REGISTRATION GUIDELINES

ONLINE REGISTRATION IS CLOSED

Please kindly note the onsite registration might be limited due to capacity.

ONSITE REGISTRATION

Location

Reference Area, Level 3 (see the venue floorplan)

Opening Hours

Any open balance can be paid online only by a credit card through the PTCOG-NA Registration Portal and online cc authorization via Saferpay, Payment Solution by SIX Payment Service. Payments by cash or bank transfers will not be accepted. 

GENERAL INFORMATION

All participants must Create an Account (or use your existing PTCOG-NA membership account or an account from a previous PTCOG-NA Meeting) and register via the Online Registration Form. Please read the instructions below carefully. If your work email is connected to a medical institute with high security and privacy settings, please also consider using a personal email account, as the email may be transferred to junk folders (only applicable to new accounts).

After submitting the registration online, each participant will receive a registration number by email. The preferred method of payment is online card payment. For payments completed by bank transfer, please proceed only after receiving your registration number. Payment by bank transfer must include the registration number and participant’s name in the payment details.

FEES

*All PTCOG-NA members are entitled to a reduced registration fee for our events. For more information about the PTCOG-NA membership, please visit the membership section on our website.

** For the reduced fees as Dosimetrists, please upload a document that confirms this position.

*** The Student fee is only available upon providing a letter from the Head of the Department written on the letterhead of the institute of higher education or university. The participant must be a Student for the duration of the Annual Meeting.

All registration deadlines are applicable considering the Eastern Standard Time (EST).

Please pay your registration fee before the deadline applicable to the selected registration type. If your payment is not received in due time, the latter fee will be automatically applied. Unpaid or partially paid registrations will not be considered valid until paid in full.

Registration Fees Include

• All Scientific & Educational Sessions
• Scheduled meals and refreshments as per the program
• Welcome Cocktail at the venue
• Annual Meeting materials
• New York Proton Center visit

OPTIONAL EXTRAS

All participants are kindly asked to pre-register for the following events to be able to attend. 

New York Proton Center visit

• Saturday, November 16, 2024 (2 pm)
• Included in Registration Fee

GROUP REGISTRATIONS

Group registrations cannot be processed online under one email address identification; each participant must set up his/her profile with a unique email address. When registering more than ten participants under one company identity/invoice, please contact registration@ptcog-na.org to determine the preferred invoicing setting.

CONFIRMATION

Each participant will receive a registration overview and an email notification confirming the receipt of payment. To view the status of your payment, click here.

REGISTRATION FOR SPONSORS AND EXHIBITORS

Please contact the PTCOG-NA Sponsorship and Exhibition Manager directly:

Name: Jana Sodomkova
E-mail: jana.sodomkova@c-in.eu

PAYMENT 

All fees must be paid in United States Dollars (USD), free of all bank charges. However, please confirm any possible charges from their side with your bank.

The PTCOG-NA Annual Meeting Secretariat, CZECH-IN s.r.o., 5 collects registration fees on behalf of PTCOG-NA. května 65, CZ-14021 Prague 4, Czech Republic.

Online Payment by Credit/Debit Card

As of November 14, the only available payment method is by card online via our secure payment gateway: Saferpay - Payment Solution by SIX Payment Services.

Online payments service provider - Saferpay.

 Accepted Credit / Debit Cards

In the unlikely event of a rejected online credit/debit card payment, the delegate is recommended to return to his/her registration online and try to process the payment again. Should the payment issue persist, the participant is advised to contact the card issuer/bank first to check for any potential block on the online transaction. If so, once this is removed, it will be possible to pay via the online payment gateway. 

The accepted Currency is United States Dollars (USD) only.

FINAL INVOICE 

• The final invoice can be downloaded from the Online portal three weeks after the registration is confirmed and paid in full. If you need assistance with the invoice, please contact us to ask for your receipt.
• The final invoice will be issued based on the details provided during the registration process (step Contact/Invoice details).
• Any change of such details (name, address, VAT number, etc.) is possible only within 3 days from the date of registering and is subject to a 20 USD administrative fee.

CANCELLATION / REFUND POLICY

All cancellations must be notified to the PTCOG-NA Annual Meeting Secretariat in writing (by email). The registration fees will be reimbursed in accordance with the cancellation policy below. 

Cancellation of Registration

• Until September 13, 2024 - a 20 USD administrative fee will be deducted from all refunds.
• From September 14, 2024 - a 100% cancellation fee will be applied.

General Cancellation Conditions

• Requests for refunds made after September 13, 2024, will not be considered.
• An administrative fee of 20 USD will be charged for any name change.

INSURANCE

The registration fee does not include the participant’s insurance against accidents, sickness, cancellation, theft, property damage, or loss. Participants are advised to take out adequate personal insurance.

CANCELLATION OR MODIFICATION OF THE MEETING DUE TO FORCE MAJEURE

In the event of a force majeure situation, PTCOG-NA reserves the right to alter or cancel the Meeting without prior notice, including any change of the meeting's time and/or venue. Any occurrence of a force majeure event shall be communicated as soon as reasonably possible from the decision time. Force majeure includes any circumstance beyond the reasonable control of PTCOG-NA. which prevents or impedes the realization of the meeting. This includes but is not limited to, government action, war or hostilities, riot or civil commotion, plague, or other epidemics such as SARS, bird flu, earthquake, flood, hurricane, cyclone, fire or other natural physical disasters, explosion, accident, or breakdown, strike, lack of the usual means of transportation or terrorism.

DATA PRIVACY AND SECURITY 

By registering, you agree to your information restricted to Name, Affiliation, Department, and Position for use within the 10th PTCOG-NA mobile application and attendee list. The European General Data Protection Regulation (EU GDPR) was enacted on 25 May 2018 and involved some data protection additions. We take your privacy very seriously. To comply with GDPR consent requirements, we need you to confirm that you agree with our new Privacy Policy when creating an account in our system. You can view it here.

After creating your user account in our system, you can manage your information and protect your privacy and security via our Online Portal, which is fully GDPR compliant. Feel free to contact us with any questions regarding the Privacy Policy, Data Protection, and GDPR in general by email or phone at +420 296 219 600.

CONTACT INFORMATION

For any questions you may have relating to registration, please do not hesitate to contact the PTCOG-NA Annual Meeting Secretariat at registration@ptcog-na.org.

If you did not receive a confirmation email, please check your spam folder and mark our e-mail address as trustworthy.