Terms & Conditions

In order to participate in the International Medical Students’ Congress of Bucharest (IMSCB), you must complete the Registration process. The first step is to create an account on the Congress platform.

Registration is open from 10 October 2026 to 7 February 2027. Presenters who intend to submit an abstract must complete their registration by 17 January 2027.

To create an account, you will be required to provide your full name, country of origin, university, faculty, year of study, and email address, as well as set a password. Please ensure that all personal information provided is accurate and up to date. The information submitted during Registration cannot be modified directly at a later stage. If you identify an error in the information provided, such as a misspelling in your name, you may request a correction by contacting participants@imscbucharest.com. You should also register using an active email address that you regularly access, as it may be used for important communications regarding your account and participation.

For further information on how your personal data is collected, processed, and protected, please consult Chapter 7, “Privacy Policy”.

After creating your account, you must check your email inbox to validate your account. If you do not receive the validation email, please also check your spam or junk folder.

Following the validation of your account, you will be able to select your account type:

• Participant
• Presenter

Chapter 2 provides detailed information regarding the rights, responsibilities, and requirements applicable to each account type.

Regardless of the account type selected, all Participants are required to purchase a Congress Package in order to complete their Registration. After selecting your account type, you must provide the required address and billing information and proceed with the payment process.

Only payments completed before the applicable payment deadline will be taken into consideration. Any payment completed after the applicable deadline will not be taken into consideration, and the Registration will not be completed or confirmed.

After completing the above-mentioned steps, your Registration process is complete.

At IMSCB, you can choose how you wish to take part in the scientific programme. You can register as:

• Participant
• Presenter

For this edition, a limited number of memberships will be available for Participants and Presenters. The total number of memberships available for the 10th edition of IMSCB is 800. The available packages and their respective benefits are described on the Fees page.

Participants who wish to take part in the Congress as Presenters may submit an abstract starting from the first day of Registration. Abstracts will be evaluated by the Evaluation Committee assigned to the relevant category, and a maximum of 120 abstracts will be accepted for presentation at the Congress. Participants whose abstracts are accepted will become Presenters. All specific deadlines and requirements regarding abstract submission and evaluation are outlined in Chapter 3.

The registration period will remain open until 7 February 2027. However, registration may close earlier if all available memberships are sold out.

If a submitted abstract is not accepted by the Evaluation Committee assigned to the relevant category, the participant will remain a Participant.

No refund will be issued if you decide not to participate in IMSCB because your abstract was not accepted.

The same package fees and package conditions apply to Participants and Presenters. Becoming a Presenter does not result in any change to the selected package or its associated fee.

Participants and Presenters are expected to be present in Bucharest throughout the Congress, from 17 March 2027 to 21 March 2027, in order to attend the Scientific Events included in their Selected Package.

All Participants and Presenters must attend all the Scientific Events they have booked, in accordance with the Selected Package regulations, in order to receive their Certificate of Participation. For Presenters, this also includes attending their Oral Presentation Session until its completion.

Participants are not required to submit an abstract. Presenters must submit and present an original scientific paper as part of their participation in the Congress.

Eligibility

Memberships are available to:

• medical students;
• pharmacy students;
• nursing students;
• students enrolled in biomedical programmes or other relevant health science programmes;
• medical residents.*

* Medical residents are not allowed to submit an abstract and cannot participate in the Oral Presentation Competition or Debate Competition. If medical residents require a Visa Invitation Letter, they should refer to the rules outlined in Chapter 8 for further guidance.

Following registration as a Participant and completion of the payment procedure for the selected package, you must submit your abstract through the “My Account” section no later than 17 January 2027, 23:59 EET (UTC+2). Participants whose abstracts are accepted for presentation will be granted Presenter status for the Congress. Depending on the relevant scientific field, abstracts are organised into distinct categories, each with its own specific requirements and evaluation framework.

Oral Presentations are delivered in two formats:

• Slideshow Presentation
• Poster Presentation

Scientific contributions are organised across the following fields:

• Fundamental Sciences
• Clinical Sciences
• Surgical Sciences

Submitted abstracts must correspond to one of the following types of scientific work:

• Original Study
• Case Report
• Review

Original Studies and Reviews are eligible for submission across all three scientific fields, while Case Reports are accepted exclusively within Clinical and Surgical Sciences.

You may submit a maximum of two abstracts, provided that they address different topics. If more than one of your abstracts is accepted, you will be contacted by the Organising Committee and asked to select which accepted contribution you wish to present, as each Presenter may deliver only one scientific presentation during the Congress, regardless of whether the accepted abstracts:

• belong to different presentation formats (Slideshow or Poster Presentation);
• fall within different scientific fields (Fundamental, Clinical or Surgical Sciences);
• represent different types of scientific work (Original Study, Case Report or Review).

Authorship and abstract submission

Each scientific paper may include a maximum of one Author, two Co-authors and one Scientific Coordinator. The abstract must be submitted exclusively by the Author, who will also act as the presenting author and must be registered as a Participant at the time of submission. If the abstract is accepted, the Author will be granted Presenter status for the Congress.

The details of all Co-authors must be provided at the time of abstract submission. Co-authors whose information is not included in the submitted abstract will not be considered validly registered as contributors to that scientific paper.

All abstracts submitted by the same Participant must address different topics. If multiple versions of the same abstract are uploaded, only the latest version submitted before the deadline will be considered for evaluation.

Once the abstract submission deadline has passed, no further changes or amendments may be made to the submitted abstract.

Information regarding the submission

Both the scientific paper and the abstract must be written in English. The abstract must not exceed 350 words, excluding the following elements: Title, Author, Co-authors, Scientific Coordinator, Affiliation and Keywords.

The abstract title:

• must not exceed 12 words;
• should be clear, concise and scientifically accurate;
• should accurately reflect the subject and main focus of the scientific work.

Author and Co-authors

Provide the full name of the Author and of each Co-author (First Name, Middle Name, Last Name). The Author, who is also the presenting author, must always be listed first, followed by the Co-authors.

Scientific Coordinator

Provide the Scientific Coordinator’s full name, together with their official academic and professional designations in abbreviated form, where applicable (e.g. Prof., Assoc. Prof., Lect., Asst. Lect., MD, PhD), as well as their department and institutional affiliation.

Institutional Affiliation

Provide the official name of the department and/or institution, followed by the city and country. Please ensure that the institution’s official English name is used throughout the submission.

The requirement for a Scientific Coordinator depends on the type of scientific work submitted. A Scientific Coordinator is mandatory for Case Reports, while for Reviews their involvement is optional. Additional requirements for Original Studies may apply depending on the nature of the research.

Special mentions

Members of the Organising Committee of the current edition of IMSCB are not eligible to submit abstracts for the Scientific Presentation Sessions.

Abstracts that have previously been published or presented at another scientific congress or event will not be accepted. Likewise, any submission found to contain plagiarised material will be excluded from the evaluation process.

All submitted abstracts will undergo plagiarism screening. In the event of suspected plagiarism or any other breach of academic integrity, the Scientific Coordinator may be contacted for clarification, and the Organising Committee reserves the right to exclude the submission from further evaluation.

By submitting an abstract, the Participant confirms that any potential conflicts of interest related to the scientific work have been fully disclosed and agrees to comply with the requirements set out in these Terms and Conditions.

Abstracts submitted as Reviews must comply with the applicable PRISMA-based requirements established by the Congress, while Case Reports must be prepared in accordance with the CARE guidelines.

Where applicable, authors may be required to provide the raw data used for statistical analysis, the complete reference list and any additional documentation necessary to verify the scientific integrity of the submitted work.

Evaluation of the abstract

All submitted abstracts will undergo a scientific evaluation prior to acceptance. Abstracts will be assigned to evaluators according to their scientific field and type of scientific work, ensuring that each submission is assessed by specialists with relevant expertise.

Separate evaluation panels will assess the different scientific categories, including Fundamental Sciences Reviews, Clinical Sciences Case Reports, Clinical Sciences Reviews, Surgical Sciences Case Reports and Surgical Sciences Reviews. Original Studies will be evaluated separately within their dedicated category.

Each abstract will be assessed according to predefined evaluation criteria specific to its type of scientific work. The evaluation will consider the scientific relevance and quality of the submission, methodological rigour where applicable, clarity and coherence, appropriate structure, interpretation of the findings and the strength of the conclusions.

To minimise potential bias, abstract evaluation will be conducted anonymously. The identity of the Author, Co-authors and Scientific Coordinator will not be disclosed to the evaluators during the assessment process.

Following evaluation, abstracts will be ranked within their corresponding scientific category and session, based exclusively on the score obtained during abstract evaluation. As the total number of available presentation places across all Scientific Presentation Sessions is limited, the highest-ranked abstracts in each session will be selected for presentation, with a maximum of 120 abstracts accepted in total for the Congress.

The preliminary results and ranking will be published on Wednesday, 3 February 2027.

Participants whose abstracts are not selected for presentation may request a re-evaluation of their abstract during the dedicated re-evaluation period, from 4 February to 6 February 2027. Re-evaluation requests must be submitted according to the procedure communicated together with the preliminary results and no later than Saturday, 6 February 2027, 23:59 EET (UTC+2).

Following the completion of the re-evaluation process, the final results and final ranking will be published on Monday, 8 February 2027.

Oral Presentations

Both Slideshow Presentations and Poster Presentations will take place exclusively on-site during the Congress. Poster Presentations will be delivered using a digital poster in portrait orientation. The exact technical specifications and submission requirements will be communicated in due course through the official IMSCB communication platforms.

The exact date, time and venue of each session will be communicated to Presenters in advance and included in the final scientific programme.

All Congress Participants may attend the Scientific Presentation Sessions. Following each presentation, members of the Jury and Participants in the audience may address questions to the Presenter during the dedicated Q&A period.

All accepted Presenters must submit their final presentation materials in advance: .ppt or .pptx files for Slideshow Presentations and the required digital file for Poster Presentations, no later than Wednesday, 3 March 2027, 23:59 EET (UTC+2), through the submission method communicated by the Organising Committee. Presentation materials submitted after this deadline will not be accepted unless otherwise expressly communicated by the Organising Committee.

The complete schedule of the Scientific Presentation Sessions, including the assigned session, presentation order, time and venue, will be made available to Presenters and Congress Participants in advance.

Each scientific contribution will be presented within its assigned session, determined according to the relevant scientific field, type of scientific work and presentation format. The order of presentations within each session will follow the alphabetical order of the Presenters’ surnames, as indicated in the final programme.

The allocated presentation time is:

• 7 minutes for a Slideshow Presentation, followed by 3 minutes of Q&A;
• 5 minutes for a Poster Presentation, followed by 3 minutes of Q&A.

During the presentation, Presenters will be notified when 3 minutes and 1 minute of their allocated presentation time remain.

Presenters are required to respect the allocated presentation time. Exceeding the time limit may affect the final presentation score. If the allocated time is exceeded by more than 1 minute, a member of the Organising Committee will end the presentation in order to ensure the timely progression of the session.

All official information regarding the Oral Presentations, including the final schedule, venue, presentation order and any relevant organisational updates, will be communicated to Presenters through the email address provided during Registration.

Presenters are required to:

• arrive at the assigned venue at least 15 minutes before the beginning of their session;
• remain in the room until the conclusion of their assigned session;
• respect the announced presentation order and allocated time;
• comply with all organisational and technical requirements communicated by the Organising Committee.

Failure to comply with the requirements set out above may result in penalties to the final score or disqualification, depending on the nature and severity of the breach. The IMSCB Organising Committee cannot be held responsible for consequences resulting from a Presenter’s failure to comply with the deadlines, requirements or organisational instructions established in these Terms and Conditions.

Evaluation of the presentations and awards

Each presentation will be assessed by the Jury assigned to the respective session, according to a predefined scoring framework designed to ensure a fair, consistent and academically rigorous evaluation.

The final score will be calculated by combining the score obtained during the abstract evaluation with the score awarded for the presentation:

• 30% — Abstract Evaluation
• 70% — Presentation Evaluation

The resulting weighted score will determine the final ranking within each individual Scientific Presentation Session.

During the presentation, the Jury will assess the scientific quality and accuracy of the work, the clarity and structure of the presentation, the Presenter’s scientific reasoning and their ability to respond to questions and engage in scientific discussion.

Each Scientific Presentation Session will have its own Jury, composed of medical professionals and/or academics with expertise relevant to the scientific field and type of scientific work presented in that session, ensuring that every contribution is evaluated within an appropriate academic context.

The three highest-ranked Presenters in each session, based on the final score, will be awarded:

• 1st Prize
• 2nd Prize
• 3rd Prize

Following the conclusion of a Scientific Presentation Session, the Organising Committee will not provide, upon request, any information regarding the Jury members’ personal or contact details, individual evaluations, deliberations, unofficial results or additional comments on the assessment process. Presenters will receive their final score exclusively by email within 24 hours following the conclusion of the Scientific Presentation Sessions.

All awards will be officially presented during the IMSCB Closing Ceremony.

Debate Competition

The Debate Competition is open to teams consisting of two Participants. Both team members must hold a valid Participant account for the current edition of IMSCB.

The Debate topic and the awards associated with the Competition will be announced in due course through the official IMSCB communication platforms.

Registration for the Debate Competition will open on Sunday, 8 November 2026. Applications must be completed by submitting a Debate Position Form no later than Sunday, 17 January 2027, 23:59 EET (UTC+2).

Participation in the Oral Presentations does not exclude participation in the Debate Competition. Participants who submit an abstract for Oral Presentations may also apply for the Debate Competition, provided that they meet all eligibility requirements and complete the separate Debate application process within the announced deadline.

Each team will be assigned one of the two positions of the Debate — Pro or Con — and will be expected to develop and defend that position throughout the selection process.

Application and Position Form

Each team is required to submit one Position Form of 450–500 words as part of the application process.

The Position Form must be completed and submitted by one member of the team on behalf of both Participants. The submission must include the full name of the second team member, together with the requested academic affiliation details. Both team members must hold valid Participant accounts and have completed the payment procedure for their selected package at the time of submission.

The Position Form should present the team’s perspective on its assigned position and develop a clear, coherent and scientifically supported case. It must include the following sections:

• Team Information: full names of both team members and their academic affiliation;
• Position Statement: a concise introduction to the assigned position and the team’s overall perspective;
• Main Argumentation: the arguments supporting the assigned position, developed through scientific reasoning and relevant evidence;
• Conclusion: a concise summary reinforcing the team’s position and the principal reasoning supporting it;
• References: 3–5 relevant scientific sources supporting the arguments presented.

References are not included in the 450–500 word limit.

The Position Form should demonstrate:

• clear and logical reasoning;
• sound scientific understanding of the subject;
• relevant and accurate use of scientific evidence;
• strength and originality of argumentation;
• clarity and coherence;
• the ability to develop and defend an independent perspective.

Only the final Position Form submitted before the deadline will be considered for evaluation. No further changes may be made after the submission deadline.

Evaluation of the Position Forms

All eligible Position Forms will be evaluated by a dedicated Debate Jury, composed of professionals with expertise relevant to the scientific subject of the Debate. Submissions will be assessed according to predefined criteria, including:

• Scientific accuracy and relevance
• Strength and originality of argumentation
• Quality and appropriate use of supporting evidence
• Clarity and coherence
• Overall quality of the Position Form

The evaluation of the Position Forms will be used exclusively for the selection of the teams advancing to the final Debate.

Following the evaluation process, the highest-scoring Pro team and the highest-scoring Con team will be selected to participate in the final Debate at IMSCB. The selection results will be announced on Saturday, 30 January 2027.

The score obtained for the Position Form will not contribute to the final evaluation or final result of the Debate Competition.

Final Debate

The selected Pro team and Con team will participate in the final Debate during the Congress. The Debate will take place on-site at the Main Congress Venue, according to the date, time and location indicated in the official Scientific Programme.

Both members of each selected team are required to participate in the Debate and comply with the format, timing and organisational requirements communicated by the Organising Committee. The Debate will be conducted entirely in English, the official language of the Congress.

Selected Participants must arrive at the assigned venue at least 15 minutes before the beginning of the Debate and remain available throughout the entire session.

The Debate Competition may also be attended by Congress Participants who are not competing in the Debate. For these Participants, attendance is non-mandatory. However, those wishing to attend must book their place through the standard Congress booking procedure. Access will be subject to the capacity of the designated venue and any organisational requirements established by the Organising Committee. Admission cannot be guaranteed once all available places have been reserved.

Selected teams may use visual support during the Debate, in accordance with the technical and structural requirements communicated by the Organising Committee. The final visual support must be submitted no later than Wednesday, 3 March 2027, 23:59 EET (UTC+2), through the submission method communicated to the selected teams. Visual materials submitted after this deadline will not be accepted unless otherwise expressly communicated by the Organising Committee. The version submitted before the deadline will be considered the final version to be used during the Debate.

The final Debate will be evaluated by a specialised Debate Jury with expertise relevant to the scientific subject under discussion. The final result will be determined exclusively on the basis of the teams’ performance during the Debate. The score obtained for the Position Form during the selection process will not be included in the final Debate score.

The Jury will evaluate the teams according to criteria including:

• scientific accuracy and appropriate use of evidence;
• strength, relevance and coherence of argumentation;
• ability to develop and defend the assigned position;
• ability to respond effectively to opposing arguments;
• critical reasoning and depth of analysis;
• clarity, precision and effectiveness of communication;
• overall performance throughout the academic Debate.

The team obtaining the highest final Debate score will be declared the winner of the IMSCB Debate Competition.

All official information regarding the selection results, Debate schedule, visual support requirements and organisational details will be communicated to the selected Participants through the email addresses provided during Registration.

With regard to the Scientific Events, IMSCB includes the following categories:

• Keynote Lectures
• Conferences
• Workshops
• Roundtables
• Panels
• Oral Presentations
• Debate Competition

Keynote Lectures

Throughout the Congress, make sure to check what we have in store for you through our Keynote Lectures. Keynote Lectures provide participants with the opportunity to interact with internationally renowned speakers and medical students who share their passion and interests.

The lectures will also cover innovative and previously unexplored topics that have rarely, if ever, been addressed at medical congresses before. As we aim to bring science closer to the future generation of healthcare professionals, our Keynote Lectures provide an inspiring opportunity for Participants to engage with leading voices in the medical field and explore new perspectives on medicine and healthcare.

Conferences

The Conferences will be held at the Main Congress Venue, bringing together Participants, Presenters and speakers. Participants will have the opportunity to engage directly with speakers, exchange ideas, and explore relevant topics and the latest developments in the medical field.

Each Participant can choose the Conferences they wish to attend by following the booking procedure outlined below.

Workshops

Workshops will be held at different locations in Bucharest and delivered by Romanian and international speakers, according to the Scientific Programme.

Each Workshop will begin with a theoretical component, providing Participants with the necessary introduction and background to the topic, followed by a practical component designed to help Participants develop and practise their hands-on skills and medical critical thinking.

Participants will have access to two types of Workshops:

• Regular Workshops, available to Participants with all package types;
• Premium Workshops, available exclusively to Participants with a Platinum Package.

Participants may choose any Workshop available within their Selected Package by following the booking procedure outlined below.

Roundtables

Roundtables are open dialogues between speakers and the audience covering various topics and providing Participants with an opportunity to broaden their scientific horizons.

Various Roundtables will be organised around medical and medical-related topics, where students, guided by a group of specialists, can discuss and express their ideas on specific subjects.

Panels

Panels bring together several doctors and specialists to discuss a specific medical or medical-related topic, allowing the subject to be approached from multiple perspectives through a multidisciplinary approach.

Through an open and dynamic discussion, each speaker will share their clinical experience, knowledge and point of view, giving Participants the opportunity to better understand complex issues and discover different approaches to the same problem.

We believe that these discussions offer a valuable opportunity for Participants to broaden their scientific horizons and understand the importance of collaboration across different medical fields.

Oral Presentations

Oral Presentations give Participants the opportunity to discover the scientific work of fellow medical students and engage with a wide range of topics across Fundamental Sciences, Clinical Sciences and Surgical Sciences.

The programme will include Original Studies, Case Reports and Reviews, presented either as Slideshow Presentations or Poster Presentations, according to the structure of each scientific session.

For Participants who are not presenting in the respective session, attendance is non-mandatory. Those who wish to attend should reserve their place through the standard booking procedure. Access will be subject to the capacity of the designated room.

Debate Competition

The Debate Competition offers a different approach to scientific exchange, bringing Participants together to explore a complex medical topic through structured academic debate. Competing teams will approach the selected motion from opposing perspectives, building and defending their positions through scientific evidence, critical reasoning and argumentation.

For Participants who are not competing in the Debate Competition, attendance is non-mandatory. Those wishing to attend as members of the audience should reserve their place through the standard booking procedure, subject to the capacity of the designated venue.

Booking

Participants must select their desired Scientific Events during the booking window, which runs from 19 February 2027 to 22 February 2027. Please note that places for each Scientific Event are limited and subject to availability.

The booking platform displays the availability of places in real time. A place is secured once the Participant successfully completes the booking for a Scientific Event.

Participants are responsible for completing their booking during the booking window and selecting the number and type of Scientific Events included in their Selected Package.

If, at the end of the booking window, a Participant has not completed their booking, the Organising Committee reserves the right to assign the Participant to other available Scientific Events in order to complete the number and type of events included in their Selected Package. Such assignments will be made based on the Scientific Events and places remaining available at that time, and may differ from the Participant’s preferred events.

The available packages are described on the Fees page.

To receive the Certificate of Participation, a Participant must attend all the Scientific Events included in their Selected Package, in accordance with the Selected Package regulations.

Participants are responsible for selecting a package that corresponds to their personal availability and allows them to attend all the Scientific Events included in their Selected Package throughout the Congress. Before selecting a package, Participants are advised to carefully consider their academic schedule, travel arrangements, flights, accommodation plans, and any other personal or professional commitments that may affect their availability during the Congress.

Failure to complete all the above-mentioned requirements will result in the Participant not being granted a Certificate of Participation.

Regarding the Scientific Events, the following certificates may be issued:

Certificate of Participation

Awarded to Participants who fulfil all attendance requirements corresponding to their Selected Package. The certificate will include the Scientific Events attended as part of the Selected Package. Participants may receive their Certificates starting from 20 April 2027.

Certificate of Presentation

Awarded to Presenters who present their paper at the Congress.

Scientific Coordinator Certificate

Awarded to the Scientific Coordinator involved in the preparation of the submitted paper.

Co-author Certificate

Awarded to the Co-authors listed in the submitted abstract, acknowledging their contribution to the work.

Prize Certificate

Awarded to the three winners in each Oral Presentation category. The winners will be announced and awarded during the Closing Ceremony.

The Scientific Coordinator Certificate and Co-author Certificate are issued based on the information provided by the authors when submitting the abstract. Presenters are responsible for ensuring that all names, academic titles, affiliations, and other relevant information are correct and complete at the time of submission. Please carefully check this information before submitting the abstract, as certificates will be issued according to the information provided in the submitted abstract.

Co-authors are not required to be registered Participants of the Congress in order to receive a Co-author Certificate. If a Co-author is also a registered Participant, their eligibility for a Certificate of Participation is assessed separately, according to the attendance requirements of their Selected Package. Co-author status and eligibility for a Certificate of Participation are independent of each other.

Co-author Certificates acknowledge the contribution of the respective Co-authors and do not constitute Prize Certificates. Awards are granted based on the combined evaluation of the abstract and the Oral Presentation.

All IMSCB certificates will be issued in electronic format.

Registration period

Registration for the 10th edition of IMSCB will remain open until 7 February 2027, unless all available participation places are sold out before this date.

The Organising Committee reserves the right to close Registration earlier if all available participation places have been sold. In such circumstances, Registration will close and no further registrations or package purchases will be accepted.

Payment

Participants must first create an account on the IMSCB platform before purchasing a participation package.

Participants may then select the package that best suits their intended IMSCB experience. The selected package becomes valid once the payment has been successfully completed and confirmed.

Payments must be made online through the IMSCB platform using a debit or credit card. No additional fees will be charged by IMSCB for payments made through the platform.

Once the payment has been successfully confirmed, the Participant’s selected package will be available in the “My Account” section of the IMSCB platform.

Packages and fees

Participants may choose from three participation packages: Bronze, Gold, and Platinum. The same package fees and package conditions apply to all Participants, regardless of whether they submit an abstract or are selected to present at the Congress.

The benefits included in each package are described on the Fees page of the IMSCB website. Participants are responsible for reviewing the package contents before completing their purchase.

The participation fees are:

Bronze

€95 early fee, €110 late fee.

Gold

€115 early fee, €130 late fee.

Platinum

€140 early fee, €160 late fee.

The Early Fee will be available from 10 October 2026 until 3 December 2026 at 23:59 EET. Starting from 00:00 EET on 4 December 2026, the Late Fee will apply.

The availability of each package type is subject to demand and the number of places allocated to that package.

The number of places available at the Early Fee is limited for each package type. If the Early Fee allocation for a particular package type is fully booked before 3 December 2026 at 23:59 EET, that package type will no longer be available at the Early Fee. It will become available at the applicable Late Fee once the Early Fee allocations for the other package types have also been filled or, in any case, from 4 December 2026 at 00:00 EET, when the Late Fee period begins.

Once the available places for a package type at a particular fee level have been filled, that package type will no longer be available at that fee level.

The Scientific Events included in each package are subject to the booking procedure and availability described in the Booking section. Purchasing a package does not constitute a booking for any specific Scientific Event.

Package Availability & Limitations

Each package type is subject to a limited number of available places. The number of places available for each package may differ between the Early and Late Fee periods.

Package availability is managed separately for each package type and fee period. Packages may therefore sell out at different times depending on demand. The Organising Committee determines a fixed number of places for each package and fee period. These allocations are final and cannot be increased once established.

A package place is secured only once the corresponding payment has been successfully completed and confirmed.

If a package sells out, it will no longer be available for purchase at the corresponding fee level. Participants may only purchase another package if it is still available.

Package Changes

Once a participation package has been purchased, it cannot be upgraded, downgraded, or exchanged for another package.

Payment Method

All payments must be made online through the IMSCB platform using a debit or credit card.

Online card payments are processed outside the IMSCB website through an authorised third-party payment provider. Bank card details, including the card number, expiry date, security code, and other sensitive payment information, are not processed or stored on IMSCB servers.

Once redirected to the third-party payment provider’s platform, Participants may also be subject to the provider’s own terms and conditions and privacy policy, which may differ from those of IMSCB.

IMSCB is not responsible for technical failures, interruptions, or other issues attributable to the third-party payment provider that may affect the processing of a payment. Any claims arising directly from the payment provider’s services should be addressed to the relevant provider, without prejudice to any rights the Participant may have under applicable law.

Refund Policy

Participation fees are non-refundable, except where a refund is expressly provided for under these Terms and Conditions.

No refund will be provided where a Participant decides not to attend the Congress, fails to attend the required Scientific Events included in their Selected Package, or is unable to attend due to personal, academic, professional, travel, accommodation, or other individual circumstances.

No refund will be provided if a Participant’s abstract is not accepted for presentation. The acceptance or rejection of an abstract does not affect the Participant’s Registration, selected package, or applicable participation fee.

In the event of postponement or cancellation due to Force Majeure, the provisions set out in the Force Majeure and Postponement of the Event sections shall apply. No refund shall be due where the Congress is postponed or cancelled due to Force Majeure, subject to any mandatory rights provided by applicable law.

IMSCB shall not reimburse expenses or fees incurred by Participants in connection with their participation in the Congress, including, but not limited to, transportation, accommodation, travel arrangements, visa-related expenses, insurance, vaccination, testing, or other health-related measures.

Privacy Policy of the 10th edition of the International Medical Students’ Congress of Bucharest.

Dated: 4 September 2026.

Please read this Privacy Policy carefully before accessing our Platform and creating an account. If you have any questions, please contact us at participants@imscbucharest.com.

Data protection is one of the major concerns of ASOCIAȚIA SOCIETATEA STUDENȚILOR ÎN MEDICINĂ DIN BUCUREȘTI.

This Privacy Policy (the “Policy”) explains when and why we, ASOCIAȚIA SOCIETATEA STUDENȚILOR ÎN MEDICINĂ DIN BUCUREȘTI, having our registered office at 8 Eroii Sanitari Bvd, District 5, Bucharest (hereinafter referred to as “ASSMB” or “we”), as a data controller, process your personal data, the circumstances in which we may disclose your personal data to others, how we store and protect your personal data, what your rights are as a data subject, and how you can exercise these rights.

When processing your personal data, ASSMB is responsible for complying with European and national data protection legislation, including Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (“GDPR”).

Your access to our Platform and use of ASSMB Services are also governed by our Terms and Conditions. This Privacy Policy should be read together with our Terms and Conditions and our Cookie Policy.

Definitions

Abstract

The abstract of an original scientific paper submitted for consideration for presentation at the Congress.

Presenter

A Participant whose Abstract has been accepted for presentation and who presents the corresponding scientific paper during the Oral Presentation Sessions.

Participant

A person who has completed the registration process for the Congress and participates in the Scientific Events according to the requirements applicable to their Selected Package. A Participant who submits an Abstract remains a Participant until their Abstract is accepted for presentation, at which point they become a Presenter.

IMSCB Bracelet

The bracelet that Presenters and Participants are required to wear or carry with them throughout the Congress in order to access and participate in the relevant activities.

Ambassador

A participant in the Congress who is registered as an Ambassador, is provided with a referral code, and whose main role is to promote IMSCB worldwide.

Controller

A natural or legal person, public authority, agency, or other institution which, alone or jointly with others, determines the purposes and means of the processing of personal data.

Data Processing

Any operation or set of operations performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.

Data Subject

An identified or identifiable natural person, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, an online identifier, or one or more specific elements relating to their physical, physiological, genetic, mental, economic, cultural, or social identity.

Personal Data

Any information relating to an identified or identifiable natural person.

Presenting Author

The Author of an accepted Abstract who presents the corresponding scientific paper at the Congress.

Scientific Committee

The committee assigned to evaluate submitted Abstracts.

For the extensive definitions of terms specific to the field of data protection, please refer to Regulation (EU) 2016/679 (GDPR).

The categories of data we process

In the following description of our processing activities, we refer in each case to categories of personal data. A category includes several types of personal data that are usually processed together for specific purposes. We generally process the following categories of personal data for the following reasons:

The purposes for which we process the data

We process your personal data only in accordance with applicable legal requirements. We pay particular attention to data protection and ensure that the principles governing the processing of personal data are taken into account in our processing activities.

In order to participate in the 10th edition of the International Medical Students’ Congress of Bucharest, you need to complete the registration process, which involves creating an account on our website. In order to create an account, you must provide us with certain personal data. Please provide only the personal data necessary for us to fulfil our obligations and provide our services.

Account creation

When creating an account, you will be asked to enter your Profile Data. This data is necessary because we cannot create and manage your Participant Account without it. Your email address is particularly important, as we use it to identify you in our system when you log in.

We kindly ask you to choose your password carefully. Please do not share your password or account details with anyone else.

When you create an account, we process the following categories of personal data:

• Profile Data (Account Data);
• Device Information and Access Data.

The legal basis for this processing is Article 6(1)(b) GDPR: “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”.

Selecting your account type and completing registration

Following the validation of your account, you will select the applicable account type: Presenter or Participant.

The distinction between Presenter and Participant relates to the submission and acceptance of an Abstract and the presentation of the corresponding scientific paper at the Congress. Both are participants in the Congress and are subject to the applicable participation package and attendance requirements.

After selecting the applicable account type, you will be required to provide your address and billing information in order to complete the payment process. Please note that the payment process is carried out by Stripe, Inc., which processes personal data in accordance with its own privacy policy and applicable data protection legislation.

When completing your registration, we process the following categories of personal data:

• Profile Data (Account Data);
• Device Information and Access Data;
• Payment Information.

The legal basis for this processing is Article 6(1)(b) GDPR and Article 6(1)(f) GDPR: “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party”.

Attending the events in Bucharest

If you are a Presenter or Participant, we process additional personal data in order to ensure that you can attend the Scientific Events included in your Selected Package and any additional events booked through the Platform. This processing is necessary to ensure that only participants who are registered for and entitled to attend a particular event can access it and that attendance requirements can be fulfilled.

The personal data processed for this purpose may include:

• Profile Data (Account Data);
• Payment Information;
• IMSCB Bracelet Data.

The legal basis for this processing is Article 6(1)(b) GDPR and, where applicable, Article 6(1)(c) GDPR: “processing is necessary for compliance with a legal obligation to which the controller is subject”.

Ambassadors’ activity and discount

If you want to promote IMSCB worldwide, encourage students to participate in the Congress, and obtain the benefits applicable under the Ambassador programme, you may register as an Ambassador. Following registration, we will provide you with a referral code, which you may give to students you encourage to attend the Congress.

In order for us to identify you as an Ambassador and provide you with a referral code, we process Ambassador’s Personal Data. The legal basis is Article 6(1)(f) GDPR; our legitimate interest is promoting the Congress and facilitating participation through the Ambassador programme.

The activity of an Ambassador is taken into account when participants register using their referral code. Depending on the number of participants who register using the Ambassador’s referral code, the Ambassador may receive a discount or free participation, according to the Terms and Conditions. In order to grant the applicable benefit, we process the Ambassador’s Personal Data, the Ambassador’s referral code, and the Profile Data of participants who use that referral code. The legal basis is Article 6(1)(f) GDPR.

Booking the events

After purchasing a participation package, each participant is responsible for booking the Scientific Events included in their Selected Package, according to the event allowance applicable to their package. The booking period runs from 19 February 2027 to 22 February 2027, and places are allocated on a first come, first served basis.

When booking an event, participants may provide information regarding their areas of interest. This information may be used by the Platform to help participants identify and filter Scientific Events relevant to their preferences. Where a participant has not completed the required booking by the end of the booking period and the Organising Committee must assign remaining Scientific Events, the participant’s stated areas of interest may also be taken into account, subject to the events and places remaining available at that time.

The processing of Profile Data and booking information is also necessary to ensure that participants attend the required number and type of Scientific Events corresponding to their Selected Package. The legal basis is Article 6(1)(b) GDPR.

If you do not wish your areas of interest to be used for personalised filtering or recommendations during the booking process, you may contact us at participants@imscbucharest.com. This will not affect your eligibility to participate in the Congress.

Login

If you already have an existing Participant account, you will need to enter your email address and password to log in. If we detect irregularities during login, such as repeated incorrect password attempts, we may take appropriate technical and organisational measures to protect the Platform and prevent potential misuse.

When you log in, we process Profile Data (Account Data) and Device Information and Access Data. The legal basis is Article 6(1)(b) GDPR.

Recommendation for obtaining a visa

If you are a citizen of a country outside the European Economic Area, wish to apply for a visa in order to attend the Congress in Bucharest, and ask us to provide a recommendation, we will process your first name and last name, citizenship, and passport details. The legal basis is Article 6(1)(f) GDPR.

Submitting and presenting an abstract

A Participant who submits an Abstract may, if the Abstract is accepted, become a Presenter and present the corresponding scientific paper during the Oral Presentation Sessions. This involves the submission of an Abstract and the processing and sharing of relevant information with persons involved in the scientific organisation and evaluation of the Congress.

The submitted Abstract may be made available to:

• other Presenters;
• Participants;
• members of the Organising Committee;
• volunteers of the IMSCB Scientific Department;
• members of the Scientific Committee for the purposes of evaluation and award selection.

In order to facilitate the submission, evaluation, and presentation of an Abstract, we process the following categories of personal data:

• Profile Data (Account Data);
• Communication Data;
• Device Information and Access Data;
• Personal Data regarding submitted Abstracts.

The legal basis for this processing is Article 6(1)(b) GDPR.

Managing your Participant account

You may contact us to request the correction of inaccurate or incomplete personal data associated with your account. Personal data provided during registration cannot be modified directly by you after registration, except where the Platform expressly allows such changes.

In order to manage requests concerning your profile, we process Profile Data (Account Data), Device Information and Access Data, and Communication Data. The legal basis is Article 6(1)(b) GDPR.

Communication of issues and Congress information

In order to ensure the proper delivery of our services and the effective organisation of the Congress, we may send you information regarding the Congress, including event dates and locations, speakers, programme updates, newly announced Keynote Lectures, newly announced workshop batches, booking information, and other relevant information concerning the event. In order to communicate this information to you, we process Communication Data. The legal basis is Article 6(1)(b) GDPR.

Issuance of participant certificates

As a participant, you must attend the mandatory Scientific Events included in your Selected Package in order to receive the Certificate of Participation. If you do not attend all required Scientific Events, you will not be granted the Certificate of Participation.

In order to issue participant certificates, we process Profile Data (Account Data) and Personal Data regarding Certificates. The legal basis is Article 6(1)(b) GDPR.

Advertising and marketing

If you have provided us with your email address when registering for the Congress, we may send you newsletters and communications concerning IMSCB, including information about the Congress, programme updates, newly announced Scientific Events, and future editions of the International Medical Students’ Congress of Bucharest. Where such processing is based on legitimate interest, the legal basis is Article 6(1)(f) GDPR. When we send a newsletter, we process Communication Data.

You are entitled to object to the use of your email address for advertising purposes at any time by sending an email with the subject “unsubscribe” to participants@imscbucharest.com. Upon receiving your objection, we will discontinue the use of your email address for the relevant advertising purposes.

Statistical purposes

Certain categories of data will be processed for statistical purposes. Where possible, the results of processing for statistical purposes are aggregated or anonymised so that they are not used to support measures or decisions relating to a particular individual. The purpose of this processing is to evaluate participation and improve the quality and organisation of future editions of IMSCB.

Cookies

In order to make our website attractive and to enable the use of certain functions, we use cookies on various pages. These are small text files stored on your device. Some cookies are deleted at the end of the browser session (“session cookies”). Other cookies remain on your device and allow us or our service providers to recognise your browser on your next visit (“persistent cookies”).

You can configure your browser to be informed about the use of cookies and to decide whether to accept or reject cookies in specific cases or generally. Refusing certain cookies may limit the functionality of our website.

The legal basis for processing personal data through cookies differs depending on the type of cookie used. In some cases, processing is based on your consent under Article 6(1)(a) GDPR. In other cases, processing may be based on our legitimate interest under Article 6(1)(f) GDPR. For more information, please read our Cookie Policy.

The ways we protect the information

We respect your right to data protection by making reasonable efforts and taking appropriate technical and organisational measures to ensure the confidentiality and security of your personal data. ASSMB does not disclose your personal data to third parties except where such disclosure is necessary for the purposes described in this Policy, required by law, or otherwise permitted under applicable data protection legislation.

Any traffic statistics provided to third-party advertising networks or partner sites will, where applicable, be provided in an aggregated or otherwise non-identifiable form.

Unfortunately, no transmission of data via the Internet can be guaranteed to be 100% secure. Therefore, despite our efforts to protect your personal information, ASSMB cannot guarantee the absolute security of information transmitted to or from our online services.

When we receive the information you send us, we will make reasonable efforts to ensure its security within our systems in accordance with applicable legal and security requirements. Data processing operations, including data storage, are carried out using systems designed to ensure the security of processing, and such operations are performed by competent persons who have been informed and instructed regarding their data protection obligations.

Fraud prevention and security of our Platform

In order to protect participants and other users of our Platform from potential cyber-attacks, fraud, misuse, and other security threats, we monitor activity on our website using appropriate technical and organisational measures. Several security mechanisms may operate in parallel in order to detect suspicious behaviour at an early stage and prevent potential attacks or misuse of the Platform.

In order to ensure the security of our Platform, we may process the following categories of personal data:

• Profile Data (Account Data);
• Device Information and Access Data;
• Communication Data;
• Billing Information;
• Payment Information.

The legal basis for this processing is Article 6(1)(f) GDPR. Our legitimate interest is to protect the Platform, our organisation, participants, and other users against fraud, cyber-attacks, unauthorised access, and other misuse.

Where automated security mechanisms result in a restriction or other action affecting your access to the Platform and you believe that the action was taken incorrectly, you may contact us at participants@imscbucharest.com so that the circumstances can be reviewed.

The persons who can access the information collected from you

ASSMB takes reasonable measures to ensure that access to your personal data is limited to persons who require such access for legitimate and relevant purposes. Depending on the circumstances, your personal data may be accessed or disclosed to:

• persons who, under a contract, provide maintenance or technical services for the website or Platform;
• external advisors, such as auditors;
• payment service providers and other service providers involved in the operation of the Platform;
• public authorities or institutions where disclosure is required by law;
• other natural or legal persons who contribute to or ensure the proper conduct of the Congress, where access to the relevant information is necessary for this purpose.

Such persons may access personal data only to the extent necessary for the relevant purpose and, where applicable, subject to appropriate contractual, confidentiality, and data protection obligations.

Prosecuting authorities and legal proceedings

In certain circumstances, we may be required to disclose personal data to public authorities or other competent bodies in accordance with applicable law. We may also process or disclose personal data where this is necessary to establish, exercise, or defend legal claims, prevent or investigate fraud or other unlawful activity, protect our rights or property, or respond to lawful requests from competent authorities.

Data transfer outside the EU or the EEA

ASSMB does not transfer personal data collected from you to third countries outside the European Union or the European Economic Area.

Regarding the storage of personal data, please note that the server on which personal data processed by us is stored is located in Romania. The server hosting the website through which your name, surname, email address, and password are processed is located in Belgium.

Retention period of the information collected

Your personal data will generally be processed:

• for the entire duration of the Congress and for a period of one year after the end of the Congress;
• for the periods required under applicable Romanian legislation, where a longer retention period is legally required.

If your personal data is no longer required for the purposes for which it was collected or processed, and there is no legal obligation or other legitimate ground for retaining it, the data will be deleted or otherwise securely disposed of.

Data subject rights

In accordance with Regulation (EU) 2016/679 (GDPR), you have the following rights as a data subject:

The right of access

You may obtain confirmation as to whether your personal data is being processed and, where applicable, access to that personal data. For additional copies requested by you, we may charge a reasonable fee based on administrative costs, where permitted by law. Where you make your request electronically, the information will generally be provided in an electronic format, unless you request otherwise.

The right to rectification

You may request the correction of inaccurate personal data and the completion of incomplete personal data.

The right to erasure (“right to be forgotten”)

You may request the erasure of personal data concerning you without undue delay where one of the applicable legal grounds exists, including where the data is no longer necessary for the purposes for which it was collected or processed, you withdraw your consent and there are no other legal grounds for processing, you object to the processing and there are no overriding legitimate grounds, the processing has been carried out unlawfully, or the data must be erased to comply with a legal obligation under European Union or national law.

The right to restriction of processing

You may request restriction of the processing of your personal data in the circumstances provided by GDPR.

The right to data portability

Under certain conditions, you may receive personal data concerning you, which you have provided to us, in a structured, commonly used, and machine-readable format and transmit it to another controller.

The right to object

You may object, on grounds relating to your particular situation, at any time to processing based on Article 6(1)(e) or Article 6(1)(f) GDPR, including profiling based on those provisions. You may also object at any time to the processing of your personal data for direct marketing purposes.

Rights relating to automated individual decision-making, including profiling

Under the conditions provided by GDPR, you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

The right to lodge a complaint

You have the right to lodge a complaint with a supervisory authority at any time in accordance with Article 77 GDPR.

The supervisory authority responsible for ASSMB is the National Supervisory Authority for Personal Data Processing (ANSPDCP), 28–20 G-ral. Gheorghe Magheru Boulevard, District 1, Bucharest, Romania, postcode 010336, email anspdcp@dataprotection.ro.

You also have the right to withdraw your consent at any time where processing is based on consent. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

To exercise your rights, you can contact us at participants@imscbucharest.com. We will make reasonable efforts to respond to your request without undue delay and, in any event, within the period required by applicable data protection legislation. In accordance with GDPR, this period is generally one month from receipt of the request, subject to the applicable conditions for extending the response period.

How can you exercise your rights?

For requests concerning the processing of your personal data or the exercise of your data subject rights, please contact us by email at participants@imscbucharest.com or in writing at 8 Eroii Sanitari Bvd, District 5, Bucharest, Romania.

Right of modification

You can find our Cookie Policy, including information about the cookies used on our website, in the dedicated Cookie Policy. We reserve the right to amend this Privacy Policy in accordance with applicable legal requirements, and we will inform you of significant changes, including changes concerning the purposes for which personal data is processed or the introduction of new purposes, where required by applicable law.

Visa Applications

You can check on the official Romanian authorities’ website which nationalities are required to apply for a visa to enter Romania.

Once you register for the Congress, you may indicate in the registration form that you require a visa. The visa application form will then be made available in your account section.

If you meet the criteria for an Invitation Letter, you will receive one from the Organising Committee, which you may use together with the other required documents when applying for a visa.

A participant may request a visa from 10 October 2026 until 13 January 2027. Once the deadline passes, no Invitation Letter can be issued for this edition. IMSCB does not guarantee that a visa application will be approved or that a visa will be granted.

Accommodation

On our website, you can find a selection of recommended accommodation options. We have selected a range of possibilities to make it easier for Participants to find accommodation that suits their needs and preferences, including options available at preferential rates exclusively for IMSCB Participants.

Please note that these recommendations are provided for informational purposes only. IMSCB is not involved in the booking, payment, or accommodation process and is not responsible for arrangements made directly between Participants and accommodation providers.

Check-in Conditions

For Check-In, you may be required to present documents such as, but not limited to, a valid ID card or passport, proof of payment or registration, and any other documents legally required at the time of the Congress, including any documents required in connection with sanitary measures imposed by the Government at that time.

The IMSCB Bracelet

The IMSCB Bracelet is provided to each membership holder upon Check-In and must be worn and carried by the Participant throughout the entirety of the Congress.

The IMSCB Bracelet will be scanned by the Organising Committee at the entrance to each Scientific Event in order to verify the Participant’s registration and attendance. If a Participant is not registered for the respective Scientific Event, access may be denied. Along with the IMSCB Bracelet, the Participant must have their badge with them at all times during the Congress.

Check-in Obligations

By purchasing an IMSCB membership, Participants agree to comply with the IMSCB Terms and Conditions available on the website.

Participants must complete Check-In at the designated location and within the specified timeframe, before attending their first booked Scientific Event.

Failure to complete Check-In as required will result in the loss of access to the IMSCB Programme and the Certificate of Participation.

The Welcome Kit, including the IMSCB Bracelet and badge, may only be collected by the respective Participant. Check-In on behalf of another Participant is not permitted.

Congress Venue Facilities

The Congress venue will provide various facilities and services for Participants throughout the event.

All membership types include access to the Coffee Break, featuring coffee, soft drinks, and a selection of finger food.

The Lunch Break is included in Platinum memberships and will be available exclusively on 18, 19, and 20 March 2027.

The main role of an Ambassador is to promote IMSCB worldwide and encourage students to participate in the Congress.

To become an Ambassador for the 10th edition of IMSCB, applicants must complete the enrolment form available on our website from 10 October 2026 until 30 November 2026.

After the Ambassador Registration period closes, all applications will be reviewed by the Organising Committee, and the most suitable candidates will be selected.

The number of Ambassadors will be limited for each country. The Ambassador Programme is open exclusively to students enrolled at educational institutions outside Romania.

Each selected Ambassador will be assigned a unique referral code. Participants who wish to be associated with an Ambassador must enter the corresponding referral code in the Registration Form when registering for the Congress.

The activity of each Ambassador will be assessed based on the number of Participants who register using their unique referral code and complete payment for a participation package. The higher the number of eligible Participants registered through an Ambassador’s referral code, the greater the participation fee benefit available to that Ambassador.

The Ambassador’s participation fee discount or free package is determined by the number of Participants registered using their unique referral code who have completed payment for a participation package, as follows:

• 2 Participants: 20% discount on the participation fee;
• 3–6 Participants: an additional 10% discount for each Participant registered, up to and including 6 Participants;
• 7 Participants: free Bronze Package;
• 10 Participants: free Gold Package;
• 12 or more Participants: free Platinum Package.

Before the payment period closes, each Ambassador will receive an email specifying the applicable participation fee or package benefit based on the number of eligible Participants registered using their referral code.

All Ambassadors must confirm their attendance and complete their registration by paying the indicated participation fee, where applicable, through the available payment methods. For further information regarding participation fees and payment, please refer to Chapter 6, “Fees & Payment”.

In the unfortunate event that IMSCB cannot be organised or held due to circumstances of force majeure, including but not limited to earthquakes, natural disasters, strikes, economic crises, biological or chemical warfare, or a state of alert or emergency, the Organising Committee shall not be held liable for any losses or expenses incurred by Participants as a result of such circumstances.

The Organising Committee reserves the right to cancel, postpone, reschedule, or otherwise modify the Congress in the event of force majeure.

Postponement or rescheduling

If the Congress is postponed or rescheduled due to force majeure, the registration of each Participant shall remain valid and shall be transferred to the rescheduled edition or date, subject to the arrangements communicated by the Organising Committee.

Participants will be required to confirm their intention to attend the rescheduled Congress through the relevant section of their account within 30 days of being notified of the postponement or rescheduling.

Failure to confirm attendance within this period shall not entitle the Participant to a refund or other compensation.

The rescheduled period or exact date of the Congress will be communicated through the official communication channels as soon as this information becomes available.

Cancellation

If the Congress is cancelled due to circumstances of force majeure or other circumstances beyond the control of the Organising Committee, the Organising Committee will announce the cancellation as soon as reasonably possible after becoming aware of the circumstances and, where possible, within a maximum of 24 hours.

In the event of cancellation or postponement due to force majeure, Participants shall not be entitled to claim a refund of registration fees, package fees, or fees paid for Extra Options, or any other compensation, subject to any mandatory rights provided by applicable law.

If the Congress cannot ultimately be organised, the Organising Committee will inform Participants and communicate any arrangements that may apply through the official communication channels.

Communication

The Organising Committee will inform Participants of any significant changes concerning the organisation or development of the Congress through the official communication channels, including the official IMSCB social media channels and the email addresses associated with Participants’ accounts.

If the Organising Committee is unable to hold IMSCB due to circumstances covered by the Force Majeure clause set out in Chapter 10, the Congress may be postponed and rescheduled for a later date.

In the event of postponement, the Participant’s registration will remain valid and will be transferred to the rescheduled edition of IMSCB.

Participants must confirm their intention to attend the rescheduled edition by selecting the corresponding option in their account section within 30 days from the date on which the postponement is announced.

Failure to select the option within this period will not entitle the Participant to a refund or other compensation.

The period during which the rescheduled edition will take place, as well as the deadline by which its exact date will be announced, will be communicated by the Organising Committee as soon as this information becomes available.

If the rescheduled edition cannot ultimately be organised, the Organising Committee will inform Participants through the official communication channels and communicate the arrangements applicable in such circumstances.

The Organising Committee will inform Participants of any significant changes concerning the postponement and rescheduling of the Congress through the official communication channels, including the official IMSCB social media channels and the email addresses associated with Participants’ accounts.

Eligibility

Giveaways organised by IMSCB are open only to individuals who fall within the professional or educational fields addressed by the Congress. Eligible participants may include medical students, medical residents, dentistry students, nursing students, pharmacy students, and students enrolled in other health science programmes.

Specific eligibility requirements may apply to individual giveaways and will be stated in the respective giveaway post.

Entry requirements

The entry requirements may vary between giveaways. The specific requirements for each giveaway will be stated in the respective giveaway post. Participants must complete all required actions within the timeframe specified in the giveaway post in order to be eligible.

All official entry instructions and giveaway details will be published on the official IMSCB Instagram account.

Winner selection

Winners will be selected at random from all eligible entries that have fulfilled the requirements of the respective giveaway.

Where participation is based solely on comments, the winner will be selected using a random giveaway selection tool. Where additional actions are required, eligible participants will be recorded in a tracking list, and the winner will be selected using a random number generator.

The winner will be selected within a maximum of 5 days after the giveaway entry deadline and will be contacted via direct message on Instagram within 24 hours of the selection.

If the selected winner does not respond within 48 hours of being contacted, IMSCB reserves the right to select an alternate winner.

Privacy, disqualification and liability

Personal information collected in connection with giveaways, such as Instagram usernames, will be used solely for the purposes of administering the giveaway, selecting and contacting winners, and delivering the corresponding prizes.

IMSCB reserves the right to disqualify any entry that does not comply with the applicable giveaway requirements or that involves fraudulent, deceptive, manipulative, or otherwise suspicious behaviour.

IMSCB shall not be held responsible for technical issues, Internet connection failures, platform malfunctions, or other circumstances beyond its reasonable control that may prevent or interfere with participation in a giveaway.

Prizes are non-transferable and cannot be exchanged for cash or other items, unless otherwise expressly stated in the respective giveaway post. Unless explicitly stated otherwise, IMSCB giveaways are not sponsored, endorsed, administered by, or affiliated with Instagram or any other social media platform used in connection with the giveaway.

General conduct

Participants are expected to behave respectfully, professionally, and responsibly throughout the Congress and during all activities organised or hosted by IMSCB.

Participants must respect other Participants, speakers, Presenters, volunteers, members of the Organising Committee, venue staff, and any other persons involved in the organisation or delivery of the Congress.

Any form of harassment, discrimination, intimidation, threats, violence, bullying, or other inappropriate or disruptive behaviour will not be tolerated.

Responsibility for damage

Participants are materially responsible for any damage they cause to property, facilities, equipment, or other assets made available for the organisation and conduct of the Congress. This includes, but is not limited to, damage caused at venues where Scientific Events, the Opening Ceremony, the Closing Ceremony, the IMSCB Party, or other IMSCB activities take place.

Where a Participant causes damage to any such property or facilities, the Participant may be required to cover the costs of repair, replacement, or any other reasonable costs resulting directly from the damage caused.

Alcohol and substance use

Alcohol consumption is permitted only where alcohol is legally provided or made available at the relevant venue or IMSCB activity, and Participants are expected to consume alcohol responsibly. Participants are not permitted to bring alcohol from outside the venue to IMSCB activities where such consumption is not authorised by the venue.

Participants must not attend or remain at any IMSCB activity while under the influence of alcohol or other substances to an extent that results in aggressive, disruptive, unsafe, inappropriate, or otherwise unacceptable behaviour.

The possession, use, distribution, or sale of illegal substances during the Congress or at any IMSCB activity is strictly prohibited. These rules apply to all IMSCB activities and venues, including the Opening Ceremony, Closing Ceremony, and IMSCB Party.

Consequences of misconduct

The Organising Committee reserves the right to take appropriate action in response to any conduct that violates these Terms and Conditions or otherwise negatively affects the safety, wellbeing, or experience of other Participants or the proper conduct of the Congress.

Depending on the nature and severity of the conduct, measures may include a warning, removal from an activity or venue, withdrawal of participation privileges, or exclusion from the Congress or any IMSCB activity, without a refund.

In serious cases, the Organising Committee may also contact the relevant venue authorities or law enforcement authorities, where appropriate.

Any decision taken by the Organising Committee under this section will be made with regard to the circumstances and severity of the incident, without prejudice to any rights provided by applicable law.