Conference Vetting System

Submit a Conference in CVS 2.0

The Conference Vetting System (CVS) Team is happy to announce that the new CVS 2.0 platform has been released.  The platform is tailored to ensure a more intuitive interface and streamline the communication, representing a leap forward in the Conference Vetting process.

Please note that only Events in scope of MedTech Europe and e4ethics can be submitted in the new platform. For events taking place in Mecomed region, please continue to submit on the old CVS platform until further notice. For issues related to the Mecomed submissions, please contact Ruba Khasati (ruba.khasati@mecomed.com) from Mecomed team.

It will be possible to submit new Events in the new platform as from 9 September 2024. Events submitted in the old platform after 15 September 2024 will not be assessed.

The training materials is available in this page.

!! A webinar on the reviewed CVS criteria and the new platform will be organized on Tue, 21 Jan14:00 – 16:00 CET. Please register here.

To submit your Event in CVS 2.0

Visit the new platform: CVS/e4ethics 2.0

1.       Register and create a new profile: Register here. New user profile with new credentials is needed.

2.       Once you have created a profile, you can log in and submit a new event. The information to be provided is very similar to what you used to provide in the previous system.

• Click on “Save and Next” to save your changes.
• Click on “Next” to scroll from one page to another without saving.
• Please reply “yes” to the question about the first edition if it is the first time you are submitting this recurrent Event in CVS/e4ethics 2.0

3.       You can track the status of your events in the new platform here: All Events

Transition

Events are not automatically transferred from the old CVS/e4ethics to CVS 2.0/e4ethics 2.0.  

For questions, please contact the CVS team.

Q & A

How to submit an Event

1. My credentials do not work in the new platform. Why?

2. I previously organized an earlier edition of this Event. When prompted to enter the previous edition number, I cannot find it. Why?

The two platforms operate independently, and data from the old platform has not been migrated to CVS/e4ethics2.0. Please reply “yes” if this is the first time you are submitting the Event in CVS 2.0. Only EMT references of events submitted in the CVS/e4ethics 2.0 are available in this field.

3. I cannot select the date of my Event. Why? Can I put another date?

As of January 1, 2023, all Event submissions must be made no later than 50 days prior to the Event start date via the online Ethical MedTech submission form. Submissions made after the 50 day deadline will automatically be given the status “not assessed/late submission”, with no exceptions.

Events with incorrect dates will also be assessed as late submissions. Compliance officers cannot change the dates or any other details related to the Event.

4. I already submitted the Event in the old platform. What do I need to do?

Note: Events submitted after 15/09/2024 in the old CVS/e4ethics platform will not be assessed. Please make sure to submit them in the new platform CVS/e4ethics 2.0.

Follow up on a Submitted Event

1. Where can I see the status of the Event?

The status of the Events submitted in CVS/e4ethics 2.0  will be visible on this public link:

  Search in CVS/e4ethics 2.0.

2. I already submitted the Event in the old platform. What do I need to do?

2024 Events in the Old System

• Send any requested information by email to the address listed on the Event page or to the CVS team.
• In the subject line, insert: “Additional Info + EMT number + date of the Event”.

2025 Events with Started Review in the Old System (Provisionally Compliant)

• No resubmission needed.
• Send any requested information by email to the address listed on the Event page or to the CVS team.
• In the subject line, insert: “Additional Info + EMT number + date of the Event”.

2025 Events – CVS/e4ethics 2.0 CVS/e4ethics 2.0.

• An email has been sent to request resubmission in CVS/e4ethics 2.0.

New Submissions 

• Submit in  CVS/e4ethics 2.0.

Note: Events submitted after 15/09/2024 in the old CVS/e4ethics platform will not be assessed. Please make sure to submit them in the new platform CVS/e4ethics 2.0.

3. What does the status of the Event mean?

• Under review – waiting for information: The Compliance Officers (CO)  are waiting for additional information to give a final assessment on the Event.
• Pre-cleared : The venue and location were assessed compliant.The submitter may add the additional information at a later stage (at least 35 days before the start date of the Event) and submit for full review.
• Pre-cleared – under review – waiting for information : The venue and location were assessed compliant. The CO are waiting for additional information to be able to give a final assessment on the Event.
• Out of scope : The Event does not fall within the criteria for assessment.
• Not assessed – insufficient information : All required information should be provided at least 35 days before the Event start date. If the submitter fails to provide the information timely, the Event cannot be assessed, and the status will be changed to “Not assessed – insufficient information.”

Note : The “provisionally compliant” status no longer exists in the new platform.

4. Why was the Event assessed as out of scope?

• The Event takes place in a Mecomed country.

For Events taking place in the Mecomed region, please continue to submit on the old CVS platform until further notice. For issues related to Mecomed submissions, please contact Ruba Khasati (ruba.khasati@mecomed.com) from the Mecomed team.

• The Event is considered as a national Event.

This is based on the answers provided in the submission.

1. If the answer to the question “where will the Passive delegates (participants, not the speakers) maily come from?” is “National Event”. (cf question in screen Audience & Scope – part 1)
2. If the answers to the questions in screen Audience & Scope – part 2 are all negative.

• The Event is not financially supported by EFPIA members, Mecomed members, MedTech Europe members. If there is no support by members, there is no need for a CVS compliant assessment.

5. How much time do I have to provide the requested information for a submitted event?

It must be provided at least 35 days before the start date of the Event.

6. How long does it take to review an Event?

The Compliance Officers strive to provide a preliminary assessment within 35 days, provided the submission is well-documented. This time frame is indicative.

7. My Event takes place in a Mecomed country. What should I do? Please note that only Events within the scope of MedTech Europe and e4ethics can be submitted in the new platform. For Events taking place in the Mecomed region, please continue to submit on the old CVS platform until further notice. For issues related to Mecomed submissions, please contact Ruba Khasati (ruba.khasati@mecomed.com) from the Mecomed team.

8. Where do I submit the additional documents requested during the review?

The feature to attach documents in the messaging of the Event will be available at a later stage. In the meanwhile, please send an email to the CVS team dhana.ong@ethicalmedtech.eu and sara.abanto@ethicalmedtech.eu with cvs@ethicalmedtech.eu in cc.

9. How can I get notifications about changes in the status of a specific Event?

The feature “follow the Event” will come at a later stage.