Group registration conditions

Group Registration Conditions

The group registration service enables you to register your delegates as a group by purchasing access codes. This service 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 credentials to a sporting, cultural or commercial congress…in a usual way without the authorization of the organiser…of this congress… 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 credentials are considered as all Access tickets, documents, messages or codes, whatever the form or medium, giving evidence that the right to attend the congress has been granted by the organiser...'

In such a case, 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, by registering, you fully accept all conditions as further detailed:

•  Registration access codes can be ordered through the Group Registration order form available by clicking on the “Group Registration Box.”
• All groups from an EU country must provide a VAT number.

Compliance obligation

On October 1, 2020, new applications of French Anti-Gift regime entered into effect.
The new framework governs transfers of value, including registration fees, to healthcare professional organisations by pharmaceutical, medical device, diagnostic and other healthcare companies and providers.
As a healthcare organization based in France, this regime applies to the interaction between the ESC and our healthcare industry partners and French medical institutions. The ESC is working in full respect of this regime and provides you with the following information to facilitate your procedures with the French authorities: Compliance & regulations

If the value provided to the ESC is above the thresholds referred to in article L. 1453-11 of the French Public Health Code, healthcare industry partner and French medical institutions undertake to apply for authorisation from the French Regional Health Agency ("the Competent Authority"). The applicant undertakes to file this application within fifteen (15) days after the signature of corresponding order form. This order form shall enter into force as soon as the authorization has been granted by the Competent Authority.

Healthcare industry partner commits to provide ESC with (i) a copy of the application document submitted to the Competent Authority and with (ii) either a copy of the authorization or refusal (as the case may be) issued by the Competent Authority upon receipt by the healthcare industry partner or written confirmation by healthcare industry partner of the absence of an express response from the Competent Authority as soon as the 2-month period for the Competent Authority to review the application is over.

If the value provided to the ESC is below the thresholds referred to in article L. 1453-11 of the French Public Health Code, a prior notification is required to the Competent authority.

GENERAL PROVISION

Order Forms need to be signed by an authorised company representative, only signed order forms will be taken into consideration.

Transfer - even in part - of the rights and obligations arising from the Order Form to third parties is not permitted.

Group Registration Fees

Fees include 20% VAT

Orders with combined value of over €2,000* must be declared and approved by the French Regional Health Agency. This process can take up to 2 months. To ensure you have time to complete this process, aim to complete your final order for access codes before 12 June.

Orders with a combined value of less than €2,000* must be declared to the French Regional Health Agency. It is the responsibility of the booker to process a declaration to the French Regional Health Agency at least 8 days before the congress starting date. To ensure you have time to complete this process, aim to complete your final order for access codes before 14 August.

*Based on the current thresholds referred to in article L. 1453-11 of the French Public Health Code as at 13 December 2021

Payment and cancellation term

• Payment by credit card (VISA, Mastercard or American Express): can be made through a secured payment link that will be sent to the group contact.

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

• By bank transfer: the bank account details, and your sales order number will be provided on the proforma invoice. The Sales order number must always be used as reference on bank transfer payments.

In case of additional payments for extra orders or adjustments, a secure payment link will be sent by email (for credit card payments only).

An invoice will be sent by email to the company referenced in the Order form. It is the ESC’s policy that all invoices must be paid 30 days from date of invoice. Any late payment shall result in the application of an interest for late payment no lower than 3 times the legal interest rate, in addition to a fixed compensation for recovery costs of forty (40) euros.

Failure to respect the Payment Terms may result in the group registration being refused without refund.

Cancellation Conditions

At booker’s initiative:

Full Cancellation
Cancellation of a registration will be subject to the following conditions:
Until 31 July: refund of fee less an administrative charge of 30% of the original fee paid.
From 1 August: no refund.

Modification from onsite to online

The booker may change their registration from the onsite event to the online event until 8 August and will be refunded the difference of the original fee paid and online fee at time of change.

Should delegates be unable to attend the onsite congress and to allow them to continue their experience beyond the congress dates, we are pleased to inform you that all scientific content will continue to be available for two weeks after the congress, to be viewed at their leisure.

Miscellaneous

Should a delegate not attend the congress, for whatever reason, no claims for reimbursement or waiving of fees can be made.

At ESC’s initiative:

Modification of the programme

The ESC reserves the right to modify the congress programme at any time, which is published as an indication only and subject to change.

No waiving of fees nor right to further claims will be possible should the ESC be obliged to alter the programme of ESC Congress 2024.

Changes, postponement and cancellation

Given serious cause the ESC is entitled to postpone, to curtail the duration, to close the industry activities completely or in part for any period, or to cancel the Event. In the event of complete or part postponement or curtailment, the order form is regarded as valid for a possible new date and new duration for the said event. If, due to any contingency that the ESC cannot overcome (in particular force majeure), and the event has to be cancelled, the ESC reserves the right to retain a 15% administrative fee payable by the Booker.

Registrations for the Onsite event:

If, due to any contingency that the ESC cannot overcome (in particular force majeure), the onsite event has to be cancelled, the ESC will strive to maintain the online event and any onsite registration will be automatically transferred to an online registration.

The ESC will not offer compensation for any costs or damages incurred as a consequence of event cancellation, change or postponement. For example, no compensation will be due for costs related to housing and travel arrangements. All delegates are urged to take personal travel insurance.

Certificate of Attendance

All delegates attending the congress are entitled to a certificate of attendance (including CME Credits when applicable). The delegate downloads their own Certificate of attendance from their My ESC Account”
The certificates will only be provided to each individual delegate. Sending a delegate certificate to the group contact is not possible.

Social Media

We invite your delegates to share the new science on their social media channels. Screenshots of the presentation are allowed in your posts, but please refrain from recording and posting any videos on your social media. This activity is not permitted.

Personal Data Privacy

PERSONAL DATA PROTECTION

In accordance with the chapter 3 of the European Regulation 2016/679 with regards to data protection, registered delegates who accept to share their personal data with ESC Healthcare industry partners, have the right to request from Healthcare Industry partners access to and rectification or erasure of their personal data. Personal data of delegates obtained by ESC Healthcare industry partners through participation to ESC digital events shall not be shared with third parties or transferred outside the European Economic Area without setting adequate legal safeguards for the safety and security of these personal data.

The group delegates receiving the access codes from the group contact person will be advised of their rights in connection with the personal data privacy when they register to the congress using their access code.

Data Privacy Statement

The information collected during registration process is necessary to provide your delegates with an optimal user experience and networking opportunities during the congress.

During the congress delegates online activity will be tracked and collected by the ESC. This will be used for reporting and statistical purposes; to assist in enhancing your experience; to inform delegates about ESC activities in a coherent and adequate manner and provide them with personalised suggestions and recommendations of pertinent content to visit.

The recipients of the data are ESC Staff and management. 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.

Additionally, please be aware that profile information and details of delegates will be shared with the sponsor of the Industry Session, Tutorial or Exhibition they choose to view. When accessing an Industry Session, Tutorial or Exhibition, the following data will be shared with the corresponding industry: title, first name, last name, email address, city, country, age scale, gender, profession, stage in career, primary specialty, place of work and main institution information - such as entered in your My ESC account. The respective company may contact you directly for its own purposes (e.g. by email concerning products, services and events that may be of interest to you) More information is available in ESC Privacy and Data Security Policy.

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

For such, delegates should contact dataprivacy@escardio.org (a proof of identity will be requested during the process via a secure web link).

Delegates have the right to lodge a complaint with a supervisory authority, and for information, ESC has appointed a Data Protection Officer that they can reach at dpo@escardio.org.

Applicable Law and Litigation

These Terms and Conditions shall be governed and interpreted in accordance with French law without regard to any conflicts of laws principles thereof that would require the application of the law of any other jurisdiction.

Any disputes arising in relation hereto shall be submitted to the exclusive jurisdiction of the French Tribunal Judiciaire located in Grasse, France.

Contact Details

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