ESMO Membership Terms and Conditions

These terms and conditions refer to membership of the European Society for Medical Oncology, a non-political and non-profit association pursuant to Articles 60 et seq. of the Swiss Civil Code with registered office in Lugano, Switzerland, referred interchangeably hereinafter as “ESMO” or the “Society”.

ESMO reserves the right to amend these terms and conditions for membership (hereinafter “Terms and Conditions”) at its sole discretion, without prior notice, at any time, with the provision that details of the amendments are published on the membership section of the ESMO website and become effective from the time they are published.

1. Membership Categories

• 1.1. Full Membership is open to professionals working in healthcare or research who have an interest in oncology (hereinafter “Full Member(s)”). The Membership Committee defines the criteria for the different kind of categories of Full Members, to be approved by the Executive Board.
• 1.2. Student Membership is open to medical and basic science students (hereinafter “Student Member(s)”; together with the Full Members “Member(s)”).
• 1.3. Currently, the following categories of Full and Student Membership (hereinafter “Membership Categories”) exist:
  • 1. ESMO Member (Medical Doctor)
  • 2. ESMO Member Under 40 Years of Age and in Training
  • 3. ESMO Member Reciprocal Membership Agreement
  • 4. ESMO Member Developing Country
  • 5. ESMO Member Basic Scientist
  • 6. ESMO Member Nurse
  • 7. ESMO Member Patient Advocate
  • 8. ESMO Member Medical Student
  • 9. ESMO Member Science Student
  • 10. ESMO Member Emeritus (Retired)

Details with regard to the eligibility criteria for the different Membership Categories can be found on the Membership Categories and Fees section of esmo.org.

2. Applying for Membership

• 2.1. Applicants for membership will need to have an account with ESMO and complete the membership application form online. The membership category will be assigned based on the information provided during the application process.
• 2.2. Membership applicants must confirm that information given at the time of membership application is true. Applicants may be asked to provide additional proof (e.g. CV, letter from University or Advocacy group, etc.) to confirm they meet the eligibility requirements to join the Society. If unable to do so, the application will be considered incomplete.
• 2.3. Applications may need to be reviewed by the Membership Committee. Based on eligibility, the Committee will determine whether the candidate can become a member and to what membership category he/she is assigned.  
• 2.4. During the application process applicants will be asked if they would like to appear in ESMO’s online Membership Directory, which aims to facilitate networking between Members. The Directory remains behind login and the following information will be visible to other Members: First and Last Name, Profession, Areas and Topics of Interest, Institute/Hospital Name, and Country.
• 2.5. At the end of the membership application process applicants will be asked to accept and confirm their adherence to ESMO Bylaws, these Terms and Conditions, the Privacy and Data Security Policy and all other relevant ESMO rules and regulations including subsequent updates.
• 2.6. Once accepted, the applicant will receive an electronic request for payment of the membership fee from ESMO. As soon as ESMO receives the membership fee in full, the membership will be activated for the period of purchase. Membership fees may be paid by cash, credit card or by bank transfer. Membership fees paid by bank transfer must usually allow for about ten business days (considering also the holidays as per Canton Ticino, Switzerland) for processing.
• 2.7. During the membership renewal process, payment of the membership fees in full is considered as confirmation of continued acceptance of these Terms and Conditions (at the time of payment in place and acceptance of any subsequent amendments to them) as well as confirmation that the information given at the time of membership application (respectively the last update) is still valid.
• 2.8. ESMO membership is personal, and fees are for individual membership only. Neither membership nor the rights and obligations under these Terms and Conditions can be transferred to another individual, entity or organisation.
• 2.9. ESMO retains the right to amend its membership categories, eligibility criteria, duties and rights, fees as well as benefits at its sole discretion, without prior notice, at any time. The details of any such amendments will be published on the Membership Categories and Fees section of esmo.org and come into force at the date of their publication on the ESMO website. However, any changes to the Full and Student Membership as defined in the Bylaws need approval by the General Assembly.
• 2.10. Members effected by changes in Membership Categories will be notified by electronic mail, will as a rule be allowed to finish the current subscription and changes in category (and fees) will take place during the subsequent renewal process. With regard to changes to the definition of Full and Student Membership in the Bylaws other rules may apply.
• 2.11. ESMO retains the right to cancel an existing membership if this does not fit the current eligibility criteria or following a breach of these Terms and Conditions (refer to point 5.2 below). ESMO also retains the right to change a member’s type and category without prior notice.
• 2.12. ESMO retains the right to suspend an existing membership and related benefits, if the information provided at the time the membership was activated, is subsequently found incomplete or partial. Additional documentation is requested to confirm eligibility and assign the proper membership fee. Suspended memberships are reactivated only once the additional documentation is provided and eligibility is confirmed; no membership fee will be reimbursed or credited during the period of suspension and no extension to the membership length will be done.

3. Members Rights and Duties

• 3.1. Each Full Members has one vote at General Assemblies and Electronic Ballot Votes if his/her membership rights are not suspended pursuant to Art. 8 para. 2 of the Bylaws (due to non-payment of the membership fee) and who were a Member (Full Member, including those with membership rights suspended due to non-payment of their membership fee or Student Member) on 1 January of the respective calendar year (see Art. 15 para. 1 and Art. 17 para. 3 of the Bylaws). Please see section 4.7. below for further detail.
• 3.2. Student Members shall have no rights except for the attending of the General Assembly and any other rights mandatorily provided for by law (see however Membership Benefits in section 5. below).
• 3.3. As a rule, Full Members shall pay the membership fee proposed by the Membership Committee and approved by the Executive Board in consultation with the ESMO Council (see section 4. below). Any exceptions must be approved by the Executive Board.
• 3.4. All Members are obliged to further the interests of ESMO to the best of their abilities and to refrain from any action which could harm the reputation and the mission of ESMO.
• 3.5. All Members shall comply with all relevant provisions of the Bylaws and other ESMO rules and regulations, as well as the decisions taken by the Corporate Bodies of ESMO.

4. Membership Fees

• 4.1. The membership fee must be paid in net, i.e. any costs deducted in the transfer of the fees to ESMO shall be borne by the respective applicant respectively Member.
• 4.2. ESMO membership is activated upon receipt of the full annual membership fee by ESMO (i.e. on the day of receipt, hereinafter “Membership Period Start Date” and “Membership Activation Date”) and lasts for twelve months (hereinafter "Membership Period"), expiring on the calendar day of the twelfth month prior to the one on which the membership was activated (hereinafter "Membership Period End Date").
• 4.3. Once a Member of ESMO, the annual membership fee will be due (and payable in advance, in each case) on the Membership Period End Date of the prior membership period (hereinafter “Due Date”). Membership fees paid by bank transfer must usually allow for about ten business days (considering also the holidays as per Canton Ticino, Switzerland) for processing.
  As an example:
  6 May 2019: (Initial) Membership Period Start Date (day of receipt of full annual membership fee by ESMO and day of activation of membership).
  5 May 2020: Membership Period End Date of prior Membership Period and Due Date for the annual membership fee for next Membership Period.
  6 May 2020: Second/next Membership Period Start Date (subject to the receipt of  full annual membership fee by ESMO latest by the Due Date).

• 4.4. It is possible to pay in advance for additional Membership Periods (purchased in twelve monthly increments). A maximum of six Membership Periods can be purchased in advance. Special rules may apply for such multiple year memberships.
• 4.5. Prior to the Membership Period End Date, Members will receive electronic mail reminders informing individuals to renew membership on time. 
• 4.6. Individuals will continue to be reminded electronically to renew membership and pay membership fees prior to and during the time of suspension. Membership expires automatically if ESMO does not receive payment of the membership fee in full within six months of its Due Date (see Art. 8 para. 2 of the Bylaws and section 4.7. below).
• 4.7. If membership renewal is not made by the Due Date (i.e. by the Membership Period End Date of the prior Membership Period), all rights and benefits connected to the membership will be automatically suspended for a maximum of six months. The first day of suspension being the calendar day following the Due Date, i.e. following the Membership Period End Date of the prior Membership Period. The last day of the six-month suspension period is the same day of the sixth month as the one on which the membership was suspended or, where the sixth month does not contain such day, on the last day of that month. The day of expiry of the membership is the first calendar day after the last day of the six-month suspension period.
  As an example:
  5 May 2019: Membership Period Start Date.
  5 May 2020: Membership Period End Date of prior Membership Period (Due Date).
  6 May 2020: First day of suspension.
  6 November 2020: Last day of six months suspension period.
  7 November 2020: Day of expiry of membership.

• 4.8. If membership renewal is made during the six-month suspension period, (please refer to previous section 4.6.), members will generally be granted a simple renewal process. Following the suspension period, in case of an automatic expiration pursuant to Art. 8 para. 2 of the Bylaws an ex member generally has to undergo the normal application procedure and the granting of any facilitations is at the sole discretion of ESMO.
• 4.9. The current membership fees as per Membership Category are listed on the Membership Categories and Fees section of esmo.org. ESMO retains the right to change the membership fees at its sole discretion at any time. Any changes to fees will be proposed by the Membership Committee and approved by the Executive Board in consultation with the ESMO Council, and become effective from the time of publishing on the Membership Categories and Fees section of the esmo.org
• 4.10. ESMO retains the right to change the definition and eligibility criteria for members in Low and Middle Income Countries (LMIC) to pay for membership at a discounted rate or to have the fee waived. Currently, ESMO defines LMIC according to the World Bank classification of low, lower-middle and upper-middle countries based on the Gross National Income (GNI) per capita and calculated using the World Bank Atlas method. Click here to see the current list of developing countries
• 4.11. ESMO retains the right to offer and/or change any promotional offers and special prices and will advertise this information. Please note that there may be special membership promotions that are only available at oncology events where ESMO is present with a stand.
• 4.12. Reciprocal Membership Agreements with national medical and/or clinical oncology societies may be applicable and provide for a reduction on the annual regular membership fee of 175 Euros. Application of a reduced membership is subject to individual members having indicated affiliation to the national society at the time of application and being a member in good standing of the national society with whom the reciprocal agreement is made.

5.  Membership Benefits

• 5.1. Benefits vary by Membership Category. Please refer to the Member Benefits section for more details. Members can access the online resources included in their ESMO Membership (e.g. ESMO educational material, ESMO Membership Directory, Annals of Oncology, etc.) by logging into their ESMO account using their username and password.
• 5.2. Members are required to keep their personal details up-to-date to ensure continued access to benefits and services and receive communications relevant to them. In order to review and update personal details, members must log in to their myESMO account using their username and password. Passwords can be reset at any time by clicking here and usernames can be recovered by contacting us
• 5.3. ESMO is not liable to members for any issue or failure to access online benefits if such issue is due to circumstances beyond our control or unexpected conditions.

6.  Withdrawal and Reimbursement of Membership Fees

• 6.1. Members have the possibility to withdraw from their membership within 14 (fourteen) days starting from the Membership Activation Date (see section 4.2 above). The membership fee will be reimbursed to the member minus the deduction of EUR 25.00 (twenty-five) for administrative costs. No membership fees will be reimbursed after this 14 (fourteen) day period.
• 6.2. Any errors in processing membership payment resulting in an incorrect amount being charged, will result in a refund (subject to sections 5.1 above and 5.3 to 5.4 below).
• 6.3. Overpayments lower than EUR 20.00 will not be refunded.
• 6.4. Any costs deducted in the transfer of a refund to a member shall be borne by the respective Member.

7. Termination of Membership

• 7.1. Membership shall end through expiration, death, resignation or exclusion (Art. 8 para 1 of the Bylaws) In the event of any of the above the annual membership fee already paid will not be refunded pro rata temporis (Art. 8 para. 5 of the Bylaws).
• 7.2. Membership expires automatically if ESMO does not receive the payment of the membership fee within six months of the Due Date (see section 4.3. above and Art. 8 para. 2 of the Bylaws).
• 7.3. Members may resign at any time and as of the next Due Date of membership fee (i.e. on the Membership Period End Date of the current membership period – see section 4.3. above). The resignation shall be submitted by electronic mail to the Membership Committee at membership@esmo.org.
• 7.4. The exclusion of a members may be decreed upon final decision of the Executive Board without reasons being given and based on a respective proposal of the Membership Committee (see Art. 8 para. 5 of the Bylaws). The member will be informed via electronic mail.
• 7.5. Such exclusion decree according to section 6.4. may in particular be issued if the member:
  • 1. commits a breach of these Terms and Conditions, the Bylaws and/or any other ESMO rules and regulations;
  • 2. no longer meets the eligibility for membership of the Society;
  • 3. is involved in any activity or demonstrates behaviour which the Membership Committee and/or the Executive Board deems to be harmful to the reputation and mission of the Society; or
  • 4. knowingly provided ESMO incorrect or untruthful information.

8. Membership Certificate

• 8.1. The Membership Certificate is available upon request to the ESMO membership department at membership@esmo.org.
• 8.2. The Membership Certificate is a testament that the individual is a member of the Society. It is not an endorsement or proof of professional qualification or standing, nor does it entitle individuals to special privileges other than those provided through membership.

9.  Members Privacy and Communications

ESMO respects the privacy of personal email addresses and complies with the current legislation on email communication (according to General Data Protection Regulation and the Swiss Data Protection Act).

• 9.1. If not explicitly stated otherwise, ESMO communicates only by electronic mail.
• 9.2. All members (including suspended members) will receive notifications from the Society relating to the General Assembly and Electronic Ballot Votes pursuant to the Bylaws.
• 9.3. In addition, members will receive the ESMO Society Newsletter containing announcements and informative news about the Society. Other communications include in particular:
  • 1. Scientific e-News: New study results, drug approvals and other highlights (weekly)
  • 2. OncologyPRO Alert: Featuring ESMO's educational and scientific resources (bi-monthly)
  • 3. Young Oncologists Newsletter: Focuses on opportunities for professionals up to 40 years of age (monthly)

Members may opt out of some types of communications they do not wish to receive.
The ESMO Privacy & Data Security Policy can be found on esmo.org.

• 9.4. Any communication is subject to valid contact details in the member’s profile. It is the members’ responsibility to make sure that their contact details are up to date in their personal profiles in the myESMO area and therefore shall in due time notify ESMO of any address changes by using the ‘Contact Us’ on esmo.org or sending an email to membership@esmo.org. ESMO cannot be held liable for not receiving any notification or communication because of out of date contact details or non-receipt of any notification or communication based on an opting out of communication by a member. ESMO is not obliged to do search for and update the contact details on behalf of members.  

10. Miscellaneous

• 10.1. From time to time, ESMO may change, suspend or withdraw any services, privileges or offers in connection with the ESMO membership without warning and at its sole discretion. Members will be notified of any such changes via the ESMO website and Society communications; such changes will be effective as soon as they are published on the ESMO website.
• 10.2. If any provision in these Terms and Conditions conflict with terms in the ESMO Bylaws, the provisions in the Bylaws shall prevail.
• 10.3. These Terms and Conditions shall be governed by and construed in accordance with the laws of Switzerland without giving effect to its choice of law principles. The courts of Lugano shall have exclusive jurisdiction over any dispute arising out of or in connection with the membership and these Terms and Conditions.

Last update: 2024