Header image

Terms and Conditions

⁠These Terms and Conditions apply to all Congress Participants and Accompanying Persons registering online for the 57th ERSA Congress and must be accepted on registration.

Congress Registration

Presenting authors for Special Sessions, Young Scientists/Epainos Sessions and Refereed Sessions must register and pay fees before 9th June 2017, in order to have their paper(s) scheduled in these sessions. If no payment is received or no full paper is uploaded on June 9,  the presentation will be re-assigned to an Ordinary Session. Presenting authors for Ordinary Sessions and all other participants must register and pay fees before 31th July 2017, in order to have their paper(s) scheduled in the final programme. Participants can be assigned as session chair or discussant by the LOC. ERSA and the LOC reserve the right to make amendments to the programme or any related activity at their discretion.

The RSAI member fee is only applicable for members of ERSA sections and for members of one of the other RSAI Super Regional Organisations (PRSCO, RSAmericas). Please note membership status will be checked and if your membership is not paid, you will be invoiced the balance between member and non-member fee and your paper will not be accepted until the full fees are paid. For further details about membership, please contact a regional representative.

The Special fee is applicable for 1) PhD-students who have not reached the age of 33 years on September 1, 2017 and they will be asked for their birthday and supervisor’ name upon registration; 2) ERSA Summer School 2016 and 2017 participants; 3) Participants from lower income countries (with annual GDP per capita lower than 20,000 USD according to the latest World Bank figures).

The Accompanying Person fee is intended for those persons who accompany a participant to the Congress, but they will not be allowed to participate in the scientific programme.

The Congress registration fees are applicable to all participants, except invited keynote speakers, organisers’ guests and accredited press representatives.

Registration is only assured upon receipt of registration fees. Registered participants whose payment is not complete will not be allowed to attend the Congress. Payments are to be made in EURO. Payment Liability of Congress fees arises at the time of registration. Where payment is not received prior to the start of the event, the registration will be cancelled notwithstanding the fact that the liability of full payment still exists.

If you cannot attend the Congress or Policy Day, we are happy to accept a substitute colleague at any time, provided notice is given in writing to the ERSA Office.

For enquiries about accommodation please contact the booking agencies directly.

Methods of Payment

Payment can be made by bank transfer or credit card. However, we recommend paying by credit card through our secure online registration system. In case of payment by bank transfer, bank charges must be paid by the Participant.
As soon as your registration is received and after verification that the due fee has been paid, you will be issued with a Debit Note (Invoice). A receipt from ERSA will also be sent to participants to confirm payment. Please note: If your organisation requires its VAT number to be present on the invoice, please make sure you have filled in the "VAT field" while registering online.
In case of late payment, please send a proof of payment by e-mail to the ERSA Office. If no proof has been sent by e-mail beforehand, then a proof or a letter of guarantee will be required at the registration desk of the Congress site.
In case of questions concerning registration, please contact ERSA Office.

Cancellation Policy

Cancellation of registration must be made in writing and sent by e-mail to the ERSA Office.
Before 31 July 2017: 50% (less applicable bank charges) of the paid registration fees will be refunded.
No refund will be applied to cancellations made after 31 July 2017.

Non-arrivals will be non-refundable for any reason. Obtaining the correct travel documentation on time is the sole responsibility of the delegate. Where a delegate is unable to attend because of failure to obtain a visa, the normal cancellation policy for registration fees will apply. All refunds will be made within two weeks after the end of the Congress.

Although children day care is free of charge, it is necessary to charge fees when children are not showing up at the registered dates, unless the registration for day care services is cancelled before 31 July, 2017. Cancellations after 31 July, 2017 or no-show of children at the registered dates, will force us to charge the actual costs incurred.

VISA Application and Official Acceptance Letter

The LOC strongly advises participants requiring a visa and/or other travel documentation to enter The Netherlands, to make their application in their home countries at least two months before the intended date of travel. An official invitation letter for VISA application and an acceptance letter for the Congress, if required by the institution of the participant, can be requested from the ERSA Office

Force Majeure

Congress Participants shall not be entitled to any compensation should political or economic circumstances or a case of force majeure (such as natural catastrophes, wars, revolutions, acts of terrorism, etc.) prevent the 57th ERSA Congress from being held or limit its size or modify its nature.

In the unlikely event of congress cancellation by the organisers, the congress registration payments will be refunded in full by ERSA.
The organisers do not accept any liability for the cost of any pre-booked travel tickets or accommodation.