REGISTRATION TERMS & CONDITIONS

Cancellation terms 
Cancellation of registration must be notified in writing to the ECOC 2026 Conference Organizer (Viajes El Corte Inglés) at ecoc2026@viajeseci.es
Cancellations postmarked before and on 20^th July 2026 will be refunded deducting administration fee of EUR 30.
After 20^th July 2026 registration fees are non-refundable.
NB! Please note that tickets for the conference dinner are non-refundable.
Refunds by bank transfer or credit card will be processed after the conference. No refunds will be granted in case of a no-show.
The conference dinner ticket is not refundable.
If the conference is cancelled due to other unforeseen events beyond the control of the organisers, the registration fee will be refunded after the deduction of expenses incurred by the conference.

Payment & VAT Terms

Payment is possible by bank transfer, or credit card.
Upon completion of the registration, an automated email confirmation will be sent. Depending on the method of payment, the confirmation will be received automatically or after receiving the wire bank transfer. The PDF will be the confirmation you will receive and you can unload from your personal site.
It is your responsibility to introduce the VAT/INE details if you need an invoice, you must ensure that the correct VAT/INE number and invoice address during the process. The invoices requested will be sent after the conference

Disclaimer

In case of reasons beyond the control of the conference organizers, has the right to immediately alter or cancel the conference or any arrangements, timetables, plans, or other items relating directly or indirectly to the conference. The participants shall not be entitled to any compensation for the damage that results from such alteration or cancellation. Furthermore, apart from any wilful damage or gross negligence committed by the conference organizers, the conference shall not at any time be liable for any direct or indirect damage suffered by the participants, including consequential and immaterial damage, caused by failure to comply.

Photo/Video

Please note that video recordings/photos will be captured during the conference for use on the ECOC website and ECOC social media.
Recordings will take place in session rooms and exhibition areas and will focus on capturing the atmosphere of ECOC Recordings will not focus on individual attendees.
If you identify yourself in a specific picture or video after the conference and you do not wish it to appear on the website or social media, please contact the ECOC Secretariat and we will delete the picture or recording.

Visa application:
Visas should be applied for well in advance of your intended departure date.
Be sure to book a visa appointment at least 3-6 months before the conference, to begin the visa application.
Please note that while we wish to assist our participants by providing the visa invitation letter, we do not contact the Embassy or Consulate on behalf of participants, and we are not able to influence Embassy / Consulate procedures or decisions.
Applicants should contact the nearest local Spanish Embassy or Consulate to determine the appropriate timing and conditions of the visa application.

Invitation letter:
Participants can request an official invitation letter via online registration. The letter will only be issued to registered participants who have paid their registration fee in full.
The invitation letter aims to assist participants who need to obtain a visa, or permission to attend the conference, and is not an official invitation letter covering fees or any other expenses.
If a participant’s application for a visa is refused, the conference secretariat will refund the paid registration fees only when a copy of the refusal letter is received before September 1st 2026.