Registration Guidelines

All participants must Create an Account and register via the Online Registration Form. Please read the instructions below carefully. Please also consider using a personal email account if your work email is connected to a medical institute with high security and privacy settings as email may be transferred to junk folders.

Each participant will receive a Registration number by email after submitting the Online Registration Form. The preferred method of payment is by online card payment. As for payments completed by bank transfer, please proceed with the payment transfer only after receiving your registration number. Payment by bank transfer must include the registration number and participant’s name in the payment details.

Contact Information

For any questions you may have in relating to registration please don’t hesitate to contact the ESSO41 Secretariat on registration@esso41.org

Registration fees

All above fees include local VAT 20%.

*Become ESSO member

** Student fee is only available upon providing a letter from the Head of the Department, written on the letterhead paper of the institute of higher education or university. The participants must be a student for the duration of the congress or must be under 28 years of age.

*** To check under which category your country belongs to, please see the list as per World Bank Country Classification by Income.

All registration deadlines are based on the end of the global day for the date noted. Please make sure to pay your registration fee before the deadline applicable for the selected registration type. If your payment is not received in due time, the latter fee will be automatically applied.

Deadlines refers to both receipt of registration and payment.

Unpaid or partially paid registrations will not be considered as valid until paid in full.

Registration Fees Include:

• Access to all scientific sessions, the posters area and the Exhibition
• Catering during congress days
• Industry sponsored sessions
• Attendance to the Welcome Reception

Socials

Welcome Reception
• Wednesday, 19 October 2022
• Time: 18:00
• Venue: Bordeaux Pallais de Congress
• Tickets: Included in the registration fee

Networking dinner
• Thursday, 20 October 2022
• Time: Bus Pick up at 19:30 at the Congress Venue
• Venue: Château LAFITTE
• Price: 100 Euro (including a bus transfer from/to the Venue) – Capacity is full

Group Registrations

Group registrations cannot be processed online under one email address identification; each participant needs to have his/her own profile set up with a unique email address. When registering more than ten participants under one company identity/invoice, please Contact the Secretariat to determine the preferred invoicing setting.

Confirmation

Each participant will receive a registration overview and email notification confirming receipt of payment. To view the status of your payment, click here Online Registration Form.

Registration for Sponsors and Exhibitors

Please contact the ESSO41 Sponsorship and Exhibition Manager directly:

Mr. Ashley McGlynn
E-mail:  ashley.mcglynn@c-in.eu

Payment Details

All fees are to be paid in EUR (€), free of all bank charges. However, please confirm with your bank as to any possible charges from their side.

Registration fees are collected on behalf of ESSO41 by the Secretariat, CZECH-IN s.r.o., 5. května 65, CZ-14021 Prague 4, Czech Republic.

Online Payment by Credit/Debit Card

The preferred method of payment is payment by card online via our secure payment gateway:
WORDLINE – Payment Solution by WORDLINE Services.

Online payments service provider – WORDLINE.

Accepted Credit / Debit Cards

In the unlikely event of a rejected on-line credit/debit card payment, the delegate is recommended to return to his/her registration online and try to process the payment again. Should the payment issue persist, the participant is advised to contact the card issuer/bank first to check for any potential block on the online transaction. If so, once this is removed it will be possible to pay via the online payment gateway.

By Bank Transfer

To ensure your registration is valid, please make sure that any payment made by transfer is free of all bank fees and transfer charges. Please also ensure that the registered participant’s name and Registration Number are clearly stated in the bank transfer. Payments received without such details (Name, Registration Number) cannot be easily identified and may not be valid.

Payment by bank transfer is available until 11 September 2022. After this date, all payments can only be done by credit/debit card.

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Final Invoice

• The final invoice will be provided to the participants only upon request, the Secretariat will not send this document automatically. Please contact us to ask for your receipt.
• The final invoice will be issued based on the details provided during the registration process (step Contact/Invoice details).
• Any change of such details (name, address, VAT number etc.) is possible only within 3 days from the date of registering and is subject to a 20 EUR fee.

Visa Letter

Visa invitation letter can be downloaded from the Online Registration Portal – after the registration is confirmed and paid in full. If you need assistance with the Visa invitation letter, please contact the Congress Secretariat.

Cancellation of Registration

• Until 17 August 2022 – 20 EUR administrative fee will be deducted from all refunds
• From 20 August 2022 until 18 September 2022 – 50 % of the fee will be refunded
• From 19 September 2022 no refund can be processed

Cancellation of Other Bookable Items (Payable Social Events)                             

• Up to and including 20 September 2022 – a 20 EUR administrative fee will be deducted from all refunds
• From 21 September 2022 – no refund can be processed

General Cancellation Conditions

• All cancellations must be notified in writing (by email) to the ESSO41 Secretariat
• Requests for refunds made after 21 October 2022 will not be considered
• For any change of name, a fee of 20 EUR will be charged

Insurance

The registration fee does not include participant’s insurance against accidents, sickness, cancellation, theft, property damage or loss. Participants are advised to take out adequate personal insurance.

Cancellation or Modification of the Meeting Due to Force Majeure

In the event of a force majeure situation, CZECH-IN s.r.o. reserves the right to alter or cancel the Meeting without prior notice, including any change of the time and/or venue of the meeting. Any occurrence of force majeure event shall be communicated as soon as reasonably possible from the decision time. Force majeure includes any circumstance beyond the reasonable control of CZECH-IN s.r.o. which prevents or impedes the realization of the meeting. This includes but is not limited to, government action, war or hostilities, riot or civil commotion, plague or other epidemic such as SARS, COVID-19, bird flu, earthquake, flood, hurricane, cyclone, fire or other natural physical disaster, explosion, accident or breakdown, strike, lack of the usual means of transportation or terrorism.

Data Privacy and Security

The European General Data Protection Regulation (EU GDPR) entered into force as of 25 May 2018 and it involves some additions to data protection.
We take your privacy very seriously and in order to comply with GDPR consent requirements, we need you to confirm that you agree with our new Privacy Policy during the process of creating the account in our system. You can view it here.
After creating your user account in our system, you can manage your information, protect your privacy and security via our Online Portal that is fully GDPR compliant.
Feel free to contact us with any questions in regarding to the Privacy Policy, Data Protection and GDPR in general by email or phone +420261174301