Congress FAQs

Who has the copyright for my abstract after submission?
ESOT - European Society for Organ Transplantation

Is submitting an abstract free of charge?
Regular abstracts submission will be free of charge.

I have submitted my abstract, but not received a confirmation message. What should I do?
Please contact programme.congress@esot.org

When will I be informed if my abstract/bursary/tournament application has been accepted?
Submitting & presenting authors will be notified of acceptance of their abstract by 7 March 2025. The presenting author should complete their registration to the ESOT Congress 2025 by 1 May 2025. Only abstracts of presenting authors who finalised their registration & payment by the indicated date will be scheduled for presentation.

What do I have to do after my abstract has been accepted?
First you have to check, if your work is selected for oral or poster presentation and then you need to prepare it for the congress. One of the co-authors must attend the congress and present it in person. Acceptance of the abstract implies payment of the registration fee by the presenting author. If none of the co-authors can come to the congress, another presenter can be announced. Please inform the Abstract Team as soon as possible. If a presenting author does not register to the congress or does not attend the session for which (s)he has been scheduled, a penalty may incur, prohibiting the author from presenting papers at the next Congress.

I have chosen "oral" as presentation type, but my abstract is scheduled as a poster?
The Scientific Programme Committee makes the final decision on the presentation type. If you do not want to present your work as a poster, please contact the Abstract Team: programme.congress@esot.org immediately and cancel your presentation.

Can I change the session of my abstract presentation?
No, after you abstract is selected to the ESOT Congress, the allocation (schedule and presentation type) is decided by the Scientific Programme Committee and you will have no option to modify this.

When will the full abstract content be available, and where can I find it?
Full content of accepted abstracts will be visible in the online programme two weeks prior the beginning of the Congress. This date excludes abstract under embargo which will be visible on the day of the presentation.

Who can I contact if I need any help?
Abstract submission: If you have questions or need further information, please contact programme.congress@esot.org

How can I register for the congress?
Registration for the congress should be done online from the congress website registration page. Please click individual registration and follow the instructions.

How can I register delegates for a congress?
Please contact esot-reg@interplan.de for group registrations of more than 10 delegates. For registrations of less than 10 delegates, please use the regular registration link.

Do I require a visa to enter the United Kingdom?
To determine whether you need a visa to enter the United Kingdom, please refer to the local embassy of the United Kingdom in your home country and consult the Foreign Office website for details. If you require an invitation letter to apply for your visa, you can request it during the online registration process.

How can I get an Invitation Letter for a Visa application?
You can request an Invitation Letter during the online registration process. Please note that Invitation Letters will only be sent out after registration fees have been paid in full.

Who is the Official Agency for AIFA submissions (Prerichiesta AIFA)?
According to Italian legislation, any Marketing Authorisation Holder or pharmaceutical company responsible for the commercialisation of a drug, which organises or helps to organise, whether by direct or indirect funding in Italy or abroad, a congress or a meeting on topics in any way related to the use of medicines, shall notify the competent Unit of the Italian Medicines Agency (AIFA) at least 60 days before the date of the event to ensure that these adhere to strict technical criteria and aim to provide further knowledge in the fields of chemistry, pharmaceutical technology, biochemistry, physiology, pathology and clinical medicine. The official Agency for AIFA submissions (Prerichiesta AIFA) for the ESOT Congress can be found here:

Atlante Viaggi Italia Srl
Barbara Mantegazza
via Bandello 1 (ang. Corso Magenta), 20123 Milano
e-mail: barbara.mantegazza@atlanteviaggi.com / web: www.atlanteviaggi.com

Which payment methods are accepted? Can I pay by bank transfer?
Bank transfer and credit cards are accepted.

Is there a special fee for ESOT members?
Yes, there are registration fees dedicated to ESOT members. Please see congress fees here.

Can I register an accompanying person?
No, this is not possible.

When will I get my registration confirmation?
Your registration confirmation will be sent to you via email immediately upon registration.

Can I replace one delegate with another?
Yes, a handling fee of € 55,00 will be charged for "name changes". A new registration form for each replacement will be required before the name change can be processed. Please note, name changes are only available for individual registrations and small groups (less than 10 people).

Can I cancel a registration?
For all cancellations received by 16 May 2025, the registration fee will be refunded (deducting an administrative fee of 20% from the paid amount). After this date, there will be no refund. The refund, if due, will be issued within 60 days from the end of the congress. Please note that all cancellations and modifications must be made in writing to the congress secretariat, INTERPLAN AG via esot-reg@interplan.de.

Are children allowed to attend?
Children are not allowed in the congress areas.

Can I register onsite?
Yes, onsite registration at the designated counters in the registration area is possible.

How can I register a group?
Please contact esot-reg@interplan.de for group registrations of more than 10 delegates.

What information do I need to provide to register a delegate?
We require the following details for each participant you wish to register: Title, first name, last name, gender, nationality, email, mobile number, date of birth, institution/organisation/company, work address, dietary requirements, professional category, speciality and activity (the latter three can be chosen from a drop-down menu).

Can I send you a list of delegates to register?
Questions related to group registrations can be sent to: esot-reg@interplan.de

Can I pay for the group now and give the names later?
Questions related to group registrations can be sent to: esot-reg@interplan.de

I have made a group registration and wish to make a payment by bank transfer; where can I find your bank details?
Bank details are provided on the invoice that will be sent to you for your group registration.

May I collect the certificates of attendance for the whole of my group/a few colleagues without them being present?
Certificates of attendance will be sent out via email after the congress to every delegate. When registering your group, you can enter your email address as an additional email address for all delegates, so that you will be copied in all emails, including the one with the certificate.

Who can I contact if I need any help?
Registration: If you have questions or need further information, please contact esot-reg@interplan.de

I am an invited speaker/chair. Do I need to register for the congress?Yes, all faculty have to register for the congress via a personalised registration link. Please contact esot-faculty@interplan.de for questions regarding your faculty registration.

When is the exhibiting booking deadline?
There is no hard deadline. However, we recommend booking well in advance to allow time to benefit from the full exhibiting package and to be certain of a space.

What sponsorship opportunities are available at the ESOT Congress?
Our sponsorship opportunities are designed to deliver the impact and return on investment you’re looking for. Pick an opportunity off the shelf or challenge us to create something new and unique for you.

Exhibition logistics
Please contact esot-exh@interplan.de for all questions regarding the exhibition logistics for the congress.

Your question wasn't on the list.
Contact us at info.congress@esot.org

Book your hotel
ESOT has selected several hotels with negotiated rates, either close to the venue or in the city centre with easy access. Take advantage of booking online with our official housing agency.

Local time
Please note that the programme times are displayed in local times for London, United Kingdom.

Venue
ESOT Congress 2025 will take place at the ICC Expansion of ExCel London (Royal Victoria Dock, 1 Western Gateway, London E16 1XL, United Kingdom).

How to get there
The Elizabeth Line and DLR are the quickest routes to ExCel. Alight at Custom House for the west entrance or Prince Regent for the ICC and the east entrance. You can plan your journey using Transport for London’s journey planner.

Badge
You can print your name badge onsite at the designated self-print stations by scanning a barcode you will receive about one week prior to the congress via email. Your name badge serves as the entrance ticket to the Congress, so please make sure to wear it at all times.

A barcode is printed on each name badge. This may be scanned by exhibitors/supporters to access your name, affiliation, country, email address and professional interests provided by you when registering for the congress. We would like to point out that this is entirely voluntary and not compulsory for participation in corporate events. Delegates can refuse to be scanned at any time. By permitting an exhibitor or supporter to scan your badge, you agree that the company may use these details to contact you with relevant product information.

Badge Policy & Security
Participants are requested to wear their badge at all times. For security reasons, admittance is strictly restricted to participants (of all kinds) at the meeting. All presenters must be registered to attend the Congress.

Cloakroom and Left Luggage Facilities
There will be a cloakroom and luggage facilities available at the ExCel during the registration opening hours.

Congress Secretariat
The onsite secretariat and registration desks are open at the following hours:
28 June 10:00 – 19:00
29 June 07:00 - 19:00
30 June 07:00 - 19:00
1 July 07:00 - 19:00
2 July 07:00 - 13:00

Electricity
The voltage in the United Kingdom is 220-240V and power plugs and sockets (outlets) of type G are used. Please do not forget to bring a travel adapter, so you can use your electronic devices.

First Aid
A fully staffed first aid post will be open at all times during the Congress opening hours. The first aid room is situated on the Excel concourse.

Insurance Policy
The organisers cannot be responsible for medical, travel or personal claims. Participants are strongly advised to take out an insurance policy covering three areas: health and accident, loss of luggage and cancellation (travel and registration).

Currency
The official currency in the United Kingdom is British Pound (£). The exchange of foreign currency is available at airports, train stations, banks, and exchange offices.

Language
The official language of ESOT Congress 2025 is English. Please note that there will be no simultaneous translations to other languages.

Accreditation(s)
An application will be made to the UEMS EACCME® for CME accreditation of the ESOT Congress.

When the application is approved, The European Association Council for Continuing Medical Education in Brussels (EACCME), an institution of the UEMS, will provide EACCME credits for the attendance at the scientific sessions of the core programme.