MPE Masterclass 2025 | Travel, expenses and reimbursement process and criteria

Travel expenses

• MPE provides funding for travel, accommodation and conference expenses.
• Expenses will be covered for two representatives from each MPE full-member organisation. For associate member groups and guests, one representative per group can attend.
• Kindly note that all travel bookings need to be made via the MPE travel portal – BizAway (not applicable to Industry partners). After registration to the event, each delegate will receive a link via email through which your travel booking can be made.
• Flight tickets not booked through the MPE travel portal will not be reimbursed by MPE.
• Flight tickets must be booked through the MPE travel portal by each delegate by 15 March 2025. MPE will confirm your room booking only when the travel booking is done.
• No check-in or additional luggage and seat assignment cost exceeding €350 will be paid by MPE unless pre-approved (see exceptions).
• In the event the trip is cancelled by the participant for reasons not related to illness (MUST be supported by a doctor’s note), the participant will have to reimburse the travel cost to MPE.
• Each participant’s travel budget (including flight and transfers from home to the airport and the Masterclass venue) should not exceed €350.
• For local travel, only public transport will be reimbursed. No taxis or similar will be reimbursed unless pre-approved (see exceptions).

Conference expenses

• Accommodation (MPE will book a room for two nights, 2 to 4 May 2025), food and beverages will be covered by MPE directly at the Masterclass venue.
• Accommodation will be booked only after your travel booking is made. Please make sure to book your travel through the MPE travel portal by 15 March 2025.
• MPE will not reimburse any additional meals, accommodation and/or beverages.

Other expenses

• All other expenses (e.g., upgrade of rooms, the difference from a single to double room, mini bar, hotel bar, additional meal orders, room service, telephone, laundry, taxi, newspapers, etc.) will not be covered directly nor reimbursed by MPE.
• Additional expenses incurred for accompanying persons will not be covered by MPE.

Exceptions

• In exceptional circumstances, such as health-related issues, MPE may decide to reimburse additional items. Such expenses MUST be approved in advance (by 15 March 2025) and in writing by the MPE Office.

Reimbursement

• Please use the expenses reimbursement form to reclaim your local travel costs within 30 days of the end of the Masterclass.
• No expenses will be reimbursed after this date.
• No expenses will be reimbursed without the corresponding original receipt/invoice.
• MPE will not reimburse flight costs if the flights were booked through another platform and not the MPE travel portal.

Funding

MPE Masterclass is primarily funded through unrestricted sponsorship grants from the pharmaceutical industry. A list of sponsors for 2025 can be found on the MPE Website, once sponsorships are confirmed.

PLEASE NOTE: These grants will not be related to any objectives or any content of the Masterclass. The idea, conception, planning, preparation, realisation, management and summary of the Masterclass will be the responsibility of MPE – without any influence from the sponsors.

Contact

MPE office: agm@mpeurope.org