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Terms & Conditions

Medical International Conference for Students (MEDICS) is a scientific event organized by SOMSScientific Organization for Medical Students (Asociatia Grupul Studentilor Medicinisti cu Activate Stiintifica, No.8 Eroilor Sanitari Boulevard, Bucharest, Romania). The conference is primarily intended for students from both medical and biomedical universities as well as for medical interns. The targeted audience can participate in scientific sessions as presenting authors or as passive participants. In addition, the conference brings together international medical authorities from various medical fields, who will coordinate the scientific sessions and workshops addressed to the aforementioned audience. English is the official language of the conference. The 2017 Edition represents the second MEDICS conference and will be held in Bucharest between the 30th of March and the of 2nd of April, 2017.

SOMS – Scientific Organization of Medical Students – is a non-profit student organization, founded at the University of Medicine and Pharmacy “Carol Davila”, Bucharest, Romania in 1987. We stand for the values that help a society evolve: integrity, professionalism, positive criticism.

MEDICS is the annual conference of the Scientific Organization of Medical Students (SOMS). It is an innovative and dynamic event with world-renowned speakers which aims to provide with innovative and inspiring ideas for the medical and biomedical students’ community and also for young doctors or PhD students.

SOMS is the organiser of MEDICS 2017.

The official website of MEDICS 2017 is www.soms-medics.com. The owner of the official website is SOMS (Scientific Organization of Medical Students).

In order to participate at MEDICS it is mandatory to register on the official website and to create a personal account.

We will use your personal data only as necessary for the purposes of our conference.

It is in your responsibility to verify the accuracy of the provided data. The data entered by you during the registration procedure will be used to generate your Certificate of Participation, your personal conference badge, the abstract book (for presenting authors and co-authors) and any other printed or electronic material needed for the purpose of the conference as well as for contacting you.

We will not disclose your data publicly, nor transfer it to any third party (see also XIV. Data protection).

The official language of MEDICS 2017 is ENGLISH. All the events will take part in English only, if not specifically stated otherwise.

Entrance to all the conference’s venues and events (scientific and social) can be made only with the official badge containing the participant’s name. MEDICS 2017 is a non-smoking conference. It is therefore strictly forbidden to smoke on the event’s premises. It is strictly forbidden to drink alcohol during scientific events and on the conference’s premises, except for the opening and closing ceremony and other social events.

The Terms&Conditions may suffer partial alterations at any time. Any alteration made to the Terms&Conditions will be announced by email to each registered participant. If the participant does not agree with the changes made to the Terms&Conditions, he/she can send a formal request in no more than 48 hours (from the time he received the email about the changes that were made) at contact@soms-medics.com in which he/she can demand the termination of his/ hers registration at the conference. In this case the participant will be entitled to a refund of any previously paid fees provided that the participant respects the Refund policy (see also XI. Refund policy). Continued use of the website after the revision of the Terms&Conditions indicates that the participant has read, understood and agreed to the revised Terms&Conditions.

The Romanian laws apply. To the extent allowed by law, Romania is the place of performance and jurisdiction for all claims.

Please be advised that the organizer is only liable for claims arising from physical injuries due to intent or negligence of the organizer, or for claims arising from property damages due to intent or gross negligence of the organizer. Any further claims are not considered. The organizer is not liable for claims arising from physical injuries due to conference venues. The organizer is not liable for the loss or theft of objects or motor vehicles brought along, except in cases of intent or grossly negligent causation. This shall not affect further claims against persons and/or companies charged with the excursions/events related to the conference.

You can register at MEDICS as:

    1    Presenting author

    2    Passive participant

1) The presenting author:

  • Can be a medical or biomedical student;
  • Can be a resident physician;
  • Is the participant who is scheduled to have an oral presentation (during the oral presentations session) or a poster presentation (during the poster session) within MEDICS conference;
  • Is entitled to access the conference premises and to participate in all scientific and social events for the entire duration of the conference, as long as the access regulations are respected ( see chapter IV of Events).
  • Receives an electronic Certificate of Participation as presenting author and CME points.

Please take notice that any participant planning to submit an abstract and/or that submits an abstract is considered to be a presenting author and has the same rights and obligations arising from this Terms&Conditions until we announce the list of accepted abstracts. His/her status can change if his/her abstract is not selected as an oral or poster presentation (in this case the status of the participant will change to passive participant and he/she can still participate at the conference by paying the regular fee for passive participants before the general payment deadline) or if he/she fails to submit an abstract before the abstract submission deadline stated on the official website (in this case the correspondent account will become inactive, any previous booking will be canceled and it will become impossible to participate at MEDICS 2017)

In order to qualify as a presenting author it is necessary to:

  1. create an account on the official MEDICS website;
  2. pay the participation fee for presenting authors before the general payment deadline stated on the official website
  3. write and submit an abstract before the abstract submission deadline (by accessing the “Submit your abstract” section from your personal account on the website soms-medics.com), which may be accepted either as oral or as poster presentation, upon evaluation;
  4. enter your name in the “Presenting author” field included in the abstract submission form;
  5. book a workshop before the workshop booking deadline;
  6. have your abstract accepted.

2) The Passive Participant:

  • Can be a medical or biomedical student;
  • Can be a resident physician or an attending physician;
  • Can be a researcher of biomedical and biotechnology fields;
  • Can be representatives of the medical industry;
  • Can be members of the press;
  • Is entitled to access the conference premises and to participate in all scientific and social events for the entire duration of the conference, as long as the access regulations are respected (see chapter IV Events).
  • Receives an electronic Certificate of Participation as passive participant and CME points.

In order to register as passive participant it is necessary to:

  1. create an account on the official MEDICS website (www.soms-medics.com);
  2. pay the participation fee for passive participants BEFORE the general payment deadline (by accessing the “Payment” section form in the personal account).

Both passive participants and presenting authors are required to respect the deadlines shown on the official website. Any changes to the deadlines will be announced on our website, on our official social media pages and by e-mail to the participants who have registered up to that moment. MEDICS 2017 organizers are entitled, at their discretion and without prior notice, to modify any of the furnished deadlines. Any change of the MEDICS 2017 deadlines is not considered as a change of the Terms & Conditions.

The conference includes two types of events:

A. Scientific Events

B. Social Events

 

A. Scientific Events

MEDICS 2017 includes the following types of scientific events:

    1    Keynote Lectures

    2    Conferences

    3    Workshops

    4    Sessions

All the aforementioned types of scientific events are included in one of the following medical categories:

    1    Fundamental Sciences

    2    Clinical Medicine

    3    Surgery

 

In order to attend any of the scientific events, both presenting authors and passive participants must have a personal account on the official website and must have previously paid the participation fee before the payment deadline as stated on the official website.

 

The following attendance rules apply:

    1    Keynote Lectures –are special talks held by our most prominent guests. Both presenting authors and passive participants are entitled to participate without paying any additional fee (apart from the participation fee) or previous seat reservations. Conferences’ participation rules apply also for keynote lectures.

    2    Conferences– both presenting authors and passive participants are entitled to participate without paying any additional fee (apart from the participation fee) or previous seat reservations;

       All  Keynote lectures and conferences (apart from special situations which will be announced on the official website) will be part of a morning group or an afternoon group of scientific events which are scheduled in the same day of the congress.           

    3    Workshops– both presenting authors and passive participants can  participate without paying any additional fee (apart from the participation fee) to a single workshop. You can participate in a second workshop by paying an extra workshop fee (see also Fees). In order to receive the Certificate of Participation, the participant must book a place in advance for at least one workshop and must attend all the workshops that he/she booked and to which he/she was admitted. Participating in a workshop is possible only after booking a seat from your personal account on the official website and after receiving the acceptance e-mail. The workshops are not restricted on years of study, but each one is addressed to specific years of study. We STRONGLY suggest you keep our recommendations in mind. We are not liable for you not understanding parts of the workshops if you decide to book a workshop outside your recommended year of study.

It is in the participant’s responsibility to check for the starting hours and the location of the workshop and to make sure he/she can be present at the time and place indicated by the organizers with at least 15 minutes before the scheduled starting time of the workshop. Access to workshops is strictly prohibited after the workshop demonstration has started. MEDICS 2017 organizers are not liable and no refund will be given for the participants not being able to attend a workshop due to participants’ own scheduling mistakes.

    You are free to book any Workshop, as long as there are available places (the number of available places at any given Workshop is limited). The seats will be offered in the order of booking (first-come, first-served; according to the timestamp) - this means that all the participants who paid their fees have equal chances, regardless of whether it is their first, free, mandatory workshop or their second, paid workshop.

    MEDICS 2017 has a pay before you book any workshop policy and all the participants must comply to the corresponding workshop booking procedure.

 

Booking procedure:

Passive participants:

To book a workshop a passive participant must:

  1. Create an account and register on our official website (www.soms-medics.com).
  2. Pay the corresponding passive participant fee (either regular or late fee according to the deadlines stated on the official website).
  3. Wait for our payment confirmation and for the activation of the “Book a workshop” tab in his/her account. Please be advised that the payment confirmation may take up to 24 hours for online payment and up to 48 hours after the participant uploads the bank receipt (on the official website in the Payment tab of My account) for bank transfers and that activation of the “Book my workshop” tab will happen after that.
  4. Enter your account and book your workshop before the workshop booking deadline stated on the official website. Once booked you can change your option ONLY 2 times.
  5. The same rules apply for booking an extra workshop after paying the extra workshop fee.

 

Participants who plan to submit an abstract/presenting authors:

For participants who plan to be a presenting author the following booking rules apply:

  1. Create an account and register on our official website (www.soms-medics.com).
  2. Pay the presenting author fee (according to the deadlines stated on the official website). YOU DO NOT NEED TO PAY THE PRESENTING AUTHOR FEE TO SUBMIT AN ABSTRACT, BUT YOU MUST PAY THE FEE IF AND WHEN YOU WANT TO BOOK YOUR WORKSHOP.
  3. Wait for our payment confirmation and for the activation of the “Book a workshop” tab in your account. Please be advised that the payment confirmation may take up to 24 hours for online payment and up to 48 hours after you upload the bank receipt (on the official website in the Payment tab of My account) for bank transfers and that activation of the “Book my workshop” tab will happen after that.
  4. Enter your account and book your workshop before the workshop booking deadline stated on the official website. Once booked you can change your option ONLY 2 times.
  5. Submit an abstract before the abstract submission deadline (as stated on the official website). Failure to submit an abstract before the abstract submission deadline results in your presenting author account becoming inactive, any previous booked workshop being cancelled and you not being able to participate at the congress. Please be aware that no refunds of previously paid sums will be made in this case.(see also XI. Refund policy)
  6. If your abstract does not get accepted as an oral or as a poster presentation you must pay the difference between the already paid presenting author fee and the regular fee for passive participants (payment must be made after the accepted abstract list is published on the official website and before the general payment deadline). Failure to pay the above stated difference before the general payment deadline (17 March) results in your presenting author account becoming inactive, any previous booked workshop being cancelled and you not being able to participate at the congress. Please be aware that no refunds of previously paid sums will be made in this case (see also XI. Refund policy)
  7. The same rules apply for booking an extra workshop after paying the extra workshop fee.

 

Extra workshop for all participants (presenting authors and passive participants):

  1. Log into your account and make sure you have an active account (this means that you have paid the corresponding participation fee before, you received the payment confirmation and your “Book my workshop” tab has been activated).
  2. Make sure you have already booked your first workshop.
  3. Pay the extra workshop fee (see Fees on the official website) before the general payment deadline
  4. Wait for our payment confirmation and for the activation of the “Book a second workshop” button in the “Book my workshop” tab located in ”My account”. Please be advised that the activation of the “Book a second workshop” button may take up to 24 hours for online payment and up to 48 hours after you upload the bank receipt (on the official website in the Payment tab of My account) for bank transfers.
  5. Book your second workshop before the workshop booking deadline stated on the official website. Once booked you can change your option ONLY 2 times.
  6. Make sure that you comply to the above stated passive participant or participant who plans to submit an abstract booking rules for the first workshop. Please take notice that your booking may be cancelled and no refunds will be issued if you do not comply with the above booking rules for the first workshop.

Allow yourself enough time between your first and second workshop. It is in the participant responsibility to make sure that his/her workshops do not overlap and that he/she can be in time for both of the workshops (taking into consideration the time needed for transport between locations and that he/she must be present at the workshop location 15 minutes before the start of the event). We do not take any liability for the participant’s failure to schedule his/her workshops properly and we do not offer any refund in this case.

Please take notice that MEDICS 2017 organizers can change at short notice the starting hour and/or place of any of the workshops due to reasons which are outside of the sphere of responsibility of SOMS (Scientific Organization of Medical Students). In this case, the participant, who has booked, has been admitted to two workshops and can no longer attend one of the workshops due to overlapping of the two workshops (caused by changes in the programme and/or location at short notice-less than 48 hours) will be contacted by our team and he/she can either go to another suitable workshop OR he can choose to be refunded the extra workshop fee.

       We will not accept the participants who did not previously register or who were not accepted to the respective workshop.

          Cancellation and refund rules for workshops are stated in XI Refund policy.

 

    4    Sessions– both presenting authors and passive participants are entitled to participate without paying any additional fee (apart from the participation fee) or prior seat reservations.

         Sessions comprise of:

            - 2 oral presentation sessions- one in the morning group of scientific events and one in the afternoon group of scientific events

            - 2 poster presentation sessions- each one lasting 50 minutes according to the final program. The poster sessions will take place during the lunch break if not stated otherwise in the final MEDICS 2017 programme.

     Sessions will be scheduled in the same day as the conferences and keynote lectures if not stated otherwise in the final MEDICS 2017 programme. Participation to the sessions will count for the attendance needed for you to receive the Certificate of Participation the same as the conferences and keynote lectures.

 

In order to receive the electronic version and/or the printed version (if requested and payed) of the Certificate of Participation the participant is required to attend at least a scientific event (either a Conference, a Session or a Keynote lecture) during the morning group of scientific events, at least a scientific event (either a Conference, a Session or a Keynote lecture) during the afternoon group of scientific events and all the booked and confirmed workshops (the mandatory free workshop for all the participants as well as any extra workshop that has been paid, booked, and and to which he/she was admitted)

The official language of the congress is ENGLISH. There will be no scientific events held in another language if not specifically stated otherwise.

There is a minimum of three participants in order for a scientific event to take place. MEDICS 2017 organizers reserve their right to cancel at short notice any scientific event that has less than 3 attendees. (XI. Refund policy applies)

 

B. Social events

MEDICS 2017 includes the following types of social events:

    1    Opening Ceremony

    2    Closing Ceremony

    3    Other Events (parties, city tours, etc.)

Both passive participants and presenting authors are entitled access to all the social events (if not specifically stated otherwise). Access to both the opening and closing ceremonies will be permitted to both passive participants and presenting authors based on the conference badge, without paying any additional fee and without prior reservation. There may be some social events (other than the opening and closing ceremonies) with a limited number of seats available. If this is the case, these events and the exact number of seats will be announced on the official website. Seat reservations can be made both by passive participants and presenting authors from their personal account on the website, the seats being occupied according to the chronological order of the reservations, taking into account the limited number of seats available. The organizers reserve their right to cancel some social events on short notice due to the small number of participants or unforeseen or exceptional situations (see also XV. Event Cancellation and Force Majeure).

In order to submit an abstract, the participant must comply with the already stated conditions (as mentioned in “Presenting Author” section, point I.1). First of all, one must create a personal account on the official website of MEDICS 2017. Please note that in order to submit an abstract a participant does not need to pay the presenting author fee, BUT  HE CANNOT BOOK A WORKSHOP UNTIL HE/SHE PAYS THE PRESENTING AUTHOR FEE. The author who submits the abstract must be the one who plans to present it and must send it before the announced deadline. Any abstract received after the deadline will not be taken into consideration.

The abstracts will be submitted using the abstract submission form on the MEDICS 2017 website in “My Account”. We will not disclose your data publicly, nor transfer it to any third party (see also XIV. Data protection). The data will be used only by the organizing committee to facilitate conference’s events. If the abstract is accepted, the names of the presenting author and coauthors will be listed in the conference abstract book and conference program in the exact form and order in which they were registered in the aforementioned form. The scientific coordinator of the study will be listed last in the conference abstract book and conference program.

The name of the presenting author will also be written on the Certificate of Participation, in the exact form in which it was entered by the participant in the registration form. The participants are responsible for entering the correct data in the registration form. The presenting author may specify if his/her email address can be included in the conference abstract book (on the same page as the abstract), in case participants who hold an interest in the study wish to contact him/her.

There can only be one presenting author for each submitted abstract. There can be only one scientific coordinator for each submitted abstract. Any other doctors, university and medical staff and / or researchers that had any contribution to the abstract can be enlisted as co-authors. There is no limit for the number of coauthors concerning a submitted abstract.

A presenting author may submit a maximum number of two abstracts and may deliver a maximum number of two presentations, irrespective of the section of presentation (oral or poster presentation) and irrespective of the medical category (as stated in section IV. A) (either a maximum of two oral presentations, either a maximum of two poster presentations, either maximum one presentation of each kind). There is no limit for the number of abstracts in which a person can be mentioned as coauthor.

The abstract must be an original work of the author and co-authors (if they exist) and may be submitted even if it has been previously presented in another medical conference. It is strictly forbidden for two or more presenting authors and/or co-authors to submit the same or similar abstracts. In case the same/a similar abstract is submitted by different presenting authors, the organizer reserves its right to reject the abstract after its own investigation into the matter. In this case no refund of previously paid fees will be offered. MEDICS 2017 organizers have the right to disqualify abstracts  if they believe that the participants are not acting in conformity with the General and/or specific Terms & Conditions or if the participant is otherwise unfairly influencing the course of the competition.

The abstract will be submitted ONLY by the presenting author, using the registration form available on the official website. All abstracts (title, author and coauthors, affiliations and abstract body) must be written in ENGLISH. If written in any other language, the abstract will not be accepted.

The core subject of the submitted abstract should be included in one of the three following medical categories:

    1    Fundamental Sciences

    2    Clinical Medicine

    3    Surgery

    The abstract will be considered eligible if included in one of the following forms of presentation, irrespective of the medical field and subdomain:

    1    Review/ Meta-analysis

    2    Original Study

    3    Case report

 

Abstract structure

The Abstract title must be written in English, with capital letters, without a limit as to the number of words or characters. The names of all authors (presenting author and coauthors) of the study must be included in the abstract registration form, along with affiliation and the e-mail address. All names must be entered without diacritics. The presenting author must be first in order within the registration form. The order in which the authors are listed in the registration form will be exactly transferred in the conference abstract book and conference program. The scientific coordinator of the abstract will be listed last in the conference abstract book and conference program. There can only be one presenting author for each submitted abstract. There can be only one scientific coordinator for each submitted abstract. Any other doctors, university and medical staff and / or researchers that had any contribution to the abstract can be enlisted as co-authors. There is no limit for the number of coauthors concerning a submitted abstract.

Abstract body-must not exceed 300 words and must respect the structures described below, depending on the type of article:

CASE REPORT

  1. Introduction
  2. Case presentation
  3. Discussions

ORIGINAL STUDY

  1. Introduction
  2. Methods and Materials
  3. Results
  4. Conclusions

REVIEW / META-ANALYSIS

  1. Background
  2. Objectives
  3. Methods and Materials
  4. Results
  5. Conclusions

Afterwards it is mandatory to write the keywords for the submitted abstract. One can write as many keywords as he/she deems necessary; they will not be counted when considering the 300-word limit mentioned above. The keywords will be published in the official abstract book. The author is free to choose whichever keyword he/she considers appropriate for the submitted abstract.

Non-compliance with the above rules will result in the rejection of the abstract irrespective of its scientific content. The presenting author is the only one responsible for the content of the abstract and must read and agree with the terms and conditions of this conference before submitting it. Each abstract can only be submitted once.

Upon submitting an abstract, all authors will receive an appropriate confirmation e-mail. The acceptance or rejection of the abstract will be announced on the official website and an e-mail will be sent only to the presenting author. Therefore, it is his/her responsibility to announce the coauthors.

The abstracts will be evaluated by a scientific committee, corresponding to each of the listed categories and subdomain by using a blind review method. The evaluation will be made based on the registration number and the name of the authors will be revealed only after the completion of the evaluation. Upon evaluation, the submitted abstract may be considered:

  • Accepted

As Oral Presentation

OR

As Poster Presentation

  • Rejected

The decision will be communicated to each presenting author on the e-mail address provided in the abstract registration form. If accepted, the e-mail will also inform about the most adequate form of delivery (Oral or Poster Presentation) for the submitted abstract, based upon the decision of the scientific committee. Furthermore, after receiving the e-mail of acceptance, in order to complete the registration, the presenting author must comply with one of the following rules according to their payment status:

  1. take no action if he/she has already paid the presenting author fee;
  2. if he/she has NOT already paid the presenting author fee - pay the presenting author fee before the general payment deadline, wait for the account activation (this may take up to 24 hours for online payment and up to 48 after uploading the bank receipt on the official conference’s website hours for bank transfers) and book a workshop before the workshop booking deadline. In case of no payment before the general payment deadline the abstract will be excluded from the conference.
  3. if all abstracts sent by an author are rejected, pay the difference (15 EUR/70 RON) between the already paid presenting author fee and the regular fee for passive participants before the general deadline of payments stated on the official website. Any previous workshop booking will be cancelled in case of no payment and no refunds will be issued (see also IV. Events and XI Refund policy)
  4. if all abstracts sent by an author are rejected and no previous presenting author fee has been paid, he/she has the right to register as a passive participant and pay the regular registration fee for passive participants (40 EUR/184 RON) irrespective of the date of payment, but before the general deadline of payments stated on the official website, wait for the account activation (this may take up to 24 hours for online payment and up to 48 hours after uploading the bank receipt on the official conference’s website for bank transfers) and book a workshop before the workshop booking deadline (see also IV. Events)

1) For Oral Presentations:

The presenting author whose abstract was accepted as an oral presentation and who paid the registration fee for presenting authors:

– Will deliver the presentation during the scientific session in accordance to the official schedule;

– Must be present at the established presentation venue at least 15 minutes before the start of the session (as established in the conference program);

– Must create a digital presentation, as graphic support, which will be projected in the conference venue;

– The presentation must be in one of the following digital formats: .ppt, .pptx, .pps, .ppsx, .prezi

– The presentation will be provided on a FlashDrive (USB stick) to the technician of the conference venue at least 30 minutes before the announced start of the session;

– The presenting author must speak freely; any written support except the actual presentation is forbidden;

– Must deliver the presentation within 7 minutes; a stopwatch will be displayed on the screen, marking the end of the established time by ringing an alarm.

– If one of the members of our evaluating committees is registered as a scientific coordinator or co-author of one of the accepted abstracts, the presenting author may still present his work at our Sessions, but will not enter the competition.

If the presenting author can no longer deliver the oral presentation, after its acceptance and after payment of the registration fee:

  • Has the right to designate one of the co-authors for substitution in order to deliver the speech, but only if the respective co-author is already registered as a passive participant;
  • Has the obligation of announcing the conference organizers at least 24 hours before the established date and time of the scientific session. He/she must also announce the name of the coauthor who will deliver the presentation.
  • Failure to comply with the above rules will result in the rejection of the presentation;
  • The registration fee differences between the presenting author and the designated coauthor are the responsibility of the involved participants.

There will be 2 oral presentation sessions, one in the morning group of scientific events and one in the afternoon group of scientific events (if not specifically stated otherwise in the MEDICS 2017 final programme). Both oral presentation sessions will take part in the same day as the conferences, the keynote lectures and the poster presentation sessions (if not specifically stated otherwise in the MEDICS 2017 final programme). Participation at one of the oral presentation will count the same as a conference or keynote lecture for the receiving of the Certificate of Participation. Each oral presentation session will have its own scientific committee.

 

2) For Poster Presentations:

The presenting author whose study was accepted as a Poster Presentation and who paid the registration fee for presenting author:

– Will mount the poster at the location stated in the schedule and at least 20 minutes before the starting time of the poster presentation stated in the final conference’s programme; mounting the poster will only be possible during the day of the presentation;

– Will stay by the poster during the entire duration of the poster presentation session (in the day the poster is expected to be presented, according to the program), in order to discuss the study with the interested audience; after the poster presentation session, it is no longer required for the participant to stand by the poster.

– The poster will be displayed in the presentation venue until 06:00 PM of the programmed day or until the poster session is finished; unmounting the poster is the participant’s responsibility; if the poster is not taken down until 06:10 PM of that day, it will be taken by the organizers;

– The poster must meet the following technical requirements:

  • Size: A0 Portrait or A1 Landscape;
  • The text must be readable within at least 1 meter from the panel;
  • The design of the poster is up to the participant.

–  If the presenting author can no longer deliver the poster presentation, after its acceptance and after payment of the registration fee:

  • Has the right to designate one of the co-authors for substitution in order to deliver the speech, only if the respective co-author is already registered as a passive participant;
  • Has the obligation of announcing the conference organizers at least 24 hours before the established date and time of the scientific session. He/she must also announce the name of the coauthor who will deliver the presentation.
  • Failure to comply with the above rules will result in the rejection of the presentation;
  • The registration fee differences between the presenting author and the designated coauthor are the responsibility of the involved participants.

There will be 2 poster presentation sessions scheduled in the same day as the conferences, keynote lectures and oral presentation sessions (if not specifically stated otherwise in the MEDICS 2017 final programme). Each one will last 50 minutes.

1) For Oral Presentations:

Each presentation will be evaluated during one of the scientific sessions by a designated scientific committee  comprising  experts from each one of the three categories (Fundamental Sciences, Clinical Medicine and Surgery) and by the public (passive participants, presenting authors and medical specialists part of the public at that presentation). There will be an individual scientific committee for each oral presentation session. The exact members of the committees will be kept secret until the conference starts. If one of the members of our evaluating committees is registered as a presenting author, scientific coordinator or co-author of one of the accepted abstracts, the presenting author may still present his/her work at our Sessions, but will not enter the scientific competition. Each presentation will be evaluated based on a specific set of criteria which will be disclosed to the presenting author before the scientific session. The final score will be the arithmetic mean of the scores given by each member of the scientific committee. In case of equal scores between participants, the committee will resolve the draw by taking into consideration the set of criteria already made public. The final rankings will be done according to the arithmetic mean following a descending order (from the highest to the lowest score). The final rankings including all oral presentations and their corresponding rankings will be published on the official website and will be sent to the presenting authors by e-mail after the closing ceremony.

There will also be a public prize for each of the two oral presentation sessions offered by voting. All the passive participants, presenting authors and medical specialists who attend that oral presentation session may vote. The winner of the public prize will be the oral presentation which received the most votes from the public and he/she will be announced at the end of that oral presentation session. In case of a draw in the popularity contest the oral presentation with the highest score previously received from the scientific committee will be designated as the winner.

 

2) For Poster Presentations

Each presentation will be evaluated during one of the two poster sessions by the members of the public (passive participants, other presenting authors and any medical specialists who attend that poster session). Each presenting author is required to stay by the poster during the entire duration (50 minutes) of the poster presentation session in the day the poster is expected to be presented, according to the program, to deliver a presentation of the poster (study) and to discuss the results with each member of the audience that is present at their poster location and who is interested in their work. The presenting author is required to answer all the scientific questions asked by the members of the audience to clarify their poster presentation. Each member of the audience (passive participants, presenting authors, medical specialists attending the respective poster presentation) is able to vote his/her top 3 favourite poster presentations. Members of the audience will be able to choose their favourite poster presentation only from the ones they attended.

The scoring system will be as it follows:

  1. each member of the audience (passive participants, presenting authors, medical specialists attending the respective poster presentation)  will vote his/her top three (best poster presentation, second best poster presentation, third best poster presentation) poster presentations for each poster session (a member of the audience may vote his/her top three poster presentations from each one of the poster sessions);
  2. for a best poster presentation nomination made by a member of the public a specific poster will receive 3 points;
  3. for a second best poster presentation nomination made by a member of the public a specific poster will receive 2 points;
  4. for a third best poster presentation nomination made by a member of the public a specific poster will receive 1 point;
  5. the final score of each poster presentation will be obtained by adding all the points corresponding to the personal top 3 poster presentation made by the attending public (passive participants, presenting authors, medical specialists attending the respective poster presentation);
  6. the final rankings will be done following a descending order (from the highest to the lowest score).
  7. in case of equal scores between two or more poster presentations, the poster with the most best poster nominations will win. In case the draw persists even after that the winning poster presentation will be the one who obtained the most second best poster presentation nominations from the attending public (passive participants, presenting authors, medical specialists attending the respective poster presentation). If the draw persists even after this second criterion is used  all the poster presentations being in this specific situation will share the same ranking in the final standings and will also share the prize correspondent to the obtained place;
  8. The final rankings including all poster presentations and their corresponding rankings will be published on the official website and will be sent to the presenting authors by e-mail after the closing ceremony;

 

The prizes will be awarded as it follows:

1)  Oral Presentations – for each one of the two oral presentation sessions- there will be three scientific prizes awarded by the scientific committee: 1st place, 2nd place, 3rd place and one popularity prize awarded by the public who is present at the time of the oral presentation session. So, there will be a total of six scientific prizes awarded by our scientific committees and 2 popularity prizes awarded by members of the public (passive participants, presenting authors and medical specialists) present at the session.

2) Poster Presentations – for each of the two poster presentation sessions there will be three prizes awarded by the public who is present at the time of that poster presentation session through voting: 1st place, 2nd place, 3rd place. In conclusion there will be a total of six prizes awarded by public voting.

The awarding ceremony will take place in the last day of the conference, during the closing ceremony.

The passive participants:

– Must create a personal account on the MEDICS 2017 website;

– Will receive a confirmation e-mail on the e-mail address provided in the registration form;

– Must pay the registration fee for passive participants before the deadline stated on the website.

Certificates of Participation will be sent to all the participants (passive participants and presenting authors) in an electronic format in no more than two weeks after the closing ceremony of MEDICS 2017 at the email address provided at the registration if they comply with the bellow participation rules. Electronic Certificates of Participation bear the same legal validity as the printed versions. If a participant requires a hardcopy of his/her Certificate of Participation he/she can request one ONLY by paying a special fee for it stated on the official website. The hardcopy of the Certificate of Participation fee can be paid ONLY together with the participation fee.

We do not accept further payments of the fee for the Certificate of Participation hardcopy.

The Certificates of Participation will be awarded:

– To all the Presenting Authors for delivering their accepted oral and/or poster presentation/presentations, for participating in all the workshops for which they previously reserved a seat and were accepted for and for completing the official congress feedback form.

– To all the Passive Participants, if and only if they have participated in at least one scientific event (Conference, Session or Keynote lecture) in the morning group, at least one scientific event (Conference, Session or Keynote lecture) in the evening group, in all the workshops for which they previously reserved a seat and were accepted for and they have completed the official congress feedback form.

Failure to comply with all of the above rules results in not receiving the Certificate of Participation.

All CME points will be received by all participants irrespective of their status (passive participant or presenting author) providing that they comply to the above rules

There are two main fee categories:

A. Participation fees

B. Special fees

 

A. Participation fees include:

  1. Presenting author fee: this will be paid by a participant who plans to submit an abstract and book a workshop as soon as possible or by a presenting author after being confirmed the acceptance of his/her submitted abstract as an oral or poster presentation. SUBMITTING AN ABSTRACT IS NOT CONDITIONED BY THE PAYMENT OF ANY FEE, BUT BOOKING A WORKSHOP CANNOT BE DONE UNTIL A PARTICIPATION FEE IS PAID. The participant who pays the presenting author fee and books a workshops takes the responsibility of submitting an abstract before the abstract submission deadline (stated on the official website). In case the participant fails to submit an abstract before the abstract submission deadline, his/her workshop booking will be canceled, his/her account will become inactive and he/she will not be able to get any refund or participate at MEDICS 2017 (see also IV Events and XI Refund policy);
  2. Regular fee for passive participants- this is the participation fee paid by a passive participant before the regular fee deadline;
  3. Late fee for passive participants- this is the participation fee paid by a passive participant after the regular fee deadline and before the late fee (general payment) deadline.

 

B. Special fees include:

  1. Certificate of Participation hardcopy fee- this is the fee paid by a participant to receive a hardcopy of the Certificate of Participation at the provided postal address. The Electronic Certificate of Participation is free, being included in the participation fee. Please take notice that this fee can be paid only together with the participation fee (presenting author fee, regular fee for passive participants or late fee for passive participants as it applies). No payments of the Certificate of Participation hardcopy fee will be accepted afterwards. No refunds will be issued by the MEDICS 2017 organizers for the Certificate of Participation hardcopy fee regardless of the reason and/or situation.
  2. Extra workshop fee- this fee can be paid by a participant who wants to book and attend an extra workshop. The participant must pay the extra workshop fee ONLY after paying the participation fee (presenting author fee, regular fee for passive participants or late fee for passive participants as it applies), BUT before the general payment deadline (as stated on the official website).Booking of the second workshop will be possible only after the confirmation of the payment (see confirmation times bellow)  and before the workshop deadline (stated on the official website). Refund policy applies.
  3. Other fees- this refers to any other fees  in connection with the conference (included but not restricted to social events, parties, expositions, tours, services offered by third parties etc.).

If a participant pays the Presenting Author Fee before the Abstract Submission Deadline (stated on the official website) he/she assumes full responsibility for submitting an abstract before this deadline (Abstract Submission Deadline). When MEDICS 2017 organizers announce the list of accepted abstracts, if the participant abstract got accepted, he/she does not have to pay any additional fee. In this case if his/her abstract did not get accepted, the participant may still attend the conference as a Passive Participant. In order to do so, he/she has to pay the correspondent difference between the presenting author fee and the regular fee for passive participant (15 EUR / 70 RON).

If a participant submits an abstract, but chooses to postpone the payment until after MEDICS 2017 organizers announce the list of accepted abstracts, he/she won’t be able to book his/her Workshop during this time. If his/hers abstract gets accepted, he/she has to pay the Presenting Author Fee (stated on the official website) before the general payment deadline (stated on the official website). If the participant abstract doesn’t get accepted, he/she has to pay the Regular Fee for passive participants before the general payment deadline (stated on the official website). After the participant pays, he/she will be able to book a Workshop as soon as his/hers account becomes active and he/she must proceed to book a Workshop before the workshop booking deadline.  

The exact fees can be found on the official website, in the “Fees” section and within the “Payment” section of each personal account.

NO WORKSHOP CAN BE BOOKED PRIOR TO PAYING THE PARTICIPATION FEE IRRESPECTIVE OF BEING A PASSIVE PARTICIPANT OR A PRESENTING AUTHOR.

The payment must be made taking into account the deadlines stated on the official website in the “Fees” section. The fees paid after the deadline or incomplete payments will not be taken into account, will not be refunded and will not grant entrance to the conference.

Co-authors will pay the same fee as passive participants according to timeline listed under “Fees’’ on the official website.

The fees include: Entrance to all scientific events during the official period of the conference according to IV. Events section listed in Terms & Conditions above, entrance to the Opening and Closing Ceremonies, coffee breaks, official conference bag with official conference materials, abstract book, electronic Certificate of Participation, entrance to all the social events that do not have a special participation tax (as listed on the official website).

The fees do not include: participation to special social events that require payment of any tax (as stated on the website), transportation, any visa application related costs and accommodation.

In order to pay, all participants must register, log into their accounts and access the “Payment” section. You must not make any payment without having a valid account on our website. There will be two methods of payment:

    online with a debit or credit card;

    cash deposit/transfer in the provided bank account;

Payments can be made in either Euro or RON.

All the bank commissions must be paid by the participant (we should receive in our account the exact fee).

There is no bank commission for the online payment on our website with a debit/credit card.

Please take notice that if you pay by bank transfer you must upload the bank receipt of your payment in your personal account on the official conference’s website. We are not able to confirm your payment or to activate your account until you upload the bank receipt. Confirmation times apply (as seen below).

Confirmation by the MEDICS 2017 team of all payments will take:

  • up to 24 hours for online payment;
  • up to 48 hours after the participant uploads the bank receipt in his/her personal account on the official website for bank transfers.

ONLY CONFIRMATIONS SENT BY MEDICS 2017 TEAM MUST RESPECT THIS DEADLINES. Be aware that confirmations received from the bank or online payment provider may come quicker or later than the official confirmation from our team and therefore we do not take these confirmations of your payment into account.

Please take notice that the activation of your account and the possibility to book any workshop will happen only after we confirm the payment of your participation fee (either the presenting author fee or the regular fee for passive participants or the late fee for passive participants). Booking a second workshop will be possible only after you have an active paid account (you have paid the presenting author fee, the regular fee for passive participants or the late fee for passive participants), you have paid the extra workshop fee before the general payment deadline and your payment has been confirmed (taking into consideration the above confirmation times).

 

MEDICS 2017 organizers do not take any responsibility in case the confirmation of any payment and/or subsequent activation of the personal account is delayed due to reasons which are outside of the sphere of responsibility of SOMS (Scientific Organization of Medical Students) (e.g. bank holidays, national holidays, downtime of the banks or internet provider, downtime of the online payment provider, strikes etc)


MEDICS 2017 organizers are entitled, at their discretion and without prior notice, to change or modify any participation or special fee and/or any fee deadline. These changes do not affect the participants who already paid and received their payment confirmation. Any changes to the fees and/or fees deadlines will be announced on the official website and on the official social pages of the conference and are not considered an alteration to the present Terms & Conditions.

General refund terms

Fees are refundable on demand as long as the participant (either as a presenting author or as a passive participant) complies to the below general and specific refund rules and an official request is made at payments@soms-medics.com stating the name and bank account in which the money will be transferred.

We will only refund via bank transfer, cash refunding will not be available. All the bank commissions will be deducted from the refunded sum.

We will transfer the money in the indicated bank account in no more than 5 working days.

If you choose to apply for a refund of the congress fee (apart from the refund of only the extra workshop fee) you will lose the participant status and you will no longer be able to participate at MEDICS 2017 (furthermore you will not receive any conference bag, abstract book, promotional materials or certificate of participation).

The same general and specific refund terms apply to co-authors as to passive participants.

Please take notice that we are not able to make any other refunds apart from the ones stated below in “Specific refund terms” subsection. We will not take into consideration any refund requests made during the congress days and/or after the specified refunds deadlines below except for the cancellation of a workshop due to MEDICS 2017 as stated in the section “Specific refund terms”.

 

Specific refund terms

In case a participant books a workshop that cancels due to MEDICS 2017 organizers (this DOES NOT apply to the changing of the trainer, timetable and/or location of the workshop), the participant can book any other suitable workshop before the workshop booking deadline (stated on the official website) or in no more than 48 hours (if the cancellation happens after the workshop booking deadline) and after consulting with our team OR is entitled to ask for a FULL refund of the previously paid fees at any time during the conference. In this case we will not deduct any additional handling fee apart from the bank commissions. If you choose to attend another workshop (in place of the cancelled one) you will not receive any further refunds.

In case a participant paid the participation fee and did not find an interesting workshop and/or does not want to take part in MEDICS 2017 anymore; he is entitled to refund as long as an official request is made before the payment deadline (17 March 2017). In this case we will deduct an additional handling fee of 20 EUR/90 RON from the refunded sum.

In case a participant paid the extra workshop fee and does not find any interesting available workshop and/or does not want to take a second workshop anymore he/she can ask for a full refund of only the extra workshop fee as long as an official request is made before the general payment deadline- 17 March (23:59 GMT +2) 2017. NO additional handling fee is deducted in this case apart from the bank commissions. Refund of the extra workshop fee is independent of other refunds.

Cancellation of the second workshop (this DOES NOT apply to the changing of the trainer, timetable and/or location of the workshop) due to MEDICS 2017 organizers entitles the participant to a full refund of ONLY the extra workshop fee IF THE PARTICIPANT DOES NOT WANT to book another workshop in its place. The booking of another extra workshop (instead of the cancelled one) can be done before the workshop booking deadline (stated on the official website) or in no more than 48 hours (if the cancellation happens after the workshop booking deadline) and after consulting with our team. Please be advised that if you choose to attend another workshop (in place of the cancelled one) you will not receive any further refunds.

MEDICS 2017 organizers can change at short notice the starting hour and/or place of any of the workshops due to reasons which are outside of the sphere of responsibility of SOMS (Scientific Organization of Medical Students). In this case, the participant, who has booked, has been admitted to two workshops and can no longer attend one of the workshops due to overlapping of the two workshops (caused by changes in the programme and/or location at short notice-less than 48 hours) can either go to another suitable workshop OR can choose to be refunded the extra workshop fee. NO additional handling fee will be deducted in this case apart from the bank commissions. Refund of the extra workshop fee is independent of other refunds. Please be advised that if you choose to attend another workshop (in place of the cancelled one) you will not receive any further refunds.

If a participant pays the passive participant fee (either as an early fee or as a late fee) and he then decides to submit an abstract, the participant will be entitled to a refund of the difference between the early passive participant fee (15 EUR difference) or late passive fee (30 EUR difference) and the presenting author fee if his/her abstract is accepted for an oral or poster presentation. The difference will be refunded only after an official request is made in no more than 3 days after the accepted abstracts are announced on the official website (www.soms-medics.com)  at payments@soms-medics.com

 

If a presenting author can no longer deliver his/hers oral/poster presentation, after its acceptance and after payment of the registration fee, he/she has the right to designate one of the co-authors for substitution in order to deliver the speech, only if the respective co-author is already registered as a passive participant. The registration fee differences between the presenting author and the designated coauthor are the responsibility of the involved participants and MEDICS 2017 organizers will not offer any refund in this case.

PLEASE TAKE NOTICE THAT NO REFUNDS will be made:

  • to participants that paid the presenting author fee (25 EUR/115) in order to book a workshop (see also IV. Events) and failed to submit an abstract before the abstract submission deadline (stated on the official website);
  • to participants that fail to pay the difference between the already payed presenting author fee and the passive participant fee (provided that their abstract is not elected for an oral or poster presentation) before the general payment deadline;
  • for failure of proper scheduling of the workshop/workshops due to participants’ own fault (including, but not restricted to overlapping of the first workshop with the extra workshop, impossibility of being in time for a workshop, not finding the workshop’s location etc.);
  • to participants that apply for a visa, receive a visa invitation letter from the MEDICS 2017 organizer and then decide to cancel their participation at MEDICS 2017;
  • for any costs arising from the refusal of the visa application by the Romanian authorities (referring to, but not restricted to accommodation costs, visa application costs, other administrative costs, travel costs, insurance costs, medical costs etc.);
  • for any requests regarding accommodation. A refund of any accommodation costs can be made only by the partner hotels providing that the participant complies to the hotel’s own refund policy; MEDICS 2017 organizers do not take any liability for damage, theft or any other loss caused by partner hotels and no refunds will be issued
  • for any changes that occur in the conference program or in the opening and closing ceremonies program and/or content;
  • for any cancellations or changing of schedule, speaker or venue at conferences, keynote lectures and sessions;
  • for any changes of the MEDICS 2017 venues;
  • for the hardcopy of the Certificate of Participation fee;
  • for any incomplete fees;
  • for fees paid after the general payment deadline (stated on www.soms-medics.com);
  • for scientific or special social events canceled due to unforeseen or exceptional situations (see also XV. Event Cancellation and Force Majeure);
  • for any downtime of the official website due to reasons which are outside of the sphere of responsibility of SOMS (Scientific Organization of Medical Students) (e.g. natural catastrophe, strike, force majeure, server provider down time, cyber attacks etc);
  • for prizes won in a contest or promotion organized by MEDICS even if that prize refers to, but it is not restricted to free places at MEDICS 2017, free extra workshops, reductions of the participating fees or similar;
  • for any claims and costs arising from delayed confirmation of payment and or activation of the personal account due to reasons which are outside of the sphere of responsibility of SOMS (Scientific Organization of Medical Students) (eg. bank holidays, national holidays, downtime of the banks, downtime of the online payment provider, strikes, downtime of the official website, delays caused by the website provider etc);


For visa applicants: MEDICS 2017 is not responsible for the success of a participant’s visa application and cannot grant any special refund of the participation fee apart from the ones stated above in case of visa application refusal by the Romanian authorities.

MEDICS 2017 organisers will do everything possible (according to the Romanian law) to help the participant with the visa application in case he/she needs one.

MEDICS 2017 organizers will assist with a visa invitation letter in support of a visa application only after the participant  has registered and paid the congress fee in full. Once his/her account has been activated, he/she can request a visa invitation letter at any time by logging into his/her account and going to the “Visa” tab. The participant will need to fill our form and provide the required details.

The participant consents to the processing of personal data in connection with the visa application. The organizer may add the personal information to its database, which is confidential and will be treated in accordance with the XIV. Data protection.   

Visa invitation letter requests are processed in 2 working days after the participant has completed the form; the letter is submitted to the participant via the email address provided at registration and also to relevant authorities.

  • Visa invitation letters will only be issued for the period of the event and for entry into Romania. No other date and / or country requests will be supported.
  • Applying for a Romanian visa and visa issuance is beyond our control. We are not liable for visa costs, shipping, processing and/or issuance.
  • If the participant needs a hard copy, any additional delivery cost has to be covered and arranged by the applicant. Hard copies will only be provided on demand.

MEDICS 2017 organizers are not liable for any costs arising from the refusal of the visa application by the Romanian authorities (referring to, but not restricted to accommodation costs, visa application costs, other administrative costs, travel costs, insurance costs, medical costs etc.). MEDICS 2017 will NOT be able to refund any participation fee after the visa application letter has been sent to the applicant and/or to the Romanian authorities apart from the ones stated in the general and specific refund terms in these Terms&Conditions.

PLEASE TAKE NOTICE that if you choose to cancel your participation at our conference after receiving the Romanian visa we will immediately inform the Romanian authorities and your visa may be withdrawn and/or you may be forced to leave Romania by the relevant Romanian authorities. MEDICS 2017 is not responsible for any claims and/or costs arising from this situation.

MEDICS 2017 organizers are entitled to run contests (scientific or of other nature) or promotions before, during and after MEDICS 2017.

Excluded from participation are staff and relatives of the MEDICS 2017 organizers and cohabiting partners or family of the aforementioned staff members. As well as any participants/suppliers in respect of the particular competition (including advertising agencies, advertisers, sponsors or producers).

The participant is obliged to provide accurate, current and complete information when participating in the competition. MEDICS 2017 organizers may request a winner, before presenting the award or prize, to provide proof of their identity and residence information previously provided by the participant.

The decision of MEDICS 2017 organizers is final and no correspondence will be entered into regarding results and the awarding of the prize.

The prize is personal and is registered in the name of the winner. The prize is not transferable, exchangeable or payable in cash or other products or services. In case of refusal or non acceptance of the prize or conditions that are inherent to the competition, the prize will not be awarded. In that case, MEDICS 2017 organizers are entitled to choose another winner. 

No refunds can be given for prizes won in a contest or promotion organized by MEDICS even if that prize refers to, but it is not restricted to free places at MEDICS 2017, free extra workshops, reductions of the participating fees or similar.

If the prize includes travel/accommodation abroad for which a passport is required, the participant must be in possession of a valid passport to receive the prize. The prize is not awarded when failing this condition.

The prize is awarded in its current state. MEDICS 2017 organizers are not responsible for any visible or hidden defects in the prize nor for any damage during delivery (shipping) of the prize.

The handling of the delivery of the prize is arranged by MEDICS 2017 organizers, advertiser/sponsor or another appointed third party. In this last case, MEDICS 2017 is not responsible for the delivery of the prize. In that case, the date of delivery of the prize will be determined in consultation with the supplier of the prize. 

MEDICS 2017 organizers are not responsible for any defects caused by delivery or shipping companies (e.g. delays, strikes, damage or loss) with respect to the delivery of the prize. When the winner, or a roommate, cohabitant or neighbour, isn’t able to receive the prize, the winner will pick up the prize later on (e.g. post office, etc.). MEDICS 2017 organizers shall not be held liable if the prize is not collected or received by the winner or collected by an unauthorised person, even when the delivery or shipping company has not left any notification or notice in any form. 

Use of the awarded prize is at the expense and risk of the winner. MEDICS 2017 organizers can not be held liable for use of the prize by the winner under the General and/or specific conditions for competitions. 

MEDICS 2017 organizers are in no way responsible for any damages arising from participation in the competition or for any technical malfunctions, failures or delays with respect to participation in the competition or the appointment of the winner.

MEDICS 2017 organizers have the right to disqualify participants if they believe that the participants are not acting in conformity with the General and/or specific Terms & Conditions or if the participant is otherwise fraudulently accessing the competition or unfairly influencing the course of the competition.

Special Terms and Conditions may apply for particular contests and/or promotions held by MEDICS 2017 organizers. These do not affect the validity of these Terms & Conditions. Any modification to the Terms & Conditions of specific contests or promotions are not considered an alteration to the MEDICS 2017 Terms & Conditions. When the General Terms & Conditions for contests and promotions differ from those determined in the Specific Terms and Conditions for a certain contest (scientific or of other nature) or promotion, the specific Terms and Conditions prevail.

The protection of your privacy as participant at MEDICS 2017 has maximum priority, in particular pertaining to with your personal data.

    1    Use of personal data

SOMS uses the data collected during the registration:

    To create and send your electronic Certificate of Participation;

-      To print your Certificate of Participation, if requested by you;

    To print your personal conference badge;

    To print any other diploma or material for the conference that needs your personal details;

    To arrange the scientific or social events you registered for, if applicable including external service providers;

    To inform you via e-mail or telephone;

    To use it in any other electronic form.

    2    Data transmission to third parties

SOMS will never sell or rent your personal data to third parties. SOMS passes your personal data to third parties only, if:

– This is legal without your agreement;

– The transmission is necessary to arrange the events (scientific or social) you registered for

– Service providers, which are involved in conference preparation, need the data to render their services.

Your personal identification number/passport number, your photo, your personal phone number will never be sold/rented to any third party and will only be used with the purpose of organizing the conference.

    3    Use of photos, image rights

The participants are herewith informed that photos, videos and audio recording of the attendees are being created at the event. This material will be published on the internet, professional journals and/or other publications during and after the conference. By participating at this conference and accepting these Terms & Conditions you agree with the publishing of the photos, videos and audio recording made during the conference. If you don’t wish to appear in any photos, videos or audio recording made during the conference you have to send a special request to contact@soms-medics.com or using the contact form on the official website.

In case the event cannot be organized or is subject to change due to reasons which are outside of the sphere of responsibility of SOMS (Scientific Organization of Medical Students) (e.g. natural catastrophe, strike or force majeure etc.), no claim for refund of the (proportionate) registration fees or for compensation of any (material) losses can be made.

The conference organizer does not take any responsibility for the cancellation or change of scientific events due to speakers' or partner institutions' faults and no fees or other penalties can be claimed.

We reserve the right to cancel at short notice any scientific event if a minimum number of 3 participants is not reached. In this case the general and specific refund terms apply (see XI. Refund policy).

We reserve the right to cancel at short notice any scientific event if any reasons which are outside of the sphere of responsibility of SOMS (Scientific Organization of Medical Students) (e.g. natural catastrophe, strike, force majeure, venue closing, interdictions by authorities, etc.) occur. No fees or other penalties can be claimed in this situation.

We reserve the right to cancel at short notice any social event if a certain minimum number of participants is not reached or if any reasons which are outside of the sphere of responsibility of SOMS (Scientific Organization of Medical Students) (e.g. natural catastrophe, strike, force majeure, venue closing, interdictions by authorities, etc.) occur. No fees or other penalties can be claimed in this situation.

Any change or cancellation of any of the conference’s events will be announced on the MEDICS 2017 official social media pages and through the email addresses provided at registration.