Cancellation by the applicant

Applicants whose order form has been accepted by EADV cannot cancel and all agreed amounts remain due and payable. Under exceptional circumstances represented in writing by the Applicant to EADV, EADV may at EADV’s sole discretion, without being obliged, release the Applicant. 

The cancellation can be requested until 1 July 2022. After this date, there will be no refund whatsoever.

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

Refunds

Cancellations received within 1 July 2022 and approved by EADV will be refunded according to the method of payment chosen at registration. 

A EUR 50 cancellation fee per ticket cancelled is applicable to all refunds.

Refund via bank transfer:

• The country in which the participant lives (or in which the company performing the registration is located) must be the same as where the bank is located.
• In case the refund is not accepted by the bank, all bank charges are at the expense of the participant (or of the company registering the participant).

Refund 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 made in case a visa application has been rejected by an embassy/consulate.
• No refunds for unattended meetings or early termination of the attendance by the Applicant can be processed.
• In case of double payment, refund requests must be accompanied by valid proof of such circumstances.
• 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. Nor if, despite being active EADV Members, they create a new profile and register themselves as Non-Members. This rule applies also to Third-Parties/Group Leaders processing the registration for their delegates incorrectly. Please double check with your delegate that the email address provided to you is the one linked to EADV Membership.
• Group Leaders purchasing an incorrect number of tickets, selecting a wrong ticket type or processing double registrations are not entitled to reimbursement.

Name Changes for Individual & Third-Party

• The cost of a Name Change is EUR 30.
• Name Changes are possible until Wednesday, 24 August 2022 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 might be processed for the 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 Groups

• Name changes can be requested for the 25% of the tickets purchased and already assigned to a participant.
• Name Changes must be done between delegates of the same registration category. 
• Ticket distribution can be managed personally by the Group Leader:

• Before the deadline, Group Leaders are able to modify the DISTRIBUTION of the tickets CONTINGENT by their selves online.
• After the deadline, tickets already DISTRIBUTED cannot be re-DISTRIBUTED by the Group Leader. Therefore, after the deadline, please contact group@eadvcongress.org for any name change requests.

• Name Changes are possible until Wednesday, 24 August 2022 only (midnight CEST). Therefore, no Name Change requests are accepted after the mentioned date.

• 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 full payment has been received.
• To ensure the desired registration fee, 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.
  As a consequence, already distributed tickets in a group registration will be removed.
• Once an invoice is emitted, there is no possibility to apply any change to it any longer.
• A handling fee of EUR 20 is charged for any administrative change or update in the registration.
• If any difficulties do arise during the event, all requests/discrepancies should be notified by email to registration@eadvcongress.org or group@eadvcongress.org after the event closure; 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 are not considered on-site. For example, the INDUSTRY PARTICIPANT category cannot be replaced by a DELEGATE one (and vice versa). This rule also applies to Third-Party/Group registrations processed incorrectly.
• Group registrations on-site are not possible. However, the group registration is available online.
• On-site EUR 80 will be charged to the participant in case the badge is forgotten, stolen or lost. The reprinting, if due, is only possible once, upon proof of such circumstances.

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

Official Italian Agency for AIFA Procedure 

Any Italian pharmaceutical company, supporting or participating in a congress abroad, is subjected to an authorization by AIFA (Italian Drug Agency), according to an Italian Government Decree (Decreto Legislativo 219/06 – art. 124). 

The request of authorization must be submitted within 60 days before the starting date of the event. The appointed agency to collect all applications from pharmaceutical companies and file them with the AIFA is: 

AIM Group International – AIM Education S.r.l.
Cristina Ghidoli
Via G. Ripamonti, 129
20141 Milan, Italy
Tel. +39 02 56601.1
FAX +39 02 70048585
e-mail: aifa@aimgroup.eu and/or c.ghidoli@aimgroup.eu

The data made available through the online registration system are gathered and treated by the EADV in compliance with the Swiss regulation on data protection, in particular in compliance with Sec. 4 of the Swiss Federal Law of June 19, 1992 on Data Protection. All data are treated by the EADV only for organisational purposes, in particular for the registration to Meetings as well as for the monitoring of credits for the Continuing Medical Education of the participants.

At any Congress and Symposium each participant receives one badge carrying the family name and the first name of the participant as well as a QR code. Through the QR code all data on this form can be accessed through software at the sole disposal of the EADV. Each participant shall consider that by accepting any lead retrieval at any physical or virtual stand at the Congress or Symposium, the participant gives the authorisation to the EADV to transfer the data of the participant regarding the postal address and email to the holder of the stand (usually a pharmaceutical company, called “Exhibitor”), including the authorisation to use said data for purposes such as the promotion of pharmaceutical products and similar.

The EADV makes this process possible but does not take any responsibility for what happens with the data after it is being transferred to the Exhibitor. We advise to make sure that the Exhibitor presents a Privacy Policy.

For more information please read our Registration Terms and Conditions and our EADV Terms of Use