Terms and conditions
Congress registration and payment
The registration deadlines are as follows:
- Early Bird registration: 10.07.18 at 23:59 CET
- Standard registration: 14.09.18 at 11:59 CET
- Onsite registration from 15.09.18
Only fully completed and signed registration forms will be accepted. The registration will only be confirmed upon receipt of payment in full as well as a proof of status if required (please refer to paragraph "Proof of Status"). If the registration form and/or the full payment and/or the proof have not been received before the deadline indicated, the registration will be cancelled OR the next registration fee will automatically be charged.
To be registered under the ERS Gold Member fee or ERS Member through National Society Agreements fee, the full membership number must be provided by the published deadline. Furthermore, the delegate must have an active membership at the time of registration. No refunds will be made for delegates who acquire or renew their membership after the registration has been confirmed. Please verify that your membership is active and includes the eligibility to the preferential Congress fees prior to registering for the Congress. For further assistance, please contact email@example.com.
All registration and course fees are exempt of French VAT. Payment by bank transfer is only possible until 24 July, 2018 at 23:59 CET. The registration fee for active participants includes admission to scientific sessions and the exhibition. Postgraduate courses, educational skills workshops, meet the expert sessions, professional development workshops and challenging clinical cases sessions are not included in the registration fee.
Proof of status
To register for the Under 35, Allied Health Professional or Scientist (PhD, non MD) fee, the required proof must be forwarded by the published deadline (together with the registration fee).
A proof of status is an official letter written by the head of department – hospital, company or academic institution, which confirms the status of the applicant. The document must be issued in English on the organisation's official letterhead.
When letters, certifying status, are sent after the early-bird / standard registration deadline, the next registration fee will be applied even if the online registration was completed within the deadline.
Letter of confirmation, payment receipt or invoice
A letter of confirmation, payment receipt or invoice will be sent by email after the ERS 2018 Registration PCO has received a fully completed and signed registration form, the related full payment and if applicable the required proof of status.
Name badge pre-mailing
The ERS offers individual participants who have registered before 24 July, 2018, the complimentary service of sending the delegate name badge prior to the Congress by postal mail. In the event that a delegate has requested this service, and either fails to notify the ERS 2018 Registration PCO that the name badge has not arrived or fails to bring the name badge to the Congress, a handling fee of 50 EUR will be charged to print a new name badge. Notification of name badges which have not arrived will only be accepted by email or fax and only until 24 August, 2018. After this date, any claims will be handled as a lost name badge (please see below).
Registration name change / lost name badge
A handling fee of 50 EUR will be charged for every name change to an existing Congress registration. Name changes will only be accepted by email or fax indicating the new and old name, and only until 14 September, 2018. After this date, all name changes must be carried out onsite and a written notification of the person being replaced must be presented.
For a lost name badge a fee of 50 EUR will be charged.
Cancellation / refund policy
Notification of cancellation must be made in writing and sent to the ERS 2018 Registration PCO by email or fax by 24 July, 2018 at 23:59 CET. The refund of the registration fee, less a 25% administration charge, will be made after the Congress.
No refunds will be made for cancellations after 24 July, 2018. Any refund claims must be sent by 24 July, 2018. The cancellation policy also applies to postgraduate courses, challenging clinical cases sessions, educational skills workshops, professional development workshops and meet the expert sessions. No refunds will be granted for unattended sessions, early termination of attendance or visa application rejection.
Modification of the programme
ERS reserves the right to modify the programme, which is published as an indication only.
Cancellation of the ERS Congress
In the eventuality that the ERS Congress cannot be held or has to be moved or changed due to, including, but not limited to:
- An event of "Force Majeure", meaning an event beyond the reasonable control of ERS, which prevents ERS from complying with any of its obligations, including but not limited to:
- act of God (such as, but not limited to, fires, explosions, earthquakes, drought, tidal waves and floods);
- war, hostilities (whether war be declared or not), invasion, act of foreign enemies, mobilisation, requisition, or embargo, national mourning;
- rebellion, revolution, insurrection, or military or usurped power, or civil war;
- contamination by radio-activity from any nuclear fuel, or from any nuclear waste from the combustion of nuclear fuel, radio-active toxic explosive, or other hazardous properties of any explosive nuclear assembly or nuclear component of such assembly;
- riot, commotion, strikes, go slows, lock outs or disorder closure of airports and train stations;
- acts or threats of terrorism.
- Any reason(s) beyond ERS control that prevent or substantially hinder the plane of holding the Congress.
- Its statute as an international medical association compels ERS to pay particular attention to the potential health risks (e.g. pandemic or epidemic situation and other major health risks) for participating doctors and their patients and to take all necessary measures, including cancellation of the Congress, in such a situation.
Participants cannot hold ERS liable for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, ERS reserves the right to retain the entire registration fee and to use it for a future ERS Congress, or to reimburse the registration fee after the deduction of costs already incurred for the organisation of the ERS Congress, and which could not be recovered from third parties.
Letter of invitation
Participants requiring an official letter of invitation should contact the ERS 2018 Registration PCO.
To receive a letter of invitation, participants must be fully registered to the Congress and payment in full has to be submitted. The attention of the participants is drawn to the fact that the letter of invitation has to be requested sufficiently in advance and that the letters of invitation will not be sent after 14 September, 2018. The letter of invitation does not financially obligate the ERS in any way. All expenses incurred in relation to the ERS Congress are the sole responsibility of the participant. Any costs for express mailing of documents must be covered by the participant.
It is the sole responsibility of the participant to take care of his/her visa requirements. Exceptionally, in cases of a visa application rejection, a refund will be made only if the visa application was filed in due time (before 11 July, 2018), and provided that a document from the relevant embassy confirming the visa application rejection is sent immediately to the ERS 2018 Registration PCO. These two conditions are cumulative. Please note that a notification sent to the ERS 2018 Registration PCO after the Congress will not be accepted.
The minimum age for a participant is 18 years old. Children under the age of 18 will not be allowed access to any part of the Congress.
Due to changes in the pharmaceutical industry code of conduct, ERS is no longer able to grant access to the Congress for accompanying persons. The Congress is only accessible to certified healthcare professionals, associated press, industry representatives and other stakeholders in the science, management and prevention of lung disease.
Congress App, provided by SpotMe
ERS will be partnering with SpotMe this year to provide the very best interactive Congress experience available. This highly effective Congress networking app is available for free for all ERS delegates and will allow you to navigate the programme, network, access session materials, use the interactive floor plan and exhibition map, interact with faculty, access CME points, collect Congress materials, watch missed sessions and much more.
Full access to the app is available by invitation-only and delegates will need to provide an active, individual email address to receive, download and use this essential Congress tool.
Please ensure that you provide this information when you register yourself or your customers to avoid disappointment onsite. This data will not be passed on or used for any other purpose other than allowing delegates to use this service during the Congress.
ERS cannot be held responsible in cases of malfunction of the app.
Data protection and sharing of contact details
By agreeing to these general terms and conditions, the participant agrees that any images in which he or she may appear may be used in relation to the promotion of future ERS events and on the ERS website.
ERS and the official ERS Registration PCO periodically shares contact details of participants with third parties that may use these details to contact delegates regarding activities at the conference or other communications which may be of interest. Active participants' badges will contain a barcode/QR code, which will act as an electronic business card, enabling visitors to leave their contact details for exhibitors quickly and easily.
Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act.
The right of the participants to film, photograph or take television of video footage during the Congress is prohibited, unless a written authorisation is granted by ERS.
ERS is not responsible for any bodily or material damage (including theft) sustained by participants during the ERS Congress, which is not directly the fault of the ERS. Each participant is responsible for his or her own insurance in such events.
Fulfilment and jurisdiction
Any litigation stemming from the above general terms and conditions and contract will be brought before the competent courts in Lausanne, Switzerland. These general terms and conditions shall be governed by and construed in accordance with the substantive laws of Switzerland.
Media registration is complimentary and includes all privileges of an active participant registration. Only working journalists with appropriate credentials will be admitted to the ERS Press centre. Publishers and representatives of sales, advertising or marketing departments of publications or other news organisations may not register as media. No exceptions will be made. For additional information, please contact the ERS Press Officer at:firstname.lastname@example.org.