Please note that all registration fees stated above are inclusive of 22% VAT. 

*To be eligible for this registration type, you must be a member of one of the Member Societies of FEMS

٭You qualify for a low income countries rate if you are a resident in a country on the A or B HINARI lists

What’s included in the Fee?

• Attendance at the Opening Plenary, Lwoff Prize Lecture, and Welcome Reception on Monday†

• Access to the Exhibition

• Access to all Keynote Lectures

• Access to all Flash Talks, Sessions Talks, and Interactive Sessions

• Access to Poster Displays

• Access to all Industry Sessions

• Free use of the FEMS MICRO 2025 event app, which will provide you with information about the Congress including the programme for the Congress, floorplan, and possibilities to connect with other attendees

• Tea and coffee in the designated catering areas of the venue on Tuesday, Wednesday, Thursday

• Lunch in the designated catering areas of the venue on Tuesday, Wednesday, Thursday

• Complimentary refreshments at the Poster Networking Receptions on Tuesday, and Wednesday

† Please be aware that you can attend the Welcome Reception only with a full registration. The one-day tickets purchased for 15, 16, and 17 July do not offer access to the abovementioned session.

Your registration

Registering through our online registration system does not guarantee you a place at the Congress. We will issue an automated confirmation email of your registration request. Please note that this email confirmation will come from our supplier, Parthen. Please contact FEMS@parthen.nl if your confirmation email has not been received within 24 hours of your registration. We advise you to check your junk/spam folder as well.

Your place at the Congress is not guaranteed until payment of the Fee is received in full.

It is your responsibility to ensure that the information you provide to us during the registration process is complete and accurate.

Payments

All costs for the registration fees are in Euro (€). All payments must be made in Euro (€), no other currency will be accepted. Full payment of the Fee must be paid in full by 30 June 2025.

If you book the incorrect registration type required by your status as an attendee, you will be required to pay the difference between the incorrect lower fee and the Fee for your correct registration type before your place at the Congress is guaranteed.

If you do not make full payment of the Fee by this date, then you will not be granted access to the Congress, without payment of the Fee being made in full. Refunds will only be issued in accordance with the cancellation terms below.

Payment by credit card

The online registration platform is a secure site on which you can pay the Fee by credit card. Upon completion of the online registration process, you will receive a paid invoice (receipt) by email.

Payment by bank transfer

If you opt to pay the Fee via bank transfer, upon completion of the online registration process, you will receive an invoice for the Fee by email. This invoice includes all payment instructions as well as your registration number to mention as a reference of the payment. Your registration will be held on an “optional” status and will not be confirmed until we receive your payment in full.

Payment Terms for bank transfer

We offer various rates for the Fee, which include an Early Bird rate, Regular rate and Late rate. The applicable rates are set out in the table above.

Please note that payment of the Fee must be received by us within 7 days of the next registration deadline to keep your registration at the secured rate:

• Early bird fee – deadline for payment: 9 April 2025 (23:59 CEST)

• Regular fee – deadline for payment: 6 June 2025 (23:59 CEST)

If you do not make full payment of the Fee before the applicable deadline, you will not qualify for that rate and instead you will be charged at the subsequent Fee rate. For example, this means that if you have an outstanding balance for your Early bird registration that is only paid from 5 April 2025, you will be charged the Regular Fee.

Payments by bank transfer are only possible until 30 June 2025. After this date only credit card payments will be accepted which includes on-site registration payments.

Receipt

Only digital versions of invoices will be sent to attendees upon completion of the online registration. The invoice will be issued using the contact details provided by you on the registration form so please make sure you have provided us with the correct information.

Confirmation from us that will have received full payment of the Fee (either via email or our receipt of our invoice indicating you have made payment of the Fee in full) completes our contract with you.

VAT and taxes

Italian VAT is applicable on all Congress registration fees (22%). It is the responsibility of each attendee to follow the correct procedure to reclaim VAT. The only responsibility that FEMS has in this procedure is to provide the invoice. Any other steps to reclaim VAT have to be taken by the attendees or organizations they are working for.

Visa support letter 

For specific details regarding requiring a visa to enter Italy, please check this website.

Participants can request a visa support letter through the online registration form. The support letter will only be issued upon completion of registration and receipt of the Fee in full. This letter does not involve any commitment by FEMS to cover fees, accommodation, travel expenses or other costs associated with participation in the Congress.

If a participant’s application for visa is refused, FEMS will refund the Fee to you, provided that you submit a copy of the declined visa application to us at info@fems-microbiology.org before 23 June 2025. Refunds will be processed after the Congress has taken place and you should expect to receive your refund within 30 days of the last day of the Congress.  

Entry

Only persons holding a valid registration, and who have paid the Fee in full will be admitted to the Congress.

Entry to the Congress shall be from 15:30 on 14 July 2025 to 17:30 on 17 July 2025. Attendees will be able to enter the Congress from 08:30 on 15 and 16 July, and from 09:30 on 17 July 2025

We may conduct security searches of clothing, bags and other items, as determined by us in our reasonable discretion, including on entry and exit to the Congress.

We reserve the right to prohibit illegal items or any other item which in our reasonable opinion, may cause danger or disruption to the Congress or to other delegates (regardless of whether or not such item is illegal or is carried for specific purposes).

You may be ejected from or not permitted to enter the Congress and required to surrender your registration, without refund or compensation, if:

• you refuse to leave a prohibited item (with our stewards or security staff (any illegal items will not be returned to you);

• you refuse to be searched;

• you act in a way which is illegal;

• you cause damage to or interfere with the property of FEMS or the exhibitors;

• you are in breach of these Terms; and/or

• in our reasonable opinion, you or your behaviour, or any item you are carrying might pose a health and safety risk, affect the running of the Congress; cause damage to or interfere with the property of FEMS, its exhibitors or the venue.

Cancellation Policy

Cancellation by you: If you wish to cancel your registration, you must email FEMS at FEMS@parthen.nl.

The following cancellation fees apply. If you cancel:

• On or before 14 May 2025 (23:59 CEST): 100% refund

• From 15 May to 13 June 2025 (23:59 CET): 50% refund

• From 14 June 2025 to Congress start date: No refund

Any refunds due, will be processed within 30 days. Refunds will be made via the same payment method as used for the registration payment.

For those requiring a visa, we can only refund your Fee after the deadline, if you provide either of the following before 23 June 2025:

1. Copy of the visa refusal letter

2. Proof that you have tried to make an appointment with the Italian embassy or consulate in your country of residencebefore 2 June 2025 (6 weeks before the Congress)

Cancellation by us: We reserve the right to alter or cancel, without prior notice, any of the arrangements relating directly or indirectly to the Congress.

If the Congress is cancelled, and no alternatives are offered to you (as explained below), you will be entitled to a refund. Your refund will be processed automatically within 30 days of cancellation.

Where the Congress is cancelled, we may offer a virtual alternative at no additional charge to occur on the scheduled dates for the Congress. If a virtual alternative is offered on the same dates as the Congress, you will not be offered a refund. However, if the virtual Congress is scheduled for a different date, and you are unable to attend, you will be offered a refund.

If the Congress is postponed for any reason, you will be offered access to the rescheduled event at no additional charge. If you are unable to attend the rescheduled date, you will be offered a refund.

If required, we may need to source an alternative venue to host the Congress and if this is the case, provided there is no change to the dates of the Congress, you will not be offered a refund. You will only be offered a refund where the Congress is rescheduled to take place on a different date, and you are not able to attend the rescheduled date.

Please note that we will not, under any circumstances, be liable for any expenses incurred by you in making arrangements to attend the Congress, such as transport or accommodation, where we have had to cancel the Congress or make any of the alternative arrangements explained above.

Name changes 

Name changes to registrations are permitted, free of charge up until 14 June 2025. For each name change you must notify FEMS at FEMS@parthen.nl. From 15 June 2025 onwards, name changes are permitted, but an administrative fee of € 25 will be payable.

Photographs and videos 

By attending the Congress, you accept that FEMS may use professional photography and audio and visual recorded throughout the venue and events associated with the Congress. Such media are owned by FEMS and may be used for internal and external communication, such as websites and social media, and for future promotional use on all FEMS channels and platforms. By registering for the Congress you consent to such uses. This agreement will continue until you notify us in writing that permission is withdrawn.

Data protection

By registering to the Congress, you agree that your personal data will be processed by FEMS and its suppliers for processing purposes including:

• for all necessary purposes for the administration of the Congress, including registration, managing your participation at the Congress, delegate badges  and catering;

•  to send you information about the Congress; and

• to share your details with any other organisation involved in co-running the event

Your data will then be held by FEMS, for future marketing purposes. If you do not submit the data indicated as ‘required’, we cannot complete your registration, and you will not be able to attend the Congress. You have the right to access and rectify your personal data by contacting FEMS at info@fems-microbiology.org.

More details about how we will use your personal information, including your rights, can be found in our privacy notice.

Intellectual property and copyright

All materials presented and provided at the Congress shall be owned by, or licensed to us, the exhibitors, the speakers or any other third-party presenting, or sharing information at the Congress. No content, information or materials, in whole or in part of may be copied, reproduced, uploaded, posted, displayed, linked to or used in any way. We are not responsible, nor do we have any liability to you in respect of any of the content, information or materials produced, provided or presented by the exhibitors, the speakers or any other third-party at the Congress.

Advertising during the Congress

A registration to attend the Congress does not give permission to advertise, recruit, or conduct any commercial activities. Advertising initiatives can only be made with permission of FEMS.

Liability

This section is important as it sets out the limits of our liability to you. Please read it carefully.

If we breach our obligations to you under these Terms or if we are negligent and, as a result, you suffer any loss or damage in connection with your attendance at the Congress:

(a) we will only be liable for all losses arising under or in connection with any contract between us, whether in contact, tort, breach of statutory duty or otherwise up to an amount equal to the Fee you paid; and

(b) we will not be liable to you for any losses or expenses incurred in connection with your visit to the Congress or its cancellation postponement or changes. For example, we will not be liable to you for the cost of any personal travel, accommodation or hospitality arrangements made in connection with the Congress.

FEMS is under no circumstance liable for damage and/or misrepresentations caused by third parties hired by FEMS.

To the fullest extent permitted by law, we exclude liability for loss, damage or injury arising from any breach by you of these Terms; any failure by you to adhere to the directions or instructions of staff within the Congress.

Notwithstanding the above, nothing in these Terms shall be construed as excluding or restricting our liability for death and/or personal injury caused by our negligence or for any other form of liability that may not be limited by law.

Health and hygiene measurements

FEMS is not liable for any passing of infectious diseases and will take all reasonable precautionary measures in regard to distance, stand sizes, stand allocations, health and hygiene measures.

Damage, theft and losses

We are not responsible for any theft or losses which may occur during the Congress. You are responsible for safeguarding your property when at the Congress. FEMS will have no liability for property that is lost, stolen or damaged when at the Congress. All items left with stewards before entry or during the Congress are left at your own risk.

You shall not cause damage to the venue or any property of FEMS or its exhibitors. You shall indemnify FEMS fully in respect of any sums incurred by the FEMS as a result of such loss or damage.

Travel and Health Insurance

It is strongly recommended that attendees take out insurance to cover losses (including registration fees) incurred in case of cancellation, medical expenses and damage to or loss of personal effects. To the fullest extent permitted by law, FEMS will not be responsible for any medical costs incurred by attendees as a result attending the Congress. 

Miscellaneous

FEMS reserves the right to make changes to the time schedule, dates, format (hybrid/in person/digital), content, Exhibition and concept of the Congress at all times and at its sole discretion. 

Code of Conduct and local legislation

FEMS is committed to providing an environment that encourages the free expression and exchange of ideas and serves to ensure that staff members, representatives and associates can engage with each other in a safe, supportive and mutually respectful manner. Registered participants of meetings organized by FEMS, should adhere to the FEMS Code of Conduct.

Intimidating and disruptive actions or antisocial behaviour directed at speakers, panelists, officials or delegates are grounds for removal from the site.

In addition, all registered participants to Congress should be familiar with the contents of the Italian Legislative Decree 8 June 2001 no. 231, the latest version of which is published on at the link https://investors.fieramilano.it/en, and agree to refrain from any action which may give rise to the hypotheses of offence pursuant to the Decree (regardless whether any offence has been committed or is punishable by law).

Complaints and Disputes

Should you have a complaint during the Congress, please contact a member of FEMS staff, present at the FEMS booth in the Exhibition area. Alternatively, you can contact us at info@fems-microbiology.org as soon as possible and our team will do their best to resolve any problems you have with us or the Congress. Please also see a copy of our complaints policy here.

If you choose to go take your complaint or dispute to court, these Terms are governed by English law and wherever you live you can bring claims against us in the English courts. We can claim against you in the courts of the country you live in.

If a court or other authority decides that some of these Terms are unlawful, the rest will continue to apply.