Registration terms and conditions
Registration
People older than 18 years of age are able to register for the ECNP Congresses.
Confirmation
Upon completion of the registration, a confirmation will be sent to the e-mail address that was provided. A separate payment confirmation will be sent to this e-mail address which will include an invoice and will show whether the payment has been received or still needs to be settled.
Payment
Registration fees on the website are shown without VAT. The amount shown on the payment page of the registration process is in euros (EUR) being the registration fee with the relevant VAT added. Payments must be made in euros; no other currency will be accepted.
Payment of the registration fee is to be made by credit card (no cash payments or bank transfers for individual registrations are accepted):
- Credit cards (applicable for both individual and group registrations)
The registration payment platform is a secured site by Worldline. Maestro, MasterCard, VISA and American Express are the only cards accepted. Please enter all relevant information on the payment platform. Upon completion of the payment process, your credit card is charged immediately, and you will receive a balance zero invoice (receipt) by e-mail. The credit card payment will be handled through ECNP Research and Scholarship Stichting (De ECNP Research and Scholarship Foundation) with chamber of commerce number 41215196, residing at Daltonlaan 400, 3584 BK Utrecht, the Netherlands. Please note that your monthly credit card statement will indicate payment made to the '38th ECNP Congress 2025’.
- Bank transfer (applicable for group registrations)
Upon completion of the registration process, you will receive an invoice for your registration fees by e-mail. This e-mail includes all payment instructions as well as your registration numbers. Upon receipt of your payment, your registrations will be confirmed to you by e-mail. Bank fees are the sole responsibility of the group coordinator and should be paid in addition to the registration fees. The bank transfer must clearly state the invoice number, as unidentified bank transfers cannot be processed.
Payment needs to be received within 15 days after the group coordinator has completed the registrations; otherwise the registrations will be cancelled. Note that in any case the payment must be settled before the deadline or a higher fee will apply. Bank transfer to be made in euros to the 38th ECNP Congress.
Payments by bank transfer will only be possible until 22 September 2025. After this date, group registrations can only be made with credit card payment. No cash payments can be accepted at the venue registration desk.
Non or late payment
In case a payment has not been received within 15 days, the registration(s) will be cancelled, and, if needed, a new registration must be submitted. In case a deadline for registration at an early or standard fee has passed before payment of the registrations is received, the higher registration fee shall automatically apply.
Cancellations
In the event of cancellation, a written notification must be sent by e-mail on or before 23 July 2025.
The following policy will apply:
- Refund of registration fee minus an administrative fee of EUR 97 (excluding VAT) for cancellation notification received on or before 23 July 2025. For Early Career Scientist the administrative fee is EUR 33 (excluding VAT).
Refunds will be made within 30 days after receiving the cancellation.
- No refund of registration fee for cancellation notifications received after 23 July 2025.
Changes of registration type
In the event of a change in registration type, a written notification must be sent by e-mail on or before 15 September 2025.
The following policy will apply:
- An administrative fee of EUR 97 (excluding VAT) will be charged for each single change of registration type with notifications received on or before 15 September 2025 (EUR 33, excluding VAT, for Early Career Scientist fees). If applicable, refunds will be made within 30 days after receiving the notification. If due to a change in registration type an extra amount is applicable, this needs to be paid by the participant within 15 days of receiving the invoice, but anyway before the first day of the congress.
- No changes of registration type are possible for notifications received after 15 September 2025.
Invitation letter for visa applications in-person participants
In-person participants may need a letter of invitation from the congress organisers in order to obtain a visa for entry into the Netherlands. It is the sole responsibility of the participant to take care of any visa requirements. Participants who require an entry visa must foresee sufficient time for the visa application procedure. Participants should contact the nearest local Embassy or Consulate of the Netherlands to determine the appropriate timing and conditions of the visa application.
This procedure is intended to assist in-person participants who need to obtain a visa or permission to attend the 38th ECNP Congress in Amsterdam. It is not an official invitation covering fees and/or any other expenses or financial support from the congress.
Invitation letters can be downloaded through the Registration Portal after full payment of the registration has been received.
In the unfortunate event that the visa application was rejected and the participant cannot attend the Congress in-person as a result, the registration will be changed to virtual participation without an additional administrative fee. The difference between the new virtual fee and the initial payment (if applicable) will be refunded. The participant needs to send the rejection letter received from the embassy and the downloaded invitation letter for visa application from the registration portal to the ECNP Office.
Badges
Each in-person registered participant will receive a name badge upon arrival. For organisational and security reasons, we request that all participants and industry partners wear their badges at all times during the congress activities. Re-print due to loss of badges or due to misspelled names can be done at the registration desk at a cost of EUR 97 per badge (VAT excluded).
Entrance congress areas venue
The areas of the venue used by the congress can only be entered by participants wearing their badge. Please note that anyone under the age of 18 is not allowed to enter the congress parts of the venue, also not under the guidance of an adult.
Photographs and videos
Please be aware that pictures and videos are taken at ECNP congresses. These may be published in ECNP’s newsletters, promotional material, social media pages, ECNP websites, or other publications. If you do not want to be photographed or filmed, please let the photographer know at the congress or let ECNP know by sending an e-mail to secretariat@ecnp.eu.
List of participants
Full name and country of the registered participant will be published in the app and on the congress platform and this is only accessible for registered participants.
General Data Protection Regulation
By registering to the 38th ECNP Congress, you agree that your personal data will be processed by ECNP, for registration and handling purposes, and to send you information in connection to the 38th ECNP Congress.
Participants are entitled to revoke their consent to the specific data processing at any time by editing their mailing profiles through their personal profile function on their My ECNP portal.
Please read the ECNP privacy and data security policy before registering for the 38th ECNP Congress.
Disclaimer
If the Stichting 38th ECNP Congress is faced with an event beyond its control and decides, at its sole discretion, that such event complicates or prevents its performance, Stichting 38th ECNP Congress and its agents shall be entitled, whether that event was foreseeable or not, to alter or cancel in full or in part the organised activities and/or any of its related elements (arrangements, timetables, planning of a scientific meeting, et cetera). Such events shall include wars, strikes, lockouts, riots and other civil disturbances, nature events such as earthquakes, floods and droughts, pandemics, virus outbreaks, and any other causes, including the deterioration of any existing events. If Stichting 38th ECNP Congress, at its sole discretion, considers this feasible, it shall (partially or fully) repay prepaid registration fees for the 38th ECNP Congress. However, companies and or participants shall not be entitled to claim compensation for any direct or indirect damages that they may incur from any such alteration or cancellation of the 38th ECNP Congress.
Stichting 38th ECNP Congress will take reasonable measures to protect the companies and participant’s interests, but shall not be liable for any loss or damage incurred by companies, participants or any third party caused by or in any way connected to the participation in the 38th ECNP Congress, unless such loss or damage is caused by the intent or the wilful negligence on the part of Stichting 38th ECNP Congress or its management personnel. Subject to Dutch law.
Non-ECNP registration sites
Participants are reminded that registrations bought through non-ECNP websites are bought at the participant’s own risk. ECNP will not honour fake or fraudulent registrations or be held responsible for over-payments. See further here.
Insurance and liability
The organisers will not accept liability for individual medical, travel or personal insurance. It is highly recommended that all in-person participants carry proper health and travel insurance.
