REGISTRATION GUIDELINES

ONLINE REGISTRATION WILL BE OPENED SOON

• Register via the Online Portal using a new or existing account.
• If you attended last year or submitted an abstract before, you may already have an account
• To add extra items, log in, select “Manage Registration” → “Edit Registration.”
• A confirmation email with your registration number will be sent after submission.

For any questions you may have relating to registration, please do not hesitate to contact us at registration@ptcog-na.org.

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 a Dosimetrist, please upload a document confirming 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 Eastern Daylight Time (EDT).

Please pay your registration fee by the deadline for 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
• Official Meeting Mobile App
• JH Proton Therapy Center

OPTIONAL EXTRAS

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

Proton Site Visit – JH Proton Therapy Center

• Saturday, November 7, 2026
• Included in Registration Fee. Please confirm your attendance during registration.

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 and other Bookable Items

• Until September 4, 2026 - a 20 USD administrative fee will be deducted from each item
• From September 5, 2026 - a 100% cancellation fee will be applied

General Cancellation Conditions

• Requests for refunds made after September 4, 2026, will not be considered.
• An administrative fee of 20 USD will be charged for any change of name or registration type.

FINAL INVOICE 

• An advance (proforma) invoice is issued only upon email request. Please contact us with your registration number.
• 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 registration and is subject to a 20 USD administrative 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.

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.

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

Payment Options

Online Payment by Credit/Debit Card

The preferred payment method is online via the secure gateway Saferpay (provided by Worldline)

Accepted Credit Cards:

• Visa
• Visa Electron
• MasterCard
• American Express

Bank Transfer

Bank transfer is available until 16 October 2026. 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 mailbox as soon as you select bank transfer payment in the online interface. This link can be forwarded to the accounting department to process the payment.

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 thay your information restricted to Name, Affiliation, Department, and Position for use within the 12th PTCOG-NA mobile application and attendee list. The European General Data Protection Regulation (EU GDPR) was enacted on 25 May 2018 and introduced several data protection provisions. 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 through 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 email address as trustworthy.