Terms and Conditions of The 4th edition of The International Medical Students’ Congress of Bucharest

Registration process
Types of participants
Scientific papers
Scientific events 
Certificates
Fees & Payments
Privacy policy 
Ambassadors
Force majeure
Special mentions

Introduction

The 4th edition of The International Medical Students’ Congress of Bucharest, hereinafter referred to as IMSCB,  is a global scientific event destined for medical students worldwide, which includes a competition for the finest scientific papers, and also a series of lectures. 

The IMSCB has a long history behind, beginning as a national Romanian medical congress in 1997 and evolving to an international event in 2017. Due to the current epidemiological circumstances, this year’s edition will take place in the online environment, in order to ensure the safety and the comfort of our participants and our speakers.  

Each year, our team pays tribute to an outstanding personality from the medical world. The 4th edition is named after Matei Bals, in tribute to the Romanian bacteriologist who found the cure to a disease which has damaged Romania and Europe during the last century: typhoid fever.  

The IMSCB aims to cover a wide range of medical specialties, so that one medical student can find here the subject of one’s interest. 

The scientific papers will be divided into three categories: Clinical Sciences, Surgical Sciences and Fundamental Sciences. Each of these categories will consist of three sections as follows: Original Study, Review and Case Report.  Due to the fact that this year’s edition will be held exclusively online, we will use Zoom as a means of presenting your scientific paper to our Scientific Committee. Therefore, you will ONLY have the choice of presenting your abstract in an Oral Presentation contest 

The International Medical Students’ Congress of Bucharest will take place from 9th of December to 13th of December, 2020. The Registration Process will begin on the 1st of September. 

General Terms

In this Terms and Regulations document, the following terms and abbreviations will be used:

  • IMSCB – International Medical Students’ Congress of Bucharest
  • SSMB – The Medical Students’ Society of Bucharest (Societatea Studenților în Medicină din București)
  • OC – Organising Committee, referred to also as “the organizers”, “we”.

We refer to our participants as “you”, “the participant”
The International Medical Students’ Congress of Bucharest (IMSCB) is annually organised by the Medical Students’ Society of Bucharest (SSMB).
The official website for the 2020 edition of the IMSCB is www.imscbucharest.com

Table of contents 

1. The Registration Process

In order to participate in the 4th edition of the International Medical Students’ Congress of Bucharest, you need to go through the process of registration. In order to register, you need to create an account on our website.
The registration period is between the 1st of September – 23rd of November.
To create your account, you need to provide us your full name, country of origin, university, faculty, study year, an e-mail address and to create a password. Make sure that you double-check your personal information as we do not reserve the right to modify the data you provide us. Also, make sure you register with an e-mail account that you have access to and you use regularly. For more information on how we process your personal data, make sure you check our Privacy Policy.
After you create your account, make sure that you check your e-mail inbox to validate your account.
The next step following the validation is the selection of the account type:

  • Active
    • Bronze
    • Silver
    • Gold
    • Platinum
  • Passive
    • Bronze
    • Silver
    • Gold
    • Platinum

Afterwards, please fill in your address and billing information in order to complete the process of payment.
*Your payment will be taken into consideration if it does not exceed the payment deadline! Any payment that exceeds the deadline, will not be considered and your account will not be validated!
Make sure that you finish the purchase of the congress package of your choice!
Congratulations, your registration process is complete! Enjoy our amazing events!

2. Types of participants

At the IMSCB we give you the chance to pick your involvement in our scientific events. So, you can register as:
2.1. Passive participants
2.2. Active participants
2.3. Platinum

2.1. Passive Participants

Passive Participants must attend the conferences and workshops assigned to them based on their choice in order to receive the certificate of participation and they do not submit any abstract. Passive participants also have access to the Social and Cultural Programme within the IMSCB.
The Passive Participant can be:

  • a medical student;
  • a pharmacy student;
  • a student involved in the biomedical field;
  • a young doctor.

There are 4 types of packages that Passive Participants can choose from:

  • Bronze
  • Silver
  • Gold
  • Platinum
2.2. Active Participants

Active Participants, apart from the usual mandatory scientific events (conferences, workshops), must also present an authentic scientific paper and they will have access to the Social and Cultural Programme within the IMSCB. To read more information about abstract submission, go to section 3. Scientific Papers.
The Active Participant can be:

  • a medical student;
  • a pharmacy student;
  • a student involved in the biomedical field.

Young doctors are not allowed to submit an abstract and cannot participate in the Oral Presentation Competition.

There are 4 types of packages that Active Participants can choose from:

  • Bronze
  • Silver
  • Gold
  • Platinum
2.3. Platinum

Platinum is a premium package designed especially for this year’s edition. Every participant that chooses this package will have access to a large variety of surprises prepared by our Organising Committee members. Platinum participants will have access to ALL OF THE SCIENTIFIC EVENTS, being able to watch and learn from all of our amazing lecturers. They will also have unlimited access to all Social and Cultural events within the IMSCB 4th edition. In order to make the Platinum experience even closer to the real-life congress, these participants will receive the IMSCB Goodie Bag at their doorstep. Our amazing team has prepared a lot of great presents, such as IMSCB merchandise, souvenirs from Romania and special gifts from our Coordinators.

The Platinum participant can be:

  • a medical student;
  • a pharmacy student;
  • a student involved in the biomedical field;
  • a young medical doctor (young doctors are not allowed to submit an abstract and cannot participate in the Oral Presentation Competition)

Platinum is available for both Active and Passive participants!

3. Scientific Papers

After registering as an Active Participant and paying the fee, you should submit your abstract until the 23rd of October. Depending on your major fields of interest, we have carefully designed a variety of sections of abstracts, each of them having unique features. Therefore, your abstract should be submitted into one of the following categories: 

  •  Fundamental Sciences 
  • Clinical Sciences 
  • Surgical Sciences 

 The abstracts, regardless of their subject, have to fit in one of the following sections: 

  • Review 
  • Original Study 
  • Case Report 

Who is submitting the abstract? 

Each paper can have a maximum of 1 author, 3 co-authors and 3 scientific coordinators. The abstract is only going to be submitted by the author, who will also be presenting author and Active Participant. In order to submit an abstract the author needs an Active Participant account. All co-authors need to have their details submitted with the abstract, otherwise their registration will not be valid. 

A presenting author can submit a MAXIMUM of 4 abstracts. All the submitted abstracts have to tackle different subjects. In case the participant submits more than one abstract in different categories, and all of them are eligible to be presented, he/she will be asked to choose which abstract is going to be presented. If the participants submit more drafts of the same abstract, only the last version uploaded to the website before the deadline will be taken into consideration. After the deadline, the submitted abstract cannot suffer any further adjustments. 

Information regarding the submission of the abstract:

Both the paper and the abstract must be in English. The maximum number of words in an abstract is 350, without taking into consideration the following fields: Title, Author, Co-authors, Scientific Coordinators, Affiliation and Keywords. 

The Title should not be longer than 12 words. Be creative and contain all the incredible ideas presented in the abstract in an attractive manner that will encourage everyone to read your valuable work. 

Structure Of The Abstract Guidelines:

Set the margin in the document to Normal (top 2.5 cm, left 2.5 cm, down 2.5 cm, right 2.5 cm). 

Abstract title :  

  • should be no longer than 12 words;  
  • use simple language;  
  • try to make it captivating and intriguing but also make sure to clearly state your intention in it.  

Authors  

  • Write the full name of each author;  
  • Institutional affiliation (name of the institution) should be displayed under the author’s name (name of department / institution, city, state); please check the proper name of the institution in English  

An Active Participant may ONLY present his paper as an Oral Presentation. 

Special mentions 

  • It is forbidden for people involved in the Organising Committee of the 4th edition of the IMSCB to submit abstracts. 
  • Abstracts that have been published or presented at other congresses and papers that are proved to be plagiarised will not be accepted. All of the abstracts will be analysed against plagiarism and the scientific coordinator of the abstract will be contacted in case of any suspected case of plagiarism. 
  • All Active Participants will have to sign an affidavit regarding any potential conflict of interest. 

Evaluation of the abstract 

The abstracts will be evaluated and graded by the Scientific Committee assigned for each of the Categories (Fundamental Sciences, Clinical Sciences, Surgical Sciences). The Scientific Committees will consist of an equal number of specialists from various domains, in order to make the evaluation process equitable for all three Categories (Fundamental Sciences, Clinical Sciences, Surgical Sciences). 

The abstracts will be scored on the basis of the quality of the analysis, persuasiveness of argument, thoroughness of research, clarity of the writing and adherence to the elements of structure. 

To eradicate bias in the grading of the abstracts, through the evaluation process the name of the presenting author will not be disclosed to the Scientific Committee. All the abstracts will be ranked based on the received grade. Therefore, only a limited number of abstracts will be accepted in order to be presented. The criteria used by the Scientific Committee in order to assess the abstracts will be published on the website, alongside the ranking of the papers. The participant may ask for reevaluation of the paper within 24 hours from the announcement of the results. 

 

Oral presentation 

All oral presentations, regardless of the category will be held exclusively on Zoom on Saturday, the 12th of December 2020, starting at 10 am UTC+2 (Eastern European Time – Bucharest). When submitting the abstract, every Active Participant gives his consent to have his presentation recorded on the Zoom Meeting, on the 12th of December, during the Oral Presentations period. Passive Participants will be able to sign up for the presentation of the abstracts and they will also have the right to ask questions, in the Zoom Meeting chat, for the Active Participants’ presentations. 

We record this event in order to ensure that all our participants will have the opportunity to visualize the Oral Presentations. The Oral Presentation Contest  will be available on Saturday, the 13th of December, from 02:00 am until 11:59 pm UTC+2 (Eastern European Time – Bucharest), enabling each participant to watch it whenever he pleases, in this time interval. In addition, your abstract will be annexed to the video of the presentation. 

In advance, every participant that has been accepted for the Oral Presentation will have to send their visual support (.ppt/.pptx) until the 28th of November 2020, 23:59 GMT+2 (Romanian time zone) at the e-mail address: scientific.secretary@imscbucharest.com. The full time schedule will be available for the participants starting the 20th of November 2020. During presentations’ day, the order in which the sections will be presented is the following: 

  • Review
  • Original Study
  • Case Report

For each of the sections, the alphabetical order will be respected.  

The presentation time for each participant will be 7 minutes, followed by a 3 minutes Q&A session (both the professors of the Scientific Committee and the other Active Participants will be allowed to ask questions). You will be nofied during the presentation when there are 3 minutes and respectively 1 minute left of the presentation time. Please note that  exceeding over the time limit will influence your final score! 

Every Active Participant will receive via the e-mail address used for the registration process the link for the Zoom Meeting. Afterwards, each of the participants will be assigned a Breaking Room based on the category in which his abstract is included. This procedure will be conducted by an Organising Committee member. 

 Active Participants’ Duties: 

  •  Every participant must have his device charged or plugged into a power source.
  • Every participant has the obligation to verify that their internet connection is stable. We recommend having your device connected to an internet cable. 
  • Every participant must check his camera and microphone beforehand.  

The Organising Committee of the 4th edition of the IMSCB is not responsible if any of the conditions specified above is not met. However, if you experience any technical problems, you will have at your disposal a phone number that you ought to use to notify us via a text message. Make sure that you do so in a period of 3 minutes. One of our Organising Committee members will try to guide you in order to solve your problem. If the problem persists, you will have the opportunity to present your scientific paper at the end of the section‘s (Review, Original Study, Case Report) schedule.  

You cannot leave the Zoom Meeting before the end of the last presentation from your section (Review, Original Study, Case Report). If a technical problem occurs, you must notify the Organising Committee and to reconnect within 3 minutes. If the problem persists, you will be advised by an Organising Committee member on your upcoming actions.  You must keep your microphone muted at all times besides when presenting in order not to disturb the ongoing Scientific Competition.  

The Organising Committee’s Duties: 

In the unfortunate case of a technical problem that occurs from our party, the Organising Committee of the IMSCB takes full responsibility and obliges itself to fix it within 20 minutes since the problem is reported. Every participant will receive ongoing updates on measures undertaken by the Organising Committee. 

Evaluation of the presentations 

Beforehand, the participants will receive guidelines regarding the evaluation criteria. The grading process of the presentations will be performed in real time using the Google Form platform. To eradicate bias, every participant will be evaluated considering the same criteria and the results will be sent via e-mail within 24 hours after the last presentation. 

Awards 

The method used to determine the awards recipients consists in an average between the grade obtained for the submitted abstract and the grade for the presentation (Oral Presentation). The participants will receive their grade and the reasoning behind it within 24 hours after the last presentation. 

 Oral presentation: 

  • Original Study – 3 awards for each category (3 awards for Fundamental Sciences, 3 awards for Clinical Sciences and 3 awards for Surgical Sciences) 
  • Review – 3 awards for all the presentations, regardless of category 
  • Case Report – 3 awards for all the presentations, regardless of category 

The awards will be selected by 3 special Evaluation Committees, one for each Category (Fundamental Sciences, Clinical Sciences, Surgical Sciences). The Evaluation Committees will consist of an equal number of specialists from various medical fields, in order to make the evaluation process equitable for all three Categories (Fundamental Sciences, Clinical Sciences, Surgical Sciences). 

4. Scientific Events

Regarding scientific events, the IMSCB includes three types of events, as follows:  

  • conferences;
  • workshops;
  • oral presentations;

Each type of event is described below. Every package has a number of mandatory conferences and workshops which the participant must attend in order to be granted the certificate of participation. For more details, the packages are largely described in section 6. Fees & Payment, sub-section 6.1 Packages 

 4.1 Conferences 

Every participant, depending on the package, has a number of mandatory conferences he/she must attend in order to be granted the certificate of participation. 

Conferences will be presented as pre-recorded lectures, held by both Romanian and international speakers. According to the Scientific Programme, which will be published by (data), each conference will be available for 22 hours on our website. Only the participants who booked one specific event will have access to it on the website. 

One can choose any conference as one pleases, following the booking procedure presented in the sub-section 4.4 Booking. 

Buying additional conferences is only permitted by upgrading the account to a higher package. 

 

4.2. Workshops 

Every participant, depending on the package, has a number of mandatory workshops he/she must attend in order to be granted the certificate of participation. 

Workshops will be presented as pre-recorded lectures, held by both Romanian and international speakers. According to the Scientific Programme, which will be published by the beginning of November, each workshop will be available for 22 hours on our website. Only the participants who booked one specific event will have access to it on the website. 

One can choose any workshop as one pleases, following the booking procedure presented in the sub-section 4.4 Booking. The workshops are not restricted to the year of study. 

Buying additional workshops is only permitted by upgrading the account to a higher package. 

 

4.3 Oral presentation 

All oral presentations, regardless of the category will be held exclusively on Zoom on Saturday, the 12th of December 2020, starting at 10 am UTC+2 (Eastern European Time – Bucharest). When submitting the abstract, every Active Participant gives his consent to have his presentation recorded on the Zoom Meeting, on the 12th of December, during the Oral Presentations period. Passive Participants will be able to sign up for the presentation of the abstracts and they will also have the right to ask questions, in the Zoom Meeting chat, for the Active Participants’ presentations. 

We record this event in order to ensure that all our participants will have the opportunity to visualize the Oral Presentations. The Oral Presentation Contest  will be available on Saturday, the 13th of December, from 02:00 am until 11:59 pm UTC+2 (Eastern European Time – Bucharest), enabling each participant to watch it whenever he pleases, in this time interval. In addition, your abstract will be annexed to the video of the presentation. 

Both Active and Passive Participants can witness the oral presentation contest, which will be available on the website for 22 hours, every participant having access to it, on the 13th of December. However, these are not mandatory events.

 

4.4 Booking 

Every participant has a number of mandatory events he/she must attend in order to be granted the certificate of participation, based on the type of package he/she acquired. The participant can choose any conference/workshop he/she pleases. 

After purchasing the package, the participant will receive in his/her account a number of tokens, depending on the type of package, which will be used for booking the scientific events. There are two types of tokens: tokens for conferences (CF) and tokens for workshops (WS). Each token can be used only once in order to enroll for one conference or on workshop. The tokens will be usable after the general period of registration, based on the package which the Active/ Passive Participant bought (Bronze, Silver, Gold or Platinum). For further information related to packages see section 6.1 Packages. 

The participant must select his/her desired scientific events between the 25th of November and the 5th of December, 23:59 UTC+2.’

5. Certificates

In order to be granted the certificate of participation, every participant must attend their mandatory events included in the package they purchased. By not attending all the mandatory events, the participant will not be granted the certificate of participation. 

Every participant will receive a link via email, where he/she can download his/her certificates. 

For the scientific events, each participant will receive three diplomas, as follows: 

  • A diploma regarding the titles of the workshops he/she attended; 
  • A diploma regarding titles of the conferences he/she attended; 
  • A certificate of participation in the IMSCB. 

Active participants will also receive an additional  certificate for presenting the paper. Moreover, each active participant will receive a certificate for the Scientific Coordinator involved in writing the paper. The co-authors will also receive a certificate for their work at the end of the congress, with a maximum delay of three days, via the e-mail address provided when registering as Non Attending Participants.   

Any IMSCB certificate is internationally recognised. 

6. Fees & Payment

In order to pay, the participant must first register on the IMSCB website, then access the “Fees” page in our website, decide what package suits him/her best, and purchase it through online payment, with a debit/credit card. There will be no commission for the online payment on our website. Confirmation of the payment and validation of the account will happen immediately after completing the process, for all online payments.  

 Our billing information is:  

 Name: ASOCIATIA SOCIETATEA STUDENTILOR IN MEDICINA DIN BUCURESTI 

Address: 8, Eroii Sanitari Boulevard, Bucharest 

Bank account: RO69BRDE410SV72489444100, BRD Bank, Branch I.C.Bratianu 

Unique Registration Number: 18797296 

 

6.1. Packages 

There will be two periods for the payment process: 

  • The early bird period begins on the 1st of September and ends on 1st of October. 
  • The late period begins on the 2nd of October and ends on the 23rd of November. The late period has an additional 5 euro added to the price of each package

For Passive Participants, the following packages will be available: 

  • Bronze –  it includes 3 Conferences & 2 Workshops of choice;
    • early: 20 euro;
    • late: 25 euro;
  •  Silver –  it includes 4 Conferences & 2 Workshops of choice;
    • early: 25 euro;
    • late: 30 euro;
  •  Gold – it includes 5 Conferences & 3 Workshops of choice;
    • early: 30 euro;
    • late: 35 euro;
  •  Platinum – access to all Conferences & Workshops and IMSCB Goodie Bag;
    •  110 euro

       For Active Participants, the following packages will be available: 

  •  Bronze –  it includes 3 Conferences & 2 Workshops of choice; 
    • early: 15 euro; 
    • late: 20 euro; 
  •  Silver –  it includes 4 Conferences & 2 Workshops of choice; 
    • early: 20 euro; 
    • late: 25 euro; 
  • Gold – it includes 5 Conferences & 3 Workshops of choice; 
    • early: 25 euro; 
    • late: 30 euro; 
  •  Platinum – access to all Conferences & Workshops and IMSCB Goodie Bag; 
    •  100 euro 

The Ambassadors will only pay after the general period of registration for participants is over and they get the discount according to their activity as ambassadors. 

 6.2 Payment method 

The only payment method is the online payment, with a debit/credit card. There will be no commission for the online payment on our website. Confirmation of the payment and validation of the account will happen immediately after completing the process, for all online payments. 

All the online payments made with a debit / credit card are processed outside of our website, through the online payment solutions offered by the authorised online payment provider- Netopia Sistem SRL. NO bank card data (card type, card number, expiration date, CVV2, etc.) will be processed by or enter in the IMSCB organisers possession. Once on the online payment provider- Netopia Sistem SRL- platform, the participant is under the provider’s own terms & conditions and privacy policy which may be different from ours. IMSCB organisers are not liable for any losses (personal data, credit/debit card data, money etc) caused by the online payment provider’s fault. No fees or other penalties can be claimed in this situation from us. This shall not affect further claims against persons and/or companies charged with the online payment procedure. For security purposes: 

  • Netopia Sistem SRL guarantees the security of IT systems. Bank card data (card type, card number, expiration date, CVV2, etc.) will not be transferred or stored on International Medical Students’ Congress of Bucharest (IMSCB) servers. Netopia Sistem SRL will process and store your data in accordance with their own terms & conditions and privacy policy. 
  • In the case of 3D Secure Payment for Visa or MasterCard cards, the data related to the participant’s card is entered directly into Visa or MasterCard systems, and if the card has been issued by a bank certified in the 3D Secure system, authorisation of the transaction is done only after the participant’s authentication in this system – the introduction of a secret code / password known only to him/her, similar to the PIN code for ATM transactions.

6.3 Deadlines 

There are two payment periods defined: the early bird and the late period. The price difference between these two consists of 5 euro added to each package during the late period of payment. 

The deadlines are as follows: 

  • Early bird for Passive Participants: from 1st of September to 1st of October 
  • Early bird for Active Participants: from 1st of September to 1st of October 
  • Late for Passive Participants: from 1st of October to 23rd of November 
  • Late for Active Participants : from 1st of October to 23rd of November 

Platinum package has the same price throughout the whole period of payment. 

For the exact prices of the packages, check section 6.1 Packages). 

 6.4 Refund policy 

All taxes for IMSCB are NON-REFUNDABLE. Once a package is paid, the participant must understand that he/she agrees with our Terms & Conditions and no tax is refundable.  

8. Ambassadors

The main role of an Ambassador is to promote the IMSCB world-wide and encourage a number of students to participate at this congress.  

To become an Ambassador for the 4th edition of the IMSCB, you must fill in when the Ambassadors registration begins, starting the 1st of September. Each ambassador will be given a referral code. In order for a participant to be linked to his/her ambassador, he/she must submit that specific code in the Registration Form.  

The activity of each Ambassador will be taken into account by the number of participants that register using their referral code. The higher the number of participants, the bigger the discount. For the discount estimation, only early bird prices will be considered. 

The fee discount will be granted when at least 2 participants use the ambassador’s referral code. This will grant the Ambassador a 20% discount off the participation fee. Up to six participants, each participant gives the ambassador an extra 10% discount. For bringing seven or more participants, the ambassador is granted a free participation in the 4th edition of the International Medical Students’ Congress of Bucharest. 

Once the payment period is over, the Ambassador will receive an e-mail regarding the fee he/she must pay. Every ambassador must confirm their presence, and in order to complete the registration, he/she must pay the fee mentioned in the e-mail, through the general payment methods (for more information, go to section 6. Fees & Payments. 

9. Force Majeure

In the unfortunate case of not being able to organise the IMSCB, due to causes of force majeure, such as, but not limited to, earthquakes, natural catastrophes, strike, economic crisis, natural or biochemical war, emergency state, etc, no claim for any registration fees can be made.  

The Organising Committee reserves the right to cancel the event in case of force majeure, and no refund or penalties can be claimed. The Organising Committee also takes responsibility to announce the participants of any changes in the development of the congress, by means of social media and e-mail addresses corresponding to the participants’ accounts. 

In case of cancellation of the event for reasons which are not in the sphere of responsibility of the Organising Committee, it will be announced as soon as the cause occurs with a maximum delay of 24 hours. 

10. Special mentions

Every scientific event will be available for 22 hours on our website. Between 00:00 and 2:00 am, UTC +2 (Eastern European Time – Bucharest), there will be a maintenance period in which the website will be under construction, in order to ensure that the congress is at the level our participants deserve. Therefore, it will not be available for access. Thank you for your understanding!