The cancellation policy is as stated on the invoice of your order.
If you wish to change your ordered products you must comply with the following three conditions:
As booth spaces are linked to investment levels, the new level reached must be equal 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.
You can add products at anytime directly on the web through your personal dedicated account. Connect yourself to access your cart easily and have a look at 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.
Should you want to be among the first partners to receive the Exhibitor Guide once it is ready, we advise you to send an email to firstname.lastname@example.org 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, you may do the following:
Within an exhibition, some booths require a specific sponsorship level while some do not. When a booth space requires a certain sponsorship level, it can only be booked if its sponsorship level is reached. 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:
Directly on the exhibition map here. Place your mouse over the red booths to see which company has reserved it under "Booked by".
The Priority Point System is designed to reward your loyalty and the level of your support.
The program encourages consistency and transparency in the allocation of the exhibition space. To put simply, the higher the ranking 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.
To book a booth you will need to provide us with the following details:
Once you have confirmed your sponsorship, you can order the service/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.
All promotional materials should reach our consignee within the timeslot specified on your company member account. The date and delivery instructions are provided to you by the Industry Department.
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.
A 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 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. 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 the ticket prices applied by our appointed booth constructor. You can benefit from fantastic prices and the facility of adding this service to your cart.
Each construction is manufactured using premium materials. Your conference experience can be hassle-free. Show up last minute with your products and enjoy the conference.
There are two possibilities:
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
Booth space is delivered raw by default and you may contact 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.
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 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 IMCAS 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.
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 - BOOTH SET UP & DISMANTLING,' section '3 of the rules and regulations 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 country.
NOTA: Live demonstrations of procedures/products/devices dealing with PRP or vulvovaginal treatments are strictly forbidden and can't be performed during IMCAS congresses.
CONDITION 3. the VENUE where the live demo is performed follows the following rules:
for BOOTH space:Live treatments are not permitted on booths. 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.
for SYMPOSIA or LIVE DEMONSTRATIONS:Live treatments are to be performed
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 they should only be used for immediate purpose - no recording for future use is authorized.
a. Patient recruitment
Here are the three vital points when recruiting patients for your demonstration:
Therefore, it is best that the supporting company is in charge of hiring the patient(s) for their sponsored activities.b. Patient logistics
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 cabinet, treatment room at the congress venue and broadcasted from it 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 complimentary, a 30-min time-slot of the treatment room is assigned for each symposium.
As an example, for a 2 consecutive hours symposium, a total 1 hour treatment room time slot is assigned within the symposia.
To see how to handle patient logistics and utilize the patient preparation area, refer to here.
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:
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 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.
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.
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 to 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.
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 email@example.com.
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.
- 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, 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.
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.)
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:
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 year round. Please send your comments and suggestions to firstname.lastname@example.org.
The safety of attendees and participants is our main concern, therefore there are three actors to be taken into consideration:
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 was to disturb the circulation of the congress and in so doing, affect 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 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:
If you would like to perform a live demonstration on your booth, please refer to question 6 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 legally registered, then all purchases must be done 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.
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 exhibitors 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.’