Group registration


To register a group (minimum of 2 people), please follow this procedure:

  1. Make a group request in the registration portal by filling in the contact details of the group representative and the invoice address. At this stage, you only need to indicate the number of participants (*) to be registered at the current rate.
    (*) No participants’ details need to be entered at this stage. This can be done later on. Adding extra participants (or another group) is also possible as long as the online registration form is open.

     Please keep in mind that a registration can only be finalized once it has been accompanied with payment! Entering the participants’ details is not sufficient to finalize a (group) registration. Payments should be received by the corresponding deadline. Failure to do so will automatically push the group registration to the next available rate. All registration fee deadlines can be found here.

    To easily trace your payment, please indicate your registration number (VIE19-****) in your remittance. Payments by bank transfer will only be possible until 7 June 2019. Afterwards, payments can only be done by credit card (Visa, Mastercard or American Express)! Read more about payment of registration forms here.

  2. The group representative receives a confirmation e-mail, which contains a link with further instructions on how to submit participants’ names and extra details (i.e. Precongress Courses, Charity run, Social dinner, etc.). The following information must be provided for each person in your group: first name + family name, country and e-mail address.

     Enter only one valid personal e-mail address per participant! This is very important since all correspondence will be sent to this e-mail address. Participants will be able to access the Congress App, receive their certificate of attendance, etc. via the given e-mail address. Onsite programme changes, the award announcement, etc. will be communicated through this way as well.

  3. The group representative indicates the preferred option to collect the badges:

    Group Collect
    The group representative receives an email with one voucher for all participants (*). The group representative brings the confirmation letter to the Congress and prints out all the badges for the participants in his group at the Scan & Go Desk.

     (* Keep in mind that the Group Collect option is only to collect all badges at the same time. It is not possible to collect only a part of the entire group. Participants cannot come and collect their own badge with this option!)

    Individual Collect
    The group representative receives the vouchers (one for each participant).
    He distributes the confirmation letters to the participants in his group, which allows each participant to print their own badge at the Scan & Go Desk.

    The group representative will receive an e-mail, 2 weeks prior to the start of the Congress so he/she can collect and distribute the participants’ badges in time.

  4. A button to download the invitation letters (for visa approval) will be shown in the group registration once the payment has been completed and the personal details have been entered.

  5. The deadline to submit all the participants’ names is Tuesday 18 June 2019. Name changes for group registrations are free before this date. After this date, a name change will be considered as a new registration and payment at the onsite rate. The group leader informs each member of the group that he/she has been registered to attend the congress to avoid any double registrations.

Important information

  • ESHRE cannot be held responsible for double registrations/bookings of a participant made by the group responsible
    as well as the individual or another company/organization.

  • Group registrations will not be possible after 18 June 2019

  • Cancellation of registration and reimbursement policy:
    A full refund (less 100 Euro administration fee) will be granted to participants unable to attend, provided written notice is received at the Central Office on or before 23 May 2019. ESHRE regrets that it will be unable to consider requests received after this date. The date of the receipt of the written request for cancellation by the ESHRE Central Office will be considered as the date of cancellation. Please note that refunds will be issued only after the end of the annual meeting.