Cancellation and refund (not applicable to virtual ticket)

Cancellation by the applicant

Applicants whose order form has been accepted by EADV cannot cancel and all agreed-upon amounts remain due and payable. Under exceptional circumstances represented in writing by the Applicant to EADV, EADV may at its sole discretion, under no obligation, release the Applicant.

The cancellation can be requested until 30 June 2023. After this date, no refunds will be issued.

All cancellation requests must be submitted in writing (by email only) to the Registration Department (registration@eadvcongress.org / group@eadvcongress.org).

Refunds

Cancellations received by 30 June 2023 and approved by EADV will be refunded according to the method of payment chosen at registration.

A EUR 50 cancellation fee per cancelled ticket will be applied to all refunds.

Refunds via bank transfer:

• The participant’s country of residence (or the location of the company performing the registration) must be the same as where the bank is located.
• All bank charges are at the expense of the participant (or of the company registering the participant).

Refunds by credit card:

• Will be performed exclusively on the Credit Card used to settle the online payment.

Important information about refunds:

• All refunds are processed within 2 months after the end of the event.
• Refunds are not issued in case a visa application has been rejected by an embassy/consulate.
• No refunds for unattended meetings or early termination of attendance by the Applicant can be processed.
• In case of double payment, refund requests must be accompanied by a valid proof of the duplicated payment.
• Participants submitting and paying their registration incorrectly are not entitled to reimbursement. For example, participants registering as Non-Members and (at a later stage) becoming EADV Members will not receive a reimbursement of the difference between the two fees. Or in the case of creating a new profile and registering as Non-Members despite being active Members. 

This rule also applies to Third-Parties/Group Leaders processing the registration for their delegates incorrectly. Please double-check the correct email addresses provided to you and make sure to register with the ones linked to the EADV Membership.

In case of an issue with the membership renewal, please contact membership@eadv.org.

• Group Leaders purchasing an incorrect number of tickets, selecting a wrong ticket type or processing double registrations are not entitled to reimbursement.

Name change

Name Changes for Individual & Third-Party

• The cost of a Name Change is EUR 30.
• Name Changes are possible until Wednesday, 27 September 2023 only (midnight CEST). Therefore, no Name Change requests are accepted after the mentioned date.
• Name Changes can be requested by the Registration Owner only.
• Name Changes for individuals should be done between delegates of the same registration category.

In the case that there is a difference between the ticket rates (for example, in case a member is transferring their ticket to a non-member) the difference in fees must be settled. In case a higher fee was already paid, refunds cannot be made.

• For third-party tickets, Name changes might be processed for 25% of the participants registered under the Owner Account only. Please send an email to registration@eadvcongress.org.
• Name Changes should be done between delegates of the same registration category. For example, if an EADV Member is substituted by a Non-Member, the difference in registration fee must be paid, however, if an EADV Member replaces a Non-Member, the registration fee is not refunded. This applies to all categories.

Name Changes for Group

• Name changes can be requested for 25% of the tickets purchased at no extra charge.
• Name Changes must be done between delegates of the same registration category.
• Ticket distribution should be managed personally by the Group Leader:
• Before the deadline, Group Leaders are able to reassign a previously distributed ticket.
• After the deadline, tickets already DISTRIBUTED cannot be re-DISTRIBUTED by the Group Leader.
• Name Changes are possible until Wednesday, 27 September 2023 only (midnight CEST). Therefore, no Name Change requests are accepted after the mentioned date.

Important notes

• Individual and Third-Party registrations are confirmed only upon valid online registration and receipt of full payment.

  Group registrations are confirmed only when the attendee list has been filled in online and the full payment has been received.

• To ensure the desired registration fee (early-bird/mid-rate tickets), payment and all mandatory documents (such as Proof of Status, copy of passport, medical license, etc.) must be received by the published deadline.
• Unpaid orders are cancelled without further notification once the deadline has passed.

  Previously distributed tickets in a group registration that have not been paid by the deadline will be automatically cancelled.

• Once an invoice is issued, it can no longer be amended.
• A handling fee of EUR 20 is charged for any administrative change or update in the registration.
• If any difficulties arise during the event, all requests/discrepancies should be submitted by email to registration@eadvcongress.org or group@eadvcongress.org after the event; decisions will be made and communicated 2 months thereafter.
• Any specific requests concerning Group registration will not be discussed during the event for any purpose.
• EUR 20 will be charged to the participant for the change of status from “Non-Healthcare Professional” to “Healthcare professional” (and vice versa)
• Participant-type change requests will not be considered on-site. For example, the INDUSTRY PARTICIPANT category cannot be replaced by a DELEGATE category (and vice versa). This rule also applies to Third-Party/Group registrations processed incorrectly.
• Group registrations on-site are not possible. However, group registration is available online.
• EUR 80 will be charged to the participant on-site in case the participant’s badge is forgotten, stolen or lost. Reprinting, if necessary, is only possible once, upon proof of such circumstances.

These general policies are part of the registration Terms of Use published on this website, which are to be considered the legal basis for all registrations. Verbal agreements are not binding unless they are later confirmed in writing.