Terms and conditions

The organiser of the ECNP New Frontiers Meeting 2025 (hereinafter ‘the meeting’) is the ECNP Research & Scholarship stichting (hereinafter ‘ECNP’). The terms and conditions are subject to Dutch law.

Registration fees are in euros (EUR), with the relevant VAT included. 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 are accepted).

The registration payment platform is a secured site by Ingenico. 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 ECNP New Frontiers Meeting 2024.

Non or late payment
In case a payment has not been received within 15 days, the registration will be cancelled, and, if needed, a new registration must be submitted.

In the event of cancellation, a written notification must be sent by e-mail on or before 29 February 2024.

The following policy will apply:

  • Refund of registration fee minus an administrative fee of EUR 90 (excluding VAT) for cancellation notification received on or before 29 February 2024. For Early Career Scientist the administrative fee is EUR 25 (excluding VAT). Refunds will be made within 30 days after receiving the cancellation.
  • No refund of registration fee for cancellation notifications received after 29 February 2024.

Changes of registration type
In the event of a change in registration type, from in-person participation to virtual participation, a written notification must be sent by e-mail on or before 29 February 2024.
The following policy will apply:

  • An administrative fee of EUR 90 (excluding VAT) will be charged for each change of registration type with notifications received on or before 29 February 2024. For Early Career Scientist the administrative fee is EUR 25 (excluding VAT). If applicable, refunds will be made within 30 days after receiving the notification.
  • No changes of registration type are possible for notifications received after 29 February 2024.

If ECNP is faced with an event beyond its control and decides, at its sole discretion, that such event complicates or prevents its performance, ECNP 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 ECNP, at its sole discretion, considers this feasible, it shall (partially or fully) repay prepaid registration fees for the meeting. 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 meeting.

ECNP 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 meeting, unless such loss or damage is caused by the intent or the wilful negligence on the part of ECNP or its management personnel. Subject to Dutch law.

Invitation letter for visa applications in-person participants
In-person participants may need a letter of invitation from the meeting organiser in order to obtain a visa for entry into France. 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 France 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 meeting in France. 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.

General Data Protection Regulation
By applying/registering for the meeting, 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 meeting.

Participants are entitled to revoke their consent to the specific data processing at any time by editing their mailing profiles through the My ECNP function on the ECNP website.

Please read the ECNP privacy and data security policy before applying/registering for the meeting.

List of participants
Full name and country of the registered participant will be used for the list of participants that will only be presented (electronically) to fellow participants.

Each in-person registered participant will receive a name badge upon arrival. For organisational and security reasons, we request that all participants wear their badges at all times during the meeting.

Insurance and liability
The organisers will not accept liability for individual medical, travel or personal insurance. It is highly recommended that all participants carry proper health and travel insurance.

Photographs and videos
Please be aware that pictures and/or videos may be taken at the meeting. 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 meeting or let ECNP know by sending an e-mail.