General Terms and Conditions


These Terms & Conditions for delegates apply to every person registering as a regular delegate (EATCB 2020 member, non-member) for the 29th Congress of the European Association of Tissue and Cell Banks (EATCB 2020), to be held in Gdansk, Poland from October 21 – 23, 2020 (hereafter referred to as “the conference”), organised by the European Association of Tissue and Cell Banks (hereafter referred to as “the conference organisers”).

All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Central European Time Zone (CET/CEST).

Congress Fees

The reduced registration fees are only applicable if they have been paid to the congress account before the according deadlines are over. Registering without performing an actual payment will automatically set your balance to the higher fee applicable onsite.

The deadlines are as follows:

Early fee deadline: August 1, 2020

Regular fee deadline: September 15, 2020

Congress registration

Only fully completed online registrations will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/regular/final rate).

The registration fee for delegates, EATCB member or non-member, includes entry to all congress sessions, industry sessions, the exhibition and poster area, the welcome reception, the opening session and the closing session provided that sufficient seating space is available, lunches and all coffee breaks. Please note that the security personnel of the conference centre are responsible for granting or denying access to congress halls in case of overfilling, according to room capacities and national legislation. The congress organiser cannot guarantee available space in every session.

The congress organisers cannot guarantee that a congress bag and other congress materials will be available for late registrations. All congress materials will be distributed on-site.

If the maximum delegate capacity is reached, the congress organisers reserve the right to refuse additional registrations.

The registration fees include 23% of Polish VAT.

Registration confirmation/receipt

A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.

Methods of payment

Payments should be made in advance and in EUR only, using a credit card or by bank transfer.

All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the invoice as well as the registration number and the delegate’s full name as a reference on all bank transfers.

Registration name change

A handling fee of EUR 50.- will be charged for every name change to an existing congress registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until September 30, 2020. After this date, all name changes must be carried out on-site and paid directly

Cancellation policy

Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email to the EATCB 2020 Congress Office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the EATCB 2020 Congress Registration Department is received.

Registration fees may be refunded as follows:

Written cancellation received:

– until August 1, 2020:    75% refund

– between August 2 and September 15, 2020:    25% refund

– after September 15, 2020:    no refund

The date of the email receipt date will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the congress.

In the case of over-payment or double payment, refund requests must be made in writing and sent to the EATCB 2020 Registration Department, by email.

No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the congress room or any other incidents during the congress, which are beyond the control of the congress organisers.

By registering to the EATCB 2020 participants agree that neither the organising committee nor the congress office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The congress fee does not include insurance. Cancellations made after the deadline (October 9, 2020) cannot be refunded for any reason.

Cancellation of the congress

In the event that the congress cannot be held or is postponed due to events beyond the control of the congress organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the congress organisers, the congress organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under these circumstances, the congress organisers reserve the right to either retain the entire registration fee and to credit it for a future congress, or to reimburse the delegate after deducting costs already incurred for the organisation of the congress and which could not be recovered from third parties.

Modification of the programme

The congress organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the congress room or any other incidents during the congress which are beyond the control of the congress organisers.

Lost name badge

The congress name badge must be worn at all times during the congress. Access to the congress venue will not be granted without the name badge issued by the congress organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50.- will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.

Letter of Invitation

Individuals requiring an official Letter of Invitation from the congress organisers can request one through the online registration form or by contacting the EATCB 2020 Registration Department. To receive a Letter of Invitation, delegates must first register to the congress and submit any necessary data, as stated on the online form.

The Letter of Invitation does not financially obligate the congress organisers in any way. All expenses incurred in relation to the conference, the registration and the attendance are the sole responsibility of the delegate.

Visa requirements

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Polish embassy or consulate to determine the appropriate timing of their visa applications.

Note: Polish embassies and consulates-general are independent decision-making agencies for visas, sometimes after specific checks have been made with other E.U. countries. You cannot appeal against the rejection of a visa application, neither can the EATCB 2020 intervene on your behalf in case of a rejection or to speed up the procedure.

Delegate registration details will be shared with the Polish immigration authorities to assist in the immigration process. However, the congress organisers and/or the EATCB 2020 Registration Department will not contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of EUR 35.– will be refunded after the congress if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the EATCB 2020 Registration Department, by email, no later than September 30, 2020, the date after which requests for such refunds cannot be taken into consideration.

Travel-health insurance

As a part of a visa application, individuals must have travel-health insurance for the duration of their stay in the E.U. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.

Individuals must have insurance for their entire stay in the E.U. and therefore are encouraged to ensure and pay for the correct number of days. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.

Photographs & Video Streaming

The organiser may without the further consent of the participants use and release pictures and videos taken during the congress for reports of the congress and/or in future marketing materials. By registering to this congress attendees agree that photographs or sound or video recordings taken during the congress that could include recognizable images or voices of those in attendance may be posted on the congress website. All recordings are treated sensitively and discreetly. Names will not be published. The congress is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some congress activities. The organiser reserves the right to use images taken at the congress with your photograph and/or likeness on social media and/or in future marketing materials. The organiser is NOT responsible for individual attendee’s use of your image or likeness.

Data protection and sharing of contact details

Personal data

The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us.

The Wiener Medizinische Akademie GmbH will collect and store all personal data for the preparation and execution of the 29th Congress of the European Association of Tissue and Cell Banks (EATCB 2020). In accordance with data protection and other applicable laws, sensitive data will be deleted after the conference, whereas personal data, payment history and correspondence will be stored for the period prescribed by law (currently 7 years).

As a rule the Wiener Medizinsche Akademie GmbH will not store any credit card data.

In order to facilitate border entry and visa applications, the organiser will share contact details of concerned delegates with Polish immigration authorities, only if required by the authorities.

Further use of your data


Your consent provided, the organiser will contact you with regular newsletters ahead and during the meeting (e.g. ‘Daily News’, information on the availability of the conference app), with an invitation to complete a post conference survey after the conference, as well as with annoucements of future EATCB Congresses. You may unsubscribe of these mailings at any time, this will not affect official correspondence from the conference secretariat.

Emailings on behalf of third parties

Consent provided, the organiser periodically performs e-mailings to delegates on behalf of third parties regarding activities at the congress or other communications, which may be of interest to professionals in the field (e.g. information on satellite symposia). Email contact details of delegates will not be passed on to third parties in this context.

You may unsubscribe of these e-mailings at any time, this will not affect official correspondence from the congresssecretariat.

Lead retrieval system

A number of exhibitors will be using a lead retrieval system linked to the participant data base and may ask you to scan your badge in order to obtain your contact information (‘replacing a business card swap’). This information contains postal address, email and phone number as provided during the registration process.

The organisers ask for your permission to pass on the data to the exhibitor during registration. Please note that, should you opt-out at the time of registration, but agree to have your badge scanned during the conference, this consent will overrule the original opt-out.

Obviously the scanning of your badge should always happen on a voluntary basis. Please do report any misuse of the scanning device to the exhibition management.

Our full Data Protection policy can be found here.


The congress organisers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the congress organizers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the congress at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the European Association of Tissue and Cell Banks.

Fulfilment and jurisdiction

The terms of this contract shall be fulfilled in Vienna, Austria and, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.

General Terms and Agreements as per February 19, 2020