Registration & Hotel

REGISTRATION

For information about registrations, please contact:

OIC s.r.l.
Viale G. Matteotti, 7 - 50121 Florence, Italy
Tel. +39 055 50.35.370
Fax + 39 055 57.02.27
registrationmbe2020@oic.it

HOW TO REGISTER

Please note that this is the official Matrix Biology Europe website for registrations and that no other websites, companies or agencies are authorised to sell the registrations/ hotel booking in any way or to contact you directly.

Advance registrations are preferred in order to facilitate planning of the Congress’s scientific sessions and social events.

Off-line registrations and requests of pro-forma/ invoices sent by fax or mail are subject to an additional € 19,00 for administration expenses.





Registration fees are in Euro (VAT 22% included). Registration fees will be adjusted according to VAT charge alignment.

REGISTRATIONS

REGISTRATION FEES
(tax included, if applicable)
EARLY
Until 28 February 2020
REGULAR
From 29 February 2020 to 8 May 2020
LATE
From 9 May 2020, and Onsite
Delegates € 450,00 € 500,00 € 550,00
Delegates Under 30* € 250,00 € 300,00 € 350,00

* Copy of valid document must be uploaded in the on-line platform directly (pdf format is required) during the registration process

Registration is mandatory for all oral and posters presenters and should be completed by 8 May 2020.

Pre-registration will be accepted until 15 May 2020. After this date, only on-site registrations will be possible.

Registration fees include

  • Access to the exhibition area
  • Congress kit including certificate of attendance (not included in Exhibitors’ fees) and name badge
  • Abstract book (available only online on www.mbe2020.org)
  • Coffee Breaks and lunches as indicated in the program
  • Welcome Reception on 24 May 2020

Visa information

For some nationalities, a Visa is required in order to enter Italy. Foreign participants should contact the Italian Embassy or Consulate in their home country to determine their particular Visa requirements.
Participants requiring Visas should initiate the application process at least 3 months prior to their departure date.

The Organising Secretariat OIC is not able assist participants with their Visa application and cannot intervene with Embassies or Consulates on behalf of any participant.

For additional details, please visit the following websites:

Letter of Invitation (for Visa Application)

To request a Visa invitation letter please log into the online registration link and enter the module “VISA invitation letter request”.
Only participants fully registered in the conference can obtain a personal invitation letter and only once the full payment of the registration fee is received.
Relevant expenses for hardcopy of the invitation letter sent by express courier must be paid in advance.

Important notice: visa invitation letter only aims to assist participants who need to obtain a visa or permission to attend the Congress and it is not a commitment from the organizers to cover any kind of expenses or to provide any financial support. All expenses incurred in relation to the conference remain the sole responsibility of the participant.

Terms of payment and invoice issuing

Payment by Credit card:The following credit cards are accepted:American Express, VISA, MasterCard

We would like to informyou that as of September 14, 2019, the SCA (STRONG CUSTOMER AUTHENTICATION) came into effect, in accordance with the provisions of the European Directive on payment services (PSD2).

As an OIC Group customer, your payments will become even more secure.

To get more information about this, please visit our dedicated page available here

Payment by bank transfer are accepted up to the late fee deadline of 8 May 2020

Cash payment in Euros will be accepted on-site in Florence.

Credit cards The following credit cards are accepted American Express, VISA, MasterCard
Bank transfer Account name
Bank name
Bank Address
IBAN
SWIFT code
OIC srl
Intesa Sanpaolo SpA
Viale Matteotti 20r, 50132 Florence, Italy
IT85 V030 6902 9010 0000 0010 628
BCITITMM
Charges Bank transfers must not involve charges for the recipient
Important information Please indicate your name and surname and MBE2020 as reference on your payment so that we can identify you for confirmation

Invoices:

Invoices with an address in the European Union should be provided with a VAT Number. The invoicing address and VAT number can only be set up during the registration process. Should you have any special requests for the processing of your invoice, kindly let us know when submitting your application.

Nota per la fatturazione alle pubbliche amministrazioni italiane

Non è possibile effettuare iscrizioni per i dipendenti delle Pubbliche Amministrazioni tramite il portale on-line ma soltanto inviando obbligatoriamente a mezzo email registrationmbe2020@oic.it oppure oic@pec.oic.it il buono d’ordine riportante, oltre ai dati fiscali dell’Ente, il codice univoco PA (Identificazione Pubbl. Ammin.) ed ogni altra eventuale informazione che l’Ente stesso ritenga necessaria ed opportuna per facilitare l’identificazione del pagamento come da norma della fatturazione elettronica.
In mancanza di tale dichiarazione dovrà essere il dipendente ad anticipare l’importo dovuto, e poi richiederne il rimborso al proprio Ente. In questo caso la fattura con IVA inclusa verrà intestata al partecipante. Non verranno accettate richieste di modifica delle fatture già emesse o di rimborso dell’IVA versata dopo il termine del congresso.

Cancellations and refunds

  • Any change or cancellation requests must be officially submitted in writing to OIC to: registrationmbe2020@oic.it
  • Any modification on VAT number or billing address, requested after the issuing of the invoice incurs a € 30,00 administration charge.
  • Name changes incur a handling fee of € 39,00 per registration.
  • For cancellations received by 24 March 2020 the paid amount will be refunded with a deduction of 30% that will be invoiced as penalty
  • For cancellations received by 24 April 2020 the paid amount will be refunded with a deduction of 70% that will be invoiced as penalty
  • No refund will be processed for cancellations received after 25 April 2020
  • Should a delegate not attend the conference, for whatever reasons, no further claims for reimbursement can be made. No refunds shall be offered, where a service is deemed to have begun and is, for all intents and purposes, underway.
  • All delegates are urged to take personal travel insurance.

Liability disclaimer

In the event of serious special or unforeseen circumstances or serious circumstances beyond its control, OIC shall be entitled to cancel or modify the dates of the event. You shall not be entitled to compensation for any costs or damages incurred as a consequence of such a cancellation or change.
All delegates are urged to take personal travel insurance.
OIC will not be liable for any theft or damage to property and/or persons caused on site during the Congress, by any factor whatever, unless there has been a fault, intent or deliberate recklessness on the part of OIC.
OIC shall not be held responsible in the event of poisoning or food intoxication during the Event.

HOTEL ACCOMMODATION

For information about Hotel accommodation, please contact:

OIC srl
Viale G. Matteotti, 7 – 50121 Florence, Italy
Tel. +39 055 50.35.370
Fax + 39 055 57.02.27
registrationmbe2020@oic.it

For your security:

If any other company or agency offering registration, hotel bookings and other arrangements for the event in Florence contacts you, please note that these companies and fraudulent websites are not authorised to represent the MBE in any way, nor do they have access to the officially room blocks or rates contracted by OIC srl.
We strongly recommend to proceed with extreme caution in communication with these unauthorised companies and we invite to avoid providing any personal information on the phone.
OIC srl is appointed as the sole authorised accommodation booking agent for the upcoming MBE
Congress from 24 to 28 May 2020.

General information

Given the high season period and the conjunction with many other events that will take place in Florence at the same time, the Organizing Secretariat negotiated with the city hotels the best rates applicable.
In order to get the best conditions, it is therefore strongly recommended to proceed with the hotel reservation as soon as possible.

The indicated rates and availabilities are only applicable for reservations received by 24 April 2020, after this date OIC cannot guarantee any reservation even though all efforts will be made to satisfy the requests upon availability.
Reservations will be confirmed by e-mail only upon receipt of the full pre-payment on a “first come – first served basis”; in order to avoid any disappointment early bookings are recommended (phone reservations are not accepted).

For group reservations of more than 10 rooms please ask for a specific hotel offer by contacting OIC to registrationmbe2020@oic.it Reservations will be handled with separate contract with dedicated terms & conditions.

Participants may proceed with the on-line reservation system clicking on:

Book your room now

HOTEL RATES Single occupancy Double occupancy
Convitto della Calza € 115,00 € 137,00
Una Vittoria € 210,00 € 230,00
HOTEL RATES double room for single use double room
Villa Carlotta € 165,00 € 185,00
Villa Agape € 195,00 € 195,00

The indicated rates are in Euro, per room per night. Buffet breakfast, taxes and service included.
A local touristic tax will be charged by the hotels in addition to the rooms’ costs:

  • € 4,80 per person per night for reservations in 4star hotels
  • € 4,00 per person per night for reservations in 3star hotels
  • € 2,00 per person per night for reservations at Convitto della Calza

During the last period before the event the hotel may not be available for bookings - check availability into the on-line registration platform or through OIC.

To secure adequate overnight capacities, hotel rooms for the congress have had to be contracted a long time in advance. Please note that hotels occasionally publish online or last-minute promotion rates for a limited number of rooms which may vary from the prices contracted for the Congress.

Participants can also book accommodation on their own via the provided link below:

Terms of payment

Please note that your hotel reservation cannot be processed without payment. You may pay by credit card or bank transfer (see details below). We strongly encourage the online services on our secured server.
Methods of payment:

Credit cards The following credit cards are accepted American Express, VISA, MasterCard
Bank transfer
(not available for online applications)
Account name
Bank name
Bank Address
IBAN
SWIFT code
OIC srl
Intesa Sanpaolo SpA
Viale Matteotti 20r, 50132 Florence, Italy
IT85 V030 6902 9010 0000 0010 628
BCITITMM
Charges Bank transfers must not involve charges for the recipient
Important information Please indicate your name and surname and MBE2020 as reference on your payment so that we can identify you for confirmation

Cancellations and refunds

Any change or cancellation in connection with hotel accommodation must be sent in writing to OIC to: registrationmbe2020@oic.it

Hotels will not accept any change or cancellation directly.

  • Up and including 24 March 2020: one night accommodation will be withheld as penalty charge
  • From 25 March to 24 April 2020: 2 nights accommodation will be withheld as penalty charge
  • From 25 April 2020: no refund will be made for cancellations or last minute changes
  • No-shows and early departures: 100% of the foreseen total amount will be withheld as penalty charge.

The above cancellation policy applies to individual bookings only. For group reservations of more than 10 rooms, a different policy will be applied and will be stated in the room reservation contract.

Should a delegate not attend the congress, for whatever reasons, no further claims for reimbursement can be made.
All delegates are urged to take personal travel insurance.

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