How to make a group registration

To register a group (minimum of 10 people), please follow this procedure.

1. Log in to access the group registration portal

Always log in with your own, personal account!

You will be able to register yourself and/or someone else with your own account so there is no need to create or use another person’s account. In case you do not have an account, please first create one here. 

2. Make your group registration

Logged in? You can now start with the online registration process.

You (the group leader) can make a group registration for the Main Programme (MP) and/or Precongress Courses (PCC). Registration for the Main programme and Precongress courses need to be made separately. When making a group registration you only need to indicate the number of participants to be registered at the current rate. No participants’ details need to be entered by the group leader at any time.

Go through all the steps by entering all mandatory fields:

Contact details
The system will automatically take the details of the person who logged in as the contact person. All correspondence will go through this person. 

Invoice address
Make sure that all details are entered correctly. These details will be used on the final invoice. 
Keep in mind that it will not be possible to make any changes once the final invoice has been issued. 

Group registration
Indicate the number of registrations you need for your group (minimum of 10 people and maximum of 250 people per group). One person can make multiple group registrations. 

Payment
Select your preferred payment method and complete your registration. ESHRE accepts payment by bank transfer and credit card (Visa – Mastercard – American Express).
Payments by bank transfer will only be possible until Thursday 1 May 2025 for standard registrations and Monday 26 May 2025 for late registrations. Afterwards, payments can only be done by credit card.

Keep in mind that your registration is only final once ESHRE has received and processed the full payment. For urgent matters (fi: close to a deadline) it is strongly recommended to pay by credit card as this will ensure ESHRE receives the payment and registrations can be finalised.

In order for ESHRE to easily trace your payment by bank trasfer, please include your registration number (PAR25-****) in the description of your transfer. You can download the invoicing and bank data here.

3. Preliminary Confirmation letter

Once the group registration has been created, you can close your registration. Every group registration is saved automatically after this step (with or without payment).

A preliminary confirmation is sent automatically by e-mail to the group leader. This does not mean your group is finalised! Keep in mind that a registration is only finalised once it has been accompanied with payment! Payments should be received by the corresponding deadline. Failure to do so will automatically push the group registration to the higher registration rate. All registration fee deadlines can be found here.

4. E-vouchers

An overview of your group(s) is always available in the group registration portal (same webpage as where you created your group(s) before). The type of registration is always indicated under the registration number.

Example: (MP = Main Programme and PCC = Precongress courses)

The e-vouchers will show immediately in your group overview, however they will only be activated once we have received full payment. You can forward the e-vouchers to each of your participants along with further instructions once they have been activated. You can download a template here.

Every e-voucher is unique and can only be used once (one code per participant). The e-voucher needs to be activated once.
The e-voucher must be activated by the participants themselves!
NOT by the group leader as this will cause problems at a later stage.
It is important that the individual participant activates their e-voucher ASAP in order to complete their registration.

The e-voucher assigns and activates the registration for the individual participants, giving access to the congress (hybrid or onsite), using their own logon details. It is not needed again once activated. It is better to activate the e-voucher sooner rather than later.

5. Manage your group

You can manage your group(s) at all times by going back to the group registration portal online. Simply select the group you want to verify and click on the green button ‘Manage group’. This will bring you to the page where you can finalise payment, add additional registrations or download an Excel overview.

As soon as a participant has activated an e-voucher, their name will show in the group overview. It is your responsibility as group leader to make sure all e-vouchers are activated before the annual meeting takes place!