Registration Guidelines

All participants must Create an Account and register via the Online Registration Form. Please read the instructions below carefully. Please also consider using a personal email account if your work email is connected to a medical institute with high security and privacy settings as the email may be transferred to junk folders. 

Each participant will receive a registration number by email after submitting the Online Registration Form. The preferred method of payment is online card payment. As for the payments completed by bank transfer, please proceed with the payment transfer only after receiving your registration number. Payment by bank transfer must include the registration number and participant’s name in the payment details.

Onsite Registration Desk

Located in the Bay Auditorium Pre-function area, Level 3 - see the venue floorplan.

Opening Hours

Saturday, October 28 - 7:30 am - 5:30 pm
Sunday, October 29 - 7:30 am - 5:30 pm 
Monday, October 30 - 7:30 am - 12:30 pm

Contact

Onsite Desk Hotline: (206) 269-4154

Onsite Payments

Any open balance can be paid online only by a credit card (through the PTCOG-NA Registration Portal and online cc authorization via Saferpay, Payment Solution by SIX Payment Service).

Payments by cash or bank transfers will not be accepted.

Registration Fees

* All PTCOG-NA members are entitled to get a reduced registration fee for our events. The delegate must have a valid membership at the time of the Annual Meeting. For more information about the PTCOG-NA membership, please visit the membership section on our website.

 
** For the Reduced registration fee, delegates are asked to provide proof of their status with a picture of their badge or a statement on letterhead.

*** Student fee is only available upon providing a letter from the Head of the Department, written on the letterhead paper of the institute of higher education or university. The participant must be a student for the duration of the Annual Meeting.

All registration deadlines are applicable considering the Pacific Standard Time (PST). Please make sure to pay your registration fee before the deadline applicable for the selected registration type. If your payment is not received in due time, the latter fee will be automatically applied.

Unpaid or partially paid registrations will not be considered valid until paid in full.

 The Registration Fees include:

• All Scientific & Educational Sessions
• Scheduled meals and refreshments as per the program
• Annual Meeting materials
• Neutron Facility Tour and/or Proton Center Visit and Reception

Optional Extras

 All participants are kindly asked to pre-register for the following events, to be able to attend. Places are limited.

Neutron Facility Tour

• Additional tour, bus to UWMC neutron cyclotron facility prior to Proton Center visit
• Saturday, October 28, 2023
• Included in Registration
• FULLY BOOKED

Proton Center Visit and Reception

• Saturday, October 28, 2023
• Included in Registration 

9th Annual PTCOG-NA Conference Gala Dinner

• Sunday, October 29, 2023
• 6:30 pm - 10:00 pm
• World Trade Center Seattle, Holland American Line room
• Not included in Registration - Tickets at $115 
  • available for booking in the online registration form
  • you can manage your existing registration
• Click here for more details

Group Registrations

Group registrations cannot be processed online under one email address identification; each participant needs to have his/her profile set up with a unique email address. When registering more than ten participants under one company identity/invoice, please contact registration@ptcog-na.org to determine the preferred invoicing setting.

Confirmation

Each participant will receive a registration overview and an email notification confirming the receipt of payment. To view the status of your payment, click here.

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

Registration for Sponsors & Exhibitors

Please contact the PTCOG-NA Sponsorship and Exhibition Manager directly:

Name: Jana Dvořáková
E-mail: jana.dvorakova@c-in.eu

Payment

All fees are to be paid in United States Dollars (USD), 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 PTCOG-NA by the Secretariat, CZECH-IN s.r.o., 5. května 65, CZ-14021 Prague 4, Czech Republic. 

 Online Payment by Credit/Debit Card

 The preferred method of payment is the online credit card authorization via our secure payment gateway: Saferpay - Payment Solution by SIX Payment Services.

 Accepted Credit / Debit Cards

Visa, Visa Electron, MasterCard, American Express

In the unlikely event of a rejected online credit/debit card payment, the delegate is recommended to return to his/her registration online and try to process the payment again. Should the payment issue persist, the participant is advised to contact the card issuer/bank first to check for any potential block on the online transaction. If so, once this is removed it will be possible to pay via the online payment gateway.

The accepted Currency is United States Dollars (USD) only.

Payment by Bank Transfer

To ensure your registration is valid, please make sure that any payment made by transfer is free of all bank fees and transfer charges. Please also ensure that the registered participant’s name and Registration Number are clearly stated in the bank transfer. Payments received without such details (Name, Registration Number) cannot be easily identified and may not be valid.

Payment by bank transfer is available until September 28, 2023. After this date, all payments can only be done by credit/debit card.

Final Invoice

• The final invoice can be downloaded from the Online portal three weeks after the registration is confirmed and paid in full. If you need assistance with the invoice, please contact us to ask for your receipt.
• The final invoice will be issued based on the details provided during the registration process (step Contact/Invoice details).
• Any change of such details (name, address, VAT number, etc.) is possible only within 3 days from the date of registering and is subject to a 20 USD fee.

Cancellation / Refund Policy

All cancellations must be notified in writing (by email) to the Organizing Secretariat. The registration fees will be reimbursed in accordance with the following cancellation policy.

Cancellation of Registration

• Until August 31, 2023 - a 20 USD administrative fee will be deducted from all refunds.
• From September 1, 2023 - no refunds can be processed.

 Cancellation of Other Bookable Items

• Until August 31, 2023 - a 20 USD administrative fee will be deducted from all refunds.
• From September 1, 2023 - no refunds can be processed.

 General Cancellation Conditions

• Requests for refunds made after August 31, 2023 will not be considered.
• For any change of name, a fee of 20 USD will be charged.

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 Meeting Due to Force Majeure

In the event of a force majeure situation, PTCOG-NA reserves the right to alter or cancel the Meeting without prior notice, including any change of the time and/or venue of the meeting. 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 PTCOG-NA. which 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, 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

By registering, you agree to your information restricted to Name, Department, and Position to be used within the 9th PTCOG-NA mobile application and attendee list.

The European General Data Protection Regulation (EU GDPR) entered into force on May 25, 2018, and it involves some additions to data protection.

We take your privacy very seriously and to comply with GDPR 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 fully GDPR compliant.

Feel free to contact us with any questions regarding the Privacy Policy, Data Protection, and GDPR in general by email or phone at +420 296 219 600.

Contact Information

For any questions you may have relating to registration, please do not hesitate to contact the PTCOG-NA Secretariat at registration@ptcog-na.org.