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Subspecialty Congress Group Registration Conditions

ESC Congresses



The group registration service enables you to register your delegates as a group and is available through the ESC website for companies and agencies to manage group registrations. 

We remind you that Article L. 313-6-2 of the French Penal Code states: '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 offences.
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.

Registrations should be made through one contact person responsible for managing the group. In addition to the general registration conditions, which can be found on the registration web page of the ESC Congress, by registering, you fully accept all conditions as further detailed:

 

  • 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 the My ESC group account.
  • Group registrations sent by post, fax or email 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 must be provided for each delegate. 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 important, ESC-related 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

Preregistration 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, but they incur the following charges:

  • Cancellations - 30% administrative fee.
  • Name changes also incur a  specific fee (details are available under the individual registration conditions on the web pages of the relevant congresses). Please note that the name for each registration can only be changed once.

After the Late Fee Deadline:

Registrations made during the early- and late-fee periods can no longer be cancelled or have their 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 registered only once. Where any duplicate is identified, it can be cancelled without charge, but it cannot have its 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.

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 online services through our secure 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 secure 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 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 on site 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.

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 for your purchase and to manage the congress, as well as related social events to ensure you receive an invoice, congress badge, invitation letter, CME points and certificate of attendance.

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

The recipients of the data are ESC Staff managing the registration process. The data collected will be kept for a maximum of five years after your last transaction or activity with us, after which your My ESC account will be closed. 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 for security reasons.  Furthermore, when presenting your badge for scanning at an exhibition stand or during industry-sponsored sessions 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 log in to the ESC Mobile 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 on 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 on site 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 the irrevocable rights to record and use free of charge your image, voice, and name in photographs and videos in which you appear – on a worldwide basis and for the entire duration of protection of the rights thereto – on any and all supports or forms of media for purposes related to scientific, educational or promotional purposes. You hereby release, waive and discharge the European Society of Cardiology, 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 Chapter 3 of the European Regulation 2016/679 regarding data protection, you have the right to request from the ESC access to – and rectification or erasure of – your personal data or restriction of processing of your data. You may also object to the right to data portability.

For such, please contact dataprivacy@escardio.org (be aware that 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. For information, the ESC has appointed a Data Protection Officer whom you can reach at dpo@escardio.org.

Contact Details

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