Supporter and Exhibitor FAQ on Cancellation of ISTH 2020
Please read the following frequently asked questions (FAQs) regarding the cancellation of the ISTH 2020 Congress. The following information was last updated March 25, 2020 and will be updated as needed.
Why was the decision made to cancel the ISTH 2020 Congress in Milan, Italy?
The ISTH has been closely monitoring updates and recommendations from the Centers for Disease Control and Prevention (CDC) and the World Health Organization (WHO), as well as the Italian Health Authorities related to the spread of COVID-19. We have also been actively following travel advisories and restrictions being placed on health care providers, hospitals and institutions globally.
The health, safety and well-being of our members, faculty, staff, sponsors and exhibitors, as well as other stakeholders is of paramount importance. With an ever-increasing number of ISTH attendees on the front lines of preparing and reacting to the COVID-19 outbreak worldwide, it was in the best interest of everyone to cancel the congress and ensure our members are able to do what they do best – help and heal.
Will the ISTH 2020 Congress in Milan be rescheduled for a later date?
No, the physical ISTH 2020 Congress in Milan, Italy will not be rescheduled. The ISTH is currently preparing and planning to organize an ISTH 2020 Virtual Congress that will still deliver a robust scientific and educational program to our audience. Please see more details below.
Are all corporate-supported events and activities canceled as well?
All in-person programmatic activities related to the ISTH 2020 Congress in Milan, Italy, are canceled. This includes independently accredited sessions and/or events organized by ISTH, exhibitors, supporters and/or third-party vendors and others.
However, ISTH remains committed to sharing and presenting educational content regarding scientific and clinical breakthroughs as well as corporate developments (i.e. products, services, etc.) and will provide platforms to do so as part of an ISTH 2020 Virtual Congress. We will be sharing more information about alternative partnership/support opportunities by or before mid-April.
When will we know if our abstract was accepted and will it still be presented?
Abstract notifications will be sent to the presenting author in the coming weeks. As always, all submitted and accepted ISTH 2020 abstracts will be published online in the ISTH journal Research and Practice in Thrombosis and Haemostasis (RPTH) and can be presented – at a minimum – as e-posters. The presenting author will be provided further information with specific instructions as to how abstracts will be managed in the coming weeks. All embargoes and planned simultaneous publications will remain as scheduled. If you have questions about your abstract, please email firstname.lastname@example.org.
Will Late-Breaking abstracts still be accepted and presented?
Yes, Late-Breaking abstracts will still be accepted and will be presented at the ISTH 2020 Virtual Congress. The Late-Breaking abstract submission website will open on May 20, 2020 and will close on June 3, 2020. Please see all abstract guidelines here. The ISTH will share further detailed information about the virtual meeting format by the end of April, if not sooner, to provide participants, sponsors and partners with as much time as possible to plan accordingly.
Will corporate support (e.g. for corporate symposia, product theaters, exhibits, etc.) for ISTH 2020 be refunded?
ISTH has worked hard to expedite a decision to cancel the ISTH 2020 Congress in Milan, Italy to minimize the financial exposure for the Society, our vendors and corporate partners. However, as you may anticipate, the organization has – over the past 18+ months of preparations - incurred expenses necessary to prepare a professional and successful congress.
Following the Terms and Conditions that all corporate partners accepted when submitting the Application and Contract Form(s), the Society will refund a portion of support/fees after deducting all costs and expenses in connection with the preparation of the congress to date, including a reasonable reserve for claims.
We are in the process of actively mitigating the financial liabilities for the ISTH, which we will attempt to keep as low as possible. The specifics of the refund policy will be shared via email with all industry partners by or before mid-April.
Please note that – also in accordance with the Terms and Conditions - in no circumstances will ISTH incur any liability for damages sustained by the corporate partners as a result of a cancellation nor will ISTH be responsible for any corporate partners’ or other persons’ or company’s expenses (such as travel, lodging, or exhibit shipping), or any other incidental or consequential damages.
Our company still has an outstanding payment for (a) support opportunity(ies)/exhibit at ISTH 2020 in Milan, Italy. Since the congress is canceled, are we responsible for payment of outstanding invoices?
As per the Terms and Conditions, all companies are responsible for paying for their commitments. If a company who committed has not yet paid ISTH in full, this payment must still be made.
When can we expect to receive a refund of our already paid ISTH 2020 support?
As soon as the ISTH totals all costs and expenses incurred by the organization on ISTH 2020, including a reserve for claims, we will contact corporate partners about refunds. ISTH may also propose that partners allow us to utilize all or part of the partner’s investment in the ISTH 2020 for sponsorship opportunities available for the ISTH 2020 Virtual Congress and/or other ISTH opportunities. Following this process, ISTH will refund the remaining balances to each partner in a mutually agreed payment method with thirty (30) days.
Can we roll over our ISTH 2020 support for next year’s congress?
We will offer several alternatives for your already committed and paid support for ISTH 2020 to be used towards supporting the ISTH 2020 Virtual Congress. We are currently not offering immediate rollover of financial support made for ISTH 2020 to ISTH 2021. However, we are committed to work with our corporate partners to accommodate various different circumstances.
How will the cancellation of ISTH 2020 in Milan affect the priority point calculation and ranking for ISTH 2021 in Philadelphia?
At a minimum, any amounts already committed to ISTH 2020 in Milan that will not be refunded to a corporate partner will be counted towards that partner’s priority point ranking for ISTH 2021.
In addition, please note that any additional support that you recommit to the ISTH 2020 Virtual Congress and/or other specific offerings ISTH will make available for support will also be included in the calculation of your priority ranking for ISTH 2021 in Philadelphia, PA, USA. Stay tuned for more details!
Although not currently planned, should we make available the possibility to roll over funds to ISTH 2021, the respective amounts would not count towards the priority point calculations and ranking for ISTH 2021 but will be part of the calculation and ranking for ISTH 2022 in London.
More detailed information will be shared by or before mid-April.
Please note that due to the circumstances, this process will push back the finalization of the official priority ranking for ISTH 2021 to June 15, 2020.
What opportunities for exhibitors and supporters will ISTH offer as part of the ISTH 2020 Virtual Congress?
The ISTH remains fully committed to the continued support of the dissemination of science and education in thrombosis and hemostasis, and we are already planning an ISTH 2020 Virtual Congress experience that will enable us to deliver the latest thrombosis and hemostasis science, research and education to the global community in virtual format.
The ISTH 2020 Virtual Congress will offer a rich and robust program online that will focus on the highlights of the already prepared scientific and education program, with tools that will allow attendees to connect and participate. As always, all submitted and accepted ISTH 2020 abstracts will be published online in the ISTH journal Research and Practice in Thrombosis and Haemostasis (RPTH) and can be presented – at a minimum – as e-posters. We will also still invite late-breaking abstracts (see “Will Late-Breaking abstracts still be accepted?” above).
The ISTH will share further detailed information about the virtual meeting format by the end of April to provide participants, sponsors and partners with as much time as possible to plan accordingly. In the meantime, please know that corporate partners (sponsors & exhibitors) who had committed to support ISTH 2020 in Milan, Italy will have the possibility to choose from a portfolio of offerings, including complimentary opportunities to still have visibility among attendees and members of the ISTH 2020 Virtual Congress. This will include the ability to present educational content regarding scientific and clinical breakthroughs as well as corporate developments (i.e. products, services, etc.). We will be sharing more information about alternative partnership/support opportunities by mid-April.
What would be the pharmaceutical guidelines for the ISTH 2020 Virtual Congress?
The ISTH 2020 Virtual Congress will be organized from the Society’s headquarters’ office in the United States and therefore follow the US compliance guidance. US pharmaceutical and MedTech guidelines will generally apply.
Who should we contact for specific questions regarding our financial support and participation at ISTH 2020 in Milan?
For questions regarding exhibition and sponsorship to ISTH 2020 in Milan and the ISTH 2020 Virtual Congress, please contact:
Mr. Thomas Reiser
ISTH, Executive Director
Please note that ISTH will only respond to questions and discuss matters related to the cancellation of ISTH 2020 with our industry partners directly or with authorized third parties. We will ask each of our supporters and exhibitors to indicate the main point person for any discussions.
In order to provide industry partners with real-time answers and information we will be organizing a virtual townhall meeting by mid-April. Details will be provided by April 3.
We have been approached by a third-party agency regarding sponsorship opportunities for a virtual version of ISTH 2020, could you confirm this is happening?
We are aware that third-party vendors (i.e. medical education companies) are contacting industry partners to advertise sponsorship/partnership opportunities for “a” 2020 ISTH Virtual Congress and/or digital zone. These entities are not affiliated with nor authorized by ISTH to organize and/or promote such an event. We strongly advise you to disregard any such outreach and send copies to us for follow-up. All communications and sponsorship opportunities regarding the ISTH 2020 Virtual Congress will be shared directly by the ISTH.
Will our individual, group as well exhibitor registration fees be refunded?
As a result of the cancellation of the Congress the ISTH will be waiving all cancellations fees to individuals, groups and exhibitors. A full refund will be given for all registration fees paid for the ISTH 2020 Congress. If you have questions about your registration, please email email@example.com.
Will our accommodation fees be refunded?
MiCo dmc, the official housing partner of the ISTH 2020 Congress, will handle all requests for hotel refunds. These requests need to be directed to them through the contact information below and by the specified cancellation dates. Please contact MiCo by email at firstname.lastname@example.org).
Can our AIFA Application be withdrawn and do the AIFA fees still need to be paid?
Since the Applications has not been submitted to the AIFA (Agenzia Italiana del Farmaco), the AIFA Event Tax will not be charged. In addition, AIM Education won’t charge the fee of EUR 500 per company for the guidance through the AIFA process. If you have any questions about the AIFA Event Tax and/or the AIM fee of EUR 500, please contact email@example.com.
Please note that any additional expenses related to the AIFA application not mentioned above (AIFA Tax Fee and AIM Education fee) cannot be refunded and in no circumstances will the ISTH incur any liability.
Will we be refunded for any objects ordered on ESOS?
Yes, you will receive a full refund for all objects ordered, confirmed and paid in ESOS.
For more information, please contact firstname.lastname@example.org.
Will we be refunded for any objects ordered by ISTH recommended vendors/partners?
It depends on the contractual agreement and the terms of payment your company has with the vendor/partner. Please directly contact the vendor(s) to confirm the cancellation policies and possibly applicable fees.
Due to the uncertain situation worldwide with respect to COVID-19, the information in this document is subject to change without prior notice.