FAQ

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1. Booking

1.1. Can I amend or cancel my order?

The cancellation policy is as stated on the invoice of your order.
If you wish to change your ordered products the following three conditions must comply:

• the new product you wish to purchase is still available
• your total amount of investment does not decrease
• the change is requested before the canceled product's deadline, found in the 'You provide' section of the product description

As booth spaces are linked to investment levels, the new level reached must be equal to or above the previous one to ensure the reservation of the space allotted.

If those three conditions are fulfilled, then the Sales Team can proceed, per your instructions, to provide you with alternative products.

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1.2. Can I add some 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.

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1.3. Could I sponsor products without exhibiting (booking a booth) and which products?

Yes, you can.

A list of dedicated products is available on the online platform.

• some "Educational Grant" products may be booked without a booth. To learn more about Educational grants, please refer to FAQ #5.2. What is an "Educational Grant"?
• “Sponsored" products require a booth to be ordered first

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

All booths are booked strictly and only through the online platform.

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 stating your interest for the congress of your choice (you will be immediately listed as a prevailing contributor).

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1.5. Can I book multiple booths?

Each company is allowed to book one booth. If you are in need of a larger booth than those available through our online platform, please follow these steps:

1. Request authorization from the Industry department to book two booths.
• If you have not received authorization and booked two booths, the second order will automatically be canceled and only the first order will be taken into account.
2. You must have two different accounts linked to your company, with two different emails.
• Make sure the Industry department has both these accounts registered under your company file. This ensures that you don’t experience any delays on your booking starting date, based on the PPS criteria.
3. Place an order for a booth with the first account, and order the second booth with the other account linked to your company.
• You must reach the minimum investment of each booth to book.

NOTA: The maximum amount of booths that a company can book are 2, and only under exceptional conditions. Under no circumstances will a company be allowed to book more than 2 booths. Only 1 mobile booth is allowed per company, without any exceptions.

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1.6. What is the sponsorship level required?

Within an 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 is taken into consideration:

• The price of the booth
• Products from the product catalog

A certain number of 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, according to the majority of cases, this is a complementary product and does not count towards the spend of a sponsorship.

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1.7. Where can I see who are our booth neighbors?

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

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1.8. How can I see who else is a sponsor?

Simply refer to the 'Sponsor List' on the website here.

Once you are on the Sponsor 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

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1.9. 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.

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

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

• Company name
• 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)

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2. Invoicing

2.1. What about VAT exemption?

Concerning all of our conferences outside of France, our Invoices are established through our offices in Hong Kong and don't include VAT.

Concerning our congress in France, Invoices are established through our French Headquarter offices and there are 3 possibilities:

1. If your company is registered in France
   > The Invoice includes the VAT
2. If your company is registered in a member State of the European Union
   > The Invoice is VAT exempted given the obligation to provide the following 3 items:
   1. A valid intracommunity VAT identification number in the above field (double-checked in the VIES database VAT Information Exchange System (VIES) web platform)
   2. A document from your country's government officials stating your company registration address (document must be 12 months old maximum)
   3. A document from your country's government officials stating your company name and VAT number (document must be 12 months old maximum)
      - Example of valid documents: letter from local tax office or department of commerce, current business licence...
3. If your company is registered in a country outside of the European Union
   > The Invoice is VAT exempted given the obligation to provide the following:
   1. A document from your country's government officials stating your company registration address (document must be 12 months old maximum)
      - Example of valid documents: letter from local tax office or department of commerce, current business licence...

NOTA:

• All VAT exemption documents MUST be uploaded through the platform when the order is placed. Documents and vat exemption requests will not be accepted after the order is placed.
• Should the required documents fail validation from our tax experts, we will cancel your existing Invoice and re-issue it with the VAT included.
• Should there be an update in the instructions given by our authorized entities in France, we will then follow and proceed for VAT inclusion within our Invoices.
• Should you be eligible for tax exemption and have been invoiced with the VAT included, you can still acclaim for the tax amount reimbursement directly in your country, through your local tax authorities.

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3. Logistics

3.1. 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.

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3.2. 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.

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3.3. Do I need to have insurance to exhibit at IMCAS congresses?

Exhibitors are advised to be fully insured by their own insurance policy 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.

Exhibitors shall insure against indemnify and hold the Organizer harmless with respect to all costs, claims, demands and expenses to which the Organizer 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.

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3.4. Where can I find which products are included within my sponsorship and their submission deadline?

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 required information and files for your sponsor products (i.e. advert on final program, lecture title and its speaker etc.)
• the information for your badges (to access the congress)
• your signed copy of rules and regulations (mandatory for all exhibitors)
• power supply order for your booth (check carefully if electricity is included within your booth type or not)

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 your appointed IMCAS sales representative.

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3.5. 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. Booth dismantling begins after the end of the congress.

Your allotted 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.

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

Space is delivered raw, 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 a premium construction option for your booth

Should you choose to go for the booth construction, please keep in mind that:
- downgrades are not permitted
- upgrades are always possible (such as adding furniture, signage or flowers)
Click here 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 page, 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.

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3.7. What if I am an external booth constructor?

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

• IMCAS Rules and Regulations (construction manual) here.
• Exhibit map with measures and dividing walls here.
  To see the exact measures: download the document, open it with Adobe Acrobat and Zoom in
• 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.

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3.8. 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, except prior approval from our Secretariat, cannot organise any seminars, workshops, courses involving delegates (registered doctors, nurses, etc.) during the:
> preceding 24 hours
> entire duration of the congress
> following 24 hours

b. If agreed by the Secretariat, the event should then obtain the approval of the Scientific Committee with regards to the good practices of the art of medicine:
- a complete outline of all sessions should be submitted
- timing of each session
- title and learning objectives of each session
- names and specialties of trainers and speakers
- 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 to any of its attendees.

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3.9. What about constructor passes?

External construction workers must register on the day of their scheduled booth set-up. Passes are given by IMCAS directly at the Exhibitor Services room/desk.
For more information make sure to read chapter "4.3 - BOOTH SET UP & DISMANTLING - Constructor passes delivered by IMCAS" in the rules and regulations document found within your company account.

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4. Sponsored Activities

4.1. What about performing a live demonstration?

To perform a demonstration on a live patient, three conditions must be met (practitioner, product, venue):

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 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

Regarding international speakers arriving to each congress from all over the world, they are certainly an asset for international conferences like IMCAS. IMCAS has a long tradition of welcoming them and continues to accept them readily. Should your company wish to invite international speakers who are not locally board certified, please follow the steps below:

• Create a team of two doctors: a locally Board Certified doctor and the international doctor your company wishes to involve
• The latter will not "perform" the demonstration by him/herself, but instead act as the "partner" of the locally Board Certified doctor.
  
  NOTA: asking the assistance of local doctors facilitates the process of selecting patients and following up with them professionally afterwards.

Keep in mind that all doctors participating in a live demonstration must have their own insurance.

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 the following rules:

1. for BOOTH space:

   Live treatments are not permitted on booths (review dedicated chapter from the Rules and Regulations Guidelines).
A demonstration on a booth is permitted only if there is no penetration of the product and/or no action of the device used. Therefore, only light cosmetic treatments dedicated to the surface of the skin are allowed, after prior approval of the Scientific Committee.

If you would like to demonstrate such product or device, please email the sales team with the following information:


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


Once we have received the above information, Scientific Committee will review it immediately for approval.

Should you want to organize demonstrations for other treatments during the congress, we advise you to book a training lab -> click here to view the product.

2. for SYMPOSIA or LIVE DEMONSTRATIONS:

   
   Live treatments are to be performed:
   • either in a medical establishment (cabinet, clinic or hospital room) via transmission
   • or at the congress venue itself in a secured medicalized area via transmission (medicalized by our team: nurses, water points, 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

3. 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.
   
   Elsewhere: live treatments are to be performed:
   • either in a medical establishment (cabinet, clinic or hospital room) via transmission
   • or at the congress venue itself in a secured medicalized area via transmission (medicalized by our team: nurses, water points, 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.

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4.2. 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.

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.

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

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

a. Patient recruitment

1. 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 4.1. What about performing a live demonstration? of the FAQ)
2. We strongly advise you to have a back-up patient for each of the procedures you are planning to perform.

b. Patient logistics
Regarding the logistics of patient participation during a congress:

• Patients must sign a patient consent form BEFORE the session begins.
• 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 demo.
• Your patient is automatically provided with a “patient badge" allowing him/her to have access to the exhibition hall and the treatment room the day of the live demo.
• A patient preparation room (within walking distance from the medicalized treatment room) is provided complimentary for all live demonstration to be performed in the congress venue.
• This room is equipped with multiple beds and to be shared among all concerned parties. Each party may utilise the space a maximum of 15-min prior and after the procedure.

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

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4.4. How can I select the time slot of my symposium / live demonstration?

How time-slots are assigned and scheduled:

• Symposium are assigned on a first-come, first-served basis. You can see the availability of the remaining symposia slots when you select your desired product within the product catalog.
• Live demonstrations are assigned on a first-come, first-served basis. Regarding the exact schedule, please note that live demos are classified by topics approximately 1 month prior to the congress (you are notified of the exact sequence only at that time).
• For both symposia and live demonstrations, the Organizer reserves the right to change the schedule without prior notice (due to scientific requirements).

You may change your scheduled time-slot depending on availability which you can refer to here:

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

Have a look at both documents and send us an e-mail with your choice: we will comply immediately with pleasure.

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4.5. What is treatment room assigned time-slots for symposium?

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.

Should the company choose to perform their live demo in the treatment room at the congress venue provided by IMCAS, a complimentary 30-min time slot is assigned for each symposium. For example, with 2 consecutive 1-hour symposia, a total of 1 hour of the treatment room time slot is assigned within the symposia. 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 4.3.

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4.6. How can I view the assignment or planning of symposium / training labs / meeting rooms / signage?

All products which require an assigned time slot or location are treated on a “first come, first served” basis. As with all other IMCAS services, our team does the best to fulfill your requirements and ensure a great service!

All assignments and schedules are completely transparent and you can view our calendars and maps online at any time:

• Symposia
• Training labs and meeting rooms
• Signage

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.

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

Presentation(s) are to be uploaded at the Club Lounge/Preview room. You can find its location on the congress exhibition map.
Important points to take into consideration:

• Format: The presentation can be a power point presentation and video (both 4:3 or 16:9 accepted); sound can be included.
• Process: Your speaker(s) should bring a storage device (USB) to upload their presentation(s) onsite at least TWO HOURS BEFORE the beginning of their corresponding session.

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.

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4.8. When can I set up for my symposium?

> Decoration:
Decoration and promotional material 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 scientific 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.

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4.9. How can I introduce a lecture in the program?

IMCAS conferences welcome two categories of sessions:

1. Scientific sessions
   >These lectures are to be strictly non-sponsored and allow two possibilties of participation:
   
   • Educational grant: the opportunity to suggest a speaker and topic to be reviewed by the Scientific Committee. Learn more here.
   • Abstract submission: your potential speaker can present a study/lecture which involves a company brand as long as it stays strictly comparative. Abstracts should be submitted here.
     - acceptance of these abstracts are under the decision of the Scientific Committee and strictly follow the submission process (conflict of interest disclosure, etc…)
2. Sponsored sessions
   >These sessions are presented in an array of different formats which can be found through the product catalog under the family "Sponsored Activity."

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4.10. What about publishing my activity on IMCAS Academy?

Great news! Your sponsored activity can easily be published on IMCAS Academy and reach over 15,000 registered members (and growing).

1. Live Demo: As of IMCAS World Congress 2019, ALL live demonstrations performed at IMCAS congresses are automatically published on IMCAS Academy!
2. All other sponsored activities: Symposia, 15 mins industry lectures, new tech 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.

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5. Educational grants

5.1. Who chooses the speakers 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. This is why it is the IMCAS Scientific Board that makes the final decision regarding content and lecturers for these sessions.

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5.2. 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.

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.

Click here for more information on Educational Grants.

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6. Registrations / badges

6.1. 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.

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6.2. 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, guest lecture or tech 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 only.

If you would like to provide your speaker with a Physician badge, so that he can access all of the scientific sessions, you can order one-by-one (or in a group to get a discounted rate) through your company account here.

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6.3. How and when can I collect my badges?

Badges are nominative, therefore each attendee must retrieve their badge individually at the dedicated welcome desk. To retrieve your badge, please present:

the IMCAS confirmation letter

       

an ID card or passport

       

a business card

 

Check out our key moments online to find out the opening hours of the welcome desk.

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6.4. 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.

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6.5. How many included badges do I get?

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

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 modification is allowed and/or no refund.

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6.6. What if I want to invite multiple delegates? Do I get a special rate?

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

The more badges you purchase, the more discount you get.
Read the group registration guidelines (you can also download them here).
If you have any questions feel free to contact us.

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6.7. How can I register our personal photographer?

You are most welcome to bring your own photographer, if you were to need a list of photographers we use, please let us know and we can send one according to your needs.

  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 is by email here.)

 

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7. Data transfers / protection

7.1. 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 to rent a badge scanner onsite. 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:

1. IMCAS obtains: during the registration process, each participant must provide their explicit consent to transferring their data to IMCAS partners. Badge scanners provide the information of all the participants who gave their consent and which have been scanned during the congress at your booth.
2. 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.

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7.2. 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. A few months before the congress, a predicted number of participants can be communicated to companies who request the information (IMCAS has grown by 10% each year since its first edition 20 years ago, so we base ourselves on these figures to stay realistic.)
• Population breakdown (by specialty and geographical area) is sent by email to exhibiting companies 1 month prior to the conference. The final breakdown data is available online 1 month after the end of the conference.

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

1. 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.


2. 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.


3. What rights do individuals have over their data?
The GDPR ensures that personal information is collected, stored, shared and utilized with care. The most significant basis of the regulation can be compiled into the following rights that individuals have over their personal information:
• Access to data
• Rectification of data
• Deletion of data
• Restriction of the processing of data
• Portability of data
• Objection to data.
Using personal information is now lead by the clear approval of the data owner to do so.

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7.4. How does IMCAS follow the GDPR?

1. 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 needs.
   • 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.


2. 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.
3. 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.
   


4. 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.


5. 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.
Data held by this company meets all the requirements as set in article #25 of GDPR.


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

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8. Quality assurance

8.1. 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.

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8.2. How can I share with you our feedback?

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 year round. Please send your comments and suggestions to contact@imcas.com.

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8.3. What about our safety?

The safety of attendees and participants is our main concern, therefore there are three actors 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 measurements 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
  


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9. Exhibition Regulations

9.1. Can we perform a survey during the congress?

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

1. Before its implementation, the IMCAS Secretariat must approve the survey
2. The survey has to 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.




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9.2. 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 lecturer 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 demonstration on your booth, please refer to question 4 of the FAQ.




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9.3. 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 order by writing
- Attendees can purchase through your local distributor.




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9.4. What about liability and insurance?

All participating exhibitors must be fully insured including, but not restricted to third party liabilities, and this document may be demanded at anytime by the organizer.

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.

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.




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9.5. 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. Products without a license are not permitted to be promoted.

Please note that some countries may provide a ‘Temporary Licence.’




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