Registration fees deadlines

Early registrations will be accepted until Wednesday 25 June 2025, midnight CET.
Should your registration remain unpaid on Wednesday 09 July 2025, early registrations will be upgraded to the late registration fee.

From Thursday 26 June to Tuesday 9 September, late registration fee applies for every new registration.
From Wednesday 10 September 2025 & onsite, onsite registration fee applies for every new registration.

Registration modification and cancellation

For cancellations received prior to Wednesday 13 August 2025, midnight CET, deposits will be refunded less 50% administrative charge. After this date, no refunds will be
possible.

A handling fee of 40 EUR per registration will be charged for every registration modification received from Wednesday 13 August 2025. A name change will be considered as a modification and will be charged 40 EUR.

If a badge is lost or forgotten onsite, an administrative fee of 80 EUR will be charged for the reprint of the badge after identity verification (passport, driving license or other recognised identification documents).

In-person attendance

The public health & safety protocols dictated by the competent authorities at the time of the congress will be implemented fully, in addition, the organisers may choose to implement more stringent measures than those dictated by the competent authorities. Should a participant not be in a position to abide by the applicable measures, they will be refused entry to the conference and will not be entitled to reimbursement of any fees paid.

General Payment Conditions

All payments are to be made in Euro. VAT may increase without notice and any such change will be reflected in final rates.

From Thursday 31 July 2025, only payments by credit card will be accepted.

Modifications and/or new registrations made on-site will require immediate payment (by cash or credit card).
It is the Group Leader’s responsibility to check and register group members in the correct category, especially pertaining to ESCRS Membership status. No changes or refunds can be made after 13 August for modifications requested to change Non-Member to Member registrations.
An invoice to be settled upon receipt will be issued upon written confirmation. This invoice will act as a contract, and once issued, the above payment and cancellation
conditions will apply.

No discount will be provided in case of early settlements.

Full payment of services is requested when registering (Credit Card and/or Bank transfer). No confirmation or invitation letter will be sent until MCI has received the full
payment.

In accordance with DIRECTIVE 2011/7/EU, late payment interest will be charged in the amount of 8% above the European Central Bank’s base reference rate.

No badge will be delivered until full payment of open invoices has been received.

Methods of Payment:
Credit card: only Eurocard/MasterCard, Visa and American Express are accepted.
(Please note that the merchant name that would appear on your credit card statement would be “MCI Group Satigny CHE”. In some particular cases, payment by credit card may not be possible.)

Bank transfer: (only for group bookings): please make your payment to:

Please indicate the participant’s / group’s name, identifier and “ESCRS 2025” on ALL payments (for example, ESCRS 2025-I/XX or G/XX).

All expenses shall be borne by the ordering customer.
Please note that intermediary bank fees may be applied, please verify with your local bank.

Cheques: please note that payments by personal cheques are not accepted.

Refunds will be made after the event according to your payment method.

Group Data Management

Upon receipt of your payment, you will receive by e-mail an internet link giving you direct access to your group portal. You will be able to enter names, allocate your reservations, settle open invoices, and download documents.

Names of all participants (registration and/or accommodation) must be submitted and reservations assigned online before Wednesday 13 August 2025.

Any modifications and cancellations are to be communicated to MCI’s team by email in order to be validated. (Please refer to the points “Modification & Cancellation” above to view the charges relating to these operations.)

Should the Group Leader or the entity engaged in the present contract choose not to proceed with the provided online tools, MCI will charge the following fees:

• 18 EUR per participant to import the participant’s detail information under the group
• 27 EUR per participant to import the participant’s detail information under the group and assign the corresponding services

These charges apply only if the full contact details are supplied.

The Group Leader hereby commits to manage group registrations and/or hotel reservations using the tools provided by the official registration and/or housing bureau. The reservation system’s portal will be used to meet registration and, if applicable, accommodation deadlines. Access to this tool will be provided upon full payment of deposits required.

MCI, as the Official Registration and/or Housing Bureau, will not be responsible for entering contact details nor assigning services on behalf of the entity hereby engaged in this contract.

Contact information is to be entered in the system, including the full contact details of the event participant. No generic agency contact details will be accepted if reservations are handled by a third party or on behalf of a sponsor.

Reservations for registration and/or housing will then be assigned and updated through the reservation system’s portal and managed by the Group Leader or their internal representative.

MCI, as the Official Registration and/or Housing Bureau will not be responsible for entering contact details nor assigning services on behalf of the entity hereby engaged in this contract.

Should the Group Leader or the entity engaged in the present contract choose not to proceed with the provided online tools, MCI will charge a fee of 18 EUR per participant, to import the participants’ detail information under the group or a fee of 27 EUR per participant to import the participants’ detail information under the group
and assign the corresponding services, provided that the full contact details are supplied.

Data Privacy

Individual Data Privacy Policy:
For further information on how your data will be used, we invite you to carefully read the Data Protection and Privacy Policy:
https://www.escrs.org/privacy-policy/

Group Data Privacy Policy:
The group leader agrees and warrants that:

• the personal data has been collected, processed and transferred and will continue to be collected, processed and transferred in accordance with the relevant provisions of the applicable data protection law (and, where applicable, has been notified to the relevant authorities);
• the transfer to, and processing by, MCI pursuant to this Agreement is not prohibited by a statutory or contractual duty of confidentiality;
• prior to any transfer of personal data, they have informed the data subjects and have complied with any notification and/or registration set forth by the applicable data protection law; in particular, the intended purposes of the collection, processing and transfer of personal data has been communicated to the data subjects;
• the data subjects are provided with their right of access, correction, blocking, suppression or deletion of their shared personal data, as available under applicable data protection law;
• they have taken and will take all reasonable measures to verify the correctness of the personal data and ensure that incorrect or incomplete personal data will be corrected, completed or destroyed prior to any transfer of such data to MCI;
• they will inform MCI of any specific requirement from any data subject or any relevant authority on how personal data should be processed;
• they will inform MCI without delay of any request from any data subject or any relevant authority to rectify, update or delete any personal data;
• after assessment of the requirements of the applicable data protection law, they will ensure that the security measures are appropriate to protect personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, in particular where the processing or transfer involves the transmission of data over a network, and against all other unlawful forms of processing, and that these measures ensure a level of security appropriate to the risks presented by the processing and the nature of the data to be protected in regards to the state of the art and the cost of their implementation;
• they will provide MCI, when requested, with copies of relevant data protection laws or references to them of the country in which the group leader is established;
• they will respond to enquiries from data subjects and authorities concerning the processing of personal data by MCI;
• they will notify MCI within 72 hours of any actual, potential or alleged breach of the provisions of this clause.
  https://www.escrs.org/privacy-policy/

General Conditions

Disclaimer
Congress attendees are solely responsible for determining the validity, adequacy, and fitness of any information, materials, products, or anything else presented at this conference for any and all uses. Statements and descriptions made by ESCRS at this conference and included in congress literature are informational only and are not made or given as a warranty.

The views, opinions and statements made at the conference are solely those of the speakers and may not reflect the views of ESCRS. Furthermore, speakers may have vested interests in the concepts and products they discuss.

It is further understood and agreed that ESCRS shall not be liable—whether in contract, in tort, under any warranty, in negligence or otherwise—for any kind of claim for loss, damage or expense of any kind arising out of or resulting from the use of any information, materials, products or anything else presented at this congress, and under no circumstances shall ESCRS be liable for special, indirect or consequential damages.

COVID-19 and Health Risk
In addition, ESCRS shall not be liable for any kind of claim in relation to possible exposure to illness (including but not limited to COVID-19). Congress attendees knowingly and freely assume all risks related to health when participating in person at this conference.

Changes and Cancellations
ESCRS and/or its agents have the right to alter or cancel the congress or any of the arrangements, timetables, plans, or other items relating directly or indirectly to the congress without prior notice for any reason beyond their control. ESCRS and MCI undertake only to cancel the face-to-face component if, in their opinion and owing to reasons attributable or not to COVID-19, not doing so would be unsafe or impracticable.

The congress and/or its agents shall not be liable for any loss, damage, expenditure or inconvenience caused as a result of such alteration or cancellation.

Transmission Failures
ESCRS and/or its agents are not liable for any transmission failures which may occur during the live days of the hybrid event. In the event that a transmission failure renders virtual attendance impracticable, the Organisers may, at their discretion, repay the delegate fee or service charge paid by the delegate or exhibitor, or part thereof, but are under no obligation to do so.

ESCRS and/or its agents shall be under no liability to the delegate or exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses resulting from such failure.

ESCRS and/or its agents are not liable for any transmission failures on the delegate’s or exhibitor’s end if caused by faulty internet connection or failure to meet the virtual platform’s system requirements.

Minimum Age
Registration and/or admittance to the Congress is strictly limited to participants who are 18 years of age or older due to health and safety regulations and applicable legislation.

Any registration by an individual under the age of 18 is unauthorized and in violation of these Terms and Conditions and will automatically result in the forfeiture of registration. Identification must be provided upon request by Congress staff.

By registering for or entering the Congress, you represent and warrant that you are 18 years of age or older and agree to abide by all Terms and Conditions of the Congress.

Force Majeure
ESCRS, the hotel(s), and MCI are not responsible for either the partial or total non-execution of the contract in the event of accident, an act caused by a third party, Acts of God including but not limited to credible threats of natural disaster in the geographic vicinity, war, curtailment or interruption of transportation facilities, threats or acts of terrorism or similar acts, governmental travel advisories, a governmental elevation of the terrorism alert level, civil disturbances, the issuance of a Travel Warning by the World Health Organization, or any other comparable event or disaster beyond the control of the parties.

These circumstances apply if they prevent the hotel from accommodating clients of MCI for the event or if, for the same reasons, the event is cancelled by MCI.

The Organisers may, at their entire discretion, repay the delegate fee or service charge paid by the delegate or exhibitor, or part thereof, but shall be under no obligation to repay the whole or any part of such fee or charge. They shall also be under no liability to the delegate or exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses incurred as a result of such an event.

Photography/Videography Disclosure
As a registered attendee of the Congress, you agree to grant permission for ESCRS and MCI to use your likeness in a photograph or video in any and all of its publications and presentations, including website entries, without payment or any other consideration.

You authorize ESCRS and MCI to edit, alter, copy, exhibit, publish or distribute the photograph or video for purposes of publicizing ESCRS programmes or for any other lawful purpose. You waive the right to inspect or approve the finished product, including written or electronic copies, wherein your likeness appears.

These materials will become the property of ESCRS and MCI.

Visa
Please visit the following website to check if you require a visa for Denmark:
http://visahq.com/

Citizens of other countries may need a visa. Please contact your travel agent or the nearest Danish diplomatic authorities for further information. If you require a visa, please apply early enough to allow sufficient processing time by the authorities.

During the reservation process, please tick the box and fill in the corresponding questionnaire in order to receive your visa invitation letter. Please note that the visa invitation letter will only be sent to participants who have paid their reservation fee.

In some particular cases, payment by credit card may not be allowed.

Please note that neither ESCRS nor MCI will be able to contact or intervene with any Embassy or Consulate office on behalf of a registrant. The invitation letter does not financially or legally obligate ESCRS or MCI in any way. All expenses incurred in relation to the event and to obtaining a visa are the sole responsibility of the registrant.

ESCRS and MCI do not accept any responsibility for travel, accommodation, and/or other costs incurred due to the rejection of a registrant’s visa application.