Terms & Conditions
RELEASE AGREEMENT
I understand and agree that, by participating in the ECSS Congress 2027, 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
- Participants are strongly advised to check the entry requirements for the United Kingdom with the UK Embassy or Consulate in their home country and the visa requirements before making travel arrangements.
- Participants should prepare their application well in advance. Applications can normally be submitted from three (3) months before the intended travel date. As requirements and processing times may change, participants should always refer to their UK Embassy or Consulate.
- Participants are also encouraged to read the section on insurance and ensure that they have adequate insurance coverage for the duration of their stay.
- ECSS and its local organising partners will issue a visa-supporting invitation letter to registered participants for attending the ECSS Annual Congress only and will cover the period relevant to the Congress.
- It is the participant’s responsibility to request the invitation letter from ECSS at office@sport-science.org.
- 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 UK 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 UNITED KINGDOM
TERMS AND CONDITIONS
All participants intending to attend the ECSS Congress in Manchester, UK are urged to check the requirements to enter the country.
INFORMATION FOR EU CITIZENS AND THE SCHENGEN AREA
Citizens from the EU, Switzerland and the European Economic Area (EEA) – Norway, Iceland or Liechtenstein – need to travel with a valid passport and an Electronic Travel Authorisation (ETA) to visit the UK. Irish citizens do not need an ETA or a visa. Please check the latest UK entry requirements here and the UK ETA details.
Apply for your ETA via the official UK Government website or the official UK ETA app. Unofficial third-party sites may charge significantly more for the same service.
INFORMATION FOR NON-EU CITIZENS
- Depending on your nationality, participants may need a Standard Visitor visa or an ETA to travel to the UK. All participants are responsible for ensuring that they meet the applicable UK entry requirements and hold a valid passport or other required travel documentation.
- Participants can check if they require a visa or ETA using the official UK Government Check if you need a UK visa webpage. Further information about travelling to the UK for business purposes, including conferences, is available on the UK Government business visitor guidance.
- Participants who require an ETA should ensure that it is obtained before travelling to the UK. Information about eligibility and applications is available through the official UK ETA guidance.
- Always check the entry requirements before registering for the Congress or making any travel arrangements. Follow the instructions provided by the UK Embassy or Consulate. Only register and make travel arrangements once you have consulted the UK 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-EU participants to begin the visa application process in time 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 the UK. 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.
ECSS CONGRESS INVITATION LETTER
The local organisers of the ECSS Annual Congress can issue a Congress invitation letter upon request from the relevant Embassy or Consulate. Please note that invitation letters are issued only to registered Congress participants. Please follow the instructions below to obtain an invitation letter, which apply to everybody, regardless of whether an abstract has been submitted 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@sport-science.org, 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
ECSS strongly recommends that all participants attending the ECSS Annual Congress obtain comprehensive travel and medical insurance for the entire duration of their stay in the UK. Insurance should provide adequate cover for unexpected circumstances, including emergency treatment, hospitalisation and repatriation, as well as travel-related risks, where applicable. Travel medical insurance may be mandatory when applying for a visa.
Please note that any medical, travel or other costs during the stay remain the responsibility of the participants. ECSS, therefore, encourages all participants to check their insurance coverage carefully before travelling.
A good travel insurance policy for the UK 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, may be 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 during your stay, 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.
- If you have a valid European Health Insurance Card (EHIC), you may be able to access medically necessary state-provided healthcare during a temporary stay in the UK. Check the terms of your insurance policy to see how this may affect your cover. An EHIC is not an alternative to travel insurance and does not cover all costs, including private medical healthcare or repatriation. Find out more about the EHIC and healthcare for visitors to the UK.
- 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.
