Terms & Conditions

RELEASE AGREEMENT

I understand and agree that, by participating in the ECSS Congress 2026, my image, likeness and/or voice may be recorded through photography, video, audio or other media. I grant irrevocable and unrestricted permission to the European College of Sport Science e.V. and its representatives or assignees for these recordings to be used for Congress-related scientific, educational, reporting and promotional purposes, in print, digital and online formats, without compensation. By confirming this form, you acknowledge acceptance of these terms. The ECSS Congress App includes an individual profile section which displays your first name, last name, affiliation and country. You can choose to hide your profile if you prefer.

DISCLAIMER

We strongly advise participants to first check with the Swiss Embassy or Consulate in your home country about entry and visa requirements before making travel arrangements.
We strongly advise participants to contact the Swiss Embassy or Consulate at least three (3) months before the intended travel date.
As there might be country-specific conditions that you are not aware of or changes in the process since you may have last informed yourself, it is still highly recommended that you obtain the most accurate information. In any case, please contact the Swiss Embassy or Consulate.
We strongly advise you to read the section on insurance and make sure that you have adequate insurance coverage.
The ECSS and its local partners will issue a visa supporting invitation letter for entry into the host country only for the ECSS Congress and for the time period of the ECSS Congress as well as for registered participants only.
It is the participant’s sole responsibility to request the visa supporting invitation letter from the ECSS (office@ecss-congress.eu).
The ECSS does not have the authority to contest the decision of any country’s Embassy or Consulate or any other government department, nor will the ECSS appeal to the Embassy or Consulate on behalf of the applicant.
All questions/concerns regarding the status of your visa must be directed to the Swiss Embassy or Consulate in your home country.
The ECSS disclaims all responsibility for medical, accident and travel insurance, for compensation for death or disability, for loss of or damage to personal property and for any other costs or losses that may be incurred during travel time or the period of participation.
The ECSS does not take any responsibility and provides no reimbursement of paid registration fees if:
- you receive a visa rejection notification,
- you fail to obtain an entry visa,
- you obtain your entry visa too late,

ENTERING SWITZERLAND

TERMS AND CONDITIONS

All participants intending to attend the ECSS Congress in Lausanne, Switzerland are urged to check the requirements to enter the country.

Information for EU citizens and the Schengen area

To cross borders of Switzerland, a national ID card of the European Union or Schengen area (alternatively a passport) is required, which should be valid for the whole time you are in the country. For holiday or short trips of up to six months, you do not need a visa. Detailed information can be found here.

Information for non-EU citizens

For most participants from non-EU countries, a visa is required to enter Switzerland. Visa requirements and processing times vary from country to country; therefore, it is strongly recommended to contact the Swiss Embassy or Consulate of your home country.

Further information on the entry to Switzerland and visa application can be found here and on Switzerland’s Online visa system. In this system, by entering your country of legal residence, you can find out where you need to apply for your visa. If an online application isn’t available for your case, you will need to submit your application in person at a Swiss diplomatic mission. The respective Swiss representation handling your visa request will be prompted to you.

You should always check the entry requirements before registering for the Congress or making any travel arrangements. Follow the instructions provided by the Swiss Embassy or Consulate. Only register and make travel arrangements once you have consulted the Swiss Embassy or Consulate and you are convinced that you have enough resources to obtain the necessary visa.

In some cases, appointments for visa interviews (face-to-face) or necessary documentation can be booked out months in advance. Obtaining official paperwork for the visa process can also be time-consuming. ECSS, therefore, encourages non-Schengen participants to begin the visa application process as early as possible to avoid delays.

Please note that the ECSS cannot assume responsibility if your visa is not issued in time and you are unable to enter Switzerland. If you do not receive your entry visa in time to attend the Congress, we regret that we are unable to reimburse any registration fees already paid.

Entry/Exit System (EES)

Starting October 2025, the EU has introduced a new Entry/Exit System (EES) to replace manual passport stamping for non-EU nationals. A self-service system and/or a mobile application before your arrival will record and store the data listed in your travel document(s), biometric data (fingerprints and facial image) and travel dates when entering or leaving the Schengen Area (full list of countries – including Switzerland – here), reinforcing the efficiency of external border management.

With a gradual rollout planned until 10 April 2026, the system aims to automate border checks, strengthen security and track the 90-day-in-180-day short-stay rule. It applies to non-EU nationals entering the Schengen Area for short stays, unless they hold a residence permit or a long-stay visa. In contrast, EU citizens are not affected (to whom EES does not apply – here).

For complete information, visit the official EU website.

ECSS Congress invitation letter

The local organisers of the ECSS Annual Congress can issue a Congress invitation letter in case it is requested by the respective Embassy or Consulate. Please note that invitation letters are issued to registered Congress participants only. Please follow the below instructions to obtain an invitation letter, which apply to everybody, regardless of having submitted an abstract or not:

Log in to or create a new ECSS Account.
Go to ‘myCongress’ and pay your registration fee.
Please send a request for a Congress invitation letter to office@ecss-congress.eu, indicating your ECSS Account ID.
The invitation letter will be sent to you in PDF format via email. If you require a printed copy, please mention this in your email request and provide the postal address. Please note that international delivery might take up to several weeks. If you ask for an invitation letter too late and require an express delivery, this comes at your own expense and must be reimbursed to the ECSS.
As the visa application process might be lengthy, we strongly advise you to register for the Congress in due time.
Please find further information regarding the registration fees and deadlines.

Insurance

When visiting Switzerland, participants should be able to financially cover medical and other services in case of an accident, injury or any other sudden event. The ECSS strongly encourages all participants of the ECSS Congress to obtain comprehensive international travel medical insurance for the duration of the stay. Travel medical insurance may be mandatory, when applying for a visa.

If you travel internationally, you should buy appropriate travel insurance before your journey begins. Ensure that the coverage limit is sufficient to meet potential medical costs, including emergency treatment, hospitalisation and repatriation. If you already have travel insurance, check whether it covers planned activities such as adventure sports and unforeseen public health emergencies. If you decide to purchase a new policy, check how it covers these issues.

If you do not have appropriate insurance before you travel, you could be liable for emergency expenses, including medical treatment, which may cost thousands of euros.

A good travel insurance policy for Switzerland should cover the following costs:

Emergency treatment and hospital bills can be expensive. Check whether your policy covers treatment in public or private hospitals.

Emergency transport, such as an ambulance, is often charged separately from other medical expenses and emergency travel home on medical grounds can also be expensive.

Pre-existing medical conditions: declare existing conditions or pending treatment or tests so that you are covered if anyone gets ill during your trip. Failing to declare something may invalidate your travel insurance.

All activities you may undertake on holiday, such as sports or adventure tourism (you may need specialist insurance for some activities). Also consider all the places you intend to visit, even if you are in transit, in case anyone needs emergency treatment in another country.

Repatriation costs if you or a family member dies abroad.

Getting home after medical treatment if you cannot use your original ticket.

Reasonable costs for a family member or friend to stay with you, or travel out to accompany you home, if required.

24-hour assistance helplines to offer support and advice about appropriate treatment.

Within Europe, some insurers may waive any excess on medical treatment if you use a European Health Insurance Card (EHIC). Check the terms of your policy or contact your insurer to see if this is the case. EHIC allows you to access state-provided medically necessary healthcare within the EU and Switzerland on the same terms as residents of these countries. Note that EHIC is not an alternative to travel insurance as it does not cover any private medical healthcare costs, repatriation or additional costs such as mountain rescue in ski resorts. Find out more about the EHIC, including how to apply for one free of charge.
Ensure your travel insurance includes airline or travel supplier insolvency cover, which offers protection if an airline, travel agency, or other travel provider goes out of business before or during your trip.