Due to increasingly inflexible payment terms provided by conference venues, ESOMAR accepts written requests for cancellation up to 7 days in advance of a scheduled ESOMAR event.

Requests for cancellation received up to 14 days in advance will incur a first tier cancellation charge and requests received up to 7 days in advance will incur a second tier cancellation charge.

The following charges will apply:

In the event of exceptional circumstances such as a bereavement or similar uncontrollable events, ESOMAR may, at its sole discretion, consider a written application for cancellation, provided it is received no later than 3 working days after the scheduled event, and written independent verification of the event is attached. In all circumstances however, a cancellation fee will be applied.

ESOMAR permits registered delegates to name a substitute to attend in their place. Should the substitute not benefit from the same rates (non-member and member rates), ESOMAR will charge the difference between the rates.

Written requests for cancellations may be sent by e-mail to events@esomar.org

The only exception to these terms is In the case of force majeure; in such an instance, where ESOMAR cannot reasonably be expected to execute the scheduled event, ESOMAR will communicate the permissible options to the affected delegates.

Due to European Union tax regulations, local VAT (Value Added Tax) is charged to each registration fee.
For EU customers, please consult your local tax office to understand whether the Dutch VAT can be claimed back in your country or not.

For non EU customers*, you can reclaim the Dutch VAT paid via a VAT refund request. Please, click here for more information.

*Entrepreneurs established in countries outside the European Union can reclaim the Dutch VAT paid via a VAT refund request based at the 13th EU Directive. You have to submit the application at the Dutch Tax Authorities for foreign entrepreneurs in Heerlen (The Netherlands) via attached Application form.

For the refund request you’ll need the following documents:
1. The original invoice(s);
2. A recent "certificate of status of business person" of your local Tax Authorities (< 1 year old) proving that you’re registered as business in your own country. The certificate must show:

• the name, address and official stamp of the authorising body
• your own name and address and any trading name you use
• what your business does
• your business registration number

The minimum amount for annual applications for a 13th EU Directive VAT refund request is €50, but for interim applications (for example a quarter of year) it is €400.

The application period runs from January 1st to December 31st each year. The application must be submitted by 30th June of the following year.

For more information, please visit: https://www.belastingdienst.nl/wps/wcm/connect/bldcontenten/belastingdienst/business/vat/vat_in_the_netherlands/claiming_refund_of_vat/claiming_refund_of_vat_for_entrepreneurs_from_non-eu_countries