Terms and Conditions

I. Registration Process

You can create an account on the Medicalis Site by clicking the My Account Button from the menu button on the right corner of our website. After filling in all the requested details, you will receive a confirmation e-mail and, by clicking on the link in the e-mail, your account will be confirmed, and your registration will be completed.

You can buy the tickets for Medicalis Congress 2025 from your account. This year we changed the traditional packs with the opportunity to personalize your Medicalis experience. We offer you a variety of tickets where you can choose from:

• • Student Ticket (RON prices: 199*/299**/399*** & € prices: 40*/60**/80***)

• • Doctor Ticket (RON prices: 349*/449**/549*** & € prices: 70*/90**/110***)

• • Workshop Ticket (RON prices: 35*/40**/49*** & € prices: 7*/8**/10***)

• • Medicalis Final Party Ticket (RON prices 150*/200**/250*** & € prices: 30*40**50***)

*Early-bird price (Limited to 75 Student tickets and 25 Doctor tickets)

**Regular price (Limited to 250 Student tickets and 50 Doctor tickets)

***Late-bird price (Limited to 75 Student tickets and 25 Doctor tickets)

NOTE 1: There are  a total of 150 tickets available for the Medicalis Final Party

NOTE 2: There are a total of 700 workshop tickets.

NOTE 3: If you are a student and the student tickets are sold out, you may purchase a doctor ticket instead.

!!! ATTENTION:

• It is MANDATORY if you want to take part in the 25^th edition of Medicalis Congress, to buy a Student/Doctor Ticket. Those tickets include the welcome kit with numerous gifts from our sponsors, the possibility to take part in ALL 12 conferences & 3 roundtables, coffee breaks and lunch breaks.

• For Medicalis²⁵ you can buy the tickets for workshops separately from the general access tickets (Student/Doctor).

• • You can buy a maximum of 3 Workshop Tickets/account

• • You can buy as many Medicalis Final Party Tickets as you want, bringing your friends to an incredible night with limitless drinks, food, and music.

For further details of our tickets, you can select GET YOUR TICKET Page from your account, where you will be able to find the description and the prices for each one. 

II. Scientific activity

Domains of activity – you can submit your paper(s) in one of the following domains: For the oral presentation and Poster presentation

• • Basic Medical Sciences

• • Clinical Medical

• • Clinical Surgical

Medicalis Congress does NOT accept papers which were presented before in other scientific manifestations.

III. Paper Submission

All participants can submit scientific papers included in the participation taxe. The maximum of papers submitted by a participant as First Author is 1 for our congress (oral presentation or poster presentation. We reserve the right to reallocate your paper to another category than that to which it was initially submitted). The co-authors must be participants in Medicalis Congress 2025. The abstract must be written in English.

Every paper can have:

• • 1 First Author
    • 1-4 Coauthors
    • • 1-2 Coordinators

For selecting your coauthors, all of them must be registered on our website as:

• • Participant – if they are Authors for an oral/poster presentation;

• • Participant – if they are only Co-Authors for an oral/poster presentation. For our congress as an Active Participant, you can have:
    • 1 Paper as First Author + Maximum 3 Papers as Coauthor;
    • • 0 Papers as First Author + Maximum 4 Papers as Coauthor.

As Co-Author, you can have a maximum of 4 papers.

The abstract may be submitted starting on the the 15th of December 2023. The submission period ends on the 18th of February 2024 fiiling the following form.

Please submit the poster/oral presentation by the 10th of March 2024 by filling the following form.

IV. Structure of the abstract

During the submission of your paper, you can choose between an ORAL PRESENTATION and a POSTER PRESENTATION.

ATTENTION: Case Reports are eligible only for POSTER PRESENTATION.

• • The standard structure of an Oral Presentation abstract must contain:
    • • Background
    • • Objectives
    • • Material and Method
    • • Results
    • • Conclusions
    • • 3-5 Keywords
    • • References (minimum 10)

• • The standard structure of a Poster abstract must contain:
    • • If case report:
        • Introduction
    • • • Case report
    • • • Discussions
    • • • Conclusions
    • • • 3-5 Keywords
    • •  
    • • Anything other than a case report
        • • Introduction
        • • Objective
        • • Material and Method
        • • Results
        • • Conclusions
        • • 3-5 keywords
        • • References (Minimum 5)

Remember that you can write a maximum of 400 words for your Oral Presentation abstract, and 300 words for your Poster abstract. Remember that only the contents of each subsection are counted. The title, the keywords and the references are not included in the word count.

The abstract must be written in Arial 12, 1 line spacing, and align text left (including the title). The title and subtitles must be in Bold. The abstract will be sent in .doc/.docx format.

V. Validation process of your paper

Our congress offers two types of validation for your paper, in the following order:

1. 1. Scientific Commission Review – a commission of teachers from our university will blindly review your paper. Once the paper is reviewed, you will receive an e-mail in which you will find the status of your paper:
      1. Accepted by the Scientific Commission – your paper is validated by the Scientific Commission and your paper will go to the next process.
      1. 1. Rejected by the Scientific Commission – your paper has been rejected and will not proceed to the next step. You will find attached the reason(s) why it was rejected in the email.

1. 1. The plagiarism review – all the validated papers by the Scientific Commission Review will be checked for plagiarism. If the papers present plagiarism, they won’t be accepted. The Scientific Department will inform you through an email if your paper will be presented in the Medicalis25 Scientific Competition or if it was rejected and what were the reasons.

We will use Plagiarism Detector Software! ATTENTION! Any paper found to be plagiarism will be rejected by Congress and we will notify not only the participant of this but also his or her university as well.

If you want to have any further information, please contact the Scientific Department abstracts@medicaliscongress.ro.

VI. Presentation rules

1. Oral Presentation:

Your presentation must be in .ppt format. Any other format is not accepted. You must send your presentation file in .ppt/.pptx format to the following form before the 10^th of March 2024.

You will have a maximum of 7 minutes to present and 2 additional minutes for questions from the jury.

The structure for the Oral Presentation PowerPoint:

• • Title of the presentation, name of the presenting author, co-author(s), and scientific coordinator(s) (first slide)

• • Introduction (1-2 slides)

• • Intermediate slides (maximum of 10 slides)
    • • Materials and methods

• • Results
    • Discussions
    • • Conclusion (1-2 slides)

• • References (1 slide)

2.   Poster Presentation:

For the presentation in front of the jury, you will realise a poster A0 format (841 x 1189 mm LANDSCAPE orientation) and you will upload it as a .jpg/.jpeg file to the following form before the 10^th of March 2024.

You can download a poster template and Medicalis and University of Medicine and Pharmacy Iuliu Hațieganu Logos from here, modify it in PowerPoint and export it to jpg.

Assessment of your paper – Your paper will be assessed by a panel and the best posters will be awarded.

When presenting a poster, the time allowed for presentation shall not exceed 5 minutes, followed by 2 minutes for questions asked by the panel.

ATTENTION: The presentation of your paper (Poster or Oral Presentation) must be held in English.

VII. Diploma Requirements

• • All the workshops that you signed up for;
    • Minimum 7 conferences;
    • Minimum 1 roundtable;
    • • The presentation of your abstract if you register as an active participant.

VIII.  Refund Policy

We are reserving our rights to refunds that are only stated in the “Refund Policy” section. Any other claims for a refund will not be accepted.

Claims for a refund that comply with the refund rules will be made through an email medicaliscongress@osmcluj.ro, along with the full name of the participant and the bank account details to which the fee will be transferred. Refunds will be made by online bank transfer only, and no other forms

of refunding will be allowed (cash, for example). We must mention that in the case of several specific countries (Kosovo, Eswatini, South Sudan etc.), a bank transfer from Romania to an account established in any of the aforementioned countries is not possible, therefore we can consider transfers through online banking platforms such as Revolut.

We will accept refund requests that are made online before Congress. No refund requests can be received during or after the congress days.

The tickets are not transmissible. It is FORBIDEN to sell a ticket to another person.

After the refund is completed, the participant will lose the possibility to participate in Medicalis 2025 and will not be able to attend any of its events.

Refund conditions:

1. 1. If a presenting author in the Scientific Competition can no longer deliver his/her presentation after its acceptance, he/she can designate one of the co-authors to substitute him as a presenting author. He must send an email to abstracts@medicaliscongress.ro. In this case, the presenting co-author will receive the certificate for being the active participant and the author will no longer be an active participant, receiving a passive participantion certificate.

1. 1. If a participant cannot attend Medicalis 2025 due to different reasons, he/she can be entitled to a refund only if a request is made before the 31^st of January. In this case, a handling fee of 10 euros in the Early Bird period, 20 euros in the Regular period, 30 euros in the Late fee period of registrations will be deducted from the registration fee.

1. 1. All the events and activities related to Medicalis 2025 will be organised according to in-place laws and regulations at the time of the congress. In case of a change in laws and regulations that may affect participation, all registered participants will be notified via email and those unable to participate in the respective conditions may ask for a refund in the first 48 hours after receiving the email by sending an email to medicaliscongress@osmcluj.ro

1. 1. If a participant is confronting a positive test for a communicable disease a week before Medicalis 2025, he/she is entitled to receive a voucher for the amount paid which can be used for the next edition of Medicalis by sending an email to medicaliscongress@osmcluj.ro.

1. 1. Should the visa application be refused, we will grant you a refund, minus a handling fee of 10 euros in the Early Bird period, 20 euros in the Regular period, 30 euros in the Late fee period of registrations.

1. 1. In case the event cannot be organised or is subject to change as a whole due to reasons which are outside of the sphere of responsibility of the Medicalis Congress (e.g. natural catastrophe, state of emergency or alert, war, nuclear, chemical or biological war, venue closing without the possibility to move to another venue, interdictions by national/local authorities or force majeure etc.), all participants will receive a refund minus handling a fee of 20 euros. We will make the refund only those that are requesting it through a mail at medicaliscongress@osmcluj.ro.

• • NO refunds will be allowed for:
    • any claims arising from delayed confirmation of payment and activation of personal account due to reasons that involve a third party (downtime of payment provider, downtime of the official website, cyber attacks etc.);
    • any server issues that arise during the booking procedure;
    • failing to pay the price difference between the different packs within the official deadlines stated on the website, should the participant fail to submit an abstract before the abstract submission deadline;
    • submitting the same similar abstract by different presenting authors or there is a reasonable suspicion of such a practice;
    • any malfunctioning of the presentation as a result of the failure to check the presentation with a scientific volunteer before the oral presentation session;
    • participants who pay the registration fee after the official deadlines/pay the Early/Regular fee during the Regular period, respectively;
    • failure of retrieving the hardcopy of the certificate of attendance; for national and international participants who cannot perform their check-out, the copies will be sent to the email addresses provided by the participants upon registration (Medicalis is not responsible for the payment of the shipping fee, that will be paid by the participant upon arrival).
    • failure of booking Workshops in the official period dedicated to booking procedures for any reasons outside the sphere of responsibility of the organisers;
    • failure of personal scheduling of workshops in a manner in which they do not overlap with other activities/ workshops and prevents them from meeting the criteria for obtaining a certificate of attendance;
    • not receiving a Certificate of Attendance due to mandatory criteria not being met (see VII. Certificate of Attendance);
    • participants who apply for a visa under reasonable surmise (by the authorities and the organising team) of attempting to receive an entry visa in the country with other purposes than strictly participating in the event;
    • any charges arising from visa application with/without refusal by the Romanian authorities (travel, accommodation, insurance, medical costs etc.);
    • failure to provide full information on the identity of a participant and other details needed to issue a visa invitation letter;
    • • inability to secure preferred workshops during the selection process does not attribute liability to the organizing team, as it is contingent upon the promptness of participants in selecting their preferences and the structure of the platform, which prioritizes the first confirmation received;

• • • any fraud, suspicion of fraud by stolen bank credentials, stolen credit or debit cards, a stolen identity, fake bank accounts or any other unlawful attempt;
    • • any travel and accommodation expenses of participants to attend the event;

• • any changes that occur in the scientific programme (conferences/keynotes, scientific competition), opening and closing ceremonies, social events concerning the content, venues or period;
    • any cancellations in scientific or social events or changes of the congress as a whole that arise due to exceptional situations;
    • any differences in content or description of any presentations within workshops and conferences in official informative channels vs. at the time of the event;
    • participants who are excluded from the event due to major breaches of the Terms & Conditions, as well as any damage to the organisers, partners & sponsors, other participants, speakers and trainers/teachers, website;
    • for the money value of the prizes won in a contest or promotion organized by Medicalis
    • any unpleasant situation that may occur to participants by third parties’ responsibility (catering services, bank services, official partners & sponsors etc.);
    • any unpleasant situation, physical or moral, that may occur due to the speakers’ and/or trainers’ behaviour or actions (including, but not limited to poor use of English);
    • • any other fees in connection with the congress (including, but not restricted to social events, parties, expositions, tours, services offered by third parties etc.).

IX. Contest and promotions

Medicalis 2025 organisers reserve the right to hold promotions, giveaways or contests addressed to participants and volunteers alike and taking place before, during and after Medicalis 2025.

An exemption to this rule is constituted by the Scientific Competition held for the active participants of Medicalis 2025. Excluded from participation are the board of Medicalis 2025, as well as any volunteers directly involved in the organisation of the said competition, to maintain a high level of equity and equality.

The participant must provide accurate, current and complete information when participating in any competition organised within Medicalis 2025. The organisers may request that a winner provide proof of their identity and enrolment in a medical school before presenting the award or prize. When submitting an abstract for the Scientific Competition, active participants are required to disclose whether their paper has been presented before at a medical student event, either by them or by one of the co-authors.

The decision of Medicalis 2025 organisers is final and no third party will interfere with the results and the awarding of the prize. The prize is personal and is registered in the name of the winner.

The prize is not transferable, exchangeable or payable in cash or other products or services. In case of refusal or non-acceptance of the prize or conditions that are inherent to the competition, the prize will not be awarded. In that case, Medicalis 2025 organisers are entitled to choose another winner. No refunds can be given for prizes won in a contest or promotion organised by Medicalis even if that prize refers to, but is

not restricted to, free places at Medicalis 2025, free extra workshops, reductions of the participating fees or similar.

Any prize not claimed in person becomes void and the winner loses all potential claims related to said prize. The prize is awarded in its current state. Medicalis 2025 organisers are not responsible for any visible or hidden defects in the prize, nor for any damage suffered after the awarding ceremony.

Medicalis 2025 organisers are in no way responsible for any damages arising from participation in the competition or for any technical malfunctions, failures or delays concerning participation in the competition or the appointment of the winner.

Medicalis 2025 organisers have the right to disqualify participants if they have a reasonable belief that the participants are not acting in conformity with the Terms & Conditions or if the participant is otherwise fraudulently accessing the competition or unfairly influencing the course of the competition.