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Belgische Vereniging voor Radiotherapie-Oncologie vzw

Association Belge de Radiothérapie-Oncologie asbl

 

 

INVITED SPEAKER REIMBURSEMENT POLICY

 

ABRO-BVRO offers invited speakers the following reimbursements in order to facilitate their participation in the ABRO-BVRO events.

This reimbursement policy is only applicable for invited speakers. Junior members who present their work during one of the ABRO-BVRO activities cannot benefit from these reimbursement terms.

Teaching courses

Basic seminars

Annual meetings: Autumn meeting / Spring meeting

General reimbursement procedure

 

1. TEACHING COURSES

MD's in radiation oncology who are considered as a member of our society are offered a reimbursement of their travel expenses. We herewith would like to call on the solidarity within our profession.

Teachers with another specialty or profession who are not considered as a member of our society are offered an allowance of € 125.00 to cover their expenses. There is no additional reimbursement of travel expenses offered.

Normally the invited speakers for the teaching courses are Belgian practitioners or foreign practitioners who don't live more than 200 km (one way) from the center where the course takes place. Only in rare cases, a foreign teacher who lives further away (more than 200 km one way) shall be invited for teaching courses. In this case the reimbursement terms for our annual meetings (see below 3.) are applicable.

 

2. BASIC SEMINARS

REGISTRATION

All invited speakers will receive complimentary registration to the seminar.

ACCOMMODATION

Invited speakers will be offered complimentary accommodation in the seminar center for 1 night.

Travel and accommodation forms will be sent in good time by the ABRO-BVRO secretariat. If the form is not returned by the requested deadline, invited speakers will be responsible for making their own accommodation arrangements and, upon submission of original hotel invoice will be reimbursed up to a maximum of € 100.00 per night (for a maximum of 1 night).

NOTE 1: Accommodation will not be offered to invited speakers living in the city where the seminar is held.

As a compensation for their work and expenses, invited speakers receive an allowance of € 125.00.

A reimbursement form will be sent after the seminar.

Invited speakers will not be offered a contribution towards travel expenses.

 

3. ANNUAL MEETINGS: AUTUMN MEETING / SPRING MEETING

REGISTRATION

All invited speakers will receive complimentary registration to the seminar.

ACCOMMODATION

Invited speakers will be offered complimentary accommodation in the seminar center for a maximum of 2 nights.

Travel and accommodation forms will be sent in good time by the ABRO-BVRO secretariat. If the form is not returned by the requested deadline, invited speakers will be responsible for making their own accommodation arrangements and, upon submission of original hotel invoice will be reimbursed up to a maximum of € 100.00 per night (for a maximum of 2 nights).

NOTE 1: Accommodation will not be offered to invited speakers living in the city where the seminar is held.

TRAVEL

Invited speakers coming from the locations indicated below will be offered a contribution towards travel expenses as follows:

  • Belgium, outside of the seminar area, up to a maximum of € 150.00 (or € 0.3460/km if you travel by car) as a contribution to travel costs.
  • Europe, outside Belgium, up to a maximum of € 500.00 in economy class.
  • Outside Europe, up to a maximum reimbursement amount equivalent to € 3,500 in business class.

In order to lend your additional support to the success of the meeting, the organizers request that you kindly make your travel arrangements as soon as possible in order to avoid incurring late booking costs.

ACCOMPANYING PERSONS

When an invited speaker is accompanied by his/her spouse a double/twin room can be booked instead of a single room. ABRO-BVRO will not cover the costs of two separate hotel rooms nor the additional flight/train tickets.

When an invited speaker is accompanied by his/her spouse, ABRO-BVRO will be happy to invite him/her to the annual dinner (Autumn meeting) as well and covers this cost.

All other accompanying persons shall be considered as common registrants and have to pay the registration fee and the additional hotel accommodation and dinner.

 

GENERAL REIMBURSEMENT PROCEDURE

All refunds will be processed after the symposium and upon submission of original invoices and/or receipts only. An expenses form will be sent after the teaching course/seminar.

The deadline for submission of expenses will be indicated on this reimbursement form. Reimbursement claims received after this date will not be reimbursed.

NOTE 1: E-ticket flight confirmation claims must be accompanied by airline boarding-pass coupons.

NOTE 2: Additional expenses such as meals other than those offered on-site at the seminar venue, internet connection, phone costs, room extras etc. are not refundable.

NOTE 3: Taxis will be refunded for travel to and from the airport only, ie home-airport/station-home; airport/station -symposium venue- airport/station.

 

COMMERCIAL SPONSORSHIP

Invited speakers will be requested to confirm that they do not receive commercial sponsorship for travel and/or accommodation to attend the symposium. For those receiving such sponsorship, the above reimbursement policy will not be applicable.

Belgische Vereniging voor Radiotherapie-Oncologie vzw | Association Belge de Radiothérapie-Oncologie asbl | Siège social - Hoofdkantoor : GBS - VBS, avenue de la Couronne, 20 – Kroonlaan, 20
1050 BRUXELLES – 1050 BRUSSEL,BELGIUM, National Number : 425.705.482, TVA -VAT : BE0.425.705.482

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