Registration & Accommodations

On-site registration only is now available at the Duke Energy Convention Center, the site of the PTCOG 57.

Online registration is closed.

Registration & Attendee Guidelines

Online registration is closed as of Saturday, May 19, 2018. On-site registration is now available at the Duke Energy Convention Center, the site of the PTCOG 57.


Registration Fees

Registration and payment must be received before the specified deadlines in order to receive the applicable pricing. Unpaid or only partially paid registrations will not be considered as valid until fully paid.

The discounted registration fees applicable to Radiation Therapists, Dosimetrists and Students are only available to those providing valid credentials requested via the registration form. The standard registration fee will apply to anyone unable to prove one of these three positions when requested.

Registration Fees Include:

  • Admission to all applicable sessions
  • All official documentation including the program booklet
  • Access to the PTCOG Conference Mobile App
  • Daily breakfasts, coffee breaks & lunches
  • Conference bag
  • Educational Session Welcome Reception for those registering for the Education Session
  • Dinner and tour of the Cincinnati Proton Therapy Center

GALA DINNER

There is a separate fee of US$ 100 per person for the Gala Dinner being held at a private space in Great American Ballpark to watch the Cincinnati Reds play the Pittsburgh Pirates. Tickets are only available through the online registration form. For those wishing to bring an accompanying partner, please select the required number of tickets during the registration process.


SOCIAL EVENTS

Participants are asked to reconfirm attendance of all social events via the Online Registration Form. This also applies to the social events included as part of the registration fee.


ACCOMPANYING PERSONS

Accompanying persons wishing to join social events can do so at the below prices. Tickets are to be purchased via the online registration form together with delegate registrations:

Educational Sessions Social Program: US$ 65
PTCOG 57 Site Visit: US$ 80


CONFIRMATION

Upon completion of the online registration, each attendee will receive an overview of their registration and when payment is received, either by card or bank transfer, a confirmation email.


PAYMENT

All fees are to be made in US Dollars. The PTCOG 57 accepts payment by bank transfer or the following credit/debit cards: Visa, MasterCard and American Express. PTCOG will not accept cash during onsite registration. PTCOG’s bank applies no charges for credit card payments and/or transfers to the attendee for receiving funds as part of the registration process. Please confirm with your bank as to any possible bank transfer, foreign exchange or similar charges to ensure your registration is paid in full.


Accepted Credit / Debit Cards:

 

 

Online payments service provider: Six Payments

In the unlikely case of any rejected online credit/debit card payment, please log into the Online Registration Form and try to process the payment once again. Should the trouble with the payment persist, please contact the credit/debit card issuer/bank first and check if online/international transactions are disabled on the credit/debit card. If so, once this is removed, the registration payment can be finalized. For any further questions please contact the PTCOG 57 Secretariat at ptcog57_reg@c-in.eu.


Online Credit/Debit Card Security Details

All online payments are processed via Six Payments secure connection. Six Payments conforms to international standards and it meets the strictest safety requirements. 3-D Secure, or 3DS for short, is supported by Visa (Verified by Visa), MasterCard (MasterCard SecureCode) and American Express (SafeKey). Click here to learn more about online payments security.


By Bank Transfer

Each participant will receive a Registration number by email after the submission of the Online Registration Form. Please do not send any payment by bank transfer without the Registration number and participant’s name included in the payment details.

Payment by bank transfer is available until April 20, 2018. After this date, all payments are to be made using only credit or debit card.

The PTCOG 57 secretariat, CZECH IN s.r.o is collecting registration fees on behalf of the local organizer and PTCOG as the final beneficiary of PTCOG 57.

Bank or wire transfers instructions are as follows:

 

 

 

 


EQUAL OPPORTUNITY STATEMENT

PTCOG events and activities are available without regard to race, color, sex, national origin, disability, age or veteran status as provided by law.


CANCELLATION/REFUND POLICY

Refunds of the Registration Fee and Gala Event Fee will only be provided for cancellations made under the following schedule:

  • Until March 22, 2018 – Full refund of the Registration/Gala Event Fee less a US$ 50 administrative fee.
  • From March 23, 2018 to and including April 22, 2018 – 50% of the Registration/Gala Event Fee will be refunded.
  • From April 23, 2018 – no ref

No refunds will be given for registrations and ticketed events for failure to attend, late arrival or early departure from PTCOG 57.

All cancellations must be provided in writing by email to the PTCOG 57 Secretariat at ptcog57_reg@c-in.eu and cannot be done over the phone.

Requests for refunds made after June 30, 2018 will not be considered.

PTCOG reserves the right to cancel PTCOG 57 and any ticketed or special events included because of unforeseen circumstances.


GROUP REGISTRATIONS

PTCOG 57 does not offer a discount for Group Registrations. Any Groups that desire to make a single payment, by either Bank Transfer or Credit Card should contact the PTCOG 57 at ptcog57_reg@c-in.eu.


VISA

In most cases, citizens of foreign countries will need a visa to enter the United States. It may take up to three months to obtain a visa. For additional information, please visit the U.S. State Department website. To receive your visa letter, you must be registered and paid in full before you can download your letter. To inquire about letters of invitation, please contact the PTCOG 57 Secretariat at ptcog57_reg@c-in.eu.


RECORDING (AUDIO, VIDEO & STILL PHOTOGRAPHY)

Copyright of the PTCOG 57 program is owned by PTCOG. PTCOG reserves the rights to all recordings or reproductions of presentations at this conference. Professional or commercial photography, filming, taping, recording or reproduction in any medium, including via the use of tripod-based equipment and mobile devices, of any of the programs, presentations, posters, material, attendees, exhibitors and/or exhibits at PTCOG 57 is strictly forbidden without written authorization from PTCOG. Non-flash photography and audio or video recording using hand-held devices are permitted only for strictly personal and noncommercial use and if not disruptive, as determined by PTCOG.


PTCOG OFFICIAL PHOTOGRAPHY/VIDEOGRAPHY

PTCOG has secured an official photographer/videographer to document and capture events at PTCOG 57 and may photograph or record parts of PTCOG 57, including, but not limited to, the exhibit hall, the Education Session and the Scientific Session.

Each individual attending PTCOG 57 understands that his or her image, likeness, name, voice and/or words may be captured in photographs or recordings taken during the meeting and grants PTCOG unrestricted permission to use, publish, display, reproduce, copy and distribute such image, likeness, name, voice and/or words, worldwide, for any purpose authorized by PTCOG, including but not limited to website use, training, publications, presentations, promotional marketing and advertising use, etc., in all forms of media now known or later developed. PTCOG has the right, but not the obligation to identify you in connection with such media by name and/or affiliation.


SMOKING

The Duke Energy Convention Center is a non-smoking facility.


NO SOLICITING IN THE EXHIBIT HALL

The Exhibition Hall as part of PTCOG 57 gives attendees the opportunity to meet with representatives from the health care industry about their products and services in a professional atmosphere that is consistent with the educational mission of PTCOG.

Meeting attendees are prohibited from soliciting business from other attendees or exhibitors in the Exhibition Hall, unless the solicitation occurs within the specific exhibit space of the attendee or exhibitor.


INSURANCE

The registration fee does not include participant’s insurance against accidents, sickness, cancellation, theft, property damage or loss. Participants are advised to take out adequate personal insurance.


CONSENT TO THE PROCESSING OF PERSONAL DATA

Data Protection Directive

Officially Directive 95/46/EC on the protection of individuals with regards to the processing of personal data and on the free movement of such data.

By registering for PTGOG 57, each registrant agrees to the collection, preservation and processing of personal data contained in this registration form, by PTCOG and its conference organizer, C-IN, Prague Congress Centre, 5. května 65, Prague 4, 140 21 (or its employees) for the following purposes:

  • Processing registration and accommodation requirements for PTCOG 57
  • Sending messages regarding PTCOG and PTCOG 57 via electronic means
  • By PTCOG for statistical and administrative purposes.

This consent is granted for all of the information contained in the registration form for five years following the registration date. Each registrant is aware of their rights under the applicable data protection laws and regimes.


Statement by Administrator

The data administrator, C-IN, declares that it will collect personal data to the extent necessary to accomplish the intended purpose and may be processed only in accordance with the purpose for which they were collected. Employees of the administrator or other individuals who process personal data under contract with the administrator and other persons are obliged to maintain the confidentiality of personal data, even after termination of employment or work.


RESPONSIBILITY

Each registrant by registering for PTCOG 57 indemnifies and holds harmless PTCOG, PTCOG 57, C-IN and all sponsors and organizers against any and all claims in the event that the PTCOG 57 conference is hindered or cancelled as a result of any force majeure event, including, but not limited to political or economic events, or should the non-appearance of speakers or other reasons necessitate program changes.


GOVERNING LAW

Any dispute resulting from the above terms and conditions will be subject to Czech Republic law, and by accepting these terms you are submitting yourself to the exclusive jurisdiction of the courts of the Czech Republic.


CONTACT INFORMATION

For any requests related to PTCOG 57 registration, please contact:

PTCOG 57 Secretariat
C-IN: 5. Kvetna 65, CZ-14021, Prague 4, Czech Republic
Tel: +420 261 174 301
E-mail: ptcog57_reg@c-in.eu

A block of rooms have been reserved at two hotels located within walking distance to the Duke Energy Convention Center. The cut-off date for the special rate is 26 April 2018. Be sure to reserve your room at one of the two hotels to ensure housing while in Cincinnati, Ohio.


HYATT REGENCY CINCINNATI
Across the street from the Duke Energy Convention Center and a convenient downtown location, the Hyatt Regency Cincinnati is a haven for business and leisure travelers. Stay mobile and productive during your stay with free Wi-Fi and a full-service business center. Keep up with your fitness routine in our 24-hour StayFit™ Gym, or take a dip in the indoor pool. Dine at Red Roost Tavern, the chic farm-to-table restaurant, and enjoy easy access to shopping at Saks Fifth Avenue with entrances located on the first and second floor of the hotel.

151 West Fifth Street, Cincinnati, OH 45202, USA
Rate: $194 USD + taxes
Tel: +1 513 579 1234
Book reservations: https://aws.passkey.com/go/euoc


HILTON CINCINNATI NETHERLAND PLAZA
Open since 1931 and a block and a half from the Duke Energy Convention Center, the Hilton Cincinnati Netherland Plaza hotel is one of the world’s finest examples of French Art Deco design. The hotel amenities are designed to lessen the stress of traveling with a heated indoor pool, convenient garage parking and complimentary basic WiFi. Complimentary access to Snap Fitness and Executive Lounge access at The Belvedere Club to Hilton Honors Gold and Diamond members. Orchids at Palm Court is the only AAA Five Diamond Restaurant in Ohio and one of 63 in the USA.

35 West Fifth Street, Cincinnati, Ohio 45202 USA
Rate: $194 USD + taxes
Group Code: PTCOG
Tel: 1-800-HILTONS
Book reservations: https://aws.passkey.com/go/PTCOGMay2018

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