Conference Vetting System

PRE-CLEARANCE

The CVS team is currently facing a backlog in the review of events. The review may take more than 35 days after submission. Thank you for your patience.

  • If you would like to inquire about the status of your meeting, please use the following link: https://www.ethicalmedtech.eu/conference-vetting-system/search-events/. By clicking “Follow Event” for your event, you will receive updates on status changes related to the event. Currently, the team prioritises the review of events, and emails about meeting statuses will not be answered. Thank you for your understanding.
  • If you have a specific request regarding your submission (other than the status or the review timeline), please send an email to the Compliance Officer in charge of your event at either sara.abanto@ethicalmedtech.eu or dhana.ong@ethicalmedtech.eu. In the email, include: (1) the EMT identification number of the event (subject of the email); (2) the event date; (3) the submission date; (4) the current event status (to be reviewed, provisionally compliant, under correction notice, not compliant, etc.). This information will help us prioritise your email.
  • Some tips:
    • Before submitting an event, ensure that it has not already been submitted by checking the CVS calendar at https://www.ethicalmedtech.eu/.
    • Make sure you receive the “Acknowledgment of Receipt” email upon submitting your event. If you have not received it, it means that the event was not submitted and will therefore not be reviewed.
    • All Event submissions must be made no later than 50 days prior to the event start date, using the online Ethical MedTech submission form. Submissions made after the 50-day deadline will automatically be attributed the final status “not assessed/late submission.” No exceptions will be allowed.

OBJECTIVE

Pre-Clearance provides Third Party Educational Event Organisers the possibility to seek the advice on whether or not the minimum required criteria to initiate discussions with Medtech Europe members on their financial support to an event are compliant with Medtech Europe Code. Such advice can also be sought by Third Party Educational Event Organisers before they sign any contracts or make any financial commitments with suppliers regarding the Event.

For example, a conference organiser which is considering holding an event in a particular city using a particular conference venue may, years in advance and up to 6 months before that planned date of the event, make a Pre-Clearance submission to the Compliance Officer.

CONDITIONS FOR A PRE-CLEARANCE ASSESSMENT

  • Prior to introducing a Pre-Clearance submission, Third-Party Educational Event Organisers should look into the assessed criteria requirements.
  • Pre-Clearance submissions will only be accepted via the EthicalMedTech online submission form.
  • Pre-Clearance must be made by the Healthcare Organisations or Professional Conference Organisers who are the actual organisers of the educational event in question.
  • An educational event may be submitted for Pre-Clearance years in advance but not later than six months prior to the event starting date.
  • The geograhic location and event venue details are the minimum information required for a Pre-Clearance to be accepted under CVS.

PRE-CLEARANCE ASSESSMENT DECISIONS

  • The Compliance Officer will endeavour to render Pre-Clearance assessment decisions within 15 days of receipt of a complete online Pre-Clearance submission form.
  • Pre-Clearance decisions will only be published on the www.ethicalmedtech.eu calendar website with the specific approval of the event organiser. The website will contain a section in which the event organiser may indicate such authorisation. It is highly recommended that positive Pre-Clearance assessments be posted as soon as the event organiser is ready to make the event public. This will allow MedTech Europe members to incorporate the assessment into their decision making process regarding the sponsorship of the event.
  • All events, whether they have been Pre-Cleared or not, must go through the Regular Submission Process. An overall assessment of the event is still mandatory for MedTech Europe members to fulfill grants and contracts obligations.