Price: 95 EUR (excl. 25%VAT)
Date: October 1st 2025
Venue: Langeliniepavillonen

The conference dinner is an excellent opportunity to network with fellow conference participants, enjoy a decilious three course menu, free soft bar (wine, beer and soft drinks), and musical entertainment. The dinner venue – Langeliniepavillionen is located at the northern end of the Copenhagen Harbour – close to the famous statue of the Little Mermaid. It is walking distance from central Copenhagen and it is possible so take the metro from the conference venue.

Ticket can be purchased while registering for the conference.

Both social events; the Welcome Reception at CPH City Hall and the Get-Together at Belle Center are included in the registration fee. However, you must actively select your attendance during the registration process. This allows us to manage attendee numbers, as there are capacity limits for these events.

Tickets for the Social Events can be selected while registering for the conference.

Cancellation terms

Cancellations must be sent in writing to registration@cap-partner.eu
Refund of registration fees will be granted as follows:

• Received on or before 1 August 2025: Will be refunded with a processing fee of € 30 per cancellation.
• After 1 August 2025: No refund available.
• Refunds by bank transfer or credit card will be processed after the conference. No refunds will be granted in case of a no-show.
• The conference dinner ticket is not refundable.

If the conference is cancelled due to the global pandemic, the registration fee will be refunded.

If the conference is cancelled due to other unforeseen events beyond the control of the organisers, the registration fee will be refunded after deduction of expenses incurred by the conference.

Payment & VAT Terms

Payment is possible by credit card, invoice (bank transfer), or EAN invoices (only valid for Danish public institutions. An administration fee of € 13 is applicable per EAN invoice).

Upon completion of the registration, an automated email confirmation will be sent. Depending on the payment method, the invoice or credit card receipt will be attached. The PDF is original and will be the only copy you will receive.

It is your responsibility to forward the invoice to the correct place for immediate payment and you must ensure that the correct invoice address is entered during the process.

Sharing of contact details

The ECOC2025 Conference Organiser (CAP Partner) will collect and store all personal data through the online registration system, and data will be treated by organisers only for organisational purposes, particularly for matters in relation to registration, certification, as well as information about the conference.

Each participant receives a name badge onsite carrying the family name and the first name of the participant as well as a QR code. Each participant shall consider that by accepting any scanning of the badge at any stand at the conference, the participant gives his/her authorization to the organiser to transfer the data of the participant regarding his/her postal address and e-mail to the holder of the stand, including the authorization to use said data for marketing purposes.

Disclaimer

In case of reasons beyond the control of the conference organisers, CAP Partner (appointed conference organiser) has the right to immediately alter or cancel the Conference or any arrangements, timetables, plans, or other items relating directly or indirectly to the conference. The participants shall not be entitled to any compensation for the damage that results from such alteration or cancellation. Furthermore, apart from any willful damage or gross negligence committed by the conference organizers, the conference shall not at any time be liable for any direct or indirect damage suffered by the participants, including consequential and immaterial damage, caused by failure to comply.

Photo/Video

Please note that video and photos will be captured during the conference for use on the ECOC website and ECOC social media.

Any video recordings will take place in session rooms and exhibition areas and will focus on capturing the atmosphere of the ECOC Conference 2025. Recordings will not focus on individual attendees.

If you identify yourself in a specific picture or video after the conference and you do not wish it to appear on the website or social media, please contact CAP Partner (info@cap-partner.eu) and we will delete the picture or recording.

Visa application:

Visas should be applied for well in advance of your intended departure date.

Be sure to book a visa appointment at least 3-6 months before the conference, to begin the visa application.

Please note that while we wish to assist our participants by providing the visa invitation letter, we do not contact the Embassy or Consulate on behalf of participants, and we are not able to influence Embassy / Consulate procedures or decisions.

Applicants should contact the nearest local Danish Embassy or Consulate to determine the appropriate timing and conditions of the visa application.

Invitation letter:

Participants can request an official invitation letter via online registration. The letter will only be issued to registered participants who have paid their registration fee in full.

The invitation letter aims to assist participants who need to obtain a visa, or permission to attend the conference, and is not an official invitation letter covering fees or any other expenses.

If a participant’s application for a visa is refused, the conference secretariat will refund the paid registration fees only when a copy of the refusal letter is received before September 1st 2025.