These terms & conditions apply to every person registering for the 18th Annual Meeting of the European Association of Neuro-Oncology and Educational Day (EANO 2023 - hereafter referred to as "the congress"), to be held in Rotterdam, Netherlands from September 21-24, 2023, organised by the European Association of Neuro-Oncology (hereafter referred to as "the congress organiser").
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).
The reduced registration fees are only applicable if they have been paid to the congress account before the according deadlines are over. Registering without performing an actual payment will automatically set your balance to the higher fee applicable onsite.
The deadlines are as follows:
Early fee deadline
July 6, 2023
Regular fee deadline
August 10, 2023
Should the congress include a virtual component or take place entirely virtually, all participants will have to pay the fee mentioned in the registration to be granted access to the virtual platform. Participants paying through bank transfers will only be granted access to the platform once the payment has been received by the EANO 2023 Congress organisers.
To avoid the spread of Covid-19 and to guarantee a safe congress for participants and industry partners, the congress organisers will strictly follow the rules stated at the time as issued by the Netherlands authorities. In addition, the congress organiser has the right to implement even stricter regulations.
For the duration of the congress, any legal regulations in force at the time of the event shall apply. Prior to the congress, the relevant regulations will be published without delay on the congress website in accordance with the governmental decrees. With your registration and participation in the congress, you engage to comply with the applicable regulations.
Please note, that regulations can change at short notice so please be sure to visit the congress website frequently. Please be aware that travel regulations may differ from country to country. Please inform yourself about travel restrictions on the official websites of the embassy or consulate in your country.
Only fully completed online registrations 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/late).
To be able to register as a student or postgraduate trainee, individuals must present proof of fulltime enrolment at a recognised university or college or an according programme (i.e. student ID, confirmation of head of department, etc.) either by uploading their student ID during registration or by sending the ID via email of fax immediately after completing the registration or during the onsite registration process.
The registration fee includes entry to all congress sessions, corporate satellites, the exhibition and poster area, included networking events, the opening session and the closing session, provided that sufficient seating space is available. Please note that the security personnel of the congress centre / staff onsite 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.
The congress organisers cannot guarantee that congress materials will be available for late registrations. All congress materials will be distributed on-site.
If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.
The registration fees include 21% of Dutch VAT.
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
Payment of registration fees may be made in EURO by:
- Credit Card (Mastercard or Visa)
- After your online registration and the credit card payment have been completed you will receive a written confirmation of registration via email.
- Bank transfer to the congress account
- After your online registration has been completed you will receive an invoice for the open amount to be paid. You will receive a separate confirmation of registration and payment in due course once your payment has been credited to the congress bank account. Payments must be made free of charge to the beneficiary in EURO. Clearly state the participant’s name, the invoice number and the registration number on the transaction
Payments will not be accepted onsite. Participation of the conference is only possible with a paid conference fee.
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 name and including the required contact details.
Lost badges on-site
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 becomes invalid.
Notice of cancellation must be made in writing by email to the EANO 2023 organising office at email@example.com. 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 2023 registration department is received. The date of the email receipt will be the basis for considering refunds. Refunds will be made after the congress as follows:
|- before July 4, 2023:||75% Refund|
|- July 5 - August 10, 2023:||25% Refund|
|- after August 10, 2023:||No Refund|
In the case of over-payment or double payment, refund requests must be made in writing by email to the EANO 2023 organising office at firstname.lastname@example.org. Refunds will only be made after the congress.
No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the lecture room or any other incidents during the congress, which are beyond the control of the meeting organiser.
By registering to the EANO 2023 participants agree that neither the organising committee nor the organising office assume any liability whatsoever. The registration fee does not include insurance.
Cancellations made after the deadline (August 10, 2023) cannot be refunded for any reason. No exceptions to the refund policy can be made, including health or family issues. However, we welcome substitute delegates at any time.
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), including but not limited to pandemic or epidemic situations, or due to any other 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. The delegate will be informed in time of any changes, postponements, or cancellations. In case the congress is changed to a virtual format, all delegates can consume the services and content offered electronically, which represents an equivalent replacement for the services and content offered on site.
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 WMA GmbH will process all personal data for the preparation and execution of the 18th annual Meeting of the European Association of Neuro-Oncology and Educational Day (EANO 2023). In accordance with data protection and other applicable laws, sensitive data will be deleted after the congress, whereas personal data, payment history and correspondence will be stored for the period prescribed by law (currently 7 years).
As a rule the WMA GmbH will not store any credit card data.
Further use of your data:
Your consent provided, the organiser will contact you with regular newsletters ahead and during the meeting (e.g. ‘Daily News’, information on the availability of the conference app), with an invitation to complete a post congress survey after the congress 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 congress secretariat.
Emailings on behalf of third parties
Consent provided, the organiser periodically performs e-mailings to delegates on behalf of third parties regarding activities at the congress or other communications, which may be of interest to professionals in the field (e.g. information on corporate satellites). Email contact details of delegates will not be passed on to third parties in this context.
You may unsubscribe of these e-mailings at any time, this will not affect official correspondence from the congress secretariat.
Lead retrieval system
At the time of registering you will be asked if you agree to share your contact information with the companies whose corporate satellite or exhibition booth you may visit. This information contains first name, last name, academic title, city, country, email, and institution as provided during the registration process.
The organiser asks for your permission to pass on the data to the companies during registration. Please note that should you opt-out at the time of registration, but agree to share your information at the time of attending the corporate satellite, exhibition or exhibitor page during the virtual conference, this consent will overrule the original opt-out.
Please do report any misuse of the lead retrieval to the exhibition management.
Our full Data Protection policy can be found here.
The congress organiser 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 organiser – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The participant 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 2023 organising office.
With the submission of an abstract to EANO 2023 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 Meeting 2023 (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 given where appropriate; accepts responsibility for the accuracy of the submitted abstract; accepts the publication of the abstract on the EANO 2023 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 and/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 press 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.
Fulfilment and jurisdiction
The terms of this contract shall be fulfilled in the EANO 2023 Meeting and Educational Day. In the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.
General Terms and Agreements as per February 22, 2023.