Accommodation
- Patient advocates are invited to book their own accommodation, and ESMO will reimburse after the Congress. In case of need for logistic purposes, ESMO will cover the expenses of the accommodation of one extra night – either before or after the congress.
- In case a Patient Association will decide to rent a private house (Airbnb) to host more than one patient representative, the name of the representatives will need to be declared in the expenses form sent after the Congress. Thus, one unique expenses form for association will be submitted.
- IMPORTANT NOTE: Accommodation will not be offered or reimbursed to patient advocates living in the Madrid area.
Travel
- Patient Advocates are kindly requested to organise their own travel. ESMO will subsidise the cost of the journey to and from the Congress as follows:
- Flight, economy class
- Fuel, 0.60 EUR / km
- Taxis will be refunded for travel to and from the airport only: home- airport-home, airport-hotel-airport, airport- congress venue- airport.
Reimbursement Procedure
- Refunds will be processed after the Congress and upon submission of invoices/receipt only. Thus, an expenses form will be sent after the Congress, where the invoices/receipts will need to be attached.
- ESMO will reimburse funds to the Patient Association’s bank account. If otherwise required, patient advocates are requested to specify their need to be reimbursed to their private account and declare that the Association will not ask for the reimbursement on behalf of the participant.
Additional Notes
- Additional expenses such as meal outside the Congress venue, phone costs, room extras (minibar, laundry etc..) are not refundable.