SETAC Europe 36th Annual Meeting

Registration and Payment Policy

One registration must be completed by each attendee.  

Your full conference registration includes admission to all scientific sessions, lunches, coffee breaks, welcome reception on Sunday, a printed programme book and access to on-demand content on the meeting platform after the conference. 

A one-day conference registration includes admission to all scientific sessions, lunch and coffee breaks on the specific registration date and a printed programme book. A one-day conference registration does not give you access to the on-demand content. 

• Payments by credit card (Visa, MasterCard or AMEX) are strongly preferred. Card details can be submitted during the online registration process, or after the registration via your SETAC account.  
• Payments can also be made by bank transfer (mind the deadlines, it may take several days to reach the SETAC bank account). Bank details can be found on the invoice. Cheques will not be accepted.  
• To be eligible for the early registration fees, the participant must be registered by 17 March and the payment MUST be received by 15 April. If payment is received after this date, the increased fees are due.  
• Registrations are non-transferable and can thus not be handed over to someone else.  
• If no payment was received and no proof of payment can be shown at the registration desk onsite, the registration fee MUST be paid onsite!  
• Invoices are sent via e-mail and can be consulted in your account at any time. A printed copy of the invoice can be received upon request.  
• After the meeting, per reminder that needs to be sent regarding an outstanding balance, an administrative cost of 26 euros will be added to your invoice.  
• If you want to add a social event to an existing registration, please go to My Account > View My Events. Click on View Booking next to the upcoming event. Click on Get More Tickets and purchase the side event(s) that were still missing in your registration. To add a training course to an existing event, please reach out to the SETAC Europe office. 

Cancellation Policy

• Cancellation of your presentation does not automatically result in a cancellation of your registration and vice versa. 

• Cancellations for registrations must be in writing to the SETAC Europe Office, or can be indicated through the cancellation form (My Account > My Events). 
• When you cancel your registration 
  • by 17 March 2025: no cancellation fee will be charged.  
  • between 18 March and 15 April: A cancellation fee of 258 euros for full-meeting registrations and 52 euros for one-day meeting registrations will be charged. 
  • after 15 April: the complete meeting registration fee remains due. 
• In case of a refund after a cancellation, the cancellation fee will be deducted from the amount that was already paid.  
• If you cancel your registration after 17 March but have not paid yet, the cancellation fee will still be due.  
• As of 1 April, tickets for the parallel events (party and dinner) cannot be cancelled, and no refunds will be made. 
• For delegates who did not show up at the meeting, if the fees were not paid yet, the outstanding amount will still be due.  
• Payments are non-transferable to another participant, meeting or membership. 
• In case of cancellation of the event due to acts of war, terrorism, natural disasters, or imposed restrictions due to communicable diseases, registration fees will not be refunded.  
• SETAC reserves the right to convert the meeting from an in-person to a virtual event. In-person registrations will then automatically be considered as online registrations. The cancellation policy remains unchanged in this situation. 
• Refunds, if any, will be made after the meeting.  

The registration fee is automatically calculated based on your membership status, grade, and plan. If the fee displayed is not what you expected, we kindly ask you to verify your membership against the fees listed on our website. 

If your organisation is registered in the Netherlands under a Dutch VAT number, the meeting fees are subject to 0% VAT, with the VAT liability resting on your organisation. In this case, please ensure that you provide your VAT number during the checkout step of the registration process. If you are uncertain whether this applies to you, consult your accounting department before proceeding with your registration.

If your organisation is not registered in the Netherlands, a 21% VAT rate applies to the meeting registration fee and the VAT liability rests with SETAC.

If you notice any discrepancies in the VAT rate applied to your invoice, please contact our office at [email protected].

You need to register first so that an invoice is issued. In the checkout step of the registration process, you will be asked for billing information. If your organisation pays for the registration, choose 'company' and fill in the information. Check the 'Bill me' option so that an invoice is created that can be paid later. You will receive a booking confirmation email and an invoice email. Please check your spam folder. You can also download your invoice from your account under View My Order History . 

If your organisation requires separate invoices for registration and additional tickets (such as parallel events or training courses), please complete the registration process without adding additional events first to receive an invoice via email or in your SETAC account. Afterwards, you can add additional tickets by going to your account > View My Events > View Booking > Get more tickets or My Sessions. A new invoice will then be issued and emailed or will be available in your SETAC account. 

According to our loyalty programme, full members with a continued membership of more than one year will be awarded the loyalty badge and receive a discount on meeting registration fees.