Group Registration Instructions

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G ROUP R EGISTRATION I NSTRUCTIONS

Contents L OG INTO THE REGISTRATION SYSTEM ............................................................................................................................................................................................................ 2

H OW TO REGISTER ......................................................................................................................................................................................................................................... 5

A TTENDEES ( MANDATORY ) ............................................................................................................................................................................................................................ 7

C ONTINGENTS ( MANDATORY ) ...................................................................................................................................................................................................................... 13

C REDIT C ARD P AYMENT ................................................................................................................................................................................................................................ 19

I NVOICE ( BANK TRANSFER ) P AYMENT ............................................................................................................................................................................................................... 20

D ISTRIBUTE ( MANDATORY ).......................................................................................................................................................................................................................... 21

T ICKET PICK - UP MANAGEMENT ....................................................................................................................................................................................................................... 24

N AME C HANGES ......................................................................................................................................................................................................................................... 26

I NVITATION L ETTERS .................................................................................................................................................................................................................................... 28

LOG INTO THE REGISTRATION SYSTEM

❖ SIGN IN with your credentials or create YOUR own profile in order to register your group. All documents related to the registration (invoice, QR coded vouchers, invitation letters, etc.) are sent to the Group Leader only.

* Click here to retrieve your password

Already on this platform? In order to log in, please insert your EMAIL & PASSWORD *

First time on this platform? Please create your Profile

❖ Fill out the mandatory fields using YOUR personal details as Group Leader

❖ If desired, complete the registration with YOUR profile picture and click on Finish

❖ You can now start creating your Group Registration

H OW TO REGISTER

In order to create and manage a group registration, the Group Leader needs to process the registration following these 4 mandatory steps:

1. 2. 3. 4.

add your ATTENDEES within the relevant deadline

purchase the tickets CONTINGENT DISTRIBUTE the tickets to the attendees

download (or send) your attendees’ QR Coded VOUCHERS

❖ Start your group registration (10+ participants) by selecting the panel GROUP REGISTRATION

Click on this panel to register your GROUP (10+ participants)

❖ Read and accept our Terms & Conditions in order to proceed to the registration

A TTENDEES ( MANDATORY )

❖ Start your registration by adding your ATTENDEES Blank registrations are NOT allowed

❖

Select “New participant”

❖ Add the participant email address. EADV will not contact your delegate individually After the event, each participant can download his Certificates only by logging in to the system with his own email address

IMPORTANT : Add the personal email address of the delegate

The active (working or private) email address is mandatory in order to:

• Avoid double registrations. • Recognise EADV Members : the registration system is able to recognise an EADV Member only through the email address linked to the membership. Please double check it with your delegate. • Let your participants download the EADV App during the Congress to check and schedule their programme. Certificate of Attendance, e-Posters, CME Certificates have to be downloaded individually by your delegates after the Congress. If invalid/fake email address have been inserted, they will not be able to apply for those certificates.

❖ Select your participant “Type of delegate” (Visit our EADV website - Fees&Deadlines in order to select the correct category for your participant) and fill the mandatory fields.

❖ Visit our EADV website - Fees&Deadlines in order to select the correct category for your participants

❖ Residents Non-Members (under 35 years old) – Students (under 35 years old) - Nurses need additional documents to be uploaded during the registration process in order to validate the registration. ❖ For Residents Non-Members (under 35 years old) – Students (under 35 years old) - Nurses registering for a 1-Day Ticket the Non-Member category have to be chosen

❖ IMPORTANT: Healthcare (HCP) – Non-Healthcare (Non-HCP) information Access to the different areas and sessions of the Congress depends on the status as Healthcare Professional or as Non-Healthcare Professional . Carefully read the below description to make sure you/your delegates are compliant with Spanish law.

❖ Registrations for Residents (Non-Members) and Students need to be accompanied by a Proof of Status . Registrations for Nurses need to be accompanied by a valid Medical License and a dated Letter of Sponsorship .

❖ Review the information and proceed with your next attendee by clicking “Add further participant”. Otherwise click on “Finish”

❖ Once your list of attendees is complete, please click on BACK

C ONTINGENTS ( MANDATORY )

❖ Once your ATTENDEES list is complete, proceed purchasing the “ticket CONTINGENT ”. The overview of your registration will help you to purchase the correct amount of ticket for specific Participant Type

❖ Select the Ticket Type you wish to purchase for your delegates and select the number of tickets needed (Prices listed below might vary depending on the event and the registration period)

Click Buy to proceed

❖ If 1-Day tickets are needed, select a new Ticket Type (see below). The 1-Day Ticket can be purchased only once. If your delegate need to attend more than one day, please purchase a regular ticket for the duration of the whole event.

Click Buy to proceed

❖ The Summary will show you the total amount to be paid

❖ Click on Go to payment in order to finish your order

❖ VAT field ( mandatory ) and Purchase Order Number (if needed) will be displayed on the invoice

❖

Edit the Invoice Address (if needed) Once the final invoice is issued, the invoice address CANNOT be modified!

❖

Select the Method of payment Only credit cards (Visa & MasterCard, no Debit Cards or AMEX) and bank transfers are accepted Bank transfers have to be received within the given deadline. If payment misses the deadline, the order will be cancelled without further notification Payments can be made in EUR only

Insert the VAT Number

Select the VAT country

These information are displayed in your invoice

IMPORTANT! Once the final invoice is issued, the invoice address CANNOT be modified!

Click Change to edit your invoice address

Select the method of payment

❖ Review your order and click on Finish Registration

❖ An email will be sent to you: you will find attached the Invoice

C REDIT C ARD P AYMENT

Payment is accepted by Visa or MasterCard credit cards only.

❖ If payment by Credit Card has been selected, as soon as you clicked on Finish Registration (Page. 18) you will be redirected to the following webpage:

❖ Process your Credit Card payment

I NVOICE ( BANK TRANSFER ) P AYMENT

Please make sure that your payment is received by the EADV within the given deadline. If payment misses the deadline, the order will be cancelled without further notification Visit our EADV website in order to be updated on our Fees&Deadlines .

❖ If payment by Invoice (bank transfer) has been selected, by clicking on Finish Registration (Page. 18), an email containing your invoice is sent to your email address.

Click Print to download your Invoice

D ISTRIBUTE ( MANDATORY )

Tickets have to be DISTRIBUTED within the relevant deadline. If tickets are not DISTRIBUTED, your delegates are NOT registered

❖ Once CONTINGENT is purchased and ATTENDEES list is filled out, you have to DISTRIBUTE (assign) the purchased tickets to your delegates

Relevant deadline to DISTRIBUTE your ticket

❖ The system shows you the list of attendees and the Ticket Type purchased. Click on the blank space in order to DISTRIBUTE the ticket.

Ticket Type

Amount of tickets assigned

Click here to DISTRIBUTE a ticket

Ticket not DISTRIBUTED

Click here to DISTRIBUTE a ticket

Not allowed to DISTRIBUTE this Ticket Type

Click here to DISTRIBUTE a ticket

Not allowed to DISTRIBUTE this Ticket Type

Click here to DISTRIBUTE a ticket

Not allowed to DISTRIBUTE this Ticket Type

If the system does not allow you DISTRIBUTE a ticket to a participant, it might mean that: ✓ the Ticket Type does not correspond to the Type of Delegate selected (i.e. A Non-Member ticket cannot be DISTRIBUTED to a Member) ✓ the participant is already registered for the Congress (a pop up will appear)

❖ Click BACK to return to the Group Overview or click on Export to create an Excel file export of your registration(s).

Click BACK to return to the overview

Create an Excel file export of your registration(s)

T ICKET PICK - UP MANAGEMENT Registration QR coded voucher is the document needed on-site in order to print out the personal badge. Group Leaders are the only persons entitled to download or send vouchers to their participants.

✓

GROUP PICK UP

Group Leaders have also the possibility to request a Group Pick-up by sending an email to group@eadvcongress.org within Wednesday, 25 September 2019. No group pick-up is provided if it has not been booked in advance. Places are limited. If you wish to organise a Group pick-up, please DO NOT send the QR coded vouchers to your delegates.

✓ DOWNLOAD (or SEND) THE QR CODED VOUCHERS

In order to download or send the QR coded vouchers directly to your delegates, please proceed as follows:

❖

Click on TICKET PICK-UP MANAGEMENT

✓ To download a PDF copy of your QR coded vouchers:

1. In order to download a PDF copy of ALL vouchers, please select “Generate Voucher Download”

2. In order to download the INDIVIDUAL voucher of a participant, click on the grey cloud

✓ To send the vouchers directly to your ATTENDEES:

3. Click on Send E-Mail to send directly to your delegate email address his voucher. 4. Click on Send vouchers to group to send directly to ALL your participants email addresses their vouchers.

N AME C HANGES

Name changes are possible during the pre-registration period only. Therefore, no name change requests will be accepted on-site. No charges are applied.

✓ Tickets purchased can be re-DISTRIBUTED by the Group Leader anytime within the relevant deadline ✓ After any deadline , it is possible to re-DISTRIBUTE only the 25% of the tickets purchased before. For any change after the deadline, add your new participant and contact the registration department ( group@eadvcongress.org ) indicating the names of the old and new attendee ❖ In order to start the name change process, add your new participant (as explained before, page 7). Please make sure that your new attendee belongs to the same category (Participant Type) of the participant to be replaced , otherwise it will not be possible to r e-DISTRIBUTE the ticket.

❖ Click on DISTRIBUTION in order to process your name change: remove the ticket from the participant that will be replaced by unticking the green flag

❖ If the ticket has been purchased in the current registration period, you can re-DISTRIBUTE autonomously the ticket to your new participant. If the ticket has been purchased in the past registration period (i.e. Early Rate or Late Rate), please contact group@eadvcongress.org to re-DISTRIBUTE it.

Tick the blank space to distribute the ticket to your new participant

Click here to re- DISTRIBUTE

❖ New participant QR coded voucher can be downloaded or sent through the TICKET PICK UP MANAGEMENT

I NVITATION L ETTERS

❖ Invitation Letters can be requested from the Group Leader only upon completion of registration, receipt of payment and online application ❖ Click on the panel INVITATION LETTER REQUEST

❖

Click on New request

❖ Select visitor who requires the Invitation Letter and click on Send request

❖ The EADV registration department will review your request and get back to you within 10 working days

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