Support IMCAS Academy

Welcome to the largest community of physicians

FAQ

Information on this FAQ are for:

1. Booking 2. Terms and Conditions of Sale 3. Booth Logistics 4. Sponsored Lectures / Sessions 5. Sponsored Products 6. Educational Grants 7. Booth Activities 8. Registrations / Badges 9. Privacy and Safety 10. Exhibition Regulations 11. Congress Formats

1. Booking

1.1. How do I book a booth?

To apply for a booth space, a company should place an order through the IMCAS online platform

No demand for exhibit space will be accepted by phone or email
Select your booth space on the interactive map
Proceed to checkout
An automatic email is immediately sent with the corresponding invoice after the order is placed online
Payment of the requested deposit should be made within 72 hours

To know which booth spaces are available, check out the interactive map:

All available booths are marked in green
Hover your mouse over the booth to see pricing, size and sponsorship level required
Select the booth and book

If the booth you would like to book is unavailable, we are able to put you on a waiting list for your particular needs (eg. for a specific level). To do so, please contact the sales team by email with your requirements and our team would be happy to assist you as possible.

1.2. What information should I provide to book a booth?

To book a booth you will need to provide us with the following details:

Company proﬁle (company history, mission statement, management team bios, and advisory/ board of directors listing)
Your name and contact information (email, phone number, etc.)
Company website
Country where the company is located
The products and/or services the company would like to exhibit (i.e. product brochures)

1.3. What is the sponsorship level required?

Within the exhibition, some booths require a specific sponsorship level while others do not. Booths with a minimum sponsorship level can only be booked once the required level is met. The sponsorship level required is based on its booth size and its location.

The minimum sponsorship level required refers to the minimum investment that must be reached to be able to confirm the checkout with the booth you have selected.

To reach the sponsorship level the following amounts are taken into consideration:

Price of the booth (the price of the booth forms part of the investment to reach the sponsorship level required)
Spend on products from the product catalog (except booth construction and lunch, as they are services provided by a third party)

A certain number of exhibitor badges are automatically included depending on the sponsorship level.

Please note that depending on the congress, the booth construction might be taken into consideration within the sponsorship level. However, in most cases, this is an additional product and does not count towards a sponsorship.

If you would like to book a booth only without any other products, we recommend booking a booth with "standard sponsorship" required. This means that no minimum investment required to book the booth.

1.4. Can I book multiple booths?

Each company can only book one booth. We strictly comply with this rule for several reasons:

Equal opportunity : our events are usually sold out several month before and we want to give as many industry players as possible a chance to participate.
Circulation : our exhibition hall has been thought out carefully for the ease of circulation to allow for maximum exposure of every booth space
Diversity : attendees get the optimal range of choice in products and services, and the diversity in booth sizes reflects what is going on in the market today

1.5. Where can I see who has booked a booth and their location?

Directly on the exhibition map here. Place your mouse over the red booths to see which company has reserved it under "Booked by".

To see the full list of who is attending, simply refer to the Sponsor List - Once you are on the list you can:
- Organize companies by alphabetical order, country, and sponsor level
- Type in the name of the company you are looking for in the search bar
The companies on "the sponsor in progress" list are potential exhibiting companies which have contacted us and shown interest in our upcoming event.

NOTA: IMCAS reserves the right to modify the ﬂoor plan at any time. After assignment of space, exhibitors agree to be relocated to other comparable space, if necessary, and this is under the judgement of the Organizer.

1.6. Could I sponsor products without booking a booth and which products?

Yes, you can. Refer to the list of products that can be sponsored without exhibiting here on the online platform.

Other products require the booking of a booth.

1.7. What about the " PPS " and how can I get some?

The Priority Point System is designed to reward your loyalty and the level of your support.

The system encourages consistency and transparency in the allocation of exhibition space. To put simply, the higher the number of an exhibitor's total priority points, the better access they will have to the preferred exhibit space and other benefits.

Learn everything you need to know about PPS, such as criteria, allocation, groups and regulations here.

1.8. Can I amend, cancel or add to my order?

Only possible before deadline, see details below:

IN CASE OF BOOTH CHANGE:
1. Check the following first, online:
- The new booth you wish to purchase is still available
- Your total amount of investment does not decrease
2. Send us a simple email to industry@imcas.com listing:
- Booth to exchange
- Booth to replace
3. Wait for our returning approval and preciously keep that "OK"

4. Through our system, our team proceeds for booth(s) exchange

5. To recap, you get:
- An invoice corresponding to your initial order
- A credit note cancelling your initial order
- A new invoice corresponding to your new order
IN CASE OF PRODUCT(S) CHANGE:
6. Check the following first, online:
- The new product you wish to purchase is still available
- Your total amount of investment does not decrease
- The change is requested before the cancelled product's deadline, found in the 'You provide' section of the product description
7. Send us a simple email to industry@imcas.com listing:
- Product(s) to exchange
- Product(s) to replace
8. Wait for our returning approval and preciously keep that "OK"

9. Connect on your account within the specified deadline

10. Add the product(s) you wish to purchase and proceed for check out – the corresponding invoice is automatically emailed to you

11. In parallel, our team proceeds for product(s) exchange through our system and emails you the corresponding credit note

12. To recap, you get:
- An invoice corresponding to your initial order
- An invoice corresponding to your additional products
- A credit note corresponding to your removed products
You can add products at anytime directly on the web through your personal dedicated account. Connect to your account to access your cart easily and to view your previous orders. Adding product(s) immediately upgrades your sponsorship level.

1.9. How can I book my booth for the next congress?

All booths are booked strictly and only through the online platform on a first-come, first-served basis.

Advanced booking of booths, before the opening of the platform, is not allowed.

If you want to be among the first to receive the Exhibitor Guide once it is ready, we advise you to send an email to:
industry@imcas.com for IMCAS World Congress
industry-americas@imcas.com for IMCAS Americas
industry-asia@imcas.com for IMCAS Asia stating your interest for the congress of your choice (you will be immediately listed as a prevailing contributor).

1.10. Can I sublease my booth?

Exhibitors are strictly forbidden from subleasing any reserved spaces to a secondary party, including but not limited to company divisions, external partners or societies, or any secondary legal agents. Any violation of this agreement will result in the immediate expulsion of one or both parties.

The distribution of both direct and indirect promotional signage, brands, and products outside of the operational scope of the participating exhibitor is also prohibited. Any items that do not conform with this standard with be removed immediately without renumeration. IMCAS maintains all rights to determine the validity of the product(s) in question and to take further penalty action in accordance with IMCAS regulations and the extent of the violation.

1.11. I'm interested in exhibiting next year, can I visit during the congress?

Yes! If you would like to visit during the congress, you can register for a 1-hour guided visit organized onsite by our staff. Our guide will show you the conference rooms, exhibition hall and the amenities, but you will not be able to get around by yourself inside the congress area.

To register for the guided visit, please contact us here with your full name, phone number and email address.

Subject to availability Please make your requests at least 2 months prior the congress.

1.12. VAT exemption

Our Invoices are established through our offices in Hong Kong and don't include VAT.

2. Terms and Conditions of Sale

2.1. Purchase priority

IMCAS loyalty program (PPS - Priority Point System) encourages consistency and transparency in the allocation of the exhibition space and products. All products are subject to availability. In case of overbooking, purchase orders will be processed on a first-come, first-served basis. In case of a prior offer of the same product at the time of its receipt, IMCAS reserves the right to withdraw the product chosen. In such event, IMCAS will get in contact to notify and discuss further alternative options.

2.2. Order confirmation and invoice

By submitting the Purchase Order through our online portal, the buyer formally makes a legally binding offer to IMCAS. On your email, you will be immediately acknowledged with the corresponding invoice.

Within the following 72 hours after its receipt, the asked deposit should be paid.

Kindly note that:
- Orders and invoices are automatically edited by our system
- Orders are immediately followed by invoices with terms and conditions listed on them
- Invoices cannot be edited once issued
- Congresses within France are issued in EUR through our French office COMEXPOSIUM HEALTHCARE, and congresses outside of France or online are issue in USD through our Hong Kong office IMCAS LIMITED
- Pro-formas - or invoices corresponding to part of the initial order - are not possible
2.3. Payment terms

Payment deadlines:

Booking more than 4 months* ahead of the congress:
- 50% payment upon reception of invoice
- 50% remaining balance is due at 4 months* before the congress
Booking within 4 months* ahead of the congress:
- 100% upon reception of the invoice
Payment options:
- By bank transfer (bank data references will be attached to the invoice), or:
- by credit card** (Mastercard, Visa or American Express)
IMPORTANT: Payment failure within deadline will automatically offset your order and the products will be released and made available for booking by other registrants.

*Please check the exhibitor guide and your invoice for the exact dates.
**Payment link generated upon request additional fees might by applied for congresses held outside of France.

2.4. Cancellation policy

Cancellation must be made in writing.
- Cancellation request received more than 4 months* ahead of the congress: 50% of the invoice total amount is charged as a cancellation fee**
- Cancellation received less than 4 months* ahead of the congress: 100% of the invoice total amount is charged as a cancellation fee** (no refund for the payment already made)
NOTA:
- payment failure for the cancellation fee will lead to a low credit rating which will affect your next participation on all of our future congresses
- if the congress is in HYBRID FORMAT (on site and online), and in case of a Force Majeure on the exhibitor’s side publicly assessed by local authorities, the exhibitor can:
- choose to change the booth space to virtual products. The sum of the virtual products must reach at least 40% of the initial booth cost and any difference will be refunded by IMCAS.
- all other products are not eligible for any refund, but may be exchanged** for virtual products
- should the sponsor opt not to switch their participation to virtual, general cancellation policies rules as set above will apply
*please check the exhibitor guide and your invoice for the exact dates.
**not applicable for any products which have already been delivered

2.5. Program modification

Please note that while speakers, exhibitions and sessions were confirmed at the time of publishing, circumstances beyond the control of the organizers may necessitate substitutions, alterations or cancellations.

As such, IMCAS reserves the right to alter or modify the advertised speakers, exhibitions and sessions if necessary, without liability. Any substitutions or alterations will be updated on our portal and notified as soon as possible.

2.6. Limitation of liability

Force Majeure

IMCAS shall assume no liability whatsoever in the event the congress is cancelled, rescheduled OR changed into another format as a result of a "Force Majeure" event beyond its reasonable control. For the purposes of this clause, Force Majeure events shall include, but not limited to general and labor strikes, invasions, hostilities, war, rioting or similar situations, health emergencies, acts of government or state* such as lockdown and quarantine measures, immigration and transport or on site restrictions, and acts of nature such as fires, floods, extreme weather or other emergency.

A - If IMCAS determines that the congress needs to be cancelled as a result of a Force Majeure event, the refund policy applied will depend on the conference format:
1. HYBRID FORMAT (onsite & online) – cancellation more than 2 months** ahead of the congress: a portion (greater)** of the total invoice is due for refund*** / cancellation less than 2 months** ahead of the congress: a portion (reduced)** of the total invoice is due for refund***
2. VIRTUAL FORMAT (online only) – cancellation before and after date of invoice: 100% refund***
B - If IMCAS determines that the congress needs to be rescheduled as a result of a Force Majeure event, registration remains binding and registrant will be entitled to participate to the rescheduled congress without any further refund right. If the registrant is not able to assist to the rescheduled congress, general cancellation policies rules as set above will apply.
C - If IMCAS determines that the congress needs to be switched from HYBRID to VIRTUAL format as a result of a Force Majeure event, sponsor may go for choice 1 or choice 2:
- Choice 1. Sponsors keep all of their ordered products which are deliverable in the virtual format, and any undeliverable (physical) products will be refunded. The sum of the updated investment total must reach at least a certain percentage** of the initial investment.
- Choice 2. Should the sponsor opt not to switch their participation to virtual, general cancellation policies rules as set above will apply.
IMCAS shall assume no further obligation to refund any travel or accommodation expenses incurred by the registrant in case the event is cancelled, rescheduled, or changed into another format as a result of a Force Majeure event.
*government or state means both "France and the country where the concerned conference is held"
**please check the exhibitor guide and your invoice for the exact dates, numbers and portion/percentages.
***no refund for any products which have already been delivered
Governing Law

The construction, validity and performance of the present terms are exclusively governed by the laws of France (which is the home country of the mother company COMEXPOSIUM HEALTHCARE) without reference or regard to principles of conflicts of law. The parties submit to the exclusive jurisdiction of the courts of France, located in Paris.

2.7. Corporate Internal Compliance Service Policy (CICSP)

Depending on multiple aspects (i.e. country regulations, type of products, target audience), companies in healthcare, pharmaceutical and medical device industries often develop internal compliance terms which adapt to the regulatory environment, moderate risks and enhance confidence between customers, suppliers and investors.

These terms are gathered into what we - at IMCAS - call a Corporate Internal Compliance Service Policy (CICSP).

CICSP are all different and may take the form of "Purchase Order", "Service Agreement", etc…Additionally, they might comprise 3 pages or 50 pages, and might include complex legal terms or sentences. Thus, nowadays, it becomes rather impossible for our team to review each sentence and get sure no one sentence or word supersede our own Terms and Conditions of Sale.

This is why, in any of external documents that involve IMCAS products:
- the related quote or invoice has to be attached ad integrum as an ANNEX
- the buyer company’s legal department should adapt their CICSP around this ANNEX, making sure all of IMCAS own terms and conditions are strictly respected (Payment, Cancellation Policy, Limited Liability, etc...)
Please see the steps below to complete an order:
1. The buyer company submits their CICSP to IMCAS for prior approval
2. The CICSP must include the IMCAS quote or invoice as an ANNEX
3. The CICSP must comply with IMCAS Terms and Conditions, clearly listed on the last page of IMCAS quote or invoice
4. IMCAS reviews, then agrees or exchanges on the listed terms
5. Once approved, the buyer can place its order through the online platform
At all times, our Legal Department is happy to help too. Please contact us at contact@imcas.com for any question.

2.8. What happens to my order if the conference switches to the virtual format?

1. Once the formal decision to switch from physical/hybrid to virtual has been announced:
1. The initial invoice from the physical/hybrid version is automatically cancelled, and a credit note cancelling this initial invoice is issued
2. Our system creates a new sponsor order and invoice. This automatically includes all of your products which are deliverable in virtual format (see the sponsor guide to see which products are deliverable in virtual format)

2. If the newly issued invoice is higher than the minimum spend required of 40%, no further action is required. Standard cancellation policy** applies should you choose to fully cancel your participation.

3. If the newly issued invoice is lower than the minimum spend required of 40%, then you must add more products to reach 40% of the original investment*:

Log into the sales platform and choose your products, proceed to payment and checkout
The invoice for the new order is issued automatically as usual
Payment of any outstanding balance must be made within 72 hours

Standard cancellation policy** applies should you choose to fully cancel your participation.

*As outlined in Limitations of Liability – Force Majeure, C/Choice 1. Check the exhibitor guide and your invoice for the exact dates, numbers and portion/percentages.
**As outlined in Cancellation policy. Check the exhibitor guide and your invoice for the exact dates, numbers and portion/percentages.

3. Booth Logistics

3.1. What is the schedule of the congress, including the times for booth set up and dismantling?

Check out the key moments online. Concerning booth set up, each exhibitor is allotted a specific timeslot according to booth size and type of equipment.

Your allotted set up time slot is available for view from your company account , under booth —> Product details. Please respect these timings as they ensure smooth running of the exhibition. Any overtime during booth set up or dismantling is billed to the exhibitor.

3.2. Which rules must be observed during set-up?

In order to ensure everyone's safety, we ask for all exhibitors to comply to these safety standards during set up:

Attendance is compulsory at the booth: the exhibitor or his duly accredited representative should be there during the visit of the services responsible for safety as compliance to the security measures imposed by the government or taken by IMCAS is mandatory throughout the event
Installation of the booth is to be done by a qualified constructor (constructor registration must be able to be provided on request). All interior booth equipment falls under the responsibility of the exhibitor. The installing company is responsible for all risks incurred from the provided booth materials and any damage that may be caused within the space.
IMCAS will not be responsible for slight differences that could be observed between the dimensions shown and dimensions in actual location, nor changes occurred in the environment of the booths (modification of neighboring booths, alleys reconfiguring... )
The exhibitor is responsible for any water installation on the booth and any damage it might cause (e.g. water damage)
Booth construction must remain within the limit of the allocated space. Any modification to the existing onsite structures (stringers, panels, curtains, etc.), to occupy the spaces reserved for visitor traffic or another company’s booth is prohibited. Any attachment to the booth frames and/or partitions is strictly prohibited.
All goods and products presented are subject to review by the IMCAS team. Any goods that may be deemed as dangerous or unappealing must be removed upon request.
No hanging requested by Exhibitors is permitted in the booth spaces or exhibition hall.
Any promotional support displayed must be placed within the allotted booth space and may not cross space limits and walls.
All plants and flowers must be placed in waterproof flowerpots.
Walls or elements blocking visibility on contiguous booth lines will not be permitted.
Electrical linking: links or shunts of power supply from one booth to another are strictly forbidden

3.3. Can I get further information on booth construction and equipment?

Space is delivered raw (empty - no partitions, flooring, or electricity), ready for construction and decoration by your company.

IMCAS has partnered with the best booth construction company to offer you a top customized 'all inclusive' booth at a very competitive price. We are charging a flat 10% margin on prices applied by our appointed booth constructor. You can benefit from fantastic prices and the facility of adding this service to your cart.

There are two possibilities:

OPTION 1 > Order the construction option for your booth If you choose to go for booth construction, please keep in mind that:

downgrades are not permitted : (furniture or signage can be removed from your premium construction, but this will not infer any discount on your already paid fees).
upgrades are always possible (such as adding furniture, signage or flowers)

Click here and select one of the construction options for more information.

OPTION 2 > Contact an independent booth constructor
You may contact and bring your own supplier. The information of our booth constructor is available through your company account, should you need to obtain a second quotation.

NOTA: Your booth layout and design must be submitted via your company account for approval. Once it is approved, in order to verify that the booth being built corresponds to the design previously sent, this layout is checked on-site during set up. Should the booth building not coincide with your layout, IMCAS reserves the right to amend or stop the construction. Please refer to chapter 3.4 Are there specific design requirements for my booth? to see the requirements that will be checked on your submission

Within the constraints of the contact between you and your chosen booth constructor (supplier), IMCAS does not and is not eligible to have any role between the aforementioned parties and any issue is to be strictly solved by you and your suppliers.

3.4. Are there specific design requirements for my booth?

The main specificities that will be checked on your booth design:

The construction dimensions must be respected (congress map with dimensions and measures) - NOTA: Version updated regularly
The construction height must be respected
Mezzanines are NOT allowed to be included in the booth as they might impair air conditioning flow and obstruct fire detection and firefighting equipment. Ceiling covering is subject to the specific regulations of each congress.
The pillar placed within the limits of your booth can be covered but should not include a construction going over the boundaries of your allocated space.
Pillars ought to be covered with walls up to 3m high, leaving a 3cm space between each side of the pillar and the added wall. No degradation to be left on the pillar
Any booth with standpipe hose system must remain easily accessible, only curtains on this side are allowed, no fixed wall
The coverings for pillars and standpipes located on your booth can be branded as you wish. Any next to your booth can be branded by obtaining a written agreement from IMCAS
The use of signage in white letters on a green background is prohibited, since these colours are reserved exclusively for the "Exit" sign or the fire services team
Any booth setting on a floorboard exceeding or equal to 20 millimetres (20mm) has to be arranged to ease the access to reduced mobility visitors. To do so, the installment of an infinite edge all around the booth is mandatory. This access ramp cannot overcome the space limits allowed for the exhibitor - refer to the Rules and Regulation document for a photo
Corner booths have to stay open on two sides.
The island booth is any space offering four open sides. It cannot be closed by full walls and shall remain fully accessible on all sides. Walls shall not be longer than one quarter (1/4) per open side (not to be confused with the sum of all open sides) and shall not affect neighbouring booths.
The peninsula booths (3 open sides) have to stay open on 3 sides.

3.5. What information should I include with my booth design submission?

It is MANDATORY to submit the 3D booth design for a raw space booth. The design must include the following, and should be submitted through your company account:

Booth width and length
Booth maximum height including floorboard and sign (if any)
Partition walls
Booth covering (indicate there is no roof/ceiling, should there be partial covering please indicate exact measures and material use)
Floor covering thickness and material use (e.g. carpet, floorboard)
Access ramp (if any)
Added wall to cover Pillar (if any)

here.

3.6. I am an external booth constructor. Where do I find the necessary logistics information?

If you are an external booth constructor here is some vital information that you need:

IMCAS Rules and Regulations (construction manual) download here (NOTA: version updated regularly).
Exhibit map with measures and dividing walls here (NOTA: version updated regularly).To see the exact measures: download the document, open it with Adobe Acrobat and zoom in. The maximum booth heights (including floorboard and fascia, if any) are indicated at the bottom of the exhibit map.
For any other services such as freight forwarder, furniture, booth signage, electricity, flowers, etc., ask the company you are working with for the contact or ask them to directly order them through their company account.

The exhibiting company is the sole client binded with a contract and as such, all invoices matters should be directly dealt between IMCAS and the exhibiting company. Constructors and all other suppliers are not allowed to contact directly IMCAS representatives regarding any invoicing or billing issue. Any matter regarding the exhibiting company and its suppliers/contractors should stay at its own concern.

3.7. What about constructor passes?

For more information make sure to read the LOGISTICS PLANNING on your company account.

3.8. How can I order electricity / cleaning / additional furniture / etc ?

Once you have confirmed your sponsorship, you can order services/furniture of your choice. Log in to your company account and order it via the Exhibitor Services tab.
You can also directly contact the congress official booth constructor / service supplier (details can be found in Exhibitor Services).

3.9. How do I know how much electrical power my booth needs?

1. Make a list of the equipment you will need to plug in: coffee machine, computers, cell phone charges, mini-fridge, LED display, devices, etc.
2. For each, multiply the device's volts by its amps to obtain the consumption on kW. If you don;t have the user manuals, the voltage is usually listed on the back or the bottom of each device. You can also ask the services providers from whom you hired the equipment.
3. Add up the total kW ad your are done!

4. Sponsored Lectures / Sessions

4.1. How can a company introduce a lecture in the program?

A company may insert a presentation (oral lecture or e-poster) within the congress program under the two following categories:

1/ An educational grant within a scientific session
Lectures placed under an educational grant are scheduled within the scientific program and as such, their content is expected to be purely scientific. In compliance with the rules of our accreditation bodies, lectures and lecture titles in the scientific program must not contain any promotional content, branded slides, or company logos.
You are able to suggest speaker(s) and topic(s) to be vetted by the Scientific Committee.
Learn more about educational grants HERE, and check out the available opportunities HERE.

2/ A sponsorship within a sponsored session
These sessions are presented in an array of different formats which can be found HERE. The content of these sessions is under the complete responsability of the sponsoring company.
Nota: speakers involved in sponsored activities may be considered by the IMCAS Scientific Board to speak or to chair in other scientific session(s). IMCAS considers that such scientific sessions do not enter in conflict with any sponsorship agreement and that speakers should not be restricted to speak only within designated sponsored sessions.

Otherwise, a speaker may submit an abstract as an independent speaker (i.e. not related to a company in any way) HERE for the Scientific Board's consideration. The Guidelines and Conflict of Interest Policy should be carefully read before any abstract submission.
Should the abstract be selected, the corresponding lecture will be inserted within the scientific program. The abstract status can be checked on the speaker account.

4.2. How can I select the time slot of my sponsored learning activities?

How time-slots are assigned and scheduled:

Symposium time slot and room can be selected directly from the product page. Simply select the available time slot/room from the list before adding to your cart.
Live demonstration time slot can be selected directly from the product page. Simply select the available time slot from the list before adding to your cart.
Industry guest lecture time slot is assigned based on the topic of your lecture. In order to maximize the number of attendees, the lectures are grouped by theme. The assigned lectures are announced by email 2 month prior to the congress.

Symposium Planning : pay attention to room capacities (there are various of them) before requesting a change.
Live Demonstration sessions within the program

e-mail

4.3. How and when can I set up for my symposium?

> Decoration:
Decoration and promotional material (e.g. branded pullup banner) can be set up at the beginning of your symposium. If your symposium is right after a lunch or a coffee break you may use that time to set up.

> Distribution of products to attendees:
Surveys, questionnaires, goodies, flyers, etc. can be given to attendees as they enter the room or during the symposium. Previous sessions may not be interrupted for this purpose. You may place the objects on the seats in the room only if your symposium is after a coffee or lunch break.

> AV experience:
- Either through the IMCAS expert AV team, obtain a quote by a consultation with our AV director HERE
- or through an AV supplier of your choice, refer to this option HERE and get back to industry@imcas.com for prior permission. No late adjustments will be allowed onsite.

Please check the Symposium Planning online for the assignments and schedules.

4.4. How can I perform a live demonstration?

To perform a invasive/minimal invasive treatment on a live patient, four conditions must be met (practitioner, product, venue and requirements):

CONDITION 1. The PRACTITIONER performing the medical act should:

Either be Board Certified within the country where the congress is hosted, or
Obtain a temporary license through the National Ministry of Health
> For a congress held in France: according to the French Medical Council, physicians that practice in a country member of the European Union, the EEE, or Switzerland, can obtain a temporary permit to practice in France.
Refer to the process to obtain temporary license in France here. For more information view the website of L’Ordre des médecins.

CONDITION 2. The PRODUCT or device used should be registered or legally authorized by the local authorities within the congress country.

NOTA: Live demonstrations of procedures/products/devices dealing with PRP or vulvovaginal treatments are strictly forbidden and cannot be performed during IMCAS congresses.

CONDITION 3. The VENUE where the live demo is performed follows these regulations:

for BOOTH space:
Live treatments are not permitted on booths

email the sales team

1. Product/device to be used:
         - brand name (eg 'Restylane for hyaluronic acid' or 'UltraShape for energy based device')
         - technical characteristics ('pharmacology for product' or 'technical data for device')
         - certificate of registration in congress country
2. Process of the demonstration:
         - is the product/device being demonstrated on a living patient?
         - is the product/device being demonstrated by a doctor?
         - which area will be treated?
         - data of the demonstrator
         (last name - first name - email - medical specialty or function within company - country)
         - description of the set up of the demonstration on your booth
3. Timings of the demonstration:
         - dates and times
         - duration

here

for SYMPOSIA or LIVE DEMONSTRATIONS:
Live treatments are to be performed:
- either in a medical establishment (clinic or hospital room) via transmission
- or at the congress venue itself in a secured medicalized area via transmission (medicalized by our team: nurses, control of inputs/outputs, etc…). In this case "medicalized room" schedules may be assigned. Learn more about "medicalized room" time-slots here.
  NOTA: Access to the medicalized room/area is restricted to the physician, patient, and one company representative
for TRAINING LAB:
Under all circumstances there can be a maximum of 10-15 people in the Training Lab at all times.
In France: live treatments can be performed in the LAB room given prior approval of the Scientific Committee. Learning Objectives, Practitioner, and Product are to be filled in through the Company IMCAS platform for submission to the Committee. Authorization may be refused.

Other than in the LAB, live treatments are to be performed:
- either in a medical establishment (clinic or hospital room) via transmission
- or at the congress venue itself in a secured medicalized area via transmission (medicalized by our team: nurses, control of inputs/outputs, etc…). In this case "medicalized room" schedules may be assigned.

Please note that for any live demonstration, the company is entirely responsible from A to Z of its performance. IMCAS is not to be held responsible for any step of the procedure.

Upon purchasing any product involving a live demonstration, you are sent a detailed step-by-step email (approximately 2 months ahead of the congress date) which we ask you to read carefully. It contains important information such as the location of the demonstration rooms, material and logistical requirements, times, and all other details to ensure that the event runs smoothly.
Please see an example of the rooms set-up: click here
and the materials we ask you to bring for any live demonstrations: click here

CONDITION 4. REQUIREMENTS:

PATIENT REQUIREMENTS
- must apply Betadine/dermal alcohol on treated area (for body treatments)
- must apply colorless antiseptic solution on treated area (for face treatments)
- must remove all underwear and jewellery (for body treatments)
- must remove all makeup, piercings, earrings, and jewellery (for face treatments)
- must wear a cap or headband (for face treatments)

DEMONSTRATOR REQUIREMENTS
- must use surgical drape covering the treatment bed (for body treatments)
- must wear a surgical mask (for body treatment)
- must remove all jewellery and watches (for any treatment)
- must wear sterilized gloves (for any treatment)
- must wear a surgical cap (for any treatment)
- must plan for post-treatment follow-up of the patient (via prescription or appointment)

4.5. What are the treatment room assigned time-slots for symposia?

Depending on the corresponding legal environment of the congress location, our Scientific Committee may require that live demonstrations during a symposium be performed in a medicalized establishment, either a third entity (e.g. a clinic, hospital room) or a treatment room at the congress venue and broadcasted to the conference room where the audience are seated.

The allotted treatment room timeslots are available to view from your company account logistics planning -->3. Sponsored activity & granting lecture planning

To see how to handle patient logistics and utilize the patient preparation area, refer to section 4.6.

4.6. What about patient(s) to be treated during live demonstration?

Here are the vital points when recruiting patients for your demonstration:

a. Patient recruitment

Patient(s) can be found and/or hired through:
> a professional agency
> (Optimal choice) the doctor with whom you are working for the live demonstration assists you in locating a patient and follows up with them professionally after the procedure. (refer to section 4.4. How can I perform a live demonstration? of the FAQ)
We strongly advise you to have a back-up patient for each of the procedures you are planning to perform.

b. Patient(s) badge

Your patient, accompanied by one of your company representatives, should retrieve his/her badge from the dedicated "Speaker/Faculty badge" line at the Welcome Desk on the day of your live treatment.
Patients must sign a patient consent form BEFORE the session begins.

c. Patient(s) preparation

industry@imcas.com

Therefore, it is best that the supporting company is in charge of hiring and accommodating the patient(s) for their sponsored activities.

4.7. How and when can I set up for my hospitality suite/meeting room/training lab?

> Decoration:
- For one day booking room:

Entrance of the room: branded pull-up banner can be placed.
Inside of the room: promotion materials, furniture and equipment that are easily set up and remove can be placed. Set up that require additional set up time and creating noise such as constructing wall, stage etc are not allowed.

industry@imcas.com

HERE

industry@imcas.com

4.8. What about the speaker(s) of sponsored lectures/sessions?

IMCAS is a congress created by physicians, for physicians (Medical Doctors). Access to the congress and sessions is subject to a number of regulations that aim to guarantee the scientific independence of the congress and preserve it from any commercial bias or influence. A precise badge policy has been implemented specifying the rules of admittance to the different areas of the congress, complying with the criteria required by the CME accreditation organizations and scientific society partners.

According to each badge type, a full or partial access is issued (after verification of required supporting documents). In this regard, in respect of the local policies towards medical aesthetic treatments, no admittance to the congress sessions is allowed for dentists. IMCAS is authorized to take measures which may lead to the withdrawal of the badge and the denial of access to the congress area if the badge policy is violated.

Consequently, no speaking activities in the congress sessions (i.e., all scientific sessions, symposia, live demonstrations, and industry guest lectures) is allowed for dentists.

Nota: an "Industry speaker" badge is automatically provided for industry speakers invited by an exhibiting company. That badge grants access to the sponsored sessions and the exhibition hall only.

Should industry speakers want to have access to the scientific sessions, an additional registration is mandatory. The company can register industry speakers for a full-access badge directly through their online company account.

4.9. Where can our speaker(s) upload their presentation(s)?

It is mandatory to upload your presentation materials in the congress server (direct plug-in of a USB drive or a laptop is not allowed in the conference rooms).

Two options are available:
> the Online Preview (on your speaker account) which is open for 1 to 2 weeks prior to the congress start
> the On-Site Preview (at the congress venue) which is open on all congress days

How do speakers upload their talks through the Online Preview?
-Login to your speaker account
-Open the speaker account dashboard of the congress
-Click on the "Lecture schedule" menu
-Upload your file(s) for each lecture where it is applicable from the column "Presentation file"

Online Preview guidelines:
-Please only upload *finalized* presentations
-Mandatory format: PowerPoint (.pptx)
-Files must be under 1 GB

Once the Online Preview is closed, all talks must be uploaded directly at the congress venue. Only speakers can access the Speaker Preview Room

NOTA: it is not permitted for your speaker(s) to directly plugin their storage device on the laptops within the conference room. Make sure all digital presentations are uploaded on our Central Server at the Preview Room prior to your speaker’s lecture.

4.10. What about the copyright / broadcasting of sponsored sessions?

We remind you that IMCAS holds the copyright to all educational materials presented or derived from its meetings, such as: video recordings of live demonstrations / symposia / handouts / posters / abstracts / presentation synopses. The information presented during IMCAS congresses may not be published or broadcasted in any media in its original format (except for news releases).

Consequently, all sponsored sessions such as live demos, symposia, and guest lectures are derivative products of IMCAS and the property of IMCAS.

Each speaker is requested to submit their declaration of consent prior to their presentation on whether they agree to be recorded so that the corresponding video can be published on IMCAS Academy.

Each approved video is edited by our AV team (video, quality, lighting, angle, audio, etc.). The AV team also makes sure that every patient in all materials (slides, pictures, demonstration, etc.) demonstrated within the videos are unrecognizable by blurring the patient eyes (or the rest of the face, depending on the procedure).

Bringing in any cameras or devices from an external supplier is required to obtain an approval from IMCAS secretariat and may incur additional costs. In most cases, they should only be used for immediate purpose - no recording for future use is authorized. Contact your sales representative for more information, should you wish to bring in additional AV crew.

4.11. What about publishing my activity on IMCAS Academy?

Great news! Your sponsored activity can easily be published on IMCAS Academy and reach over 47,000 registered members (and growing).

Live Demo: As of IMCAS World Congress 2019, ALL live demonstrations performed at IMCAS congresses are automatically published on IMCAS Academy!
All other sponsored activities: Full symposia and lectures can be published upon order though the product catalog here.

Keep in mind that for a lecture to be placed in the IMCAS Academy library, the speaker (and patient) must sign a consent form agreeing to its publication.

4.12. What about sponsoring a webinar on IMCAS Academy?

If you would like to specifically promote your product(s) and studies to the IMCAS Academy community, we suggest organizing a sponsored webinar.

You will be able to define a moderator, gather specialists on the chosen subject, and optionally perform live demonstrations. The webinar will appear as a sponsored session and branded with your company's logo. IMCAS will provide logistics, communication and the platform (similarly to a symposium at a congress). All IMCAS Academy members may watch it live or replay at any time. Non-members can create a free account to gain access.

Check here for an example of a sponsored webinar - This product can be ordered directly from the IMCAS Academy product catalog

5. Sponsored Products

5.1. How can I book meeting rooms and training labs?

All orders for reserving a meeting room/training lab must be done through the online platform. No demand for rooms will be accepted by phone or by email.

You can choose the date, time, and location of the meeting room/training lab when processing your order. Change of room rental is only possible if the new required room is available and of equal/higher value. If these criteria are met, then the Sales Team can proceed, per your instructions, to provide you with the alternative room (upon approval). Please contact the team by sending an email to industry-academy@imcas.com with your request after checking availability on our booking platform.

Please check your exhibitor ID on the training labs and meeting rooms document online for the latest information.

To check your assigned location or schedule you will need your exhibitor ID. This number can be found through your company account along with all of the information above via your logistic planning tab. Please note that you must be logged in to have access.

You are entirely responsible of the organization, promotion and activities held within the room/training lab. However, you are asked to provide a topic and objectives of your planned activities within a training lab, along with certification of any product you may use. IMCAS is not to be held responsible for any act deriving from the use of these spaces.

IMCAS reserves the right to reassign other comparable rooms as per space limitations, safety & legislation matters.

NOTA: Exhibitors cannot sublease the room that was booked to another society that would not be a division of the same company or a legally authorized agent. Valid evidence (authorized agent contract or society status) must be presented to IMCAS to receive authorization. Any violation of this agreement will result in the immediate expulsion of one or both parties.

5.2. When and where can I deliver inserts / notepads / pens / lanyards (sponsored items)...?

All promotional materials should reach our consignee within the timeslot specified within your company account. The date and delivery instructions are provided to you by the Industry Department within this platform as an instructional file for download.

5.3. How do I see which products are included within my sponsorship and their submission deadlines?

The company account includes all the information you need to know and submit for participating as an exhibitor at the congress.

It contains information such as:

your booth (size, number, set up and dismantling time)
your sponsored products (description, required information and its deadline)
your included badges (number and type)
rules and regulations guidelines
logistics planning (your sponsored activities schedule, floor plan technical map)
additional exhibitor services (order additional furniture, catering, electricity, freight forwarding, cleaning etc.)
marketing tools (digital program and banner with your logo to advertise your participation to your network)

It requires information such as:

your company data (to be published online and in printed materials)
the information and files for your booth (booth design) and products (i.e. advert on final program, lecture title and its speaker etc.). It should be uploaded according to the product deadline and requirement (correct format, resolution, etc.)
any groups you wish to register at a discounted rate (15+ pax)
the information for your badges (to access the congress)
your signed copy of rules and regulations along with a copy of your company's credit card (mandatory for all exhibitors)
power supply order for your booth (check carefully if electricity is included within your booth type or not and order it accordingly)

All required information has to be uploaded online through your company account and only Information submitted through the platform will be taken into account.

Click here to read the company account user manual to learn how to operate the platform.

You should be able to access your company account by logging into your personal account. If it is not the case, please contact the IMCAS industry team.

5.4. Where exactly will my signage advertising be placed?

Signage locations are selected directly from the product page. Simply select the available location before adding to your cart.

All assignments are completely transparent and you can view the signage map online at any time

To recheck your location or schedule you can do so through your company account LOGISTICS PLANNING. Please note that you must be logged in to have access.

5.5. What about organizing a side event outside of the congress?

All exhibitors have the obligation to comply with the IMCAS non-competition policy:

a) A firm or a laboratory exhibiting cannot organize any seminars, workshops, courses involving delegates (registered doctors, nurses, etc.) during the:

preceding 24 hours
entire duration of the congress
following 24 hours

All such events should be organized through the Organizer - Ad Boards, Meetings, Trainings, Social Events - all available through the product catalog.

b) If IMCAS does not offer the type of event you require and your organisation of this event has been agreed to by the Secretariat, the event should additionally obtain the approval of the Scientific Committee with regards to the good practices of the art of medicine by submitting:

a complete outline of all sessions
timing of each session
title and learning objectives of each session
names and specialty of each trainer and/or speaker
product / device eventually used for each live demonstration on a living patient

c) If agreed by the Secretariat, the event should not demand any registration fee from any of its attendees

5.6. What is badge scanner data?

Collection, process and usage of personal data by IMCAS are in compliance with the European General Data Protection Regulation (GDPR). Check chapter 9 for details.

In relation to personal data to be shared for badge scanning activity, this information:

reflects the data stored in the badge scanner(s), of which badges were scanned by IMCAS staff at the exhibitor’s symposium(a) and/or by an exhibitor at their booth(s) during the congress
is permitted by the data owner to be shared to third-party partners. Each participant (data owner) gives authorization to the organizer to share his/her data to an exhibitor (third-party partner) by accepting the scanning of his/her badge at the exhibitor’s booth(s) or symposium(a) during the congress.

5.7. What about having our own company platform on IMCAS Academy?

IMCAS Academy now offers the opportunity for a company to have its own dedicated webpage, free to design and to fill with any product information, news articles, company profile, etc. In addition, the page contains all the company's webinars and sponsored content made during IMCAS congresses with excellent visibility towards all our members and website visitors. It functions as an all-in-one platform to showcase a company.

You can view the dedicated product through the IMCAS Academy platform.

6. Educational Grants

6.1. What is an "Educational Grant"?

An Educational Grant is a form of unconditioned financial support. The funds are allocated to cover specific costs of the activity that are related to the provision of a balanced, accurate and scientifically independent activity.

A breakdown of the fund allocation is detailed on the "Educational grant - Activity details" document, available for download from each product listing

Grants are the way for the industry to support unbiased evidence-based medicine, since the scientific content is entirely developed and chosen by the Scientific Committee. In turn, due to their objective and protected status, these sessions are eligible for CME Accreditation.

Following a session that has been granted, the company will receive a duly completed report with the following :

A written statement verifying that the educational program/activity occured
A brief description of the expenditures supported by this grant in general categories
An aggregated summary of results of any evaluations

6.2. What about the content and speaker of an educational grant session?

Educational grant sessions are eligible for medical continuous education credits. Therefore, they differ from a sponsored session as they have to comply with the rules of accrediting organizations.

1/ Content
The content of an educational grant session is the same as a scientific session.
- Studies must be from a strictly scientific and technical perspective.
- The lecture title, content and abstract must remain strictly unbiased and cannot contain any product/device/company name nor any brand names. Submissions will be decline if they utilize any materials that have been created by a commercial entity and include promotional messages and/or corporate logos.
- The Generic terms or pharmacopeia names should be used and only the technical characteristics of a product/device should be described.
- Should you require to make a comparative study, brand names can be stated only if they are stated in comparison with other brand names.

2/ Speaker
The speaker must hold a PhD or be a certified physician.

Both content and speaker are chosen and selected by IMCAS Scientific Board, who makes the final decision.

6.3. What about granting a webinar on IMCAS Academy?

In case of an educational grant with lecture, your company suggests one speaker and one topic. In case of an educational grant with visual support, your support is visible through logo placements online.

In most cases, only 1 company can grant a webinar, however there are a few special webinars with multiple supporters - please check the products available for the date and theme of your choice by checking the product page on IMCAS Academy.

In both cases, the topics and program are under the sole responsibility of the IMCAS Academy Scientific Committee and the content remain strictly scientific (non-sponsored). Check here for an example of a granted webinar.

7. Booth Activities

7.1. Can we perform a survey during the congress?

Only companies with a booth can perform a survey during the congress, under the following conditions:

Before its implementation, the IMCAS Secretariat must approve the survey
The survey must be carried out within the space of your booth or at the exit/entry of your sponsored activities

Please note that IMCAS reserves the right to cancel the authorization if the survey disturbs the circulation of the congress, and as consequence, affects the safety of its participants.

If you would like conduct an online survey, please do so by ordering the survey product through our website

7.2. Can we do a live speech on our booth?

A live speech refers to a lecture/presentation given for a determined amount of time directly on your booth by the speaker of your choice.

To perform a live speech on your booth prior written consent and agreement from IMCAS must be obtained.
Authorization is dependent on:

Safety: The use of any luminous or sonorous advertisement device, animation, show or demonstration, which could provoke crowding in the pathway. IMCAS reserves the right to cancel any speech planned should it create a possibility of disturbance of the circulation or a hazard to safety.
Topics: Outline of subjects covered during the speech, its length and the speaker's information.
Space: The size of the booth must be large enough to allow for the speech to take place. Booths that are too small for a proper set up will be denied permission.
Surroundings: The promotional devices, materials, signage, sounds, and etc. involving the set up that might disturb the neighboring booths.

If you would like to perform a live speech on your booth, please email the sales team with the following information:

data of the speaker(s) (last name - first name - email - medical specialty or function within company - country)
topic of the speech
brand name of the product/device which will be presented (eg 'Restylane for hyaluronic acid' or 'UltraShape for energy based device')
technical characteristics ('pharmacology for product' or 'technical data for device’)
certificate of registration in congress country
description of the set up of the demonstration on your booth
date and times
duration

If you would like to perform a live demonstration on your booth, please refer to section 4 of the FAQ.

7.3. Can attendees purchase products/devices on our booth?

Any purchase made by an attendee should be done in exchange for an official invoice. This requires your company to be legally registered in the country where the congress is taking place.

If your company is not registered, then you have 2 options;

Attendees can create a written order
Attendees can purchase through your local distributor

7.4. Does my product need to be registered to exhibit?

It is the exhibitor's responsibility to obtain the corresponding marketing and commercialization licenses of the products that are displayed, promoted or utilized during the event.

The product or device has to be legally authorized by the local authorities within the country where the event is held. Unlicensed products are strictly prohibited from being sold.

Please note that some countries may accept exhibit unregistered products with a ‘Temporary Import Licence’. This license can be obtained from a supplier of your choice or the official freight forwarder.

7.5. Can I distribute marketing materials at the event?

Leaﬂet or other promotional material may not be distributed from anywhere other than the exhibition booths. Leaﬂets distributed at any other point throughout the venue will be removed by the Organizer.

8. Registrations / Badges

8.1. How many included badges do I get?

The number of included badges is determined by your sponsorship level (ie your total investment), regardless if the company has exceptionally booked two booths. The amount of badges per sponsorship level can be verified on the exhibitor guide.

NOTA:

Exhibitor badge is only valid for industry representative
Physician badge is only valid for physician

Badges that are registered for the incorrect specialty (e.g. exhibitor badge register for physician / physician badge register for industry representative) will be automatically forfeited once the submitted info is validated. No modifications or refunds are allowed.

Should you need additional, you can buy them directly on the online registration platform (make sure to be logged into your account to see the "exhibitor additional" badge option).

8.2. Can I change the name of an ordered badge?

When registering, the complete contact details of the attendee are requested. Badges are nominative, therefore, once the registration has been treated and validated, it cannot be modified.

8.3. What is an 'industry speaker' badge?

IMCAS automatically provides this badge to the company's selected speaker. These badges are nominative and MUST be used by the speaker of the sponsored activity whether he/she will present during their symposium, live demonstration, or sponsored/granted lecture. These badges cannot be transferred or shared with another person and gives the speaker access to their own lecture(s), sponsored sessions, and the exhibition area (if any) only.

If you would like to provide your speaker with a Physician badge in order to access all of the scientific sessions (and get a certificate of participation), you can order the physician badge one by one (or in a group to get a discounted rate) through your company account .

8.4. How can I access the scientific sessions?

Exhibitor badges have access to the exhibition space and sponsored sessions.

Access to scientific sessions is granted to attendees with «delegate» type badges only. Should you wish to attend these sessions, your exhibitor badge needs to be upgraded for an additional fee, payable either at the welcome desk of the conference or by sending us an email at registration@imcas.com.

As an accreditted medical conference, we are entrusted to respect each specialty and promote the safe medical practice. For this reason, we must maintain the access to scientific sessions limited to physicians or non-physicians who practice in a medical environment; learn more about this access distribution

8.5. How and when can I collect my badges?

Each badge is nominative, which is why each attendee should retrieve his/her badge him/herself at the dedicated welcome desk onsite:

Speakers and Patients: Speakers desk
Delegates and Exhibitors: E-badge desk

by presenting the following:

Your confirmation letter (it is available at all times for download through your account)
Identity proof (e.g. ID card, passport, driving license etc.)
Business card (if applicable)

Refer to the chapter key moments under "Plan your trip" tab on our website to learn more about Registration Desk opening hours.

8.6. How can I register a personal photographer?

You are most welcome to bring your own photographer. To register your photographer, please follow these steps:

Purchase an additional exhibitor badge through your company account (to be filled in with the photographer’s name). Under no circumstances are exhibitor badges transferable.
Fill, sign and send out the rules and regulation form with a minimum of 30 days prior to the event. (please request by email here.)

If you would like a list of photographers we use, please let us know and we can send one according to your needs.

8.7. How do I book my accommodation for the congress?

If you require accomodation during the congress, refer to the hotel reservation chapter under the "Plan your trip" tab on our website to learn more

8.8. What if I want to invite multiple or a group of delegates? Do I get a special rate?

Starting at 15 badges you can take advantage of great savings on registrations!

The more badges you purchase, higher the discount! Connect to your company account to read the group registration guidelines.

For more information on how to proceed, please refer to our FAQ 8.9.

8.9. How to use the group registration platform?

Each company registered for our congress can benefit from the Group Registration Platform using the following process:

1. Connect to your company account and go to "Group Registration".
2. Administrator opens the registration list(s), and assigns one Manager per list.
3. Each Manager receives an email containing login/password and instructions to proceed
4. Managers fill in registration list(s) with their participants’ details
5. When the deadline for modifications is reached, registration list(s) are automatically closed up
6. Each Manager receives an immediate automatic acknowledgement with the corresponding invoice attached
7. Payment should follow on our bank account within the following 72 hours
8. Managers can download all confirmation letters when the general amount due is cleared off in our bank account

If you want to take advantage of Group Registration and have any questions, please feel free to contact groupregistration@imcas.com

9. Privacy and Safety

9.1. Can I obtain the list of attendees?

The IMCAS database is declared to the National Commission of Information and Liberties (CNIL), under the number 1161141. As such, IMCAS is not allowed to transfer any data belonging to its database, to any external company.

To obtain a list of attendees, we advise you purchase the appropriate products

1) For congresses: rent a badge scanner onsite. Once you have signed the confidentiality agreement, badge scanner data is then emailed within the 2 weeks following the conference.

NOTA: Specifically in relation to the 'Badge Scanner’ product we have implemented the process below, complying with new data protection laws:

IMCAS obtains: delegates are informed that by accepting to have their badge scanned with a company's badge scanner at their booth/sponsored activity, the participant authorizes the organizer to share his/her data to the third party partner (exhibitor).
PARTNER provides: to obtain the information of the participants you have scanned during the event, you need to first provide the confidentiality agreement dully filled and signed as per the GDPR compliance. This serves as an assurance that the information is secure and used properly within your company. This document can be found via your company account through the ‘Sponsored Product’ section in your dashboard.

2) For webinars: purchase the product lead as an option to your sponsored webinar. Once you have signed the confidentiality agreement, data for the registered viewers, live viewers and replay viewers are provided.

NOTA: Specifically in relation to the 'Lead’ product we have implemented the process below, complying with new data protection laws:

IMCAS obtains: during the registration process, each participant must provide their explicit consent to transferring their data to IMCAS partners. To adhere to the GDPR, we can only share the data of members who have given their consent to have their information shared with our industry partners. There may be other members who registered to or watched your webinar but wish to keep their data confidential.
PARTNER provides: to obtain the information of the viewers, you need to first provide the confidentiality agreement dully filled and signed as per the GDPR compliance. This serves as an assurance that the information is secure and used properly within your company.

IMCAS does not share any information regarding the Faculty or about the IMCAS grant policy with any external entity. Only the Faculty member himself can choose share to share his/her personal information or any information regarding his/her faculty grant.

9.2. How can I know the number of participants as well as the population distribution?

The total number of attendees is announced at the end of congress. The last report of each congress is published online:

IMCAS World Congress report.
IMCAS Asia report.
IMCAS Americas report .

9.3. What about the General Data Protection Regulation (GDPR)?

What is it?
The GDPR is a European privacy legislation that ensures the protection of personal data. It provides transparency concerning the collection, use and processing of data. Consequently, we have updated the IMCAS privacy policy to meet all necessary requirements on how to approach data privacy.

What is personal data?
Everything that can be related to the identity of a person (i.e., address, names, email, account numbers, telephone number) is considered personal data.

What rights do individuals have over their data?

Access to data
Rectification of data
Deletion of data
Restriction of the processing of data
Portability of data
Objection to data

9.4. How does IMCAS follow the GDPR?

Why do we use data?
- To communicate with you, as well as to personalize and enhance your customer experience.
- To provide services you have asked for or might need. Using personal data enables us to improve those services by understanding your interests, preferences and requirements.
- For statistical analysis and research and to improve/renovate our service options, but for this purpose, we only use anonymized collected data. Without your approval, we will never use sensitive data for statistical studies.
You can find an overview of how and why we process data by clicking here.

What data do we collect and store?
If you use one of our services, we may collect your data. For example a name, an address, a telephone number, an email address or your medical specialty.

We collect data at different times and ways. For instance:

Direct collection
- when creating an account on our website;
- when registering for one of our congresses;
- when signing up for the Academy platforms;
- when contacting us.
Indirect collection
- when browsing on our website;
- when you are a member of one of our partner learned societies.
How do we share data?
Personal information that counts with the necessary permission may be shared to third-party partners such as companies, healthcare organizations, scientific societies, etc. who offers related products and services, such as medical solutions or medical education.

For how long do we store data?
The retention of personal data within our records will depend on the purpose for which it was collected. The exact period of time is established by several applicable laws including the General Data Protection Regulation (GDPR) for EU members, and will be kept for legitimate business or legal purposes. Most of the time, we keep the data for two years.

How do we protect information?
We are committed to accompany and guarantee the security and confidentiality of personal data. At all times, we are held to appropriate physical, electronic and procedural safeguards that guarantee the collection, storage and disclosure of personally identifiable user information.

Whom should I contact in regards to data protection?
You can contact our Data Protection Officer (DPO) at: data-privacy@imcas.com.

9.5. What about external providers during the congress?

In order for IMCAS to provide both attendees and exhibitors with the highest quality, the organization and logistics of all services used for events and/or activities during an IMCAS Congress must be arranged directly through the IMCAS secretariat.

Therefore, for the use of ANY external service providers, previous approval from IMCAS Secretariat must be received.
> Should your company wish to use an external provider for services that are provided directly by IMCAS, additional service charges will apply.

This policy guarantees the mastering of all the services taking place during the events from A to Z.

9.6. What about our safety?

The safety of attendees and participants is our main concern, therefore there are three factors to be taken into consideration:

Location: the venue, along with the city, where the congress is held, follow specific safety regulations depending on the situation. If at any moment there is a protest, riot, or any event that is out of the common that may affect the safety of the attendees, the security staff is increased and the necessary measures are taken.
IMCAS: As organizers, we always have our own security measures. We verify the identity of each attendee to provide them with a personal badge that is scanned before entering the congress.
Participant: Stay clear of dangerous situations. Don’t try to participate in protests/rallies while at the congress city. We always advise caution.

For the rest, enjoy the city and take advantage of you trip. Make sure to take a look at the Plan your trip section of the website to view fun activities to enjoy.

In case of Force Majeure, the event may be moved to a diﬀerent date or location, cancelled altogether, or the time frame changed as a result of incidents beyond anyone’s control, extenuating circumstances out of the control of IMCAS (such as but not limited to general strike, invasions, hostilities, war, rioting, health emergencies, or similar situations which prevent performance of the contract) or acts-of-God (such as but not limited to epidemics, ﬂoods, volcanic eruption, earthquakes or other convulsions of nature and other acts).

In the case of a cancellation caused by, or resulting from, directly or indirectly a Force Majeure (as such term is deﬁned in the preceding sentence), a specific cancellation and refund policy applies. Please refer to chapter 2.6. Limitation of Liability and the exhibitor guide for details.

9.7. What about liability and insurance?

All participating exhibitors must be fully insured including, but not limited to risks to their property and goods, public liability, and loss or damage caused by circumstantial reasons such as fire, water, theft, and accidents, and to third party liabilities, and this document may be demanded at anytime by the organizer.

Exhibitor shall insure against indemnify and hold IMCAS harmless with respect to all costs, claims, demands and expenses to which IMCAS may in any way be subjected as a result of any loss to the public or any persons present at the event, caused as a result of any act of the default of the exhibitors and their affiliates, agents and contractors.

The insurance must cover any and all third party claims and damages resulting from or arising from any negligence, acts or omissions, or willful misconduct of the Exhibitor, its directors, officers, employees, representatives, contractors, invitees or guests*.

IMCAS shall not be therefore liable to the exhibitor or to any other person for

loss of life
injury to person
loss or damage to property or goods

IMCAS should not be held responsible for any stolen goods before, during and after the congress. the exhibiting company must survey its belongings at all times.

*For example: If an accident of any kind were to occur during a demonstration or lecture, caused by a company representative or speaker invited by the company, which happened to damage the venue or any of it's properly, the company and the speaker are to be held responsible and their insurance should cover the incident, providing answer to the claim.

9.8. What are the health & sanitary measures we employ during physical events?

At IMCAS, we have always prioritized the well-being of our attendees, speakers and sponsors at all levels. Protect yourself and others from covid-19.

Discover the sanitary measures and requirements for entering the congress HERE.

10. Exhibition Regulations

10.1. What are the exhibition floor rules?

There are set of rules to obey on the exhibition floor, to ensure smooth and safe running of a congress.

The fire-extinguishers set by the technical services of the congress venue on or nearby the booth can not under any circumstance be moved and have to stay accessible at any time
Any luminous or sonorous advertisement device and any animation, show or demonstration which could provoke crowding in the pathway has to be submitted to the prior agreement of IMCAS, which is allowed to cancel the authorization possibly granted if the device or the manifestation disturbs the circulation or the manifestation.
Pathways must not be under any case blocked or encroached
Any loose packing and wrapping material, dust-cover used during closing time, items not used for the booth presentation and staff belongings must be put our of attendees’ sight
During opening hours of the exhibition hall, exhibit items should not remain covered. In such a case, IMCAS will remove any covering on exposed items without being held responsible for damages or loss which could result from such action
Exhibitors cannot empty their booth or pack up before the end of the exhibition hours on the last day
The total or partial closing of a booth during public opening hours is, by any methods used and especially during a demonstration, strictly forbidden
No smoking with the congress venue. In accordance with the decree of May, 29th, 1992, smoking is forbidden within exhibition halls and/or public opened spaces, as well as on booths
No food and beverage supplier or caterer, other than the official appointed caterer by the venue (or approved contractor(s) by venue), is allowed to supply or cater food and beverage at the congress venue

10.2. Why do I need to sign the Rules & Regulations document?

The Rules and Regulations document should be filled in by exhibiting companies and it has been generalized for all IMCAS conferences and applies for all exhibitors.

It is aimed at:

guaranteeing security towards our Delegates and our Exhibitors, taking into account the Conference venue own rules and regulations
maintaining strict fairness among all exhibitors, in regards to booth construction, set up and dismantling.

The details we retrieve for the safety deposit will not be used -> it is general guarantee if the exhibitor does not honor its invoices. IMCAS is also legally bound by this document and that no debit charge will be processed unless contract has not been respected on both sides. Should you have no means to provide a credit card for the safety deposit, and in regards of completing this rules and regulation document, we suggest you may exceptionally provide a bank cheque (please contact the sales team for details). This bank cheque won’t be cashed and will be returned to you following the end of the congress.

Once we have received your completed document, you will receive the acknowledgement from our team. If your file is incomplete, you are contacted by our team for the missing or incomplete details. Without complying with the Rules and Regulations document your booth set up will not be possible. This document should be signed by every exhibitor, whatever booth type they have (raw space and pre-equipped).

10.3. Which regulations do I need to abide by?

1. Labor law

2. Customs (for materials or products from abroad)

3. Hygiene (for food or animal species)

4. Products licences: it is the exhibitors responsibility to obtain the corresponding marketing and commercialization licences of the products that are displayed, promoted or utilized during the event. The product or device has to be legally authorized by the local authorities within the country where the event is held. Products without a license are not permitted to be promoted

5. Medical licences: any medical act organized by the Exhibitor during the event shall be executed by physicians qualiﬁed and licensed to do so following the law and regulations of the country where the event takes place. Please note that many country’s demand to process a ‘Temporary Licence’ for the physician to legally perform a medical act/application. Please refer to chapter 4.4. How can I perform a live demonstration? for further details.

10.4. What about photos and videos?

Pictures (photographs or videos) may be allowed on written permission of the organizer, within the precincts of the event. This authorization may be withdrawn at any time. A test of all the shots will be given to the organizer within ﬁfteen days following the close of the event. Pictures and videos are never allowed during sessions.

Please see chapter 8.6. How can I register our personal photographer? for steps in registering a photographer.

Shooting by visitors is prohibited by IMCAS. The photograph of some object in the booths may be prohibited to demand and to the diligence of the exhibitors.

The Exhibitor is obliged to allow photography of its stand and / or objects exposed by the services of professional staﬀ of IMCAS or authorized by it. These shots are likely to be used later in any catalog or advertising material published by the organizer, without the Exhibitor being entitled to any compensation in return.

IMCAS holds the copyright to all educational materials presented or derived from its meetings, such as: video recordings of live demonstrations / symposia / handouts / posters / abstracts / presentation synopses. The information presented during IMCAS congresses may not be published or broadcasted in any media in its original format (except for news releases). Consequently, all sponsored sessions such as, live demos, symposia, guest lectures are derivative products of IMCAS and the property of IMCAS.

10.5. How can I share feedback?

Once any purchased product has been delivered, you are invited to share with us any comment or suggestion you may have on this product!

In addition, you will be asked, at the end of each conference, to submit your evaluation form in which you will be able to give some feedback on the congress. We also welcome feedback from our exhibitors all year round.

Please send your comments and suggestions to contact@imcas.com. We value your feedback and continue working together to make any upcoming events an asset for all of us.

11. Congress Formats

11.1. Is the conference going virtual?

The global health crisis in 2020 has pushed events worldwide to reconsider and switch their format from physical to virtual.

At IMCAS we believe that a physical gathering is crucial for a successful learning experience with meaningful interactions and exchange of ideas, and our conferences aim to remain in the physical format as much as possible.  

But, and because "Something good comes out of every crisis" (Dave Pelzer), our physical conferences are now complemented with a complete virtual experience to be delivered as a HYBRID format. While our signature educational experience with human contact stays at our forefront, we also understand that some participants may not be able to attend the congress physically. Therefore all participants are offered the possibility of switching from a physical badge to a virtual one.

This new HYBRID conference format (physical and virtual) ensures that attendees across the world do not miss any scientific content, and expands your reach as an sponsor as you are no longer limited by the boundaries of your booth space.

Should it be really impossible to hold a physical part of the conference, then the conference will switch to a virtual format. (check chapter 11.3)

For complete explanation about "virtual attendance", please check out our FAQ delegates 4.1.

11.2. Physical participation vs virtual: what is the difference?

Depending on the conference format, your participation is as follows:

• If the conference format is "hybrid", the sponsor is to book a physical booth as usual (alongside any other products from the product catalog). They may choose to, and are strongly encouraged to complement their participation with an online presence within the virtual platform
• If the conference format is "virtual", the sponsor will have a uniquely virtual participation to reach their worldwide audiences and customers.

 Our sponsor guide clearly states which product are virtually deliverable.

11.3. Can we foresee the change in format?

There are still many uncertainties in France and around the world. As an international congress organizer we factor in local governing laws, guidelines of the host country, as well as taking into consideration any restrictions from our attendees’ home countries.

As outlined in Chapter 2.6. Limitation of liability, any change in format would only result from Force Majeure or in case of failure to meet the pre-determined number of physical registrations. This second safety net is designed to protect your investment as a sponsor by ensuring you always have a full audience for your marketing efforts.

Any change in format will be followed through with clear communication and policies, precise and fair for our speakers, delegates and sponsors.

Support IMCAS Academy

FAQ

1. Booking

2. Terms and Conditions of Sale

3. Booth Logistics

4. Sponsored Lectures / Sessions

5. Sponsored Products

6. Educational Grants

7. Booth Activities

8. Registrations / Badges

9. Privacy and Safety

10. Exhibition Regulations

11. Congress Formats

1. Booking

1.1. How do I book a booth?

1.2. What information should I provide to book a booth?

1.3. What is the sponsorship level required?

1.4. Can I book multiple booths?

1.5. Where can I see who has booked a booth and their location?

1.6. Could I sponsor products without booking a booth and which products?

1.7. What about the " PPS " and how can I get some?

1.8. Can I amend, cancel or add to my order?

1.9. How can I book my booth for the next congress?

1.10. Can I sublease my booth?

1.11. I'm interested in exhibiting next year, can I visit during the congress?

1.12. VAT exemption

2. Terms and Conditions of Sale

2.1. Purchase priority

2.2. Order confirmation and invoice

2.3. Payment terms

2.4. Cancellation policy

2.5. Program modification

2.6. Limitation of liability

2.7. Corporate Internal Compliance Service Policy (CICSP)

2.8. What happens to my order if the conference switches to the virtual format?

3. Booth Logistics

3.1. What is the schedule of the congress, including the times for booth set up and dismantling?

3.2. Which rules must be observed during set-up?

3.3. Can I get further information on booth construction and equipment?

3.4. Are there specific design requirements for my booth?

3.5. What information should I include with my booth design submission?

3.6. I am an external booth constructor. Where do I find the necessary logistics information?

3.7. What about constructor passes?

3.8. How can I order electricity / cleaning / additional furniture / etc ?

3.9. How do I know how much electrical power my booth needs?

4. Sponsored Lectures / Sessions

4.1. How can a company introduce a lecture in the program?

4.2. How can I select the time slot of my sponsored learning activities?

4.3. How and when can I set up for my symposium?

4.4. How can I perform a live demonstration?

4.5. What are the treatment room assigned time-slots for symposia?

4.6. What about patient(s) to be treated during live demonstration?

4.7. How and when can I set up for my hospitality suite/meeting room/training lab?

4.8. What about the speaker(s) of sponsored lectures/sessions?

4.9. Where can our speaker(s) upload their presentation(s)?

4.10. What about the copyright / broadcasting of sponsored sessions?

4.11. What about publishing my activity on IMCAS Academy?

4.12. What about sponsoring a webinar on IMCAS Academy?

5. Sponsored Products

5.1. How can I book meeting rooms and training labs?

5.2. When and where can I deliver inserts / notepads / pens / lanyards (sponsored items)...?

5.3. How do I see which products are included within my sponsorship and their submission deadlines?

5.4. Where exactly will my signage advertising be placed?

5.5. What about organizing a side event outside of the congress?

5.6. What is badge scanner data?

5.7. What about having our own company platform on IMCAS Academy?

6. Educational Grants

6.1. What is an "Educational Grant"?

6.2. What about the content and speaker of an educational grant session?

6.3. What about granting a webinar on IMCAS Academy?

7. Booth Activities

7.1. Can we perform a survey during the congress?

7.2. Can we do a live speech on our booth?

7.3. Can attendees purchase products/devices on our booth?

7.4. Does my product need to be registered to exhibit?

7.5. Can I distribute marketing materials at the event?

8. Registrations / Badges

8.1. How many included badges do I get?

8.2. Can I change the name of an ordered badge?

8.3. What is an 'industry speaker' badge?