Terms and conditions

Conference registrations

  • A conference registration is confirmed by a confirmation email upon completing the registration procedure. Should you not have received the confirmation, do contact the secretariat at events@emsp.org

  • A conference registration includes:

    • Admittance to the 30th Annual Conference sessions and workshops (Friday 10th May and Saturday 11th May 2019)

    • Admittance to the exhibition area

    • All lunches & coffee breaks on Friday and Saturday

    • The meeting folder and an individual badge

    • Access to the final program

  • The lunches represent a value of €30, coffee breaks €10.

  • The number of places available for the 30th Annual Conference is limited to 200. Registration will be done on a first come, first serve basis.

  • Please note that in order to pick-up the badge, the entrance ticket (with barcode) or passport/ID of the delegate must be shown. For group pick-ups, the person picking up the badges must show a passport/ID and provide a phone number, where they can be reached for any questions arising after the pick-up of the badges.

Individual Annual Conference Registrations

  • Individual Annual Conference Registrations should be made online and are available until the announced deadline. After that, only wire transfer payments are possible, and proof of payment will be asked when picking-up the badge. It is not possible to pay with credit card on site.

  • The registration cannot be shared by two or more participants. As such, only the participant whose name appears in the registration file may pick up the badge onsite and no substitutions will be allowed once the badge has been picked up.

Group Annual Conference Registrations

  • It is not possible to register a group. Each delegate has to register individually.

Workshops - Registration

  • Admittance to a workshop is complimentary to all Conference registrations.

  • It is obligatory to purchase an annual conference registration to be able to register for a workshop.

  • Pre-registration is mandatory.

  • Registrations for the workshops open on Friday 15th February and close on Friday 19th April

  • Participation to a workshop is available on a first-come, first-serve basis.

Bursaries – Applications

  • EMSP offers a limited number of bursaries to attend the conference.

  • Applications must be made online (personal details and a short motivation).


  • The organisers reserve the right to make any changes to the programme of the conference.

Annual Conference Venue

The conference will be held at Radisson Blu Hotel Lietuva | Konstitucijos pr. 20 | 09308 Vilnius | Lithuania

EMSP Member

  • Participants are EMSP member if they are member of one of the member societies of EMSP at the time of registration.

  • Proof of membership can be requested when picking up your badge.

Gala dinner registration

  • A registration fee applies to participate at the gala dinner.

  • Tickets can be purchased on an individual basis only.

Cancellation Policy

  • After receipt of the confirmation of the conference registration or gala diner reservation, 100% cancellation costs apply (no refunds).

  • Cancellations have to be made in writing to the Secretariat via events@emsp.org .

  • A cancelled conference registration or a cancelled dinner reservation, can be taken over by another participant (= name change) until Friday 19th April 2019.

Name Changes

  • Name changes (for registrations and hotel reservations) are accepted until Friday 19th April, 2019. After this date a name change fee of € 50 including 21% VAT is applicable.

  • Requests for changes have to be made in writing to the Secretariat via events@emsp.org.

Photos and Videos

  • Delegates agree that EMSP may use any photos taken in conjunction with the Conference in an unlimited manner for promotional purposes of EMSP and its activities on the EMSP website and in EMSP Publications without any compensation to the delegate.

  • Delegates agree that EMSP may use any video recordings taken in conjunction with the Conference in an unlimited manner for scientific educational purposes of EMSP and its activities on the EMSP website and in EMSP Digital Material without any compensation to the delegate.

Permission to Contact

  • Delegates will be contacted by the secretariat with regards to their registration to the Conference (registration, program updates, certificate of attendance, …).

  • The Secretariat events@emsp.org can be contacted when delegates wish to delete or modify the registered information.

  • The following obligatory information will be requested for each delegate when registering:

    • Prefix

    • First name

    • Last name

    • Email address

    • Cell phone

    • Organisation/company

    • Street

    • Postal code

    • City

    • Country

    • Category, choose: Member society (patient association), Researcher or Clinical Practitioner, Government (public authorities), Industry, Patient, Regulatory or HTA expert, other

Payment Policy

  • Registrations are only valid once full payment is received by EMSP. Priority to activities with limited capacity will be given to those who have paid in full.

  • All invoices issued must be paid before the Conference. All amounts are in euro. Payments can be made by credit card through a secured page on the registration website or bank transfer.

  • Outstanding amounts will be collected at the on-site rate. When registering at the Welcome Desk, please bring a copy of your proof of payment in the event your registration fees were not credited to the Conference account. A credit card and signature may be required as guarantee of payment.

  • Invoices are only sent by email.

  • Special requests for the processing of the invoice should kindly be submitted in writing to the Secretariat. For the reissuing of invoices €50,00 (incl. VAT) will be charged.

Online payments

  • Online payments are accepted by: Credit Card: Visa, MasterCard or American Express

Payment by wire transfer

  • Payment by wire (bank) transfer must be received by the EMSP before Friday 19th April 2019 to ensure payments are credited before the start of the conference.

  • As from 19th April 2019 payment by wired bank transfer is still possible although a proof of payment will be requested when picking up the badge..

  • When paying via wire transfer, the following procedure applies:

  1. Send an email to the secretariat: events@emps.org to inform payment via wiretransfer

  2. Should you need to receive an invoice, please clearly indicate the invoice address and what should be mentioned on the invoice as description

  3. Once paid, the following promotional codes (100 percent discount) can be used to complete the online registration – please note that verification against receipt of payment will be performed:

    1. For the conference: ACBanktransfer2019

    2. For the gala dinner: Galadinnerbanktransfer2019

  • Bank transfer must be in euros and made out to:

    • EMSP iASBL

    • Bank Name – ING

    • IBAN # – BE74 3101 4457 0607


    • Reference – EMSP 2019 Conference, the name of your organisation followed by your last name, first name


  • The participant acknowledges that he/she has no right to lodge damage claims against the organizers should the holding of the Conference be hindered or prevented by unexpected political or economic events or generally by force majeure, or should the non-appearance of speakers or other reasons necessitate program changes.

  • Should technical reasons beyond the control of the organisers make any changes necessary, they cannot be held responsible.

  • Belgian law shall apply and place of jurisdiction will be Brussels.


  • If one or more provisions of this Specific Terms & Conditions is found to be invalid, illegal or unenforceable (in whole or in part), the remainder of the provision and of this Specific Terms & Conditions shall not be affected and shall continue in full force and effect as if the invalid, illegal or unenforceable provision(s) had never existed.