ST JULIAN'S - MALTA

16-18 MAY 2024

DEEP KNOWING
TO KEEP GROWING

EADV Symposium registration policies

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 31 March 2024. After this date, no refunds will be issued.

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

Refunds

Cancellations received by 31 March 2024 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 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 Changes for Individual & Third-Party

  • Please request the name change by emailing: registration@eadvsymposium.org
  • The cost of a Name Change is EUR 30.
  • Name Changes are possible until Thursday, 2 May 2024 only (23:59 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.

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 Thursday, 2 May 2024 only (23:59 CEST). Therefore, no name change requests are accepted after the mentioned date.

How to proceed with the name change

  1. Remove the previous attendee from your group list.
  2. Insert the new attendee in your group list
  3. 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.

 

  • 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. For any issue related to the invoices, please contact registration@eadvsymposium.org within 2 months after the end of the event (until 31 July 2024). After this date, no changes can be performed.
  • 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 registration@eadvsymposium.org or group@eadvsymposium.org 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.

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: aifa@aimgroup.eu and/or c.ghidoli@aimgroup.eu

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.

Frequently Asked Questions

No. The registration fee does not include lunches, coffee breaks and/or dinners.

Yes, visit our SCHOLARSHIP section to find out about opportunities here.

A notification email along with an QR code voucher and an invoice is automatically sent by the registration system (no-reply@mail.m-anage.com) upon successful payment of the registration.

You can download a copy of the QR-coded voucher on the online registration system by selecting the panel ‘Pickup Barcode’ in the registration platform.

If your registration is managed by a company or a third party, please refer to your contact person directly.

No. Credit card payments are only possible with VISA or MasterCard.

Method of payments are available here

No. The daily ticket cannot be requested more than once by/for the same participant.

To attend the Symposium for more than one day, a full Symposium Ticket valid for the whole duration of the event needs to be purchased.

A Proof of Status is a document that certifies the Trainee/Student/Nurse status of the participant.

Additional information here

EADV invited speakers are directly in contact with the EADV Scientific Dept.

Please kindly contact scientific@eadv.org in case of doubt.

Please, make sure your membership dues have been settled. Afterwards, sign in using the email address linked to the Membership account exclusively.

In case of doubt, contact: membership@eadv.org

No, membership has to be renewed in order to register benefiting from the member fee.

Please contact membership@eadv.org

No. Participants submitting and paying their registration as Non-Members will not be entitled to reimbursement if, at a later stage, they become Members. To benefit from the Member registration fees, please apply no later than 2 weeks before the registration deadline, as it takes around 10 days to get a membership application approved.

For more information, please check the EADV membership page.

No. Due to compliance regulations, accompanying persons (including children) are not permitted to attend the Congress.

No. The official language of the EADV Event is English and no simultaneous translation is available.

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

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 Thursday, 2 May 2024 only (23:59 CEST). Therefore, no name change requests are accepted after the mentioned date.

How to proceed with the name change

  1. Remove the previous attendee from your group list.
  2. Insert the new attendee in your group list
  3. 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.

HEALTHCARE PROFESSIONAL DEFINITION

Carefully read the below description to make sure you/your delegates are compliant with Malta’s regulations.

EADV Members are not designated as Healthcare Professionals by default

Please, define the correct status (HCP or Non-HCP) during the registration process.

Definition

According to the European Union Directive 2001/83 /EC (and amended version 2010/84/EU), the promotion of prescription only medicines should be directed solely at Healthcare Professionals or any person who is authorised to prescribe or handle them.

As a multidisciplinary audience will be attending the EADV Symposium, the delegates must  indicate if they are Healthcare Professionals (HCP) or Non-Healthcare Professionals (Non-HCP) to ensure compliance with these regulations.

Access to the different areas and sessions of the Symposium depends on the status as Healthcare Professional or as Non-Healthcare Professional. 

The Pharmaceutical Research Based Industry Malta Association (2014) defines HCP as:

Any member of the medical, dental, pharmacy or nursing professions or any other person who in the course of his or her professional activities may prescribe, purchase, supply or administer a medicinal product. “

Industry sessions and advertising

Sections of the code also relevant to a congress held in Malta:

Any such promotional material (excluding promotional aids) is accompanied by a suitable statement indicating countries in which the product is registered and makes clear that the product or use is not registered locally, and any such promotional material which refers to the prescribing information (indications, warnings etc.) authorized in a country or countries where the medicinal product is registered should be accompanied by an explanatory statement indicating that registration conditions differ internationally.

Satellite Symposia presenting data on the development, research or other issues related to prescription medicine can be restricted to Healthcare Professionals and Industry Participants only upon indication provided by the Industry Session Organizer. All promotional materials and marketing aids related to these industry sessions should be strictly limited to HCPs only.

Industry Session organisers could limit participation to certain representative groups independently from the EADV recommendations if deemed imperative to the achievement of the intended purpose of the Industry session. The organising company reserves the right to refuse single categories, in particular if not adequately related to the objective and purpose of the session.

The industry session organizer is responsible for the compliance of the session.

Other categories

STUDENTS are NOT considered as Healthcare Professionals under the current guidelines and will be automatically classified as NON-HEALTHCARE PROFESSIONALS.

PATIENT ASSOCIATION REPRESENTATIVES must indicate whether they are Healthcare Professionals or not at registration.