Terms and Conditions of The International Medical Students’ Summit of Bucharest

Registration process
Types of participants
Scientific papers
Scientific events 
Certificates
Fees & Payments
Privacy policy 
On-site Facilities
Ambassadors
Force majeure
Postponement of the event
Special mentions
COVID-19 Mentions

Introduction

In 2021, it couldn’t be more clear that the worldwide medical system is in need of a change. Hence, IMSCB decided to treat its science lovers with an anniversary edition meant to provide its participants with the means to make their ideas heard. Meet the International Medical Students’ Summit of Bucharest (The IMSSB), a place to speak, bringing together students from all over the world! This edition will include a series of roundtables and panels based on medical and non-medical topics of international interest, where students, guided by a committee of specialists, can make their ideas heard worldwide.

The 5th edition of The International Medical Students’ Congress of Bucharest, hereinafter referred to as IMSCB, is a global scientific event destined for medical students worldwide, in the pursuit of medical and scientific evolution. Thus, it consists of a competition for the finest scientific papers, as well as a series of lectures and workshops.

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

The IMSSB aims to bring into discussion topics from a wide range of medical specialties, in the intent of meeting all interests, including all participants in the debate sessions, creating bonds between the medical branches and solving issues that would concern a vast number of future medical practitioners.

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 in a hybrid format, ONLY On-site/Premium Presenters will be able to present their scientific papers to our Scientific Committee. Therefore, you will ONLY have the choice of presenting your abstract in an physical Oral Presentation contest.

The International Medical Students’ Summit of Bucharest will take place from the 8th of December to the 12th of December, 2021. The Registration Process will begin on the 16th of September.

General Terms

The following terms and abbreviations will be used in this Terms and Regulations document:

  • IMSCB – International Medical Students’ Congress of Bucharest
  • IMSSB – International Medical Students’ Summit 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 organised annually by the Medical Students’ Society of Bucharest (SSMB). The International Medical Students’ Summit of Bucharest (IMSSB) will be an exclusive 2021 event organised by the Medical Students’ Society of Bucharest (SSMB).

The official website for the 2021 edition of the IMSCB (IMSSB) is imscbucharest.com

Table of contents 

1. The Registration Process

In order to participate in the International Medical Students’ Summit of Bucharest, you need to complete the process of registration. The first step consists of creating an account on our website.

The registration period is from the 16th of September to the 15th of November.

In order to create your account, you need to provide us with your full name, country of origin, university, faculty, study year, an email address and set 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 email account that you have access to and use regularly. For more information on how we process your personal data, make sure you consult our Privacy Policy.

After you create your account, make sure that you check your email inbox to validate your account. Do not forget to verify the spam folder, in case you have trouble receiving the validation email.

The next step following the validation is the selection of the account type*:

  • Online Passive Viewer
  • On-site Participant (former Passive Participant)
  • On-site Presenter (former Active Participant)
  • Premium Participant
  • Premium Presenter

*Please read the complete version of Terms and Conditions for more details about the types of participants, their rights and obligations.

Afterwards, please fill in your address and billing information in order to complete the process of payment.

*Payments will only be taken into consideration if completed before the payment deadline! Any payment that exceeds the deadline will not be taken into consideration and your account will not be validated!

Make sure that you finish the purchase of the congress package of your choice!

After concluding the above mentioned steps, your registration process is complete and you can enjoy our amazing events!

2. Types of participants

At the IMSSB we give you the chance to pick your involvement level in our scientific events. Therefore, you can register as:

2.1. On-site Participant (former Passive Participant)

2.2. On-site Presenter (former Active Participant)

2.3. Premium participant (only for on site participants)

2.4. Online Passive Viewer

For this year’s special edition, we are bringing forward a limited number of 400 exclusive On-Site memberships (Participants, Presenters and Premium) that will grant you access to our full programme, while interacting with our well-known speakers throughout the congress. Your presence to this unique experience can contribute to a greater purpose – bringing a much-needed change to the medical world by getting involved in debates and by sharing ideas on medical and non-medical topics of global interest, as well as by holding presentations on innovative discoveries in the healthcare field.

Because no IMSSB is complete without its Oral Presentation, there will be 100 memberships (of the total of 400 on-site memberships) reserved for On-Site/Premium Presenters ONLY. You can ensure your spot at the Summit as a Presenter by buying the membership between September 16th and October 25th (abstract submission deadline). After the 25th of October, the reserved memberships that were not purchased will be redeployed for purchase to On-Site/Premium Participants. The memberships of On-site/Premium Presenters whose abstract is not accepted by the Scientific Committee assigned for each of the Category will automatically be transformed into On-site/Premium Participant memberships. The payment period will end when the maximum number of 400 participants is reached or on the 15th of November, whichever comes first. After this date, the only membership left available for purchasing will be the Online Passive Viewer. The only payment deadline for the Online Passive Viewer membership will be the beginning of the congress. 

2.1. On-site Participants (former Passive Participants)

On-site Participants (former Passive Participants), as the name suggests, will be present in Bucharest, during the whole period of the congress, between the 8th and 12th of December 2021, in order to attend all mandatory events. They must attend all the activities they chose (roundtables, conferences and/or workshops), based on the tokens they spent, in order to receive the certificate of participation. Submitting an abstract is not needed for this type of participant. On-site Participants also have access to the full Social and Cultural Programme within the IMSSB.

The On-site Participant (former Passive Participant) can be:

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

2.2. On-site Presenters (former Active Participants)

On-site Presenters (former Active Participants), as the name suggests, will be present in Bucharest, during the whole period of the congress, between the 8th and 12th of December 2021, in order to attend all mandatory events. Apart from the usual mandatory scientific activities (the ones selected by spending their tokens), all On-site Presenters must also present an authentic scientific paper. They will have access to the full Social and Cultural Programme within the IMSSB. To read more information about abstract submission, go to section 3. Scientific Papers.

The On-site Presenter (former Active Participant) can be:

  • a medical student;
  • a pharmacy student;
  • a nursing 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.

2.3 Premium On-site Participant/ Presenter

Premium Participants are a special type of On-site Participants/ Presenters who will have access to all the scientific events from International Medical Students’ Summit of Bucharest 2021 and bought the Premium package designed especially for this year’s edition. Similar to the rest of on-site participants, they will be present in Bucharest, during the whole period of the congress, between the 8th and 12th of December 2021, in order to attend all mandatory events. They must attend a minimum of  3 on-site conferences, 2 workshops & 1 keynote lecture from the ones they selected in order to receive the certificate of participation. Premium Participants also have access to the full Social and Cultural Programme within the IMSSB. Apart from the usual mandatory scientific activities, all Premium Presenters must also present an authentic scientific paper.

The Premium On-site Participant/Presenter can be:

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

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

Since we are celebrating 5 years of international existence, we want to provide the most qualitative and exclusive experience to our guests. Therefore, taking into consideration the perfect balance between meeting the participants expectations and ensuring a safe environment for them by respecting the sanitary measures, this year we will supply ONLY a limited number of 400* On-site Participants, On-site Presenters and Premium memberships. This number will not be increased before or after the limit is reached. The hybrid concept comes as an upgrade to last year’s exclusively online edition, ensuring a premium 5-days fully scientific experience in a physical setting, bringing back normality in these challenging times.

*If the COVID-19 limitations will impose such measures, we will decrease the limit accordingly.

2.4. Online Passive Viewers 

Online Passive Viewers are a special type of participants that have limited access to our online streamed events only, such as our Conferences, Keynote lectures, Diagnosis workshops and the online Social and Cultural Programme. These participants will not be able to participate on-site in these events and to interact with our speakers. Online Passive Viewers are not allowed to submit an abstract and cannot participate in the Oral Presentation Competition. The number of online participants accepted is unlimited.

The Online Passive Viewer can be:

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

The IMSSBracelet

Definition

The IMSSBracelet – is a product that the buyer of a membership receives at the check-in. The participant will have to have their IMSSBracelet with them at all times for the duration of the event. 

If any of the next two editions of the Summit (2021, 2021  Postponed Edition) will not be organized due to reasons that fall under Force Majeure, the validity of the product will be extended for the new edition, according to the conditions mentioned in the chapter 11. “Postponement of the event”.

If the Organising Committee will encounter any aspects that fall under the clause of Force Majeure and will need to apply the terms from the “Postponement of the event” the participant has the obligation to express their option to participate in this year’s edition, within 30 days from the moment of announcing the postponement of the event.

For the 2021 Postponed Edition of the IMSSB (in case of postponement due to Force Majeure circumstances), the period when it will be held will be between the 1st of March to the 31st of May 2022. The organizer reserves the right to announce the exact date on which the 2021 Postponed Edition of the IMSSB will take place until 28th of February 2022.

In the event that the 2021 IMSSB will not be organised, the holder of a membership has the obligation to select from “My Account” the option not to participate in the 2021 Postponed edition of the IMSSB no later than February 28th, 2022.

To the extent that the 2021 edition of IMSSB is postponed or cancelled, the membership will be automatically transferred for the 2021 Postponed edition. 

Check-in Obligations

By purchasing an IMSSB On-Site/Premium membership, the participant acknowledges and undertakes, in accordance with the IMSSB Terms and Conditions presented on the website imssbucharest.com, to undertake their on-site Check-In, in the period and the place indicated by the Organising Committee. After this date, the on-site participant would not be able to check-in, therefore not being able to participate in the IMSSB Programme (Scientific, Social) or receive the certificate of participation.

IMSSBracelet Purchases

Upon arriving at the Summit, each Participant will receive at the check-in the IMSSBracelet. The Participant will have to wear the bracelet during the event, so that it can be scanned by the Organising Committee, in order to have their attendance validated for the certificate of participation.  

Another utility ensured by the IMSSBracelet is shopping from our on-site IMSSB Merch Store. Each participant will have the option of buying payment credits for their IMSSBracelet in the section My Account on imscbucharest.com. Those credits can be spent at the on-site IMSSB Merch Store. 

In order to purchase merchandise from the IMSSB Merch Store, you first have to fund your IMSSBracelet with enough payment credits for the wanted product. We are not responsible for any extra amount of payment credits left on your bracelet at the end of the transaction. No refunds will be made in this situation, so please make sure you fund your bracelet only with the amount needed for the said product.

The website imscbucharest.com uses the Netopia services for online transactions.

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 entered in the IMSSB 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. IMSSB 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’ Summit of Bucharest (IMSSB) 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 them, similar to the PIN code for ATM transactions.

3. Scientific Papers

After registering as an On-site/Premium Presenter (former Active Participant)  and paying the fee, you should submit your abstract until the 25th 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 the presenting author and an On-site Presenter. In order to submit an abstract, the author needs an On-site Presenter 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, they 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 include all the incredible ideas presented in the abstract in an attractive manner that will encourage everyone to read your valuable work. 

Guidelines regarding Abstract Structure:

Abstract title :  

  • should be no longer than 12 words;  
  • must 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 (First Name, Middle Name, Last Name);  The Presenting Author will have their name mentioned first.

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 On-site Presenter may ONLY present his paper as an Oral Presentation.

Special mentions 

It is forbidden for people involved in the Organising Committee of the 2021 edition of the IMSSB 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 On-site Presenters will have to sign an affidavit regarding any potential conflict of interest. 

Participants who fail to comply with the rules mentioned in the Terms and Conditions will not have their abstracts evaluated.

Abstracts of Reviews should be consistent with PRISMA guidelines and authors should send, if requested, the raw data file used for statistical analysis and the complete list of references if applicable.

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 fields, 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, co-authors or scientific coordinators 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 the reevaluation of the paper within 24 hours from the announcement of the results. 

The memberships of On-site/Premium Presenters whose abstract is not accepted by the Scientific Committee assigned for each of the Category will automatically be turned into On-site/Premium Participant memberships. No refunds will be made in case you decide not to participate in the IMSSB because your abstract was not accepted.

Oral presentation 

All oral presentations, regardless of the category, will be held exclusively on-site on Friday, the 10th of December 2021, starting at 4 pm UTC+2 (Eastern European Time – Bucharest). The exact schedule and location information will be shared with the participants before the 1st of December. On-site Participants will be able to attend the presentation of the abstracts and they will also have the right to ask questions regarding the content of the presentations

In advance, every participant that has been accepted for the Oral Presentation will have to send their visual support (.ppt/.pptx) until the 5th of December 2021, 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 before the 1st of December 2021. 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 On-site Presenters will be allowed to ask questions). You will be notified during the presentation when there are 3 minutes and respectively 1 minute left of the presentation time. Please note that exceeding the time limit will influence your final score! 

In case of exceeding the time limit with more than 2 minutes, the presentation will have to be ceased by a member of the Organising Committee.

Every On-site Presenter will receive via the email address used for the registration process all the information regarding the Oral Presentations. 

On-site Presenters’ Duties: 

The On-site Presenters must be present 15 minutes before the start of the Oral Presentations competition. 

The On-site Presenters cannot leave the room before the end of the last presentation from their section (Review, Original Study, Case Report). 

The Organising Committee of the IMSSB is not responsible if any of the conditions specified above is not met. 

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 email within 24 hours after the last presentation. 

Awards 

The method used to determine the award recipients consists of 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). 

The 1st place winner of each category: Original Study (Fundamental Sciences, Clinical Sciences, Surgical Sciences), Review and Case Report will receive the chance to share their experience in the research field in a 30-minute showcase in a special panel held on Saturday. They will do so in physical format, in one of the auditoriums specially designed for live conferences.

4. Scientific Events

In regard to the scientific events, the IMSSB includes four categories of events, as follows:  

  • conferences;
  • workshops;
  • oral presentations;
  • roundtables;

Every package has a number of tokens which can be spent by the participant in order to book on-site events. The participant must attend all activities for which they signed up in order to be granted the certificate of participation. The tokens can be spent on any type of scientific events, as long as the participant attends all the booked events. For more details, the packages are largely described in section 6. Fees & Payment, sub-section 6.1 Packages.

 4.1 Conferences 

Every package has a number of tokens which can be spent by the participant in order to book on-site events. The participant must attend all activities for which they signed up in order to be granted the certificate of participation. The tokens can be spent on any type of scientific events (conferences, workshops and/or roundtables), as long as the participant attends all the booked events. Please note that the amount of tokens for each scientific event is different. 

On-site Conferences will be held in auditoriums for the On-site Participants and Presenters, where they can interact with our speakers. Every conference held on-site will be recorded and uploaded on our website within 24h, in order to be available for all memberships. All online content will be available during the Summit and 10 days following its completion.  The online format will not allow participants to interact with the speakers. Our conferences will be held by both Romanian and international speakers. According to the Scientific Programme, which will be published until the 1st of December, each Keynote lecture, conference and Diagnosis workshop will be available on our website until the 22nd of December 2021.

One can choose any conference as they please, following the booking procedure presented in the sub-section 4.6 Booking. 

Booking additional conferences is only permitted by buying more tokens from our website. On-site places will be limited in accordance with the room capacity, health regulations and OC decisions.

4.2. Workshops 

Every package has a number of tokens which can be spent by the participant in order to book on-site events. The participant must attend all activities for which they signed up in order to be granted the certificate of participation. The tokens can be spent on any type of scientific events (conferences, workshops and/or roundtables), as long as the participant attends all the events he booked. Please note that the amount of tokens for each scientific event is different. 

On-site Workshops will be held in different locations in Bucharest, by both Romanian and international speakers, according to the Scientific Programme, which will be published until the 1st of December. On-site Workshops will not be available online. Only the On-site Participants and On-site Presenters that booked one specific on-site event can attend it. 

Online content will include a number of Diagnosis workshops – interactive workshops held in a prerecorded ‘Bandersnatch’ format – our IMSCB signature workshops. All online content will be available during the Summit and 10 days following its completion.  The online format will not allow participants to interact with the speakers.

One can choose any workshop as they please, following the booking procedure presented in the sub-section 4.6 Booking. The workshops are not restricted to the year of study. 

Booking additional workshops is only permitted by buying more tokens from our website. On-site places will be limited in accordance with the room capacity, health regulations and OC decisions.

4.3 Oral presentation 

All oral presentations, regardless of the category, will be held exclusively on-site on Friday, the 10th of December 2021, starting at 4 pm UTC+2 (Eastern European Time – Bucharest). The exact schedule and location information will be shared with the participants before the 1st of December. When submitting the abstract, every On-site Presenter gives their consent to have their name mentioned in the final ranking of the scientific papers and also to have their presentation recorded and streamed during the Oral Presentations period. On-site Participants will be able to attend the presentation of the abstracts and they will also have the right to ask questions to the On-Site Presenter. However, these are not mandatory events and cannot be booked by following the standard booking procedure. One can attend by simply coming to the auditorium at the mentioned presentation date and time. On-site places will be limited in accordance with the room capacity, health regulations and OC decisions.

The 1st place winner of each category: Original Study (Fundamental Sciences, Clinical Sciences, Surgical Sciences), Review and Case Report will receive the chance to share their experience in the research field in a special 30-minute showcase panel held on Saturday, in one of the auditoriums specially designed for live conferences.

4.4 Roundtables

Every package has a number of tokens which can be spent by the participant in order to book on-site events. The participant must attend all activities for which they signed up in order to be granted the certificate of participation. The tokens can be spent on any type of scientific events (conferences, workshops and/or roundtables), as long as the participant attends all the events he booked. Please note that the amount of tokens for each scientific event is different. 

Only On-site Participants and Presenters will be able to book this type of event by spending tokens. There will be 8 to 10 roundtables, based on medical and non-medical themes, where students, guided by a group of specialists, can debate and express their ideas on certain topics. All ideas will be collected into “The Future Medical Changes” – a Summary of the showcased differences and opinions related to the current and future medical systems in Romania and around the world, presented at the IMSSB. The Summary will also be submitted to FASMR (the Romanian Federation of Medical Students’ Associations) for further analysis and publication. 

4.5 Keynote lectures

Keynote lectures will be held online, by international world-renowned speakers, due to the pandemic travel conditions. They will be available at the date mentioned in the Scientific Schedule, for all types of memberships. 

All online content will be available during the Summit and 10 days following its completion. The online format will not allow participants to interact with the speakers.

4.6 Booking 

After purchasing the package, the participant will receive in their account a number of 20 tokens, which will be used for booking the scientific events. Every participant must attend all the events they chose (roundtables, conferences and/or workshops), based on the tokens they spent, in order to receive the certificate of participation.

The cost of the event will be different, depending on the complexity of the scientific activity, medical or non-medical. For instance, 20 tokens can be used on booking any kind of scientific event – conferences, workshops and/or roundtables, as long as the event’s capacity is not exceeded. All tokens can be used an unlimited number of times, on any type of event before the booking period ends. The tokens are interchangeable – they can be used to book any type of scientific event, as long as they are fully spent on booking events before the booking period ends. You can always buy more tokens and spend them within the limit number of participants allowed in a specific event, before the booking period ends. For further information related to packages check section 6.1 Packages. 

The participants must select their desired scientific events between 25th of November and 2nd of December, 23:59 UTC + 2.

Online Passive Viewers have unlimited access to online conferences, diagnosis and roundtables, without the need to book the events in the booking period.

5. Certificates

In order to be granted the certificate of participation, every participant must spend all their tokens on events and attend all booked activities. By not completing all the above mentioned requirements, the participant will not be granted the certificate of participation. 

Every participant can download their certificates at the end of the IMSSB, from the “My Account” section.

For the scientific events, each participant will receive the following certificate: 

  • A certificate of participation in the IMSSB, containing all the attended events; and

On-site Presenters will also receive an additional  certificate for presenting the paper. Moreover, each On-site Presenter 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 email address provided when registering as Non Attending Participants.   

Any IMSSB certificate is internationally recognised. All certificates will be handed out in electronic format.

6. Fees & Payment

In order to pay, the participant must first register on the IMSSB website, then access the “Fees” page on our website, decide what package suits them 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, District 5, Bucharest 

Bank account: RO04BTRLRONCRT0254704901, Banca Transilvania, Divizia pentru Medici Bucuresti

Unique Registration Number: 18797296 

6.1. Packages 

Here you can find all the information regarding the payment process and our fees.

The only payment method is the online payment, with a debit/credit card. Confirmation of the payment and validation of the account will happen immediately after completing the process, for all online payments. 

 

Online Passive Viewers

Unlimited access to online conferences, keynote lectures, diagnosis and roundtables.

35€

Mandatory events: 3 conferences, 2 workshops & 1 keynote lecture

 

On-site Participants (former Passive Participants)

20 tokens to spend on live events & unlimited access to online conferences, keynote lectures, workshops and roundtables

65€

Mandatory – spend all package tokens and attend all booked events 

 

On-site Presenters (former Active Participants)

All the benefits of a participant & the ability to present their own scientific paper

65€

Mandatory – spend all package tokens and attend all booked events

 

Premium On-site Participants 

Unlimited access to all online and on-site events hosted by IMSSB 

100€

Mandatory events: 3 on-site conferences, 2 workshops & 1 keynote lecture

 

Premium On-site Presenters 

Unlimited access to all online and on-site events hosted by IMSSB  & the ability to present their own scientific paper

100€

Mandatory events: 3 on-site conferences, 2 workshops & 1 keynote lecture

 

Prices for the scientific events are as follows:

  • 6 tokens for the medical conferences
  • 5 tokens for the non-medical conferences
  • 4 tokens for the workshops
  • 1 token for medical roundtables
  • 1 token for non-medical roundtables

Booking additional scientific events is only permitted by buying more tokens from our website. On-site places will be limited in accordance with the room capacity, health regulations and OC decisions. Each participant can buy extra tokens only in the specific packages mentioned below: 

Extra tokens packages : 

  • 2 tokens – 5 euro; 
  • 5 tokens – 10 euro; 
  • 8 tokens – 15 euro; 
  • 12 tokens – 20 euro.

All packages will provide access to our online Scientific, Social and Cultural programme, access to the art exhibition as well as the right to participate in this competition. By the end of the event, the participant will receive an e-certificate of participation.

Only On-site Participants and Presenters will have the chance to come to our live Scientific, Social and Cultural events, interact with the speakers and other participants, have access to the opening ceremony and receive our IMSSB welcoming kit.

The 1st place winner of each category: Original Study (Fundamental Sciences, Clinical Sciences, Surgical Sciences), Review and Case Report will receive the chance to share their experience in the research field in a 30-minute showcase in a special panel held on Saturday. They will do so in physical format, in one of the auditoriums specially designed for live conferences.

Because no IMSSB is complete without its Oral Presentation, there will be 100 memberships (of the total of 400 on-site memberships) reserved for On-Site/Premium Presenters ONLY. You can ensure your spot at the Summit as a Presenter by buying the membership between September 16th and October 25th (abstract submission deadline). After the 25th of October, the reserved memberships that were not purchased will be redeployed for purchase to On-Site/Premium Participants. The memberships of On-site/Premium Presenters whose abstract is not accepted by the Scientific Committee assigned for each of the Category will automatically be transformed into On-site/Premium Participant memberships. The payment period will end when the maximum number of 400 participants is reached or on the 15th of November, whichever comes first. After this date, the only membership left available for purchasing will be the Online Passive Viewer. The only payment deadline for the Online Passive Viewer membership will be the beginning of the congress. The only payment deadline for the Online Passive Viewer membership will be the beginning of the congress.

The memberships of On-site/Premium Presenters whose abstract is not accepted by the Scientific Committee assigned for each of the Category will automatically be turned into On-site/Premium Participant memberships. No refunds will be made in case you decide not to participate in the IMSSB because your abstract was not accepted.

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

 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 entered in the IMSSB 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. IMSSB 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’ Summit of Bucharest (IMSSB) 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 them, similar to the PIN code for ATM transactions.

6.3 Deadlines 

Because no IMSSB is complete without its Oral Presentation, there will be 100 memberships (of the total of 400 on-site memberships) reserved for On-Site/Premium Presenters ONLY. You can ensure your spot at the Summit as a Presenter by buying the membership between September 16th and October 25th (abstract submission deadline). After the 25th of October, the reserved memberships that were not purchased will be redeployed for purchase to On-Site/Premium Participants. The memberships of On-site/Premium Presenters whose abstract is not accepted by the Scientific Committee assigned for each of the Category will automatically be transformed into On-site/Premium Participant memberships. The payment period will end when the maximum number of 400 participants is reached or on the 15th of November, whichever comes first. After this date, the only membership left available for purchasing will be the Online Passive Viewer. The only payment deadline for the Online Passive Viewer membership will be the beginning of the congress.

The memberships of On-site/Premium Presenters whose abstract is not accepted by the Scientific Committee assigned for each of the Category will automatically be turned into On-site/Premium Participant memberships. No refunds will be made in case you decide not to participate in the IMSSB because your abstract was not accepted. 

 6.4 Refund policy 

To the extent that the 2021 edition of IMSSB is postponed or cancelled, the membership will be automatically transferred for the 2021 Postponed edition, if the participant does not ask for a refund in the My Account special section. 

The Organising Committee reserves the right to cancel the event in case of Force Majeure. Refunds will be made within the limit of the spendings made until the moment of cancellation. The exact amount that will be refunded will be announced at the moment of the cancellation, taking into consideration the refund taxes imposed by the bank. The Organising Committee also takes responsibility to announce the participants of any changes in the development of the Summit, by means of social media and email 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. 

IMSSB will not reimburse any taxes, related or not to the Summit such as, but not limited to fees for: transportation, accomodation, sanitary measures (vaccination, tests or isolation). 

8. On-site Facilities

8.1 VISA APPLICATIONS

In the event that you need a visa, you have to complete the “Visa Request” form, which you will find in the “My Account” section. Please get informed in advance about the travelling conditions of your country regarding Romania. If you have checked the option, but you have not been contacted in 7 days by the organising team at the email address you have used to register, please contact us at contact@imscbucharest.com. If the Organising Committee considers you a fit candidate for a visa, you will receive a letter of invitation from our part. 

The IMSSB does not guarantee that you will be granted the visa.

8.2 ACCOMMODATION

On our website you can check our “Accommodation” suggestions. We have selected a wide range of hotels, in order to provide you with the most fitted option for your taste. This is only a showcase especially designed so that it would be easier for our participants to find a proper spot for accommodation. The IMSSB will not be involved in your accommodation process.

8.3 Check-in conditions

For the check-in, you might need documents such as, but not limited to: ID or Passport, the EU-Digital COVID Certificate, electronic or on-paper proof of vaccination, electronic or on-paper proof of a negative PCR/antigen test made in the last 24/48/72h, electronic or on-paper proof that you have been diagnosed with COVID-19 in the last 6 months.

9. Ambassadors

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

To become an Ambassador for 2021’s edition of IMSSB, you must fill in the enrollment form that will be available on our website when the Ambassadors registration begins, starting from the 16th of September. Each ambassador will be given a referral code. In order for a participant to be linked to their ambassador, they 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. 

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 2021’s edition of the International Medical Students’ Summit of Bucharest. 

Once the payment period is over, the Ambassador will receive an email regarding the fee they must pay. Ambassadors can opt for either on-site or online memberships. Every ambassador must confirm their presence, and in order to complete the registration, they must pay the fee mentioned in the email, through the general payment methods (for more information, go to section 6. Fees & Payments).

10. Force Majeure

In the unfortunate case of not being able to organise the IMSSB, due to causes of force majeure, such as, but not limited to, earthquakes, natural catastrophes, strike, economic crisis, natural or biochemical war, state of alert/emergency, 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 email 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. 

In case of a pandemic emergency, such as not being able to leave your country due to a state of emergency/alert, On-site Participants and Presenters can contact the Organising Committee in order to have their account converted into an Online Passive Viewer account, if they provide official papers that prove this situation. You need to notify us about this situation before the 1st of December. No refund will be made in this case, since on-site places are limited.

11. Postponement of the event

If the Organising Committee will encounter any aspects that fall under the clause of Force Majeure (such as, but not limited to, earthquakes, natural catastrophes, strike, economic crisis, natural or biochemical war, state of emergency/alert, etc.), presented in Chapter 10, the participant will have the right to participate in the rescheduled edition (spring 2022), by expressing their option within 30 days from the moment of announcing the postponement of the event. 

For the 2021 Postponed Edition IMSSB edition (in case of postponement due to Force Majeure circumstances), the period when it will be held will be between the 1st of March to the 31st of May. The organizer reserves the right to announce the exact date on which the 2022 Edition of the IMSSB will take place until 28th of February 2022.

In the event that the 2021 IMSSB will not be organised, the participant has the obligation to select from “My Account” the option to participate in the 2021 Postponed edition of the IMSSB no later than February 28th of the year in which the IMSSB takes place.

To the extent that the 2021 edition of IMSSB is postponed or cancelled, the membership will be automatically transferred for the 2021 Postponed edition, if the participant does not ask for a refund in the My Account special section. 

The Organising Committee reserves the right to cancel the event in case of Force Majeure. Refunds will be made within the limit of the spendings made until the moment of cancellation. The exact amount that will be refunded will be announced at the moment of the cancellation, taking into consideration the refund taxes imposed by the bank. The Organising Committee also takes responsibility to announce the participants of any changes in the development of the Summit, by means of social media and email 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. 

IMSSB will not reimburse any taxes, related or not to the Summit such as, but not limited to fees for: transportation, accomodation, sanitary measures (vaccination, tests or isolation). 

In case of a pandemic emergency, such as not being able to leave your country due to a state of emergency, On-site Participants and Presenters can contact the Organising Committee in order to have their account converted into an Online Passive Viewer account, if they provide official papers that prove this situation. You need to notify us about this situation before the 1st of December. No refund will be made in this case, since on-site places are limited.

12. Special mentions

All online content will be available during the Summit and 10 days following its completion. The online format will not allow participants to interact with the speakers. Every conference held on-site will be recorded and uploaded on our website within 24h, in order to be available for all memberships (there will be a special schedule designed for the online events). 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!

13. COVID-19 Mentions

The IMSSB is an event focused on our participants – we want to ensure that you will have a top quality experience while joining our International Medical Students’ Summit of Bucharest. Thus, the Organising Committee will act on all sanitary measures imposed by the Romanian Ministry of Health, between 8th and 12th of December. For the check-in, you might need documents such as, but not limited to: ID or Passport, the Digital COVID Certificate, electronic or on-paper proof of vaccination, electronic or on-paper proof of a negative PCR/antigen test taken in the last 24/48/72h, electronic or on-paper proof that you have been diagnosed with COVID-19 in the last 6 months.

The Organising Committee reserves the right to cancel or postpone 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 email addresses corresponding to the participants’ accounts. 

IMSSB is not responsible for any sanitary measures imposed by the Romanian Government, when an on-site participant tries to enter or leave the country, such as, but not limited to: not being able to enter or leave the country due to a state of emergency, needing electronic or on-paper proof of vaccination in order to enter or leave the country, needing the Digital COVID Certificate, electronic or on-paper proof of a negative PCR/antigen test made in the last 24/48/72h in order to enter or leave the country, needing electronic or on-paper proof that you have been diagnosed with COVID-19 in the last 6 months in order to enter or leave the country, needing to spend any period of time in isolation in order to enter or leave the country and other eventual measures. No claims for penalties or refunds can be made in this case. IMSSB will not reimburse the cost of any of the above-mentioned.

The Summit is not to be made responsible for the occurrence or treatment of any COVID-19 cases within the participants of IMSSB. 

We take no responsibility in case of an emergency state imposed by the Romanian Government that will impede the Organising Committee from hosting the Summit. No claim for refunds or penalties can be made in this case. The IMSSB reserves the right to cancel or postpone the event.

IMSSB takes no responsibility in case of a pandemic emergency occurred in the country of origin of an On-site Participant or On-site Presenter, such as, but not limited to: not being able to leave or return into your country due to a state of emergency, needing electronic or on-paper proof of vaccination to leave or return into the country, needing the Digital COVID Certificate, electronic or on-paper proof of a negative PCR/antigen test to leave or return into the country, needing electronic or on-paper proof that you have been diagnosed with COVID-19 in the last 6 months in order to leave or return into the country, needing to spend time in isolation in order to leave or return into the country. IMSSB will not reimburse the cost of any of the above-mentioned. On-site Participants and Presenters can contact the Organising Committee in order to have their account converted into an Online Passive Viewer account, if they provide official papers that prove this situation. You need to notify us about this situation before the 1st of December. No refund will be made in this case, since on-site places are limited. 

We hope you will enjoy the IMSSB experience! Thank you for reading and agreeing to our Terms and Conditions!