REGISTRATION GUIDELINES

GENERAL INFORMATION

Registrations can be made through the Online Portal.

• All delegates must create a new account or use an existing account to log into the Online Portal and then create a registration in their account.
• Using a personal email address when creating a new account is advisable. This is especially important if your work email has strict security settings that may block emails from the Secretariat.
• If you are creating a registration for someone else, you can create an account using your details and provide the delegate’s information on the registration form.
• After registering, you will receive a confirmation email with your registration number.

REGISTRATION 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 Central Standard Time (CST).

Please pay your registration fee before the deadline applicable to the selected registration type. If your payment is not received in due time, the later 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
• Annual Meeting materials
• Willis Knighton Proton Therapy Center Site Visit & Anniversary Reception

OPTIONAL EXTRAS

All participants are kindly requested to pre-register for the following events to ensure their attendance. 

11^th Annual PTCOG-NA Meeting Gala Dinner

• Friday, November 7, 2025 (6:00 pm - 9:00 pm)
• Admission: 20 USD
• Venue: CedarCroft
• Click here for more details

Willis Knighton Proton Therapy Center Site Visit & Anniversary Reception

• Saturday, November 8, 2025 (6:00 pm - 8:00 pm)
• Admission: Included in Registration Fee
• Venue: Willis Knighton Proton Center
• Click here for more details

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.

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. května 65, CZ-14021 Prague 4, Czech Republic), collects registration fees on behalf of PTCOG-NA.

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

Online Payment by Credit/Debit Card

• Via secure gateway Nexpora
• Accepted Credit Cards
  • Visa
  • Visa Electron
  • MasterCard
  • American Express

Bank Transfer

• Bank transfer is available until 15 October 2025. Only card payments will be accepted after this date. If paying by bank transfer, include your full name and registration number. Payments without these details cannot be processed.
• A link to the payment details will be sent to your email inbox as soon as you select the bank transfer payment option in the online interface. This link can be forwarded to the accounting department for payment processing.

Nexpora Sweden AB, powered by VISA and CurrencyCloud B.V..

Registered in the Netherlands No. 72186178. Registered Office: Nieuwezijds Voorburgwal 296 – 298, Mindspace Nieuwezijds Office 001 Amsterdam. CurrencyCloud B.V. is authorised by the DNB under the Wet op het financieel toezicht to carry out the business of an electronic-money institution (Relation Number: R142701) Currencycloud Terms of Use
Payment services in the United States are provided by Visa Global Services Inc. (VGSI), a licensed money transmitter (NMLS ID 181032) in the states listed here. VGSI is licensed as a money transmitter by the New York Department of Financial Services. Mailing address: 900 Metro Center Blvd, Mailstop 1Z, Foster City, CA 94404. VGSI is also a registered Money Services Business (“MSB”) with FinCEN and a registered Foreign MSB with FINTRAC. For live customer support contact VGSI at (888) 733-0041.

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 to such details (name, address, VAT number, etc.) is possible only within 3 days from the date of registration 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 5, 2025 - a 20 USD administrative fee will be deducted from all refunds.
• From September 6, 2025 - a 100% cancellation fee will be applied.

General Cancellation Conditions

• Requests for refunds made after September 5, 2025, 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.