresses) 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 Event.


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:
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 - 30% administrative fee charge.
  • Name changes to incur a eve specific fee (details are available in the Individual Registration Conditions on the web pages of the relevant event). 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 event.

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 event starting date. Any duplicate badges given before or during the event 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.


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.


Credit card payments above 5 000 € will incur the following surcharge:

  • American Express: 2,65 %
  • Visa or Mastercard: 0,80 %


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


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 Event.


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


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


Personal Data Privacy
It is important that the persons you register for the Event 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 event and related social events as well as ensure you get an invoice, 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.


Personal data of delegates from Asia will be shared with Asian Pacific Society of Cardiology and Asean Federation of Cardiology, as co-organisers of the event.


Please be aware that during the event you will be scanned daily at the entrance of the event 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 Events 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 Event, 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 event 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 section 2 of 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 dataprivacy@escardio.org (be aware that a proof of identity will be requested during the process via a secure web link).


Contact Details

For further information, please contact the ESC Registration Department at groups@escardio.org or Tel: +33 (0) 4 92 94 76 12 - Fax: +33 (0) 4 92 94 76 10