After the online reservation (pre-booking), the group responsible will receive a first invoice with 30 April as payment deadline (in case invoice created later than 30 April, the deadline is 10 May). To confirm the pre-booking and its payment, you will receive the official Group Registration Form and the Pick-up Form.
As this spreadsheet called Group Registration Form will be automatically loaded into the registration system of ESHRE, the group responsible is asked to use this official spreadsheet (no sheet from last year or older) received after the first payment (see step 4).
The Group Registration Form must be returned to erika@eshre.eu before 27 May 00:00 CET.
All Group Registration Forms sent in before 27 May 2012 at 00:00 CET (Central European Time) will be processed at the conditions connected to the online reservation. Forms received between 28 May 2012 00:01 CET and 10 June 2012 00:00 CET will be processed at the late registration fee, forms received later at the onsite registration fee.
Please take one week into account before receiving a confirmation of the group registration.
The proof of status for paramedical and student non-member must be inlcuded, so sent in together with the Group Registration Form and the Pickup form.Depending on the time of a name change, the fee rate will also change. Changes and additional registrations are possible untill 27 June 12:00 CET.
Please complete the Group Registration Form with all requested contact details of the participants. Make sure that the participant is registered with the name on his/her ID or passport. ESHRE needs to know who is attending the meeting for security reasons. Even the e-mail addresses are requested to send the entrance ticket personally (if required) and to give access to the digital course material during and after the Annual Meeting. Companies must submit personal address details for each registered person. Registrations with the company or sponsors' address will be refused unless it is specified that the company employs that participant.
Manual: How to fill out the Group Registration Form?
Each participant must choose between a full hard copy version of the abstract book or, alternatively, the online itinerary planner and customized abstract book. Read more
The group registration and name changes will only be accepted by means of the Group Registration Form send in by the group responsible mentioned with the reservation (pre-booking). In case of a name change, please update the latest Group Registration Form with red to mark the cancelled names (do not delete these from the list) and green for the replacements and new names.
A name change means that you replace a participant by another; this can result into a change of the registration fee. Eg. Mr. A is registered for the main programme at the early member fee. On 3 June he decides not to travel to Istanbul, so Mrs. B will replace him. She is not a member of ESHRE, so she will be registered at the late non-member registration fee. Check the several registration fees here.
Onsite name changes are only possible:
How to change a name? Update the latest Group Registration Form with red to mark the cancelled names (do not delete these from the list) and green for the replacements and new names.
You are requested to inform ESHRE with a group responsible onsite, what means that ONLY this person can change the group registration during the Annual Meeting at the onsite registration desk. You are asked to fill out the name and mobile phone (that will be used during the Meeting in case a delegate of the group cannot find the group responsible) of the contact person onsite on the Pickup Form. If no name and/or mobile number is known on 27 June, no onsite change of the group registration is possible. In that case new registrations should be made at the self registration corner.
DEADLINE to send in your Pickup Choice: 27 May 2012 NO PICKUP FORM = SCENARIO 1
We offer the following options in order to organize the pickup of the congress material for all participants of the group:
CONDITIONS FOR PICKUP SCENARIO 2, 3 or 4
Make sure that each delegate of the group knows who to contact in order to receive the workshop kit and badge. Printed badges picked up by a group, will not be printed again. No delegate will have access to the congress without badge!
The receiver of the material confirms an efficient delivery by signed the delivery note, starting from then ESHRE is no longer responsible for the material.
The choice you make is applicable for the complete group. In case you have a group of 60 people of which 15 in hotel A and 45 in hotel B, you should make two groups in case you choose for a hotel delivery. If a few people of the group want to pickup the material themselves, you should register them as individuals. Please contact ESHRE in case of doubt.The onsite responsible should make an appointment (deadline: 27 May) on Saturday, 2 July starting from 13:00 or on Sunday, 3 July between 8:00 and 19:00. Without appointment, no pickup is possible.
The onsite responsible must leave his/her mobile phone number when collecting the congress kits of the group. The group responsible will receive the Pickup Organization Form after the payment of the pre-booking/reservation and should be sent in together with the group registration form at the latest on 27 May. All requests sent in later will be refused.
Each person who wants to enter the congress, must have an official badge.
Each participant will receive an official ESHRE document called the individual confirmation letter. Each participant has to present this letter together with the ID card or passport at the pre-registration area or at the registration desk in case of problems. It is very important that the participant receives this confirmation letter personally.
In case the onsite group responsible collects the congress bags and badges for the whole group, the participant does not need to present the confirmation letter as he/she already received the badge through the group responsible. The group responsible must distribute this congress material before the start of the congress.