REGISTRATION GUIDELINES

All participants must create an account via the Online Registration Form. Please read the instructions on the website carefully.

Consider using a personal email account if your work email is connected to a medical institute with high security and privacy settings, as emails from the online system may be transferred to junk folders. You can also check the emails in the Mailing Archive and Communication Log on the World Road Congress 2023 homepage.

Each participant will receive a registration number by email after submitting the online registration form. For payments completed by bank transfer, please proceed with the payment only after receiving your registration number and include your registration number and participant’s name in the payment details.

If you have any questions relating to the registration, please don´t hesitate to contact the WRC 2023 Secretariat.

Online registration will be available until 11 September 2023.

All the above fees include a local VAT of 21 %.

*A PIARC member is an individual or collective member having paid their yearly fee all at least over the period 2020-2022 or 2021-2023.

**List of Low/Low-Middle income economies (more info)

Please ensure that you pay your registration fee before the deadline for the chosen registration type. If your payment is not received on time, the higher fee will be applied automatically.
Unpaid or partially paid registrations will not be considered valid until they are fully paid.

All registration deadlines are applicable considering the local time (CET/CEST).

FULL REGISTRATION FEE INCLUDES:

• admission to the opening and awards ceremony
• welcome reception
• interdisciplinary lectures
• all scientific and technical sessions
• coffee-breaks
• entrance to the exhibition area
• one technical visit
• gala dinner

SINGLE DAY FEE INCLUDES:

• interdisciplinary lectures
• all scientific and technical sessions
• coffee-breaks
• entrance to the exhibition area
• one technical visit

EXHIBITOR FEE:

Exhibitor Registration provides admission to:
• plenary sessions, Opening and Closing sessions
• coffee breaks
• welcome reception
• gala dinner

Exhibitor Registration does not include access to:
• interdisciplinary lectures
• scientific and technical sessions
• technical visits

Accompanying person registration includes:

• admission to the opening and awards ceremony
• welcome reception
• guided tour – one as per selection
• Gala Dinner

SOCIAL PROGRAMME

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

Welcome Reception

Date: 2. October 2023
Time: TBA
Place: Prague Congress Center (venue)
Tickets: Included in the registration fee

Gala Dinner

Date: 5. October 2023
Time: TBA
Place: Prague
Tickets: Included in the full registration fee

ONSITE REGISTRATION

Please note that on-site registration payment can be processed by credit card or paid in cash (EUR).

CONFIRMATION

Each participant will receive an overview of the registration and an email notification confirming the payment received, and stating the amount outstanding after completing the Online Registration Form.

GROUP REGISTRATIONS

If you wish to register more participants/delegates, it can be processed under one account. After completing the first registration, there is a button labelled “Add participant”.

PAYMENT DETAILS

All fees need to be paid in EUR (€), free of all bank charges. Please note that all bank charges need to be covered by the delegate.

Registration fees are collected on behalf of WRC 2023 by the Secretariat, CZECH-IN s.r.o., 5. května 65, CZ-14021 Prague 4, Czech Republic.

By Bank Transfer
Bank transfer payment needs to be identified by the registration number and participant’s full name included in the payment details.

Payment by bank transfer is possible until 4 September 2023. After this date, all payments can be done only by credit/debit card.

Online Payment by Credit/Debit Card
The preferred method of payment is payment by card online through our secure payment gateway:
WORLDLINE.– Payment Solution Saferpay – Online payments service provider

Accepted cards:

In the unlikely event of a rejected on-line credit/debit card payment, the delegate is recommended to return to their 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.

FINAL INVOICE

The final invoice can be downloaded from the Online Registration Portal three weeks after the registration is confirmed and paid in full. If you need assistance with the final / advance invoice, please contact the WRC Secretariat.
The final invoice will be issued based on details provided  during registration (step Contact/Invoice details).
Any changes to these details (address, VAT number etc.) are only possible within 3 days of the registration date and are subject to a fee of 20 EUR.

VISA LETTER

Visa invitation letter can be downloaded from the Online Registration Portal, after the registration is confirmed and paid in full. If you need assistance with the Visa invitation letter, please contact the Congress Secretariat.

CANCELLATION / REFUND POLICY

Cancellation of Registration
• Until 4 April 2023 – 50 EUR administrative fee will be deducted from all refunds
• From 5 April 2023 until 4 July 2023 – 50 % of the fee will be refunded
• From 5 July 2023 until 3 September 2023 – 30% of the fee will be refunded
• From 4 September no refunds can be processed

Cancellation of Other Bookable Items

• Until 3 September 2023 – 20 EUR administrative fee will be deducted from all refunds
• From 4 September 2023 – no refund can be processed

General Cancellation Conditions
• All cancellations must be notified in written form (by email) to C-IN and cannot be done online or over telephone
• Requests for refunds made after 4 September 2023 will not be considered
• For any change of name a fee of 50 EUR will be charged

DATA PRIVACY AND SECURITY

The European General Data Protection Regulation (EU GDPR) came into effect on 25 May 2018 and it includes some changes to data protection.
We take your privacy very seriously and 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.

Once you have created your user account in our system, you can manage your information, protect your privacy and security via our Online Portal, which is now fully GDPR compliant. If you have any questions regarding the Privacy Policy, Data Protection and GDPR in general, please feel free to contact us by e-mail or phone +420 296 219 600.

All photos and/or video recordings from events depicting you with your consent or acknowledgement will only be used for reporting, documentary or promotional purposes for us or our partners. You are not entitled to any compensation for such use. You can revoke your consent at any time, however, if you do so without a valid reason you are obliged to pay us for any damages caused by your withdrawal. If we wish to take a photo or video for any purpose other than those mentioned above we will ask for your separate consent.

CANCELLATION OR MODIFICATION OF THE MEETING DUE TO FORCE MAJEURE

In the event of a force majeure situation, CZECH-IN s.r.o. reserves the right to alter or cancel the meeting without prior notice, including any change of the time and/or venue of the meeting. Any occurrence of 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 CZECH-IN s.r.o. 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 epidemic such as SARS, Covid-19, bird flu, earthquake, flood, hurricane, cyclone, fire or other natural physical disaster, explosion, accident or breakdown, strike, lack of the usual means of transportation or terrorism. CZECH-IN s.r.o. shall not be liable for any direct or indirect, incidental, or consequential, punitive, or exemplary damages, losses, expenditures or any other inconveniences or costs caused by such modification or cancellation of the meeting. Unless provided otherwise by the applicable mandatory laws, the registration fees will be reimbursed in accordance with the WRC 2023 cancellation policy.

INSURANCE

The registration fee does not cover insurance for participants against accidents, sickness, cancellation, theft, property damage or loss. Participants are advised to obtain adequate personal insurance.