Registration
Invited speakers receive one free registration to the conference.
Social Events
Invited speakers receive one free invitation to the Speakers Dinner and to the Networking & Recognition Evening. This invitation is not transferable and not open to an accompanying person.
Accommodation
EADSG provides up to four (4) nights of accommodation in single occupancy in a hotel of the organizer's choice. Any extra charges such as mini bar, phone costs, pay TV, restaurant bill, double occupancy, parking ticket, additional night(s), etc., will NOT be covered unless otherwise agreed.
Transportation
Travel costs are reimbursed on the basis of a direct flight in Economy Class and submitted to the following limits (prices in USD):
| Country of Residence | Max Refund (USD) |
|---|---|
| Europe | 1,500 |
| Middle East & UAE | 1,200 |
| East Africa | 500 |
| Outside East Africa | 750 |
| India | 1,200 |
| North America East Coast | 2,000 |
| North America West Coast & Mexico | 2,000 |
| South America | 2,000 |
| Asia & Australia | 2,500 |
| New Zealand | 2,500 |
Extra costs for additional stops or higher class trips will not be covered. We highly encourage you to inform us about your flight details or to proceed to the booking of your journey within the deadline (four weeks to the event i.e before the 20 March 2025) that will be communicated to you in order to get the best deal with your airline! Travel costs exceeding the above mentioned limits will not be covered unless exceptionally approved by EADSG.
Incidental costs such as taxi receipts from/to the airport are also covered as long as they fit within the above-mentioned limit. Should the total amount of travel costs submitted for reimbursement be under the limit, only the actual amount (as per receipts) will be refunded. No costs related to COVID-19 tests will be included in the reimbursement process.
Terms & Conditions
- All reimbursements will be carried out after the conference and only if all documentation has been provided by 15 June, 2025 at the latest.
- Only costs which are proven by valid original receipts (stating journey, amount, currency and VAT) can be reimbursed. Invoices for flights must be accompanied by the respective boarding passes.
- Speakers at satellite symposia or invited by companies must seek reimbursement from companies first.
- Cancelled flights will not be reimbursed unless the airline or the travel agency agrees to a partial refund of the costs. In that case, the reimbursement will be considered pro rata of the original cost split.