Accommodation
Patient advocates are invited to book their own accommodation, and ESMO will reimburse these costs after the Congress. In case of need for logistical reasons, ESMO will cover the expenses of the accommodation of one extra night – either before or after the congress.
In the case of a rental of a private house (Airbnb) by a patient association to host more than one patient representative, the name of the representatives must be declared in the expenses form sent after Congress. In this case, one single expense form for the association should be submitted.
Important: Accommodation will not be offered or reimbursed to patient advocates living in the Barcelona area.
Travel
Patient advocates are 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
- A ‘Statement of Expenses’ form is to be submitted after Congress with relevant invoices
- Reimbursement will be processed after ESMO 2024 and one month (maximum) from receipt of details.
- The deadline to provide receipts is 17 October (after which date reimbursement requests will no longer be accepted).
- ESMO will reimburse funds to the patient association’s bank account. If 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 meals, phone costs, room extras (minibar, laundry etc..) are not refundable.