e4ethics

ASSESSMENT CRITERIA

Each educational event submitted for assessment is evaluated by the Compliance Officers in accordance with the principles and standards set out in the EFPIA Code of Practice. Image and perception projected to the public when industry wishes to support a particular event are determinant in the assessment decisions under CVS

The Event Programme

  • The schedule of the scientific Event programme– The detailed programme should present a clear schedule with no gaps during the event scientific sessions (i.e., a minimum of 6 hours for full conference day/ 3 hours for a half day), the faculty for each session must be identified, the session topics must be serious medical subjects.
    • Tip:to speed up the assessment decision, a preliminary programme, if sufficiently detailed can be provided in confidentiality to the Compliance Officer via the communication box of the online application form.
  • The relevance of the programme– The programme content should directly relate to specialty and/or medical practice of the HCP who will attend the event or have a sufficiently reasonable relationship to justify the attendance of the HCPs.
    • Tip:Minor components of the agenda content relating to non-scientific topics, such as leadership skills, practice management, and speaking and presentation skills are acceptable.

The Geographic Location

  • The geographic location– The geographic location should not be the main attraction of the event. It should be in or near a city or town which is a scientific or business centre conducive to exchange of ideas and the transmission of knowledge.
    • Tip: There is no black list of cities, each geographic location is assessed against several criteria.  Capitals and major cities are recommended.
  • The time of the year– The selected time of the year will be taken into account in determining if a geographic location is appropriate. .
    • Tip: European and international events taking place in destinations renowned for winter sports during the ski season – December 20 to March 31- are not compliant
    • Tip: Island resorts, beach resorts and other geographic locations renowned primarily as seasonal vacation or holiday destinations are not appropriate geographic locations during the season in question – June 15 to September 15-.
  • The central location– Taking into account the place of origin of HCP delegates, the geographic location must be centrally located. If the HCP delegates are primarily from one country, the geographic location of the event should be in that country. If the participants are from multiple countries, then a country affording ease of access for participants should be chosen.
    • Tip: The country selected should be the residence of at least some of the Healthcare participants of the meeting.
  • The ease of access– The geographic location should have ease of access for the attendees (for example, close proximity to airports, train stations, highways) and have good ground transportation infrastructure.

The Event Venue Facility

  • The Event Venue– The event venue should be a business or commercial center with providing conference facilities conductive to the exchange of scientific and medical information and the transmission of knowledge. The image of the location among the public, media and authorities cannot be perceived as purely luxury, touristic/holiday and/or entertainment venue.
    • Tip: Under no circumstances are to be considered compliant as event venues:
      • resort hotels (meaning a hotel which is part of a complex offering significant recreational, amusement or sporting facilities).
      • cruise ships, golf clubs (owned or operated by the hotel), spas or hotels with on-site casinos or private beach.
    • Tip: Exceptions might be considered for venues well adapted to business meetings in an otherwise compliant geographic location where there is a compelling need to use the chosen venue, for example, a lack of alternative venues or genuine safety or security issues. In certain circumstances, hotel accommodation separate from the Third-Party Organised Event venue might be required for compliance.
    • Tip: CVS does not look into the financial advantage that a venue rental may present.

Hospitality

Hospitality includes Accommodation, meals/breaks and receptions (opening reception, gala dinner). It is important to differentiate hospitality which is permitted and entertainment which is not.

  • The reasonableness of hospitality– Hospitality should be limited to reasonable hotel accommodation and meals, coffee breaks, and a conference dinner or cocktail reception to which all HCP delegates are expected to attend.
    • Tip: Entertainment is not allowed except for example for background music during the dinner or cocktail reception.  Entertainment includes, but is not limited to, dancing or arrangements where live music is the main attraction, sight-seeing trips, theatre excursions, sporting events and other leisure arrangements.
  • The hospitality offered to spouses, partners, family and/or guests– This category of person may not benefit from hospitality sponsored by MedTech Europe members.
    • Tip: Any hospitality offered to them must be the subject of a separate charge which may not be paid for nor reimbursed by EFPIA funds.
  • The appropriateness of accommodation– EFPIA members funds to a third-party events cannot be used to pay for or reimburse HCP lodging expenses at top category, luxury or resort hotels.
    • Tip: We do not assess a location as per the staring system, rather we look at the amenities offered by the hotel.
    • Tip: Offering different category of hotels for HCPs benefiting from industry support is recommended.
    • Tip: Accommodation and/or other services provided to HCP delegates should not cover a period of stay beyond the official duration of the Event.

Event registration Packages

  • Registration Packages: The registration fee should cover only the scientific programme, authorised activities and hospitality.
  • Tip: Give-aways such as tablets are not compliant.
  • Spouses, partners, family and/or guests’ packages may not be paid for by MedTech Europe Members– This category of person may not register for the event or participate in the scientific programme (unless he or she is a qualified HCP with a legitimate interest in the programme).
  • The social programme– Any social, sporting and/or leisure activities or other forms of entertainment must be outside of the programme schedule and paid for separately by the HCP delegates. They should not dominate or interfere with the overall scientific content of the programme and must be held during times that do not overlap with scientific session.

Communiction Support

  • The program advertising– Advertising support (brochures, website and other materials) should highlight the scientific nature of the programme content. They should not emphasize the geographic location and should not make excessive or inappropriate references to or contain images of entertainment, sporting events or other non-scientific activities.
    • Tip: Destination promotional material (pictures, video), if used, should be hosted on a separate page.
    • Tip: Any touristic activities during educational hours should not be available for recipients HCPs of industry funds.