ECCO’19 Copenhagen Congress – Terms & Conditions 

 1. Data Protection Clause

 The ECCO IT Hub (= ECCO Database) processes personal data in line with the principle of transparency and fairness. Please carefully review the ECCO Privacy Policy according to GDPR for further information.

 2. Congress Registration Fees

 The following fees apply for the ECCO’19 Copenhagen Congress, March 6-9, 2019:

FEE IN EURO  (INCLUDING 25% DANISH VAT)	EARLY REGISTRATION  UNTIL NOVEMBER 14, 2018	LATE REGISTRATION  UNTIL FEBRUARY 19, 2019	ONSITE  REGISTRATION  AFTER FEBRUARY 19, 2019
ECCO Member Congress registration fees:
Regular/Regular (Y-ECCO) Member Congress fee	250.-	320.-	400.-
Nurse Member Congress fee	55.-	95.-	145.-
Affiliate Member Congress fee1	55.-	95.-	145.-
Non-Member Congress registration fees:
Non-Member Congress fee	605.-	685.-	770.-
Nurse Non-Member Congress fee2	355.-	395.-	545.-
Affiliate Non-Member Congress fee3	355.-	395.-	545.-
Patient Advocate Congress fee4	55.-	55.-	55.-

¹ Students/PhD Students  registering at the Affiliate Member Congress fee must upload a certificate of their Student/PhD Student status during the registration process. If no certificate is being uploaded, the registration process cannot be completed.

² Nurses registering at the Nurse Non-Member Congress fee must upload a certificate of their current nurse status and registration number during the registration process. If no certificate is being uploaded, the registration process cannot be completed.

³ Students/PhD Students and delegates with the following professions may register for the Affiliate Non-Member Congress fee: Dietician, Pharmacist, Psychologist. All delegates registering at this fee must upload a certificate of their professional status/Student or PhD Student status during the registration process. If no certificate is being uploaded, the registration process cannot be completed.

⁴ Patient Advocates registering at this fee must upload a proof of their membership of a Patient Advocate Association during the registration process. If no certificate is being uploaded, the registration process cannot be completed. Please note that you might not have access to industry sponsored satellite symposia.

 The early/late registration fee only applies if the full amount is credited to the congress account before the respective payment deadline (see Point 4.2Payment Deadline / Late Payment). Registering before the respective deadlines without making an actual payment by the payment deadline is not sufficient for obtaining the respective fee. If the payment is not received by the payment deadline, the registration will be changed to the higher registration fee.

All references to a date or a deadline, mentioned in this document, refer to the Central European Time Zone (CET).

 3. ECCO Member Registration / Membership Payment

ECCO Members must pay their ECCO Membership fee 2019 before registering (no refunds). Please allow approximately 5 working days between the payment of the membership fee and the date of the congress registration.

We strongly advise to pay the membership fee well in advance to avoid troubles when registering close to the congress registration deadlines.

 No refunds will be processed, neither if delegates submitting and paying their registration fee as non-members become ECCO Members at a later stage, nor if ECCO Members incorrectly register at the non-member congress fees.

 It is the sole responsibility of the group leader to ensure that they have the correct account details for their delegate. No refunds are provided in case a current ECCO Member has been registered on a Non-Member account.

 4. Invoicing & Payments

All payments must be made in Euro. Down payments cannot be accepted. 

4.1 Invoices:

All invoices are issued electronically. The correct invoice address must be entered during the registration process online. 

For companies with a registered European VAT number, it is required to enter this number with the invoice address in the provided field. 

Invoices issued are final, and cannot be changed. In case of any modifications (e.g.: VAT number and/or invoicing address) after an invoice has been issued an administrative fee of 5% of the total invoice amount will apply.

4.1 Payment methods:

4.1.1 Payment by Credit card (Visa, MasterCard only)

You can pay the outstanding amount online by credit card (up to a maximum amount of EUR 5,000). Please use our Online Registration system and log ind inwith your username and password.

Please follow this link and log in: ECCO'19 Online Registration Portal 

Afterwards, please select  "Edit your registration" and "Pay Now", to follow the steps until you have reached the payment process.

4.1.2 Payment by bank transfer

Please transfer the outstanding amount to the following account:

Account Holder:	OCEAiN – Organisation, Congress, Emotion, Association, iNnovation GmbH
Account Name:	Congress registration
IBAN:	AT45 2011 1297 3243 4601
BIC / SWIFT Code:	GIBAATWWXXX
Bank Name:	Die ERSTE Bank
Bank Address:	Taborstraße 26, 1020 Vienna, Austria
Account Number:	297 324 34601
Bank Code:	20111

Please process the bank transfer free of charge for the beneficiary and indicate the name of the participant and the invoice number on the transfer form.

Payments by bank transfer are only possible until February 25, 2019 (Late registration payment deadline). After this date, all open payments must be paid by credit card (Visa, MasterCard only).

4.2 Payment Deadline / Late Payment

• In case the full amount of your early registration fee has not been received by November 21, 2018, the late registration fee will automatically become effective.
• In case the full amount of your late registration fee has not been received by February 25, 2019, the onsite registration fee will automatically become effective.

Registration payments that are sent too late may not be credited to the congress account by the time the congress starts. No badges can be provided to groups with any currently outstanding payments at the time of the Congress.

After March 2, 2019, all unpaid registrations are considered cancelled. Cancellation charges will apply as outlined in point 6.

All references to a date or a deadline, mentioned in this document, refer to the Central European Time Zone (CET).

4.3 Bank Transfer Charges

All bank charges for the transfer service must be paid by the participant.

4.4 Overpayment/Double Payment

In case of overpayment or double payment, refund requests must be accompanied by a valid proof of such circumstances.

Requests for refunds need to be sent to the ECCO Office up until 1 month after the ECCO’19 Copenhagen Congress. Requests submitted after this period will not be considered.

 5. Group Registration

Group registrations must be set-up and processed online through the ECCO'19 Online Registration Portal. The deadline for receiving group registrations is February 19, 2019 (Late Registration Deadline). All registrations should be made through one group contact person, responsible for managing the group's registration.

 5.1 Provision of delegate details

Please note that full names, institutions and individual delegate email addresses must be provided by January 24, 2019. In case individual contact data is not provided by that date, the registration becomes invalid and will not be refunded. Company address and company email address as registration data for the delegates cannot be accepted. Applicable CME credits and certificates are not guaranteed to delegates registered with incorrect information.

 As soon as a name has been submitted to the ECCO Office, this delegate’s registration is subject to the Cancellation policy as outlined in point 6.

 5.2 Duplicate registrations

It is the group leader’s sole responsibility to ensure that each delegate is only registered once. Double registrations can be cancelled, but are subject to ECCO’s Cancellation policy as outlined in point 6. 

 5.3 Group Collection of congress material

In order to schedule an appointment for collecting name badges and congress bags for an entire group registration, this online form must be completed, and an appointment must be scheduled with the ECCO Office accordingly. Please refer to point 10.2 for more information.

In case no appointment for a group pick-up is scheduled by February 19, 2019, name badges and congress bags will only be available for individual pick-up by each delegate. ECCO does not offer any logistical support for transporting large numbers of congress bags.

 6. Cancellation of Registration

The terms and conditions for cancellations of registrations apply both for unpaid and paid registrations. If a registration has been made, but has not yet been paid, the below cancellation terms apply as well.

 Any cancellation must be notified in writing to the ECCO Office (This email address is being protected from spambots. You need JavaScript enabled to view it.).

 In case of a cancellation the following fees apply:

•        Cancellation until November 21, 2018: a refund of 50% of the registration fee is granted.
•        Cancellation after November 21, 2018: no refund can be granted.

 A cancelled registration can be taken over by another participant (= name change), see below (point 7).

 If a cancellation is received and the registration has not yet or only partially been paid, an invoice with a cancellation fee for the full registration amount (50% of the registration amount for cancellations until November 15, 2017) will be issued.

 All refunds will be processed after the congress.

All references to a date or a deadline, mentioned in this document, refer to the Central European Time Zone (CET).

Should a delegate not attend the congress, for whatever reasons, no claims for refunds or waiving of registration fees can be made. It is recommended to buy personal travel insurance to cover any cancellation fees due to illness etc.

 7. Name changes

A cancelled registration can be taken over by another participant (= name change) free of charge until January 24, 2019. After that date the name change is treated like a new registration and must be fully paid. 

8. Visa requirement - Invitation letters

It is the sole responsibility of the delegate or of the group contact person to take care of any visa requirements. Applicants or group contact persons who require an entry visa must allow sufficient time for the visa application procedure. Applicants or group contact persons should contact the nearest local Embassy or Consulate of the country where the congress will be held to determine the appropriate timing and conditions of the visa application.

Applicants and group contact persons shall request an invitation letter online, or by contacting the ECCO Office at This email address is being protected from spambots. You need JavaScript enabled to view it.. The ECCO visa invitation letter will only be issued upon completion of registration and receipt of the full pre-payment of the registration fee.

ECCO visa invitation letters are issued exclusively for visa purposes and do not represent any financial commitment from ECCO. ECCO refuses to carry any costs connected with the visa application or participation in the congress.

ECCO will not contact embassies and consulates on behalf of visa applicants.

 If the visa invitation letter needs to be originally signed and stamped by ECCO, please let the ECCO Office know before January 2, 2019. The ECCO Office will then send the signed and stamped invitation letter to you via standard post. All original visa letter requests sent to the ECCO Office after January 2, 2018 will be signed and stamped, however returned ONLY by fax or email. If you do still need any original documents returned to you by post after this date, you will be asked to cover the costs of any courier post yourself.

 9. Insurance

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

 10. Badges

All persons attending the ECCO Congress must have a badge visible on their person at all times. Spouses, friends, peers, etc. are not granted access to any congress areas or events without a badge. If you wish for anyone to accompany you to any of the congress events including breaks, sessions or the networking event, you must register them and pay the appropriate fees.  

 10.1 Picture ID must be shown for badge pick-up onsite

Please note that in order to pick-up a pre-paid ticket, the passport/ID of the delegate must be shown.

 For group pick-ups, the person picking up the badges must show a passport/ID and provide a phone number, where they can be reached for any questions arising after the pick-up of the badges. It is the sole responsibility of the group leader to communicate with their delegates to distribute picked-up badges. Any badges picked up by a group leader but not given to the delegate will result in the issuance of a day ticket in accordance with point 10.2.

 10.2 Lost, misplaced, stolen or forgotten badges

Lost, misplaced, stolen, forgotten badges will incur a replacement fee equal to the current, onsite rate of your registration type. If your badge was complimentary, the fee will be the current, onsite rate.

If onsite at the congress centre both the original (forgotten) badge as well as the newly purchased replacement badge are returned at the registration desk, the costs for the replacement badge will be refunded to the delegate.

 Replacement of lost badges applies to registrations for the Scientific Programme only. No access to Educational Course can be granted without the delegate’s original badge.

 11. Photographs

Herewith I agree that ECCO may use any photos taken in conjunction with the ECCO Congress in an unlimited manner for promotional purposes of ECCO and its activities on the ECCO Website and in ECCO Publications without any compensation to my person. 

 12. Liability

Should technical reasons beyond the control of the organisers make any changes necessary, they cannot be held responsible. The organisers are acting as agents and cannot be held responsible for any loss, injury or damages to any person or property whatever the cause may be. The liability of persons and enterprises providing means of transportation or other services, however, remains unaffected. The participant(s) take(s) part in any tour and trip at his or her own risk.

 Only written arrangements are binding. With your registration you authorise the organiser to use all registration data given in the registration form for the computerised handling of the congress and further communication with all respective suppliers.

 Austrian law shall apply and place of jurisdiction is Vienna.

 13. Disclaimer

Please note that in the event of a cancellation of the congress by the organisers in case of force majeure, the registration fee, hotel deposit and any other service ordered through the registration will be partially refunded or forfeited, subject to the commitments of the congress organiser at that time. You may wish to insure yourself directly against such a risk.