EADV Congress - Registration Policies
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 they are later confirmed in writing.
Cancellation and refund
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 2025. After this date, no refunds will be issued.
All cancellation requests must be submitted on the online registration system by selecting the panel Applications.
Refunds
Cancellations received by 30 June 2025 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 must be requested 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 [email protected] - 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
- Name Change request must be submitted on the online registration system by selecting the panel Applications.
- The cost of a Name Change is EUR 30.
- Name Changes are possible until Wednesday, 3 September 2025. Therefore, no Name Change requests are accepted after the mentioned date.
- Name Changes can be requested by the Registration Owner only.
- Name Changes 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.
Name Changes for Groups
The Group Leader is entitled to process name changes at no extra costs only under these conditions:
- The name change is requested for less than 25% of the total of purchased tickets
- The name change is between delegates of the same registration category
- Name changes are possible until Wednesday, 3 September 2025. Therefore, no name change requests are accepted after the mentioned date.
How to proceed with the name change
- Insert the new attendee in your group list
- Remove the previous attendee from your group list.
- Distribute the ticket to the new attendee
Ticket distribution should be managed personally by the Group Leader:
- Before the deadline, Group Leaders can reassign a previously distributed ticket.
- After the deadline, tickets already distributed cannot be re-distributed by the Group Leader.
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.
Incorrect invoices can be re-issued with the correct information within 2 months after the end of the event (until 30 November 2025) by sending an email to [email protected] - 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 via email to [email protected] or [email protected] after the event.
- 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, participants registering as Non-Members (INDUSTRY) cannot request to change their participant type to Non-Member (DELEGATE) (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.
AIFA Applications
Official Italian Agency for AIFA Procedure
Any Italian pharmaceutical company, supporting or participating in a congress abroad, is subjected to authorization by AIFA (Italian Drug Agency), according to an Italian Government Decree (Decreto Legislativo 219/06 – art. 124).
The request for 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: [email protected] and/or [email protected]
Use of data - Authorisations
The data made available through the online registration system is 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 is 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 or 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 you to make sure that the Exhibitor presents a Privacy Policy.
Cancellation and refund
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 2025. After this date, no refunds will be issued.
All cancellation requests must be submitted on the online registration system by selecting the panel Applications.
Refunds
Cancellations received by 30 June 2025 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 must be requested 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 [email protected] - 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
- Name Change request must be submitted on the online registration system by selecting the panel Applications.
- The cost of a Name Change is EUR 30.
- Name Changes are possible until Wednesday, 3 September 2025. Therefore, no Name Change requests are accepted after the mentioned date.
- Name Changes can be requested by the Registration Owner only.
- Name Changes 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.
Name Changes for Groups
The Group Leader is entitled to process name changes at no extra costs only under these conditions:
- The name change is requested for less than 25% of the total of purchased tickets
- The name change is between delegates of the same registration category
- Name changes are possible until Wednesday, 3 September 2025. Therefore, no name change requests are accepted after the mentioned date.
How to proceed with the name change
- Insert the new attendee in your group list
- Remove the previous attendee from your group list.
- Distribute the ticket to the new attendee
Ticket distribution should be managed personally by the Group Leader:
- Before the deadline, Group Leaders can reassign a previously distributed ticket.
- After the deadline, tickets already distributed cannot be re-distributed by the Group Leader.
Registration confirmation
- 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.
Invoices
- Once an invoice is issued, it can no longer be amended.
- Incorrect invoices can be re-issued with the correct information by processing a new order until 31 December 2025 only.
- A handling fee of EUR 20 is charged for any administrative change or update in the registration.
- Final invoices are issued only after payment has been completed.
Onsite
- If any difficulties arise during the event, all requests/discrepancies should be submitted via email to the registration department after the event.
- Any specific requests concerning Group registration will not be discussed during the event for any purpose.
- Group registrations on-site are not possible. However, group registration is available online.
- 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, participants registering as Non-Members (INDUSTRY) cannot request to change their participant type to Non-Member (DELEGATE) (and vice versa).
This rule also applies to Third-Party/Group registrations processed incorrectly.
- 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.
AIFA Applications
Official Italian Agency for AIFA Procedure
Any Italian pharmaceutical company, supporting or participating in a congress abroad, is subjected to authorization by AIFA (Italian Drug Agency), according to an Italian Government Decree (Decreto Legislativo 219/06 – art. 124).
The request for 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: [email protected] and/or [email protected]
Use of data - Authorisations
The data made available through the online registration system is 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 is 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 or 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 you to make sure that the Exhibitor presents a Privacy Policy.
For more information, please read the EADV Terms of Use.
