EANO Meeting 2018



These terms & conditions for delegates apply to every person registering for the 13th Meeting of the European Association of Neuro-Oncology (EANO 2018), to be held in Stockholm, Sweden from October 10 – 14, 2018 (hereafter referred to as "the congress"), organised by the Wiener Medizinische Akademie Kongress GmbH (hereafter referred to as "the congress organisers").

All references to a date or a deadline, mentioned in these terms and on other congress documents, refer to the Central European Time Zone (CET).

Congress Registration

Only fully completed registration forms will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/regular and on-site).

To register as a student individuals must present proof of fulltime enrolment at a recognized university or college or an according programme (i.e. student ID, confirmation from the head of department, etc.) either by fax or email at the time of pre-registration or during the onsite registration process.

The registration fee for delegates and students includes entry to all congress sessions, the industry exhibition and poster area, the networking event. Please note that the security personnel of the congress centre are responsible for granting or denying access to congress halls in case of overfilling, according to room capacities and national legislation. The congress organiser cannot guarantee available space in every session.

Parents/guardians of children agree to take full responsibility for them while at the congress site or a networking event.

The congress organisers cannot guarantee that a congress bag and other congress materials will be available for late registrations. All congress materials will be distributed on-site.

If the maximum delegate capacity is reached, the congress organisers reserve the right to refuse additional registrations.

A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.

Methods of Payment

All fees include 25% VAT according to Swedish tax law. Payments should be made in advance and in EURO only, using a credit card or by bank transfer. All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on-site. Indicate the registration number and / or invoice number and the delegate’s full name as a reference on all bank transfers.

Registration Name Change

A handling fee of EUR 50.- will be charged for every name change to an existing congress registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email or fax indicating the old and new names including the required contact details until September 30, 2018. After this date, all name changes must be carried out on-site.

Cancellation Policy

Notice of cancellation must be made in writing by email or fax to the EANO 2018 congress office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted (incl. IBAN and BIC). The cancellation will not be effective until a written acknowledgement from the EANO 2018 registration department is received. Registration fees may be refunded as follows:

Written cancellation received:

- within 48 hours of credit card payment (until January 1, 2018):

Full Refund

- before July 22, 2018:

75% Refund

- July 23 - August 31, 2018:

25% Refund

- after August 31, 2018 onward:

No Refund

The date of the email receipt date or fax ID will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the conference.

In the case of over-payment or double payment, refund requests must be made in writing and sent to the EANO 2018 Registration Department by email.

No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the symposium room or any other incidents during the symposium, which are beyond the control of the symposium organisers.

No exceptions to the refund policy can be made, including health or family issues, however, we welcome substitute delegates at any time. By registering to the EANO 2018 participants agree that neither the organising committee nor the symposium office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance.

Cancellation of the Congress

In the event that the congress cannot be held or is postponed due to events beyond the control of the congress organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the congress organisers, the congress organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under these circumstances, the congress organisers reserve the right to either retain the entire registration fee and to credit it for a future congress, or to reimburse the delegate after deducting costs already incurred for the organisation of the congress and which could not be recovered from third parties.

Modification of the Programme

The congress organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the congress room or any other incidents during the congress which are beyond the control of the congress organisers.

Lost Name Badge

The congress name badge must be worn at all times during the congress. Access to the congress venue will not be granted without the name badge issued by the congress organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50.- will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.

Letter of Invitation

Individuals requiring an official letter of invitation from the congress organisers can request one by contacting the EANO 2018 registration department. To receive a letter of invitation, delegates must first register to the congress and then write an email to the registration department.
The letter of invitation does not financially obligate the congress organisers in any way. All expenses incurred in relation to the congress, the registration and the attendance are the sole responsibility of the delegate.

Visa Requirements

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Swedish embassy or consulate to determine the appropriate timing of their visa applications.
Note: Swedish embassies and consulates-general are independent decision-making agencies for visas, sometimes after specific checks have been made with other E.U. countries. You cannot appeal against the rejection of a visa application; neither can the EANO 2018 organising office intervene on your behalf in case of a rejection or to speed up the procedure.

Delegate registration details will be shared with the Swedish immigration authorities on request to assist in the immigration process. However, the congress organisers and/or the EANO 2018 registration department will not directly contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of EUR 25.- will be refunded after the congress if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the EANO 2018 registration department, by email, no later than September 30, 2018, after which requests for such refunds cannot be taken into consideration.

Travel-Health Insurance

As part of a Schengen visa application, individuals must have travel-health insurance for the duration of their stay in the E.U.. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.

Individuals must have insurance for their entire stay in the E.U. zone and therefore are encouraged to ensure and pay for the correct number of days. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.

Data Protection and Sharing of Contact Details

The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us. The Wiener Medizinische Akademie Kongresss GmbH will collect and store all personal data for the preparation and execution of the 13th Meeting and Educational Day of the European Association of Neuro-Oncology (EANO 2018). In accordance with data protection and other applicable laws, sensitive data will be deleted after the conference, whereas personal data, payment history and correspondence will be stored for the period prescribed by law (currently 7 years).
As a rule the Wiener Medizinische Kongress GmbH will not store any credit card data.
In order to facilitate border entry and visa applications, the EANO 2018 organising office will share contact details of concerned delegates with Austrian immigration authorities on request.

Your consent provided, the organiser will contact you with regular newsletters ahead and during the meeting (e.g. information on the availability of the conference app, information on the abstract submission and registration), with an invitation to complete a post conference survey after the conference, as well as with annoucements of future EANO Meetings. You may unsubscribe of these mailings at any time, this will not affect official correspondence from the conference secretariat.


The congress organisers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the congress organisers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the congress at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the EANO 2018 organising office.

Abstract Regulations

With the submission of an abstract to EANO 2018, the presenting author confirms that all authors are aware of and agree to the content of the abstract and support the data presented; accepts to be the contact person for all correspondence about the abstract and inform co-authors about its status; warrants that the data and conclusions presented in the abstract have not been published prior to the date of the EANO 2018 conference. Abstracts containing previously published material will be rejected; states that for studies involving human or animal subjects, permission has been obtained from the relevant regulatory authority, and properly informed consent give where appropriate; accepts responsibility for the accuracy of the submitted abstract; accepts the publication of the abstract on the EANO 2018 website or a related website; careful typing and proof-reading are essential as the abstract will appear, if accepted, as submitted.

Photographs & Video Streaming

The organiser may without the further consent of the participants use and release pictures and videos taken during the congress for reports of the congress and/or in future marketing materials. By registering to this congress attendees agree that photographs or sound or video recordings taken during the congress that could include recognizable images or voices of those in attendance may be posted on the congress website. All recordings are treated sensitively and discreetly. Names will not be published. The congress is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some congress activities. The organiser reserves the right to use images taken at the congress with your photograph and/or likeness on social media and/or in future marketing materials. The organiser is NOT responsible for individual attendee’s use of your image or likeness.