Conference Vetting System

SUBMISSION DEADLINES

NEW UNIQUE SUBMISSION PROCESS AS OF 1st JANUARY 2023

Starting 1st January 2023, all Events submissions must be made no later than 50 days prior to the event starting date, via the online Ethical MedTech submission form. Submissions made after the 50-day deadline will be attributed automatically the final status “not assessed/late submission”. No exceptions will be allowed.

Given the assessment timeline, it is strongly advised not to wait until the very last moment to make an Event submission in the system. This process will be tested over a minimum period of six months (pilot phase). If you encounter any technical issue, you may contact our team immediately by email.

PROVISIONAL STATUS WITHIN 35 DAYS OF SUBMISSION

The Compliance Officers endeavour to provide a preliminary assessment within 35 days, provided the submission is well documented. This time window is indicative and may vary slightly. The minimum information and details to provide with any event submission must document the geographic location and the exact conference venue.

Based on this, the Compliance Officers will render a provisional assessment limited to the two criteria that can be assessed at that point.

The provisional decision will be posted on the www.ethicalmedtech.eu website, with a notice that the conference will remain under a provisional status until 35 days prior to the conference starting date, awaiting additional information.

SUBMITTERS ARE RESPONSIBLE FOR THE EVENT SUBMISSION

The event submitter is responsible for providing proactively via the platform all the detailed information pertaining to the event submission: the scientific programme, the registration fees details for participants (not the sponsorship packages), the hospitality and social programme included in the fees for participants.

Importantly, please note that:

  • Web links are not sufficient, submitters must make sure they upload via the online form (in pdf/Word/Excel/jpg) the event programme, along with a clear summary of what the fees for participants include precisely, with details on venue and format of all meals included and all activities covered by the fees for participants (format and venue).
  • The rendered decisions are based on the documents and information provided in English to the Compliance Officer via the online submission form. The Compliance Officer does not independently verify whether the information or documents are up-to-date.

Be aware of the deadlines !

  • If complete information is not provided by the submitter or orgnaiser to the Compliance Officers at least 35 days prior to the event starting date, the conference will not be assessed. A non-assessment notice will be posted on the Ethical MedTech website.
  • If the Compliance Officers receive an event submission less than 50 days before the event starting date, the conference will not be assessed and the status will be published as “not assessed/late submission”.

CORRECTION NOTICE – 10 days to take corrective measures

In case of a “non compliant criteria” status, which is a temporary negative assessment, the Compliance Officers will notify the relevant stakeholders via a temporary correction notice underlining the inappropriate aspects. Submitters together with organisers have 10 calendar days to take corrective measures before the final decision is published.

Appeals to the Compliance Panel may not be filed during the correction notice period, but only after the final decision is rendered by the Compliance Officers.