Terms & Conditions

I. General Terms

I.1. SSMT – Timisoara Medical Students' Society – is a non-profit, socio-professional, autonomous organization created to defend and promote the rights and interests of students from the Faculty of Medicine within the "Victor Babeș" University of Medicine and Pharmacy, Timișoara, regardless of sex, religion, nationality, or political beliefs, using all legal means at its disposal.

I.2. MEDIS is a dynamic and forward-thinking event that brings together world-renowned speakers to share novel and inspiring ideas with the medical and biomedical student community, as well as with young doctors and PhD students.

I.3. SSMT is the organizer of MEDIS27.

I.4. The official website of MEDIS27 is https://medistm.ro/.

I.5. For the purpose of these Terms & Conditions "the organisers" refers to the MEDIS27 organizers and "the participant", refers to any MEDIS27 participant (passive participant and/or presenting author, according to the situation).

I.6. In order to participate at MEDIS, it is mandatory to register on the official website.

I.7. It is in the participant's responsibility to verify the accuracy of the provided data. The data entered by the participant during the registration procedure will be used to generate the participant's Certificate of Attendance, personal conference badge and any other printed or electronic material needed for the purpose of the conference as well as for contacting the participant. See more in our Privacy Policy.

I.8. The official language of MEDIS is English. Unless otherwise specified, all conference events and sessions will be conducted exclusively in English. Likewise, all communication with participants will be carried out solely in English. By accepting these Terms and Conditions and by registering for the conference, participants acknowledge and confirm that they possess a sufficient command of the English language to fully engage with the program and related communications. The MEDIS organizers bear no responsibility for any difficulties, misunderstandings, losses, or damages that may arise as a result of insufficient English language proficiency on the part of the participant.

I.9. Admission to all conference venues and events (scientific and/or social) is permitted only upon presentation of the official conference badge bearing the participant's name. Participants who fail to present a valid official conference badge—regardless of the reason—will be denied access to the relevant venue and/or event. No refunds will be issued in such circumstances.

I.10. In the event of a lost or stolen official conference badge, the participant must immediately inform a member of the MEDIS staff or email contact.medis@umft.ro

I.11. It is strictly forbidden to smoke on the event's premises with the exception of the clearly marked special smoking areas. Smoking on the event's premises (with the exception of the clearly marked special smoking areas) will result in a ban from any MEDIS27 events. No refund will be given in this situation. It is strictly forbidden to drink alcohol during scientific events and on the conference's premises, except for the opening and closing ceremony and other social events. Any breach of this rule will result in an immediate eviction from MEDIS27 premises, a permanent ban from any MEDIS or SSMT events, the cancellation of the participant's personal account and of any booking that the participant made. No refund can be claimed in this situation. Any verbal or physical abuse, antisocial behavior or unlawful conduct towards a member of the MEDIS staff, a trainer, a speaker, other participants, partners' staff or sponsors will result in an immediate eviction from MEDIS27 premises, a permanent ban from any MEDIS or SSMT events, the cancellation of the participant's personal account and of any booking previously made. No refunds can be claimed in the above situations. MEDIS27 organizers can and will collaborate with the relevant authorities if such situations arise.

I.12. The Terms & Conditions may suffer partial alterations at any time. Any alteration made to the Terms & Conditions will be announced by email to each registered participant. If the participant does not agree with the changes made to the Terms & Conditions, a formal request can be sent in no more than 2 business days (from the time the email was received about the changes that were made) at contact.medis@umft.ro in which the participant can demand the termination of their registration at the conference. In this case the participant will be entitled to a refund of any previously paid fees provided that the participant respects the Refund policy (see also X. Refund policy). Continued use of the website after the revision of the Terms & Conditions indicates that the participant has read, understood and agreed to the revised Terms & Conditions.

I.13. Romanian law must apply. To the extent permitted by law, Romania will constitute the place of performance and jurisdiction for all claims. The organizer shall be liable only for claims arising from physical injury or property damage resulting from intentional misconduct or gross negligence on the part of the organizer. Any further claims shall be excluded.

I.14. The MEDIS organizers endeavor to engage only reliable and high-quality partners. However, the organizer assumes no liability for claims arising from physical injury, intoxication, illness, or death caused by the actions of third parties (including, but not limited to, demonstrations, the serving of food and/or beverages, special activities, workshops, tours, or presentations). This does not preclude participants from pursuing claims directly against such third parties.

I.15. The organizer shall not be held liable for claims arising from physical injuries occurring at the conference venues. Furthermore, the organizer assumes no responsibility for the loss or theft of personal belongings, except in cases where such loss or damage is caused by intentional misconduct or gross negligence on the part of the organizer. This limitation of liability does not preclude participants from pursuing claims against third parties, including individuals or companies entrusted with excursions or events associated with the conference.

II. Registration

II.1. Types of participants:

Active participant

The active participant – presenting author:

• Can be a medical student;
• Can be a resident physician;
• Is the participant who is scheduled to have an oral presentation (during the oral presentation sessions) or a poster presentation (during the poster presentation session) within the MEDIS27 congress;
• Is entitled to access the conference premises and to participate in all scientific and social events for the entire duration of the conference, as long as the access regulations are respected (see chapter III – Events).
• Receives a Certificate of Participation as presenting author (Presenting Author Certificate). No co-authors will receive a Certificate of Patricipation.

Passive participant

II.2. Any participant planning to submit an abstract and/or has submitted an abstract is considered to be a presenting author and has the same rights and obligations arising from these Terms & Conditions until we announce the list of accepted abstracts. Status can change if:

a) The participant's abstract is not selected as an oral or poster presentation. can still participate as a passive participant by paying 100 ron (20 €) before the general payment deadline. No refunds shall be issued in cases where an abstract is not accepted.

b) They fail to submit an abstract before the abstract submission deadline stated on the official website – in this case their account will become inactive, any previous booking will be canceled and it will become impossible to participate at MEDIS27. They can still participate as a passive participant by paying 100 ron (20 €) before the general payment deadline.

II.2.1. In order to qualify as a presenting author it is necessary to:

• register on the official MEDIS website;
• write and submit an abstract before the abstract submission deadline (by sending it via email at abstract@medistimisoara.ro);
• have the abstract accepted either as an oral or as a poster presentation, upon evaluation;
• pay the participation fee for active participants on the official website;
• the deadline for abstract submission for the MEDIS27 is to be announced, and submissions received after the announced deadline will not be reviewed or considered.

II.3. The Passive Participant:

• can be a medical student;
• can be a resident physician or an attending physician;
• can be representatives of the medical industry;
• can be members of the press;
• is entitled to access the conference premises and to participate in all scientific and social events for the entire duration of the conference, as long as the access regulations are respected (see chapter III – Events).
• receives a Certificate of Participation as passive participant if they fit the criteria as stipulated in art. VII.5.

II.3.1. In order to register as a passive participant it is necessary to:

• register on the official MEDIS website;
• pay the participation fee for passive participants BEFORE the general payment deadline (by accessing the "Fee" section).

II.4. Both passive participants and presenting authors are required to respect the deadlines shown on the official website. Any changes to the deadlines will be announced on our website, on our official social media pages and by e-mail to the participants who have registered up to that moment. MEDIS27 organizers are entitled, at their discretion and without prior notice, to modify any deadlines. Any change of the MEDIS27 deadlines is not considered a change of the Terms & Conditions.

III. Events

III.1. The MEDIS Congress includes two types of events: scientific events and social events.

III.2. Scientific Events - MEDIS27 includes the following types of scientific events:

• Keynote Lectures
• Round tables
• Conferences
• Workshops
• Presentations

III.2.1. All the aforementioned types of scientific events are included in one of the following medical categories:

• Fundamental Sciences
• Clinical Medicine
• Surgery

III.2.2. In order to attend any of the scientific events, both active participants and passive participants must have previously paid the participation fee before the general payment deadline as stated on the official website. The following attendance rules apply:

Keynote Lectures

Keynote Lectures are special presentations delivered by distinguished speakers. Both active and passive participants are entitled to attend without incurring any additional fees beyond the participation fee; however, seat reservations are mandatory. Attendance requirements for eligibility for the Certificate of Participation are determined by the selected registration package: participants enrolled in the Gold Package are required to attend a minimum of two (2) Keynote Lectures; participants enrolled in the Silver Package are likewise required to attend two (2) Keynote Lectures; and participants enrolled in the Bronze Package are required to attend one (1) Keynote Lecture.

Conferences

Active and passive participants may attend Conferences without any additional fees beyond the participation fee, provided they reserve their seats in advance. Attendance requirements for eligibility for the Certificate of Participation are determined by the selected registration package: participants enrolled in the Gold Package are required to attend a minimum of two (2) Conferences; participants enrolled in the Silver Package are likewise required to attend two (2) Conferences; and participants enrolled in the Bronze Package are required to attend one (1) Conference.

Roundtables

Active and passive participants are entitled to participate without paying any additional fee (apart from the participation fee) but have to reserve their seats. There is no limit to the number of Roundtables both active and passive participants can attend in order to receive a Certificate of Participation.

Workshops

Both presenting authors and passive participants may attend Workshops without any additional fees beyond the participation fee, depending on the type of package selected. To qualify for the Certificate of Participation, participants must reserve in advance the number of Workshops included in their chosen package category (as specified in the Passive Participant or Active Participant Fee) and must attend all Workshops for which they have registered and been accepted. Attendance requirements for eligibility for the Certificate of Participation are determined by the selected registration package: participants enrolled in the Gold Package are required to attend a minimum of three (3) Workshops; participants enrolled in the Silver Package are required to attend two (2) Workshops; and participants enrolled in the Bronze Package are required to attend one (1) Workshop. Participation is permitted only upon booking a seat via the official website and receiving a confirmation email.

III.3. The workshops are not restricted to specific years of study, but each one is addressed to specific years of study, as stated on the Workshops page. We STRONGLY suggest the participants keep our recommendations in mind.

III.4. The organizer shall not be held liable for any difficulties or lack of understanding experienced by participants who choose to register for a Workshop that falls outside the recommended year of study.

III.5. It is in the participant's responsibility to check for the starting hours and the location of the workshop and to arrive at the time and place indicated by the organizers with at least 15 minutes before the scheduled starting time of the workshop. Access to workshops is strictly prohibited after the workshop has started. MEDIS27 organizers are not responsible and no refund will be given for the participants who are not able to attend a workshop due to personal scheduling mistakes.

III.6. Workshop Booking

III.6.1. Participants are free to register for any Workshop, subject to availability (the number of seats per Workshop is limited). Holders of the Gold Package benefit from priority access: they may select one (1) Workshop, one (1) Conference or Roundtable, and one (1) Keynote Lecture up to seventy-two (72) hours before general registration opens to all participants. Holders of the Silver Package benefit from priority access for one (1) Workshop only, within the same period. After this priority period, all remaining seats will be allocated on a first-come, first-served basis among participants who have paid their fees, irrespective of ticket category.

III.6.2. MEDIS27 has a "pay before you book any workshop" policy and all the participants must comply with the workshop booking procedure which is stated below.

III.6.3. Booking procedure:

a) **Passive participants must:**

• Pay the corresponding Passive Participant Fee (super early bird, early bird, regular or late fee, according to the deadlines stated on the official website). Only online payments will be accepted.
• Book a workshop before the booking deadline which is stated on the official website.
• The same rules apply for booking an extra workshop.
• Once Workshops, Conferences, and Keynote Lectures have been selected and reserved, no subsequent modifications, exchanges, or substitutions are permitted.

b) **Active participants must:**

• Pay the presenting author fee (according to the deadlines stated on the official website). YOU NEED TO PAY FOR AN ACTIVE PARTICIPANT TICKET BEFORE SUBMITTING YOUR ABSTRACT. Participants are hereby informed that only online payments are accepted.
• Participants must book workshops and submit abstracts before the deadlines stated on the official website.
• Failure to submit an abstract on time will deactivate the presenting author's account, cancel any booked workshops, and prevent participation. No refunds will be issued.
• If an abstract is not accepted, participants wishing to attend MEDIS27 must pay 100 ron (20 €) before the general payment deadline.
• Failure to pay the above stated difference before the general payment deadline results in the presenting author account becoming inactive, any previously booked workshop being canceled and he/she/they not being able to participate at the congress. No refunds of previously paid fees will be made in this case (see also X. Refund policy).
• The same rules apply for booking an extra workshop (see also VIII. Fees).
• Once Workshops, Conferences, and Keynote Lectures have been selected and reserved, no subsequent modifications, exchanges, or substitutions are permitted.

c) **Extra workshop for all participants (active and passive participants):**

• Pay the Additional Workshop Fee (see Fees on the official website) before the general payment deadline. Participants are hereby informed that only online payments are accepted.
• Book an extra workshop before the workshop booking deadline stated on the official website.
• Once Workshops, Conferences, and Keynote Lectures have been selected and reserved, no subsequent modifications, exchanges, or substitutions are permitted.

IV.6.4. Make sure that you comply with the above stated booking rules. A participant's booking may be canceled and no refunds will be issued if the participant does not comply with the above booking rules for the first workshop.

IV.6.5. Please allow enough time between the booked workshops. It is in the participant's responsibility to make sure that their workshops do not overlap and that they can be in time for all the workshops (taking into consideration the time needed for transport between locations and that they must be present at the workshops location 15 minutes before the start of the event). MEDIS27 organizers are not responsible for the participants' failure to schedule their workshops properly and we do not offer any refunds in this case.

IV.6.6. MEDIS27 organizers may change at short notice (less than 48 hours before the start of the event) the starting hour and/or place of any of the workshops due to reasons which are outside of the sphere of their responsibility. In this case, the participant who has booked, has been admitted to several (two or more) workshops and can no longer attend one of the workshops due to events overlapping, will be contacted by our team and they can choose another suitable workshop, provided that there are available places.

IV.6.7. We will not grant access to workshops to any participants that have not previously booked that given event.

IV.6.8. Cancellation and refund rules for workshops are stated in X. Refund policy.

IV.6.9. Presentations – both active and passive participants are entitled to participate without paying any additional fee, apart from the participation fee, or prior seat reservations.

III.7. Presentations comprise of:

• 2 oral presentation sessions – according to the final programme;
• 1 poster presentation session – lasting 90 minutes according to the final programme. The poster presentation will take place during the lunch break, if not stated otherwise in the final MEDIS27 programme.

III.8. Presentations will be scheduled on the same day as the conferences and keynote lectures if not stated otherwise in the final MEDIS27 programme. Participation at the Presentations will count for the attendance needed for a participant to receive the Certificate of Participation the same as the conferences and keynote lectures.

III.9. Certificate of Participation

III.9.1. Participants may receive the electronic and/or printed version of the Certificate of Participation in accordance with the category of ticket purchased. In order to qualify, each participant must reserve in advance and attend the minimum number of scientific activities (Keynote Lectures, Conferences, Workshops) specified for their respective package.

III.10. Language Policy

III.10.1. Although MEDIS carefully selects English-speaking lecturers and trainers, the organizers assume no responsibility for any difficulties, misunderstandings, losses, or damages arising from a lecturer's or trainer's insufficient command of English. Under no circumstances will refunds be issued in such cases (see also Section X. Refund Policy).

III.11. Minimum Attendance Requirement

A minimum of three (3) participants is required for a scientific event to take place. The MEDIS27 organizers reserve the right to cancel, at short notice, any scientific event with less than three (3) registered participants (Section X. Refund Policy applies). In exceptional circumstances, the organizers may decide to proceed with a scientific event that does not meet this minimum attendance threshold. No claims may be brought against the organizers as a result of such a decision.

III.12. Social events

MEDIS27 includes the following social events:

• Opening Ceremony
• Gala night
• Closing ceremony
• Other Events (parties, city tours, etc.)

III.12.1. Both passive participants and active participants are entitled to attend all social events, unless otherwise specified. Access to the Opening Ceremony is granted to both categories of participants, based on the official conference badge (printed or electronic), without additional fees and without the need for prior reservation.

III.12.2. Certain social events may have a limited number of seats and/or may require the payment of an additional fee. In such cases, the details of these events, including the exact number of seats and applicable fees, will be published on the official website.

III.12.3. Reservations for these events may be made by both passive and active participants via the official website. Seats will be allocated in the chronological order of reservations, subject to availability.

III.12.4. The organizers reserve the right to cancel certain social events at short notice if the number of participants is insufficient or in cases of unforeseen or exceptional circumstances (see also Section XIII. Event Cancellation and Force Majeure).

III.12.5. The Organizers reserve the right to establish specific dress codes for certain social events associated with the Congress. Information regarding any applicable dress code requirements will be communicated to participants in advance of the relevant event. To ensure the appropriate atmosphere and standards of the event, participants are expected to comply with the stated dress code. The Organizers reserve the right, at their sole discretion, to deny admission or remove any participant who does not comply with the applicable dress code, without refund or compensation of any kind.

IV. Abstracts

IV.1. In order to submit an abstract, the participant must comply with the conditions stated in the "Active Participant" section. First, the author must register on the official MEDIS27 website. The author who submits the abstract must also be the one who presents it, and the submission must be made before the Abstract Submission Deadline listed on the website. Any abstract received after the deadline will not be taken into consideration. Abstracts must be submitted only by the presenting author, using the registration form available on the official website. All abstracts (including title, author names, affiliations, and abstract text) must be written in English. Abstracts written in any other language will not be accepted.

IV.2. Abstracts must be submitted through the Google Form provided by the MEDIS27 Organizing Committee available on the website (https://medistm.ro/.) or on our social media platforms. Any personal data processed by the organizing committee or by third parties involved in the organization of MEDIS will be used solely to facilitate the congress events, in accordance with our Privacy Policy. If not stated otherwise by the MEDIS organizing committee.

IV.3. If the abstract is accepted and presented at the Congress, the names of the presenting author and co-authors will be listed in the official abstract book and the congress program, in alphabetical order. The scientific coordinator of the study will appear last for each abstract in both the abstract book and program.

IV.4. The names of the presenting author and co-authors will also appear on the Certificate of Participation, exactly as entered by the participant in the registration form. Participants are fully responsible for entering accurate information. The presenting author has to include their email address in the abstract book (on the same page as the abstract), in case other participants wish to contact them regarding the study.

IV.5. Each submitted abstract may have only one presenting author and one scientific coordinator. Other doctors, university or medical staff, and/or researchers who contributed to the study may be listed as co-authors. Each abstract may include a maximum of two (2) co-authors.

IV.6. A presenting author may submit a maximum of four (4) abstracts, provided that each belongs to a different category.

IV.7. If multiple abstracts are accepted, the organizing team will contact the author to select which one will be presented, as it is not allowed to present:

• in both the PowerPoint and Poster sessions,
• in multiple sections (Fundamental Sciences, Clinical Medicine, Surgery), or
• more than one abstract in the same category (Review/Meta-analysis, Original Study, Case Report).

IV.8. All abstracts must represent the original work of the author and co-authors (if applicable). An abstract may be submitted even if it has been previously presented at another medical congress. However, it is strictly forbidden for two or more presenting authors and/or co-authors to submit identical or similar abstracts. If the same or a similar abstract is submitted by different authors—or there is reasonable suspicion of such practice—the organizer reserves the right to reject the abstract(s) following an internal review. In this case, no refund of previously paid fees will be issued. MEDIS27 organizers also reserve the right to disqualify abstracts if participants fail to comply with the General and/or Specific Terms & Conditions or attempt to unfairly influence the competition. In all such cases, the respective abstract will be disqualified and no refund of any fees will be granted. The abstract will be submitted ONLY by the presenting author, using the registration form available on the official website. All abstracts (including title, author and co-authors, affiliations and abstract body) must be written in ENGLISH. If written in any other language, the abstract will not be accepted.

IV.9. Abstract Categories and Structure

IV.9.1. The subject of each submitted abstract must fall into one of the following medical categories:

• Fundamental Sciences
• Clinical Medicine
• Surgery

IV.9.2. Abstracts may be submitted in one of the following formats, regardless of medical field or subdomain:

• Review / Meta-analysis
• Original Study
• Case Report

IV.10. Formatting Requirements

IV.10.1. Title: must be written in English, in capital letters, and must not exceed 20 words.

Authors: all authors (presenting and co-authors) must be listed in the registration form, including affiliations and email addresses, without diacritics. The presenting author must be listed first. The order entered in the registration form will appear exactly as such in the official abstract book and congress program.

Abstract body: must not exceed 350 words and must follow the appropriate structure, depending on the type of paper:

CASE REPORT

• Introduction
• Case Presentation
• Discussion

ORIGINAL STUDY

• Introduction
• Methods and Materials
• Results
• Discussion
• Conclusions

REVIEW / META-ANALYSIS

• Background
• Objectives
• Methods and Materials
• Results
• Conclusions

After the abstract body, the author must include keywords. Keywords are not counted in the 350-word limit and will be published in the official abstract book. Authors are free to choose whichever keywords they find relevant.

IV.10.2. Failure to comply with any of the above rules will result in automatic rejection of the abstract, regardless of its scientific quality. The presenting author bears full responsibility for the content and must read and agree to the Terms & Conditions before submission. MEDIS organizers are not liable for any copyright infringement resulting from the author's fault. All penalties arising from such infringement are the sole responsibility of the presenting author. Each abstract may be submitted only once.

IV.11. Submission and Evaluation Process

IV.11.1. The deadline for abstract submission for the MEDIS27 is to be announced, and submissions received after the announced deadline will not be reviewed or considered. Upon submission, all authors will receive a confirmation email. The acceptance or rejection of the abstract will be announced on the official website, and an email will be sent only to the presenting author, who is responsible for informing their co-authors. The Privacy Policy applies.

IV.11.2. Abstracts will be evaluated by the designated Scientific Committee for each category and subdomain, using a blind review process. Evaluation will be based on the registration number, and author names will remain hidden until the review process is complete.

IV.11.3. After evaluation, abstracts will be classified as:

• Accepted (as Oral or Poster Presentation), OR
• Rejected.

The decision will be communicated solely to the presenting author via email.

IV.11.4. Accepted abstracts will be published in the official Abstract Book and will be available online on the congress website after the event. The organizers reserve the right to edit abstracts for formatting purposes only, without altering the scientific content.

IV.11.5. The MEDIS organizing team reserves the right to decide whether an accepted abstract will be presented as an oral or poster presentation.

IV.12. Presentation Requirements

IV.12.1. Oral Presentations:

• The presenting author must be present to deliver the oral presentation.
• Presentations must be delivered in English.
• Each presentation will be allocated a maximum of 10 minutes, including time for questions.
• Presentations must be submitted in PowerPoint format (.ppt or .pptx) via the official platform at least 48 hours before the scheduled presentation time.
• Failure to submit the presentation on time or to attend the scheduled session will result in disqualification, and no refund will be issued.

IV.12.2. Poster Presentations:

• The presenting author must be present during the poster session.
• Posters must be prepared in English.
• Poster dimensions must be A0 size (841 mm × 1189 mm), portrait orientation.
• Posters must be printed and brought by the presenting author. The organizers will not provide printing services.
• Posters must be mounted at the designated location before the session begins and removed at the end of the session.
• Failure to display the poster or to attend the poster session will result in disqualification, and no refund will be issued.

V. Awards

V.1. The MEDIS27 organizers may award prizes to the best oral and poster presentations in each category (Fundamental Sciences, Clinical Medicine, Surgery).

V.2. Awards will be granted based on the evaluation of the Scientific Committee and audience votes, as applicable.

V.3. Only presenting authors who have fulfilled all requirements (abstract submission, payment, attendance, and presentation) are eligible for awards.

V.4. Award details, including criteria and prizes, will be announced on the official website and during the congress.

VI. Data Protection and Privacy

VI.1. By registering for MEDIS27, participants consent to the collection, processing, and use of their personal data in accordance with the Privacy Policy available on the official website.

VI.2. Personal data will be used solely for the purposes of organizing and conducting the congress, including but not limited to: generating certificates, conference badges, communication with participants, and publication of abstract books.

VI.3. Participants have the right to access, rectify, or delete their personal data by contacting contact.medis@umft.ro

VI.4. The organizers will take reasonable measures to protect personal data from unauthorized access, disclosure, or misuse.

VI.5. By submitting an abstract, the presenting author consents to the publication of their name, affiliation, and abstract content in the official Abstract Book and on the congress website.

VII. Photography and Video Recording

VII.1. By registering for MEDIS27, participants consent to being photographed and/or recorded during the congress.

VII.2. The organizers reserve the right to use photographs and video recordings for promotional purposes, including but not limited to: social media, website, promotional materials, and future congress publications.

VII.3. Participants who do not wish to be photographed or recorded must inform the organizers in writing at contact.medis@umft.ro at least 7 days before the start of the congress.

VII.4. Participants are not permitted to photograph, record, or otherwise reproduce any presentations, workshops, or other congress content without the explicit consent of the organizers and the presenter.

VIII. Fees

VIII.1. Participation fees are published on the official website and may vary depending on the registration deadline and participant category.

VIII.2. All fees must be paid online through the official website. The organizers do not accept cash payments.

VIII.3. Payment deadlines are published on the official website. The organizers reserve the right to modify these deadlines at their discretion.

VIII.4. Participants who fail to pay the required fees by the general payment deadline will have their registration canceled, and they will not be able to participate in MEDIS27.

VIII.5. All fees are stated in Romanian Lei (RON) and/or Euros (€). Currency conversion rates may apply.

VIII.6. Payment confirmation will be sent to the participant's registered email address.

VIII.7. Additional fees may apply for:

• Extra workshops
• Certain social events
• Accommodation and meals (if offered by the organizers)

VIII.8. All fees are non-transferable to other persons or future editions of MEDIS.

IX. Accommodation and Travel

IX.1. Participants are responsible for arranging their own accommodation and travel to and from Timișoara.

IX.2. The organizers may provide recommendations for accommodation options, but assume no responsibility for the quality, availability, or cost of such accommodations.

IX.3. Participants are responsible for obtaining any necessary visas or travel documents required to enter Romania.

IX.4. The organizers may provide invitation letters to assist with visa applications upon request. Such letters do not guarantee visa approval.

IX.5. Participants who are unable to attend due to visa denial or travel difficulties are subject to the Refund Policy (Section X).

X. Refund Policy

X.1. Refund requests must be submitted in writing to contact.medis@umft.ro

X.2. Refunds will be processed according to the following schedule:

• Requests received more than 30 days before the start of MEDIS27: 80% refund
• Requests received 15-30 days before the start of MEDIS27: 50% refund
• Requests received less than 15 days before the start of MEDIS27: No refund

X.3. No refunds will be issued for:

• No-shows (participants who register but do not attend)
• Participants who are denied access due to violation of Terms & Conditions
• Rejected abstracts
• Participants who fail to attend booked workshops, conferences, or other events
• Participants who are unable to attend due to personal reasons, illness, or travel difficulties (unless covered by Section X.6)

X.4. Workshop booking cancellations:

• Cancellations made more than 14 days before the workshop: Full refund of workshop fee
• Cancellations made 7-14 days before the workshop: 50% refund of workshop fee
• Cancellations made less than 7 days before the workshop: No refund

X.5. In case of workshop cancellation by the organizers, participants will receive a full refund of the workshop fee or may choose to attend an alternative workshop if available.

X.6. In case of event cancellation by the organizers (see Section XIII), participants will be entitled to a full refund of the participation fee.

X.7. Refunds will be processed within 30 business days from the date of approval.

X.8. Refunds will be issued using the same payment method used for the original transaction.

X.9. Administrative fees and payment processing fees are non-refundable.

XI. Liability and Insurance

XI.1. Participants attend MEDIS27 at their own risk.

XI.2. The organizers strongly recommend that all participants obtain comprehensive travel and health insurance covering medical expenses, accidents, and trip cancellations.

XI.3. The organizers assume no liability for:

• Personal injury, illness, or death
• Loss or damage to personal property
• Travel delays or cancellations
• Accommodation issues
• Any losses or damages incurred as a result of participation in MEDIS27

XI.4. Participants are responsible for ensuring they have adequate health insurance coverage while in Romania.

XI.5. The organizers reserve the right to request proof of insurance from any participant.

XII. Code of Conduct

XII.1. All participants are expected to behave professionally and respectfully toward other participants, organizers, speakers, trainers, partners, and staff.

XII.2. Harassment, discrimination, or any form of inappropriate behavior will not be tolerated.

XII.3. Participants who engage in inappropriate behavior may be removed from the congress without refund and banned from future MEDIS events.

XII.4. Any incidents should be reported immediately to a member of the MEDIS staff or by email to contact.medis@umft.ro

XIII. Event Cancellation and Force Majeure

XIII.1. The organizers reserve the right to cancel, postpone, or modify MEDIS27 or any of its components due to circumstances beyond their control, including but not limited to:

• Natural disasters
• Pandemics or public health emergencies
• War or civil unrest
• Government restrictions or regulations
• Insufficient participant registration
• Unavailability of key speakers or venues

XIII.2. In case of cancellation, participants will be notified as soon as possible via email and through the official website and social media channels.

XIII.3. If MEDIS27 is canceled, participants will be entitled to a full refund of the participation fee. No additional compensation will be provided for travel, accommodation, or other expenses.

XIII.4. If MEDIS27 is postponed to a new date, participants may choose to:

• Transfer their registration to the new date at no additional cost, or
• Request a full refund of the participation fee

XIII.5. The organizers assume no liability for any losses, expenses, or damages incurred as a result of event cancellation or postponement.

XIII.6. If individual workshops or events are canceled, participants will be offered an alternative event or a partial refund as specified in Section X.5.

XIV. Intellectual Property

XIV.1. All content presented at MEDIS27, including presentations, workshops, lectures, and abstract books, is protected by intellectual property rights.

XIV.2. Participants may not reproduce, distribute, or publish any congress content without the explicit written consent of the organizers and the content creator.

XIV.3. By submitting an abstract, the presenting author grants MEDIS27 the right to publish the abstract in the official Abstract Book and on the congress website.

XIV.4. The presenting author retains all other intellectual property rights to their abstract and research.

XIV.5. Participants who violate intellectual property rights may face legal action and will be banned from future MEDIS events.

XV. Amendments and Modifications

XV.1. The organizers reserve the right to make changes to the congress program, schedule, speakers, venues, or any other aspect of MEDIS27 at any time.

XV.2. Significant changes will be communicated to participants via email and posted on the official website.

XV.3. The organizers will make reasonable efforts to minimize disruptions, but assume no liability for any inconvenience caused by such changes.

XVI. Contact Information

XVI.1. For all inquiries, participants may contact the MEDIS27 organizing team at:

• Email: contact.medis@umft.ro
• Website: https://medistm.ro/
• Address: SSMT – Societatea Studenţilor în Medicină Timişoara, No.2 Piața Eftimie Murgu, Timișoara, Romania

XVI.2. The organizers will endeavor to respond to all inquiries within 3-5 business days.

XVII. Final Provisions

XVII.1. These Terms & Conditions constitute the entire agreement between the participant and the organizers.

XVII.2. By registering for MEDIS27, the participant acknowledges that they have read, understood, and agreed to these Terms & Conditions.

XVII.3. Failure to comply with these Terms & Conditions may result in denial of access to MEDIS27 without refund.

XVII.4. If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

XVII.5. The organizers' failure to enforce any provision of these Terms & Conditions does not constitute a waiver of that provision.

XVII.6. These Terms & Conditions are effective as of the date of publication and remain in effect until the conclusion of MEDIS27 and the fulfillment of all related obligations.

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*Last updated: November 2026*

*For questions or concerns, please contact: contact.medis@umft.ro*