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FESSHCongressManual2.0

BrigittevanderHeijdenChairFESSHCongressCommitteeKrisztinaSzigedi&NándorMá[email protected]

Revised:21September2018


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CONGRESSGOALSThe main goal is to organize a meeting for surgeons with special interest in hand surgery to increase theirknowledgeinthefieldofhandsurgerybutalsotoenabletonetworkwitheachworkingfieldofhandsurgery.Sub-goals! toreachoutforthebiggestpossiblenumberofparticipantsrelatedtohandsurgery! toprovideeducationatthehighestlevelpossible! toprovideaplatformforpersonalandscientificexchangeinthefieldofhandsurgery! tostimulateinteraction! tomakeitaffordableforeveryone! toraisefundsforFESSHeducationalandtrainingactivitiesEFSHT: Jointmeetingwith handtherapists every 3 years. Therapists should be invited to cooperate in betweenyearsandtheycandecideiftheywouldjoin.Cooperationshouldbealwaysruledinanactualcontract.

THEBIDBiddingBiddingsocietiesshouldfirstcontactAsszisztencia,thatwillseekforalocalpartnertoassisttheorganizationandhelpinpreparing the bid. Please do not contact a Professional Congress Organizer directly, because this may delude allpartners.Siteselectioncriteria! Acitywithgoodaccessibility:acloseairportwithmajorEuropeanconnections! Easyaccesstothevenuewithinthecity! Arangeofaffordablehotelsanddiningoptions! Suitableandcosteffectivecongresscenter! Tourismcan’tbeaproreason! Visibilityoffinancialtransactionsareimportant! Publicsafety! CompliantvenueCompliancerulestoconsiderwhenchoosingthevenueAllpromotional, scientificorprofessionalmeetings, congresses, conferences, symposia,andother similarevents(including,butnotlimitedto,advisoryboardmeetings,visitstoresearchormanufacturingfacilities,andplanning,trainingorinvestigatormeetingsforclinicaltrialsandnon-interventionalstudies)organisedorsponsoredbyoronbehalfofacompanymustbeheldinan“appropriate”venuethatisconducivetothemainpurposeoftheeventandmayonlyofferhospitalitywhensuchhospitalityisappropriateandotherwisecomplieswiththeprovisionsofanyApplicableCode(s).Therefore:! noholidayresorts(exceptifdateisNOTbetweenJune1–September15)! nowellnesshotels! noentertainmentcentersorcasinos


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DatesThemeetingwillbeheldoveraperiodofthreedaystraditionallybetweenlastweekofMayandinthefirst3weeksofJuneavoidingMidsummernight.ThecongressdateshavetobeasfaraspossibleofthoseofEFORTCongress.Thepreferreddayformatisas follows:

Wednesday Thursday Friday Saturday

Morning CouncilMeetingExhibitionSetup

ScientificProgramExhibition



Afternoon

CouncilMeetingEducationalAfternoon*

ExhibitionSetupOnsiteRegistration


DelegatesAssembly


ClosingExhibitionDismantling

Evening OpeningCeremonyWelcomeReception

PresidentialDinner FESSHPARTY

*EducationalAfternoonTheprogram isput togetherbyFESSHandFESSHCorporatePartnersand fallsunder the responsibilityofFESSHCongress Committee. The focus is on education. The program is free to attend for everyone having paidregistrationfeefortheFESSHCongress.Pre-registrationisnecessaryhowever.Exhibitionbuild-upanddismantlingDepending on the actual size of the exhibition two more additional days prior to the Congress (Monday andTuesday)mightbeneededforbuild-up.DismantlingcanbedoneonSaturdayeveningthough.FESSHExecutiveCommitteemeetingFESSH Executive Committee meets on Tuesday afternoon prior to the Congress. A meeting room for 8 pax isneededonsitefrom2to7pm.ExpensesofroomrentalandcateringarecoveredbyFESSH.EBHSDiplomaExaminationonHandSurgeryEBHSDiplomaExaminationisfavourablyheldatthecongressvenueonMondayandTuesdaypriortotheCongress.Expensesofmeeting roomrentalandcateringarecoveredbyEBHS.Detailsof roomrequirement ishandledbyFESSHOffice.


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MeetingRoomRequirements

Qty Function Style Capacity

1 MainAuditoriumforplenarylectures theater 1200-1500seats

2 Breakoutroomsforparallelsessions theater 400-500seats

2 Breakoutroomsforparallelsessions theater 200-300seats

4to6 Breakoutroomsforindustrylunchtimeworkshops theater 80-100seats

2to3 RoomsforFESSHCouncil,CommitteesandOffice U-shape 10-20seats

1 E-posterarea 4-5stands

1 Exhibitionandcatering(coffee,lunch)area 60stands 1,500–2,000sqm

1 FESSHCorporatePartnerLounge(nearexhibitionarea) 100sqms

1 Registrationandcloakroomarea 500sqm

1 Storageareaforexhibitors’materials HotelsandratesStandardagreementsshallbenegotiatedwithseveralmajorhotels. "TermsofSale"(i.e., numberofsleepingroomnights,roomrate,meetingspace,concessions,etc.)aretobenegotiated withthehotel.SelectionprocessApre-selectionismadebytheCongressCommittee.BiddingsocietiesshouldfirstcontactAsszisztenciathatwillseekalocal partner to assist theorganization andhelp in preparing thebid. Pleasedonot contact a Professional CongressOrganizerdirectly,becausethismaydeludeallpartners.

When Who What Format

Sept-5thyear Office CallforBidding website,emails

February-4thyear HostSociety Deadlineforsendinginbids standardizedbiddingdocument

(templateisattached)

March-4thyearCongressCommittee

Evaluationofbids,makingproposalsforExCom

April-4thyearExCom Shortlistofacceptedbids

Office Invitationforpresentation

Annualcongress-4thyear

HostSociety BidpresentationandVoting 3minutesfilmor10slidespresentation

DelegatesAssembly

Voting


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SCIENTIFICCOMMITTEEThe scientific program is themost important part of a FESSH Congress. The primary objective of the ScientificCommitteeistoensurethatawell-balanced,high-qualityprogramisorganizedandpresentedatthecongress.Thisobjectiveshouldinfluenceeverystepofitsactivities,rangingfromtheCallforPaperstotheselectionandreviewofeverypaper,andeventoassistingintheschedulingofsessionroomsandhelpingwithlocalarrangements.Howtoestablishthescientificcommittee?1. Chair of theScientificCommittee is appointedandmain topics are listeduponagreementby theCongress

President(s)andFESSHCongressCommittee.2. Members of the Scientific Committee are appointeduponagreementby theCongress President(s) and the

FESSHCongressCommittee.FESSHCongressCommitteeshallberepresentedasonememberoftheScientificCommittee.

3. Decisionisanticipatedatleast3yearsbefore.WhatistheroleoftheScientificCommittee?Theabstract reviewprocess iskey todevelopingastrongscientificprogram.Theprocess includes thereviewofpapersreceivedthroughtheCallforPapers,andincludesthereviewofsolicitedandinvitedpapers.Submissionsare to be reviewed by the members of the scientific committee and/or independent referees who areknowledgeable in the pertinent subject area. The review process is usually a blind one, which allows forconcentrationoncontent,ratherthanauthorreputation.Eachabstractshouldbeevalutedbymin2reviewers.Abstract submission deadline is 30 November with an option for extension with maximum of 2 more weeks.Abstractdecisionshouldbeout latestbyJanuary5-10, finalprogrammustbereadyandavailablebytheendofFebruary.Speakerregistration:Generally all speaker should pay the registration fee till a certain deadline to be included in the final scientificprogram,invitedspeakersandfacultymembershavetoregisteralso.Thebudgetoffersaverylimitednumberoffreeregistration.TheCongressPresident(s),theScientificCommitteeandtheFinanceCommitteedecideonthis.Generalrule:everybodypaysfirst,freeenrtiesarereimbursedlater.Authorswhohavesubmittedabstractsshouldbenotifiedwhethertheyhavebeenacceptedordeclined.Authorswhosepapershavebeenacceptedshouldbegiven theexact timing,poster instructionsandallothernecessarydetailsofthepresentations.Allmaterialssubmittedforreviewmusthaveall thenecessaryclearances, includinggovernmental,corporateandacademic.ConfidentialityFESSH professional ethics requires that referees treat the contents of papers or abstracts under review asprivilegedinformationnottobedisclosedtoothersbeforepublication.Itisexpectedthatnoonewithaccesstoapaperunderreviewwillmakeanyinappropriateuseofthespecialknowledgewhichthataccessprovides.

ABSTRACTSANDPRESENTATIONS

Typesofpresentations

• Free papers are received in response to the Call for Papers and are reviewed for acceptance - regularpresentations (6+2’) or for short presentations (4+1’). Depending on number of accepted abstracts theScientificCommitteemayappointdifferenttimeslots.

• Electronicpostersarespecialnontalkpresentations.• Invitedpapersarethosespecificallyrequestedforpresentationofatopicofinterest.• Solicited or stimulated papers are those that result from requests by congress organizers to groups or

individualsworkinginparticularareasofinterest.


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Abstractsubmissionstatistics

Congresses Submittedfreepapers

Invitedpapers

Acceptedfreepapers

Acceptedorals

Acceptedposters

Sessions Parallelrooms

2014Paris 866 154 648 325 323 103 52015Milan 721 127 650 376 274 76 62016Santander 707 90 707 214 473 61 42017Budapest 911 174 779 317 410 110 52018Copenhagen 1123 194 1035 359 676 95 5Abstractrequirements• ClearanceofPapers:FESSHassumesthatmaterialpresentedatitscongressesisproperlyavailableforgeneral

disseminationtotheaudiencestheseactivitiesareorganizedtoserve. It is theresponsibilityoftheauthors,notFESSH,todeterminewhetherdisclosureoftheirmaterialrequiresthepriorconsentofotherpartiesand,ifso,toobtainit.Inordertoensurethattheauthorsareawareoftheirresponsibilities,signedFESSHCopyrightFormsmustbecollectedforallpapersacceptedforpublication.

• Author disclosure of conflict of interests: Declarations of potential conflict of interest of the Faculty andSpeakersmustbemadepubliclyavailableintheprogram(printedandonline)

• Submissionoforiginaloralreadypublishedabstracts• PresentationofPapers:OrganizersofFESSHcongressesareexpectedtoprovideanappropriateforumforthe

oralpresentationanddiscussionofallacceptedpapers.Organizersshouldworktominimizeauthorno-showsby ensuring an author has every opportunity to attend and present. This includesmaking visa informationaccessibletoauthorsandofferingpresentationalternativesastheorganizerdeemsappropriate.

AbstractbookAbstractbookwillbeavailableinelectronicformatonly,downloadablefromthecongresswebsite.Evaluationofpresentations:Realattendanceoftheactualsession(topic/room)maybechecked(countingmanuallyperhourorelectronically).Evaluation system for best talk and poster may be established the way that delegates could vote. A bestpresentation award may be introduced. Form of award is money and/or free entrance to next congress. Formotivation,votingparticipantsshouldalsowinaprize.

SCIENTIFICPROGRAMSTRUCTURETheprogramconsistsofinstructionalcoursesessions,invitedsessions,submittedtalksande-postersessions.EducationalAfternoonprogramisprovidedonthepre-congressday.ThisshouldbeprovidedlatestbytheendofFebruary.InstructionalCourseBookAuthors of Instructional Book are fully responsible for the content of the article, not FESSH. A printed book isincludedintheregistrationfeeforhandsurgeons.CongressMobileApplicationMobileApplicationoftheCongressisprovidedbyFESSH.Thecongressapplicationshouldbelaunchedassoonasthedetailedpreliminarydailyscheduleisavailableonthecongresswebsite.Duringthecongresstheapplicationisregularlyrefreshedtodisplayallprogramupdates.Pushnotificationsaresentoutfromtheapplicationtonotifiyparticipantsaboutcongressactivities.


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WebstreamingofcongresspresentationsSelected congress sections may be video recorded and will be put available online as a web stream after thecongress. Sections to be recorded are selected by FESSHwith reflect to its educational activity. Presenters areaskedtogivetheirconsenttoberecordedandforonlinepublication.CMEaccreditationanddeadlinesAccreditationprocessforFESSHCongressesismanagedbyFESSHOfficeinearlyFebruary.Recommendedtimeforsubmissionofapplictation 18weekspriortocongressLatestdateforcompletionoffullapplication 14weekspriorReviewprocessstarts 13weekspriorDecisionreceived 4weekspriorTheEACCME®awardsECMECsonthefollowingbasis:1hour=1ECMEC/Halfaday=3ECMECmaximum/Fullday=6ECMEDmaximumThefeeforanapplicationtotheEACCME®fortheaccreditationofLEEsisdeterminedinaccordancewiththeexpectedtotalattendanceofLearnersandisnotdependentonthenumberofECMECsawarded.EACCME:DisclosureofconflictofinterestAll declarations of potential or actual conflicts of interest bymembers of the Scientific Committee and of theOrganisingCommittee,whetherduetoafinancialorotherrelationship,mustbeprovidedtotheEACCME®uponsubmissionof theapplication.Declarationsalsomustbemadereadilyavailable,either inprintedform,withtheprogramme,oronthewebsiteoftheorganiseroftheLEE.Declarationsmustincludewhetheranyfee,honorariumorarrangement forreimbursementofexpenses inrelationtotheCongresshasbeenprovided.WheretherehasbeenanactualconflictofinterestinvolvingamemberoftheScientificand/orOrganisingCommittee,theEACCME®mustbe informedofhow this hasbeen resolved. TheEACCME® considers it a responsibilityof theheadof theScientificand/orOrganisingCommitteetoensurethatactualconflictsofinterestareaddressed.DeclarationsofpotentialconflictofinterestoftheFacultyandSpeakersmustbemadepubliclyavailable,eitherinprinted form, with the programme, or, in electronic form, on the website. The EACCME® considers it aresponsibilityoftheheadoftheScientificand/orOrganisingCommitteetoensurethatactualconflictsofinterestareresolved.ThesedeclarationsmustberetainedforatleastoneyearaftertheeventforpotentialreviewbytheEACCME®.

INDUSTRYCompliancerulestoconsiderTheConferenceVettingSystem(CVS)isauniqueinitiativeinthehealthcareindustry. It isacentraliseddecision-making system that encourages transparency and consistency in medical education events and alleviates thecomplex administrative burden previously faced by MedTech Europe and Mecomed members, who wereconstrainedtomaketheirowndeterminationsonwhetherornotathird-partyeducationaleventtheywishedtoprovide support to was compliant with the associations’ respective Codes. CVS is an independently managedsystemwhichreviews the complianceof third-party educational eventswithMedTechEuropeCodeof EthicalBusiness PracticeandMecomed Code of Business Practice(the “Codes”)to determine the appropriatenessforcompanieswhicharemembersofMedTechEuropeandMecomedtoprovidefinancialsupporttosucheventsintheformofeducationalgrantsorcommercialactivities(booths,advertising,satellitesymposium).MembersofMedTechEuropeandMecomedcannotprovidesupporttoaneventthathasnotbeenpriorpositivelyassessedbyCVS.Furthermore,thedecisionsrenderedbytheComplianceOfficerarebindingonMedTechEuropeandMecomedmembers.Whichmeansthatthesememberscannotprovidesupporttoaneventwhichisfoundtobenotcompliant.


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Thereviewprocessisbasedonasetof6criteriathathaveeachthesameweightintheevaluation:Thescientificprogramme,thegeographiclocation,theconferencevenue,thehospitality,theregistrationpackagesbenefits,thecommunication.Detailedinformationisavailableathttps://www.ethicalmedtech.eu/conference-vetting-systemCompanyworkshopsandjointsessionsSpecialty Societiesmay organize joint sessions (e.g. EWAS, ERAS, ESPRAS etc)when requested as a part of theFESSH program approved by Scientific Committee. Company workshops are welcome during lunch breaks. Therelativeissueshavetobedicussedwiththecongresscommitteeeachtime.AdvertisementsinFinalProgramAlleducationalmaterialmustbefreeofanyformofadvertisingandanyformofbias.TheEACCME®willacceptasinglepageacknowledgement,inthescientificprogramme,whereallsponsorsarerecognisedfortheirsupportoftheLEEandprogrammesthatincludethenamesofsatellitesymposiaonlyiftheyareclearlyidentifiedasindustrysponsored. All advertising components (including the listing of exhibitors) must be clearly separated anddistinguished from the scientific/educational components of the programme and identified as such.Within thescientificprogrammeandoverview,sponsoredsymposiamustbeidentifiedassuch,butthenamesofthesponsorsmustnotbementioned,neitherthedetailssuchastitle,speakers,etc.Youthereforeindicatethemwithaformulasuchas“industry-sponsoredsymposium”;Sponsors’namesandlogosmaynotappearonthefrontcoveroftheprogramme.Commercialadvertsmaynotbeprinted inside the first section (scientific/educational information section) of the programme book and on thesecond(insidefrontcover)pageoftheprogramme/eventbook.Advertsmaybeprintedontheinsideandoutsideback cover pages, however. The same principle applies for websites, whereby industry names/logos may notappearalongsidescientific/educationalinformation.

ROLESOFTHEOFFICERS

OrganizationStructure

OrganizingCommittee

CongressPresident

SCIENTIFICCOMMChairandMembersbyNatSoc+CongComm

FINANCECOMMChair:ASSZISZTENCIAAuditors–FESSH

CongComm+NatSoc

SPONSORCOMMChair:FESSHCongComm

Members:NatSoc,ASSZISZTENCIA

LOCALARRANGECOMMChair:NatSocMembers:DMC,ASSZISZTENCIA


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FESSHCongressCommitteeCongressCommitteeisapermanentorganoftheFESSHCouncil,representingtheinterestofFESSHinthewholeorganizationprocess.Itsmaintasksareto• invite,collect,evaluateandpresentbidsforFESSHExecutiveCommittee• supervise appointment of members to Scientific Committee, Sponsor Committee and Local Arrangements

CommitteeinagreementwithCongressPresident(s)• superviseappointmentofthechairoftheScientificCommitteeinagreementwithCongressPresident(s)• superviseappointmentofthechairforSponsorCommittee• supportandcontroltheactivityofthewholeOrganizingCommitteeTheFESSHCongressCommitteewillholdmeetingsasnecessarytoensurethatsatisfactoryprogressisbeingmadeandwillreportregularlytotheFESSHExecutiveCommittee.FESSHManagementOfficeasCorePCOAsszisztenciaKft.locatedinBudapest,Hungarywithits25yearsexperienceinthefieldofwholescalescientificeventmanagmentandwitha10yearsofcollaborationwithFESSHasManagementOfficehasbeenappointedasFESSHCorePCOtoorganizeFESSHCongresses. AsbeingfullyresponsiblefortheorganizationandfinancesoftheFESSHCongressASSZISZTENCIACongressBureaugives chair of the Finance Committee and delegates members to Sponsor Committee and Local ArrangementsCommittee.BydoingsoAsszisztenciaprovidesastrongsupporttotheactivityofthewholeOrganizingCommittee.

NationalSocietyNational Societies being members in FESSH have the right to bid for hosting the annual FESSH Congress.RepresentativesofthesuccessfulnationalsocietywillbepartoftheOrganizingCommitteeThehostNationalCommitteewill• appointCongressPresident(s),• proposeScientificCommitteeChairandMemberstogetherwiththeCongressPresident(s),inagreementwith

theFESSHCongressCommittee• proposemain topics and instructional course topics togetherwith theCongressPresident(s), in agreement

withtheFESSHCongressCommittee• appointLocalArrangementsChairtogetherwiththeCongressPresident(s),• appoint members to other committees (Finance and Sponsor committees) together with the Congress

President(s),andFESSHCongressCommittee.

CongressPresident(s)TheCongressPresident(s)willunderlaythecontrolofAsszisztencia,theFESSHCongressCommitteeandtheHostSociety.Hewillcomposethescientificcommittee,thesponsorshipcommitteeandthelocalarrangementscommittee.TheCongressPresident(s)isrequestedtogivearegularreporttotheFESSHCongressCommitteeadoptedtotheneedsoftheorganizationscheduleoftheFESSHCongress.AsszisztenciawillsupporttheCongressPresident(s)withdatatothereport.BydoingsothelocalHostSocietyandtheCongressPresident(s)willhaveanimportantroleinthefuturecongress.

DELEGATEASSEMBLYDelegateAssemblyisthemainannualbusinessmeetingofFESSHheldusuallyduringtheannualcongresses.ThisisthemainforumtoinformmembersandallotherinterestedabouttheactivitiesandachievementsoftheFederation.PreferredonThursdayafternoon16:30,inaslotof90-120minutes,withoutparallelsessions.OnlyinverydelicatequestionsaseparateextraordinaryDelegateAssemblyshallbecalled.


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SOCIALPROGRAM

Day Event Description Capacity

Wednesday CouncilReception HeldforMemberSocietyrepresentativesintheexhibitionarearightbeforetheOpeningCeremony

50

Wednesday WelcomeReceptionUsuallyheldatthecongressvenue,alldelegatesarewelcome 1200-1500

Thursday PresidentialDinner

Membersocietypresidents,secretaries,delegates,Councilmembersandspecialcongressguestsareinvited.Usuallyheldatavenueoflocalorspecialinterest.

100

Friday FESSHParty

Usuallyheldatavenueoflocalorspecialinterest.Moreparty-likeeventwithlowcostsforparticipantsshallcallbroadparticipationandmakeitavailableforyoungsurgeons

600ormore

OpeningCeremonyandWelcomeReceptionWednesdayeveningat6pm,invitingtheindustryalso.Thiseventisincludedinregistrationfeeprovidedbyusinglocalsupport(mayor,cityhall,etc.).Shallnotincludeanyentertainment(music,dance)otherwisethecongresswillbeconsiderednon-compliantbyEthicalMedTechcriteria.Welcomespeechesandreasonablemealsareaccepted.TheproposedprogramshallhaveapprovalofEthicalMedTechwellinadvance.PresidentialDinnerThursdayeveningatorafter8pmTheaimistobringtogethertheofficersoftheorganisation.Presidents,secretaries,delegatesofnationalsocietiesandFESSHCouncilmembers.Limitation:100paxforfree,settlethepricebetween€80-100perperson.ShallhaveacertainflexibilitybeinglinkedtoMcDonaldsindex.PartnersofCouncilmembers,invitedguestsandcongresspresident(s)arewelcomeforafeeifcapacityandbudgetallows.FESSHPARTY(formerBanquetDinner)Toprovidetimeandplaceforsocialactivity,makeitattractivefortheyoungpeopletocome,withinteracting,dancingandmusic,definitelynotaseateddinnerevent,notforanexpensivefee.

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