We can issue an official Invitation Letter that will bear the stamp of IMCAS Head Office which you can use to obtain your visa.
The request for an Invitation Letter must be done through our dedicated form on our congress website, in the ‘Plan Your Trip’ page of each congress. Your Invitation Letter will be emailed to you within 3 working days. We strongly advise to take an embassy appointment only once you have all necessary documents in your possession.
Your personal translator will have to purchase a badge. Please refer to the registration page of our website.
Your nurse/medical staff will have to purchase a badge. Please refer to the registration page of our website.
Please note that while speakers, exhibitions and sessions were confirmed at the time of publishing, circumstances beyond the control of the organizer may necessitate substitutions, alterations or cancellations.
As such, IMCAS reserves the right to alter or modify the advertised speakers, exhibitions and sessions if necessary, without liability. Any substitutions or alterations will be updated on our portal and notified as soon as possible.
If this is your first time logging in to your account, please send us an email to retrieve your credentials. If you have already created an IMCAS account in the past, you can login to your account by clicking on the Login button on the upper right corner of your screen and enter your credentials.
-> Your username is your email address
-> Your password* is the one you have defined when you created this account
*If you have forgotten your password, you may always reset it here.
You can send us an email anytime to retrieve your credentials.
If you remember your username, but not your password, you can rest a new password here.
NOTA: please remember to check your junk mail for the reset link if it doesn't appear in your main inbox.
The speaker account allows you to:
- view your lecture schedule and abstract status
- submit your abstracts and disclosures
- review and accept your grant policy
- book your hotel nights (if applicable)
- RSVP to any social event (if applicable)
- update your personal information and bio
- retrieve your certificate of attendance
- announce your participation to attendees, and more...
Click here to reset your password.
Nota: please remember to check in your junk mail inbox for the reset link if it doesn't appear on your main inbox.
An IMCAS Key Speaker is a speaker identified by the Scientific Board who follows the below criteria:
1. Lectured at more than one IMCAS congress within the past 3 years
2. Undergoes at the end of each conference a strict speaker evaluation by the chairs. This evaluation process and results are for the sole purpose of the Scientific Board
3. Supports IMCAS activities throughout the year as per the Task Forces
IKS are given the opportunity to be the first to suggest their topics through their online account for any of our events, before the abstract submission opens to all. Submitting topics is not a binding commitment to any event, it simply allows the Scientific Board to assess speaking preferences and to ensure that IKS are selected as speakers in priority.
All submissions are carefully reviewed and, if a topic is selected, the author receives an official speaking invitation from the Scientific Department.
At IMCAS, we aim to push the boundaries in terms of qualitative and distinctive educational content. If you wish to contribute to this end, you can easily submit an abstract on our website.
NOTA: please carefully read the Abstract Guidelines and Conflict of Interest Policy before any submission.
Regarding abstract submission:
- Please carefully read the Abstract Guidelines and Conflict of Interest Policy before any submission.
- Please note that authors are limited to 3 abstract submissions for an oral presentation and 3 abstract submissions for an e-poster for each congress.
Regarding copyright & privacy policy:
- Submission of an abstract implies that it has been approved by all listed authors. The IMCAS Scientific Board reserves the right to make the final decision concerning the form of presentation. As part of the submission, the author grants IMCAS the exclusive right to publish the abstract, and a non-exclusive right to publish, reproduce, distribute, display and store the abstract worldwide in all forms (including IMCAS programs and websites, whether print or digital versions).
No fee shall be paid to the author by IMCAS for the license granted herein. Apart from the above mentioned, the author will retain copyright of their abstract.
The abstract author may also allow IMCAS to publish the abstract and the presentation on IMCAS Academy.
For any inquiries, please contact the Scientific Secretariat at scientific@imcas.com.
The abstract submission deadline is announced on the abstract submission page and varies for each congress.
Abstracts are reviewed based on order of submission. Therefore, submitting your abstract(s) as early as possible is in your best interest and is strongly encouraged.
Once you abstract is submitted, you are given access to your speaker account here. Once logged in, you will need to select the congress for which you have submitted an abstract and head to the ‘Lecture schedule’ tab. You must check your speaker account regularly to follow up on your abstract submission status.
Here are the abstract statuses you might find and their meaning:
• received: pending decision = your abstract has been received and will be reviewed shortly
• under review = your abstract is currently being reviewed by the Scientific Board
• resubmit: incomplete or not complying with guidelines = you must edit your abstract to comply with our Abstract Guidelines and Conflict of Interest Policy
• refused = your abstract was not selected by the Scientific Board
• accepted = your abstract has been accepted by the Scientific Board, and the lecture is yet to be included in a session (nota: acceptance of the abstract does not guarantee its inclusion in the program)
When your accepted abstracts have been included in the program, you see the corresponding lecture(s) displayed at the top of the ‘Lecture schedule’ page, under the section "Lectures confirmed and included in program".
Anything outside of that section is not part of the program.
As a general rule, for spontaneously submitted abstracts that are selected by the Scientific Board and scheduled in the program, registration to the congress is mandatory.
Your lecture schedule is available at all times through your speaker account. Login to your personal account here, and head to the 'Lecture schedule' of the corresponding congress.
1. CONGRESS LECTURES
It is mandatory to upload your presentation materials in the congress server (direct plug-in of a USB drive or a laptop is not allowed in the conference rooms).
Two options are available:
> the Online Preview (on your speaker account) which is open for 1 to 2 weeks prior to the congress start
> the On-Site Preview (at the congress venue) which is open on all congress days
How do I upload my talks through the Online Preview?
-Login to your speaker account
-Open the speaker account dashboard of the congress
-Click on the "Lecture schedule" menu
-Upload your file(s) for each lecture where it is applicable from the column "Presentation file"
Online Preview guidelines:
-Please only upload *finalized* presentations
-Mandatory format: PowerPoint (.pptx)
-Files must be under 1 Go
Once the Online Preview is closed, all talks must be uploaded directly at the congress venue.
2. WEBINARS
Presentations are live-streamed, and remote speakers must follow the below steps:
• 1 to 2 weeks prior to the webinar, our AV team will schedule an appointment with you to test your remote connection and give you detailed instructions for the live.
• Our Scientific Secretariat will ask you to submit the presentation file through your speaker account.
• On the day of your live presentation: connect at least 30 minutes before the session starting time.
Unless otherwise specified, all congress lectures are available for replay on IMCAS Live for 3 weeks after the conference. After that, they are published permanently on our e-learning platform IMCAS Academy (upon agreement of each speaker).
Chairs are selected by the Scientific Board to moderate one or several sessions at the conference.
Each chair is entrusted with the following missions:
• Ensuring all lectures end on time – You are entitled to stop speakers
• Keeping the content unbiased within the scientific sessions*
• Making transitions between lectures and animating the panel discussions
As a final task, chairs will be asked after the congress to rate each presentation of the session(s) they have chaired with the following criteria: presentation clarity, quality of content and level of English.
*If biased content is shown, chairs should ask the speaker to move on to another part of the presentation or to be comparative.
We remind you that for scientific lectures and granted lectures logos/brand/device names can be stated only if they are stated in a comparative manner with other brands. This does not apply to sponsored talks which deal with a single brand. Moderators may stop speakers if biased content is shown. Speakers who repeatedly advertise a single brand or single product in their scientific or granted lectures may be notified to the IMCAS Scientific Board.
Presentation tips:
Remember readability is much more important than style, so keep it simple and clear.
• Language: presentations must be written and presented in English.
• Format: we support Powerpoint (.pptx) format (only post 2007 version of PowerPoint). Widescreen (16:9) is the recommended ratio, however standard (4:3) ratio is also allowed. "Presenter mode" will not be available during your presentation.
• Font: prefer Arial or Calibri rather than Times New. Narrow fonts are not recommended.
• Font size (remote lecture): font size should be 20 minimum. To check: look at your screen from from 6 ft (2m) away, and then from 12 ft (3,5m)
• Font size (onsite lecture): font size should be 28 minimum. To check:look at your screen from 5 ft (1,5m) away, and then from 6 ft (2m)
If you cannot read it your audience will not either!
• Slides (remote lecture): they will be launched by our AV team at the beginning of your lecture, and you will be given remote control to play them yourself. Avoid loud animations or transitions to have a smooth flow of your presentation.
• Color: choose a color that is easily readable.
• Bullet points: we recommend them to convey your message. If charts are necessary, then make them as clear as possible
• Patient privacy: you must ensure that the confidentiality of the patients that appear in any and all of your materials remains intact.
Technical requirements (for webinars only):
• A minimum of 10 Mbps of upload speed from your internet connection: test it here
• A wired connection instead of WIFI (if possible)
• Zoom application up-to-date: download it here
• A headset with microphone, connected to your computer
• A webcam (or the embedded camera of your computer) and good lighting in front of you.
During the live, your presentation will be launched by our AV team and you will be given remote control to play them yourself. Even if you only see your slides in the Zoom window, participants will see both your webcam and the slides: so don’t forget to smile!
An e-poster is an electronic version of a traditional poster board. It presents scientific research with pictures, graphs and tables in a nice layout.
Read the Abstract Guidelines for more details.
• Format:
- References must be included within the e-poster.
- Product and/or company logos are not allowed on e-posters, except for industry-related lectures.
- The disclosure slide will automatically be shown before the e-poster presentation. If disclosure of commercial support is not included, the e-poster will not be accepted.
• Submission: e-posters must be submitted on our website through our abstract submission page.
• Display: e-posters are accessible on interactive touch screens with an active display
area of H1018.1 mm x W572.7 mm within the e-poster exhibition area of each physical congress, and within the dedicated tab of IMCAS Live platform. They are accessible to all participants allowing them to search and read the e-posters that are of their interest.
Abstracts submitted spontaneously must first be reviewed by the Scientific Board. Read this chapter on how to check if an abstract has been included within the scientific program.
Once an abstract has been accepted, registration to the congress remains mandatory. Please register through our online portal.
The diversity and excellence of our speakers has become our trademark. The congress welcomes 3 types of speakers:
• Faculty speakers: selected and invited by the Scientific Board, and speaking strictly within non-sponsored scientific sessions.
• Contributing speakers: selected by the Scientific Board upon spontaneous submission of an abstract, and speaking strictly within the contributing sessions. Contributing speakers must cover their registration fees.
• Industry speakers: selected and invited by an exhibiting company, and speaking strictly within sponsored sessions that are clearly identified as such.
Industry speakers may be considered by the IMCAS Scientific Board to speak or to chair in other scientific session(s). IMCAS considers that such scientific sessions do not enter in conflict with any sponsorship agreement and that speakers should not be restricted to speak only within designated sponsored sessions.
IMCAS is a congress created by physicians, for physicians (Medical Doctors). In this regard, and in respect of local policies towards medical aesthetic treatments:
-the following specialties are not eligible to submit an abstract for the scientific program: nurses, beauticians, or dentists
-the Scientific Board reserves the right to verify the specialty of each congress speaker by asking for their diplomas, board certified license, and any other relevant certifications.
An "Industry speaker" badge is automatically provided for industry speakers invited by an exhibiting company. That badge grants access to the sponsored sessions and the exhibition hall only.
Should industry speakers want to have access to the scientific sessions, an additional registration is mandatory. The company can register industry speakers for a full-access badge directly through their online company account.
Yes, a grant policy for speakers is specifically implemented for each conference.
We strive to ensure a fair and balanced speaker grant policy to respond to the demands of transparency and to continue to offer the speaker diversity and excellence that are our trademarks.
The grant policy details are sent by the Scientific Secretariat to each speaker in the invitation email, and remain visible at all times on the speaker account. It is mandatory for all speakers to review and accept their grant policy through their account before scheduling any lectures within the program. Once the grant policy is accepted, no subsequent changes can be made.
The grant policy is based on the speaker status, the congress format and the conference location.
Below are the items that make up the grant policy:
• Accommodation – based on speaker status, country of residence and number of lecturing days (up to a maximum of 4 nights for a 3-day event)
• Honorarium – based on speaker status
• Registration fees– waived for all speakers statuses except contributing
• Transportation – based on speaker status and country of residence
• Academy subscription* – waived for all speakers statuses except industry
*12-month Premium subscription activated upon agreement of publication on IMCAS Academy.
In order to comply with applicable regulations and to be clear as to what is reimbursable, IMCAS has adopted the following terms and conditions.
The reimbursement policy is directly related to the grant policy. Read section 5.4 of this FAQ for more information on the grant policy.
Speakers must review and accept their grant policy via their speaker account prior to accepting a speaking invitation.
1. Policy for Faculty speakers
Below expenses may or may not apply depending on the speaker status - Speakers should refer first to their grant policy on their speaker account.
1. 1. Travel expenses
All airline and/or train tickets should be purchased far enough in advance of travel to take advantage of lower fares. Increased fares or penalties resulting from a change in the ticket after purchase will not be covered by IMCAS.
Ground transportation and taxis are covered ONLY for journeys between the airport/train station and the congress venue.
1. 2. Accommodation expenses
IMCAS is block-booking rooms at 4-star hotels for each conference.
If the grant policy includes hotel nights, speakers will be asked to submit their hotel preferences through their speaker account.
The grant policy may include up to a maximum of 4 nights for a 3-day event.
Nota: any days where IMCAS covers the cost of a speaker's accommodation, they are expected to attend the event.
1. 3. Submitting expenses
Instructions and expense sheets will be sent by the Scientific Secretariat within 2 weeks after the conference. The expense sheets should be returned as soon as possible and not later than 30 days after the conference.
A receipt must be provided for all expenses claimed. For train and flight receipts, the start and end points of each journey, passenger names, together with the dates of travel and fees should be given. Credit card statements are not acceptable documentation of expenses.
Reimbursement will be provided by bank transfer only and within a maximum of 30 days upon reception of valid expenses sheets and receipts.
2. Policy for Industry speakers
Industry speakers are expected to be funded by their company for travel and accommodation expenses.
If an industry speaker is unable to cover expenses through the company’s budget, the Scientific Secretariat should be contacted to discuss alternative options.
3. Policy for Contributing speakers
Contributing speakers should cover their own travel and accommodation expenses.
4. Guests, Spouses & Family Travel
IMCAS will not reimburse any expenses incurred by family members or any accompanying guests.
By accepting our invitation to speak, speakers agree with their grant policy and with IMCAS reimbursement policy stated above.
Faculty speakers with granted nights should submit their hotel preferences through their speaker account. Instructions are sent by the Scientific Secretariat a few months prior to the conference. The number of granted nights is based on speaker status, country of residence and number of lecturing days. It is visible at all times in the grant policy section of the speaker account.
Faculty speakers without granted nights, industry speakers and contributing speakers should visit our website (tab 'Attend' then 'Plan your trip' section) to book their hotel through our official land handler who negotiates special rates.You can retrieve your badge at the dedicated Speaker desk onsite.
Please bring the following with you:
• Identity proof (e.g. ID card, passport, driving license etc.)
• Business card (if applicable)
Refer to the chapter "Key moments" under "Plan your trip" tab on our website to learn more about the welcome desk opening hours.
Certificate of attendance is available to all attendees/speakers with a badge type that allows access to scientific sessions and scientific program.
To claim your certificate of attendance, it is necessary to:
• Login to your account and submit the online evaluation form within 30 days after the congress ends.
• Once completed, you will receive an email with a link to your Certificate of Attendance and your certificate will also be available at all times on the 'Participations' section in your account.
• If CME credits are offered for the congress, the procedure to obtain CME credits will be sent along with your certificate of attendance
NOTA:
• Due to CME regulations please note that we are not permitted to transfer the certificate to an individual other than the badge holder. If you are not the original badge holder, we cannot expedite a certificate of attendance under another name.
It is necessary to login to your account and complete the 'online evaluation' form that will automatically become available once the congress ends. When the evaluation is completed, your speaker certificate will be available for download through your IMCAS account in the 'Participations’ section here.
IMCAS issues speaker certificates for scientific sessions only, therefore we do not issue speaker certificates for industry speakers. In this case, please contact your sponsoring company to obtain a certificate.
IMCAS conferences are commonly accredited at several levels according to the conference location. The number of CME credits that we offer varies according to the duration of the congress and the organism of accreditation, given that the evaluation differs from one country to another.
If the conference you have attended is accredited, the procedure to obtain the corresponding CME credits will be sent along with your certificate of attendance (refer to the above chapter).
Find more information regarding accreditation in the "Accreditation" tab found within the congress page of the congress you are interested in.
IMCAS insists on transparency in all
scientific courses, therefore each speaker
is required to disclose whether or not their
presentations contain any commercial bias or
financial support received.
The COI policy applies to anyone who is a
speaker during the congress; this includes all members of the Scientific
Board, all Faculty members as well as contributing and industry speakers.
If you are a Board member; we kindly ask that you to fill in and update your COI every year. Please refer to your speaker account dashboard under the chapter 'Scientific Board COI disclosure' to download the corresponding COI form and submit it.
All speakers must submit a speaker consent form for each lecture, either through their speaker account, or on-site at the Preview Room. If the answer submitted is "I approve", the speaker authorizes IMCAS to publish his/her presentations on IMCAS Academy platform. Presentations will be published online a few weeks after the congress ends.
More information about IMCAS Academy here.
If YOU cancel your participation due to personal reasons: our "Terms and Conditions of Sale" in our Attendees FAQ prevails. We shall assume no further obligation to refund any travel or accommodation expenses incurred in that case.
If YOU cancel your participation due to travel restrictions imposed by your (or the hosting) country government, please check with your travel agency or airline for cancellation terms:
> for "Contributing" or "Industry" speakers, we shall assume no further obligation to refund any travel or accommodation expenses incurred in that case
> for "Faculty" speakers, you will be entitled to submit your reimbursement request in strict respect with the Grant Policy applied
If WE cancel the conference because of a Force Majeure:
• For "Contributing" or "Industry" speakers:
> we shall assume no further obligation to refund any travel or accommodation expenses incurred in that case, and our "Limitation of Liability" chapter generally applies.
• For "Faculty" speakers:
• If cancellation occurs more than 60 days before the event:
> you will not be eligible for any reimbursement
• If cancellation occurs less than 60 days before the event and you have agreed with your Grant Policy through your speaker account:
> you will be entitled to submit your reimbursement request in strict respect with the Grant Policy applied
In case the congress needs to be rescheduled or postponed, the Grant Policy remains binding and all speakers will automatically be entitled to participate to the rescheduled congress without any further refund right.
In case the conference format switches from "presential" to "virtual", your participation will be automatically switched from physical to virtual.