TERMS & CONDITIONS: Congress Registration
By registering to the Congress, you agree that we may share your personal data, and any other information you submit in the registration process with:
All Society board members
All staff of WATS.ON Ltd. (the event Organiser)
Congress Partner Societies' board members or staff
The event mobile app (Conference Compass)
Third-party subcontractors when we do not have the in-house capacity required for certain functions (such as graphic design and printing).
The delegate list and any information or data included in the delegate list cannot be shared with any third parties; the delegate list is for the use of Event delegates only.
Booking and Payment
Society members benefit from a lower fee to the Congress. An active and paid membership must be in place in order to be able to register to the Congress at the lower member congress rate. Registration fees do not include membership.
In order to attend the event as a delegate, the relevant registration fee must be paid in full immediately on booking or prior to the event. If an invoice is requested, payment will be required by return and prior to the event.
In all cases, if payment is not received within these required time limits, the Organiser reserves the right to cancel the booking without notice. Payment must be made by the stipulated methods of payment, e.g. bank transfer/credit card, etc. When paying by bank transfer, all bank fees and money transfer costs must be prepaid by the transmitter.
Upon completion of the online registration process, an automated confirmation will be emailed. Confirmation by the organiser of the delegate place at the event forms a binding commitment for payment of the full relevant registration fee by the delegate.
Upon payment (or receipt of payment by ESGCT), a separate automated confirmation of payment will be emailed. You should print and retain both and bring these to the meetings as validation in the case of any system error.
Cancellations and Substitutions
Cancellations and refunds are subject to the following cancellation policy:
View our Cancellation Information for details on our refund deadlines.
Refund / cancellation requests must be sent in writing. Where possible refunds will be processed within 3 weeks of receipt; however, based on timing and congress workload, refunds may not be processed until after the congress.
Fees are grouped into early bird and regular fees and are as detailed on the Registration Fees webpage.
Early bird rates are payable within 2 weeks of invoice receipt; any that remain unpaid by the 15th of July will be moved to the regular fee.
In the case of cancellation where a delegate wishes to move their registration to a colleague, this is not a problem; please request this in writing with email@example.com.
Membership cannot be transferred, and if the registration was a member-fee registration, the colleague the registration is transferred to will need to purchase relevant membership. Refunds for differing registration fees will not be given.
Photography, filming and social media
Scientific data presented at the Virtual Congress, which includes invited speaker, oral and poster presentations is strictly CONFIDENTIAL. Recording/filming sessions and presentations, and photographing posters, is forbidden.
ESGCT may take photos and/or film parts of the Event (excluding scientific data, unless specific consent has been given). We post the photos on Flickr, and ESGCT, the partner societies, and WATS.ON Ltd. may use the resulting photos and films on their websites and social medial accounts, and occasionally for online and printed marketing materials. If you would like us to remove an image, please contact us at firstname.lastname@example.org.
All materials (online and printed), images, photographs and films which are produced by, or on behalf of, ESGCT, are the property of ESGCT, and should not be reproduced without written permission. If publication rights are required for any reason an email should be sent to email@example.com that outlines the use and reason for using such data. All information on the site is believed to be correct at the time of publishing by ESGCT.
Some of the ESGCT website content links to, or is derived from, third-party websites; ESGCT cannot be held responsible for incorrect content on these sites, and users are advised to check the privacy, cookie, and other policies of these sites.
We will contact you with information regarding your registration, the event you registered for, the Congress survey and certificate, and any associated items in relation to the event or the event programme.
Any other communication you receive from ESGCT, including marketing communications, will be based on the preferences you stipulate in ‘My Communication Preferences’ in your online account.
ESGCT and the Event Third-Party Partners shall not be liable for any direct or indirect loss, injury or damage incurred by any participants or third-parties in any way connected to the Event, whatever the cause may be, unless such loss or damage is caused by the intent or the wilful negligence on the part of the ESGCT Annual Congress 2023 or its management personnel. Normal caution should be exercised by all participants and ESGCT recommends individuals invest in adequate personal, health and travel insurance.
In the event of fire, flood or without limit other causes that ESGCT reasonably believe to be substantial or that are beyond their control, ESGCT and its Third-Party Partners reserve the right to change the times and dates of the Event, without incurring any liability.
ESGCT reserves the right, at its sole discretion, to amend or cancel sessions or events at the Event at any time.
In the event of inappropriate behaviour by any delegate in the view of the ESGCT or its Third-Party Partners, the delegate may have their access to the Event removed and be refused entry without refund or compensation.
ESGCT may use written quotations submitted on event Feedback forms in future marketing/promotional material. Quotations and event feedback will remain anonymous, unless specific consent has been received.
We have a separate Abstract submission - terms & conditions document in place, and you will be asked to agree to it when you submit an abstract.
ESGCT reserves the right to amend these terms and conditions at any time.
These terms and conditions were updated on 20/04/2023.