Registration Guidelines

How to register

• Registrations can be made through the Online Services Portal
• When creating a new account, it’s recommended to use a personal email address (especially if your work email has strict security settings that may block emails from the Organizing Secretariat).
• If you’ve attended past ESMAC events, you may already have an account.
• If you are registering another person, you may create an account with your own details and fill in the delegate’s information on the registration form.
• After registering, you will receive a confirmation email with your registration number
• Please make sure to pay your registration fee before the deadline for the selected registration type. The regular fee will be automatically applied if your payment is not received before the deadline date.
• If you have already completed the registration and wish to add extra items, please log in to the portal, click on “Manage Registration,” and then proceed by selecting the “Edit Registration” button.
• All registration deadlines are applicable considering the local time (CET/CEST).

Contact Information  

For any questions you may have relating to registration please do not hesitate to contact the ESMAC Meeting Secretariat at registration@esmac.org.  

REGISTRATION FEES

All the above fees include a local VAT of  8,1 %

* To apply for a discounted member fee, your membership must be valid during the Conference dates. In case your membership is currently valid but is to be expired before the conference, it needs to be renewed before the registration process. 

**Please note that student fees are available for students only. This fee is applicable for BSc, MSc, or PhD students. Official proof of student status (in English and valid max. 6 months prior to the registration) must be uploaded during the registration process. 

Not an ESMAC member? Join now!

To become an ESMAC member, please visit the ESMAC website Membership benefits. Please fill in the application form for the new membership and pay annual membership, if you encounter any problems or difficulties, please contact the ESMAC Office by email.

REGISTRATION FEE INCLUDES   

Gait Course + Main Conference / Main Conference 

• Admission to scientific sessions and the exhibition
• Gate Course materials
• Welcome Cocktail
• Lunches, coffee breaks

Gait Course 

• Admission to scientific sessions
• Gait Course materials
• Lunches, coffee breaks

Seminars 

• Admission to scientific sessions
• Sandwich lunch, coffee breaks

SOCIAL PROGRAMME 

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

Welcome Cocktail 

• Date: Wednesday, 10 September 2025
• Time: 18:00
• Place: University of Basel
• Tickets:Included in the Main Conference registration fee

Early Career Network (ECN) 

• Date: Wednesday, 10 September 2025
• Time: 19:30
• Place: UKBB
• Free admission
• This event targets PhD students in the later stages of their education, post docs and research fellows aiming for a permanent position

Charity Run 

• Date: Friday, 12 September 2025
• Time: 7:00
• Place: downtown Basel along the Rhine River
• Tickets: EUR 25

ESMAC Networking Event

• Date: Friday 12 September 2025
• Time: 19:00 – 23:00
• Place: Paulus Kulturkirche
• Tickets:EUR 95

Confirmation 

Each participant will receive the registration overview and email notification confirming the received payment and eventually state the amount outstanding after completing the Online Services Portal.

If you did not receive a confirmation email, please kindly check your spam folder, and mark our e-mail address as trustworthy. 

Certificate of Attendance 

The Certificate of Attendance will be available for downloading in the Online Services Portal after the event. 

Sponsors and Exhibitors 

Please contact the ESMAC 2025 Sponsorship and Exhibition Manager directly. 

Name: Jana Sodomková  

E-mail: jana.sodomkova@c-in.eu  

Payment Details

All fees are to be paid in EUR, free of all bank charges. However, please confirm with your bank as to any possible charges from their side.

Registration fees are collected on behalf of ESMAC 2025 by the Meeting Secretariat, CZECH-IN s.r.o., 5. května 65, CZ-14021 Prague 4, Czech Republic.

The preferred method of payment is payment by card online via our secure payment gateway:

Online Payment by Credit/Debit Card  

• Via secure gateway Nexpora
• Accepted Credit Cards
  • Visa
  • Visa Electron
  • MasterCard
  • American Express

Bank Transfer

• Bank transfer is available until 18 August 2025.
• 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.

All payments (credit card, bank transfer & APMs) are processed via the online payment solution Nexpora Sweden AB, powered by VISA and CurrencyCloud B.V..

Registered in the Netherlands No. 72186178. Registered Office: Nieuwezijds Voorburgwal 296 – 298, Mindspace Nieuwezijds Office 001 Amsterdam. CurrencyCloud B.V. is authorised by the DNB under the Wet op het financieel toezicht to carry out the business of an electronic-money institution (Relation Number: R142701) Currencycloud Terms of Use
 Payment services in the United States are provided by Visa Global Services Inc. (VGSI), a licensed money transmitter (NMLS ID 181032) in the states listed here. VGSI is licensed as a money transmitter by the New York Department of Financial Services. Mailing address: 900 Metro Center Blvd, Mailstop 1Z, Foster City, CA 94404. VGSI is also a registered Money Services Business (“MSB”) with FinCEN and a registered Foreign MSB with FINTRAC. For live customer support contact VGSI at (888) 733-0041.

Bank Accounts (please refer to the unique payment reference generated by the payment gateway for payment identifier)

Final Invoice 

The final invoice can be downloaded from the Online Services Portal three weeks after the registration is confirmed and paid in full. If you need assistance with the invoice, please contact the ESMAC Meeting Secretariat.  

The final invoice will be issued based on details provided while registering (step Contact/Invoice details).

Any change of such details (address, VAT number, etc.) is possible only within 3 days from the registering date and is subject to the 20 EUR fee.

Cancellation / Refund Policy

All cancellations must be notified in writing (by email) to the ESMAC Meeting Secretariat.
The registration fees will be reimbursed following the cancellation policy. Requests for refunds made after 8 August 2025 will not be considered.

Cancellation of Registration

• Until 10 July 2025 – a 50 EUR administrative fee will be deducted from all refunds
• From 11 July 2025 until 7 August 2025 – 50 % of the fee will be refunded
• From 8 August 2025 no refund can be processed

Cancellation of Other Bookable Items

• Until 7 August 2025 – a 20 EUR administrative fee will be deducted from all refunds
• From 8 August 2024 – no refund can be processed

 
Photographs

Any images or visual recordings of participants taken during the Event may be used by Organiser for documentation of the Event and promotion of future events, without any claim of the participants to any remuneration.

A participant may withdraw his or her consent to the use of the image at any time for reasonable cause contacting the ESMAC Office at info@esmac.org. By participating in the Event, the participant acknowledges that visual recordings may be made for the above purposes.

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 ESMAC Annual Meeting Conference due to Force Majeure

In the event of a force majeure situation, CZECH-IN reserves the right to alter or cancel the event without prior notice, including any change of the time and/or congress 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 CZECH-IN that 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, COVID-19, 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

We take your privacy very seriously and to comply with European General Data Protection Regulation (GDPR) and other data protection consent requirements, we need you to confirm that you agree with our new Privacy Policy during the process of creating the 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 via our Online Portal which is now fully GDPR compliant.
Feel free to contact us with any questions concerning the Privacy Policy, Data Protection, and GDPR in general by email or by phone at +420 296 219 600.