To apply for a booth space, a company should place an order through the IMCAS online platform
To book a booth you will need to provide us with the following details:
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:
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 (upon approval). Please contact the team by sending an email to industry@imcas.com with your request.
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.
Yes, you can.
A list of dedicated products is available on the online platform.
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).
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:
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 amounts are taken into consideration:
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 a complementary product and does not count towards a sponsorship.
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:
The Exhibitor CANNOT sublease the space it has reserved to another society that is not a division of the same company or a legally authorized agent. They will be required to deliver to IMCAS an authorization or presentation of valid evidence (authorized agent contract or society status). The violation of this agreement will result in the immediate expulsion of one or both parties.
The setting of promotional signage or the indirect promotion of signage, brands, and products from different social reasons than the exhibitor’s is prohibited. Every sign or item judged non-conform has to be removed at the very first summon and without reparation, IMCAS being allowed to act for the violator, without further ado.
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.
Booking more than 3 months* ahead of the congress:
Booking within 3 months* ahead of the congress:
IMPORTANT: Payment failure within above deadlines, your ordered booth and sponsorship will be released and assigned to the next company on the waiting list without prior notice. A low credit rate will be recorded which may affect your next participation on all future congresses.
*Please check the exhibitor guide and your invoice for the exact dates.
Cancellation must be made in writing.
In case of nonpayment within deadlines, the Organizer will allocate the booth to the next company on the waiting list without prior notice.
*Please check the exhibitor guide and your invoice for the exact dates.
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.
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.
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:
It requires information such as:
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.
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.
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 the premium construction option for your booth
If you choose to go for booth construction, please keep in mind that:
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.
If you are an external booth constructor here is some vital information that you need:
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 organize any seminars, workshops, courses involving delegates (registered doctors, nurses, etc.) during the:
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:
c. The event should not demand any registration fee to any of its attendees.
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.
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:
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:
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 (review dedicated chapter from the Rules and Regulations Guidelines).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
for SYMPOSIA or LIVE DEMONSTRATIONS:
for TRAINING LAB:
Under all circumstances there can be a maximum of 10-15 people in the Training Lab at all times.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.
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.
Here are the vital points when recruiting patients for your demonstration:
a. Patient recruitment
Therefore, it is best that the supporting company is in charge of hiring and accommodating the patient(s) for their sponsored activities.
How time-slots are assigned and scheduled:
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.
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@imcas.com with your request.
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. 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:
> 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.
Please check the Symposia planning online for the assignments and schedules.
IMCAS conferences welcome two categories of sessions:
Great news! Your sponsored activity can easily be published on IMCAS Academy and reach over 15,000 registered members (and growing).
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.
All assignments are completely transparent and you can view our maps online at any time: Signage map
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.
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.
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.
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.
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 in order to access all of the scientific sessions, you can order the physician badge one by one (or in a group to get a discounted rate) through your company account here.
Badges are nominative, therefore each attendee must retrieve their badge individually at the dedicated welcome desk. To retrieve your badge, please present:
Check out our key moments online to find out the opening hours of the welcome desk.
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.
NOTA: IMCAS Surgery and complications sessions are for physicians only.
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.
Starting at 15 badges you can take advantage of great savings on badge registrations!
The more badges you purchase, higher the discount.
Read the group registration guidelines (you can also download the PDF version here).
If you have any questions feel free to contact us.
You are most welcome to bring your own photographer.
To register your photographer, please follow these steps:
If you would like a list of photographers we use, please let us know and we can send one according to your needs.
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. 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:
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.
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.
The safety of attendees and participants is our main concern, therefore there are three factors to be taken into consideration:
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, canceled 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 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).
The registration remains binding in the event of a time change or extensions or because of a cancellation caused by, or resulting from, directly or indirectly a Force Majeure (as such term is defined in the preceding sentence). The registrant has no right to regress if the event has been moved to a different date, a different time frame or canceled entirely as set forth herein.
Only exhibiting companies can perform a survey during the congress, under the following conditions:
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.
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:
If you would like to perform a live speech on your booth, please email the sales team with the following information:
If you would like to perform a live demonstration on your booth, please refer to question 4 of the FAQ.
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.
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*.
IMCAS shall not be therefore liable to the exhibitor or to any other person for
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.
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.’
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 4.1. What about performing a live demonstration? for further details.
- 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 6.7. 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.
Leaflet or other promotional material may not be distributed from anywhere other than the exhibition booths. Leafl et distributed at any other point throughout the venue will be removed by the Organizer.
There are set of rules to obey on the exhibition floor, to ensure smooth and safe running of a congress.