General information
Deadline dates
We will apply a £2,000 + VAT penalty fee for late payments. Items that will attract a penalty are highlighted with a * on the key dates and deadlines page.
The WMS has implemented a penalty fee for missed deadlines with the overarching goal of streamlining administrative processes for both the Congress organisers and our valued sponsors and exhibitors. Timely submissions are crucial in ensuring the efficiency of our collaborative efforts.
Contact person
Each sponsor/exhibitor must nominate one primary contact; the primary contact person (agency/group coordinator) will be responsible for the items requested on the application booking form.
All communications after submission of the application will be sent to the primary contact person provided in the application booking form.
All communications with the WMS from third parties must always include the overall sponsor’s name in the subject, to ensure enquiries are dealt with quickly by the relevant person.
Cancellation
When you contract to sponsor the WMS Congress, you commit to the full sponsorship fee. If you choose to cancel your participation or attempt to terminate the agreement, all outstanding fees remain due and payable on demand. We won't provide refunds for any sums already paid at the point of cancellation. We understand that circumstances can change; therefore, the WMS may, at its sole discretion, review requests for partial refunds on a case-by-case basis.
EACCME regulations
The primary focus remains on ensuring the scientific and educational integrity of the WMS 2026 Congress. This involves keeping all scientific and educational spaces free from commercial influence, including advertising and sponsors’ branding.
This essentially means that anything with an industry logo is not allowed into the Pre-Congress Teaching Course area, the Main Congress Auditorium, the Poster and Short Oral Presentation areas, and the Meet the Expert and Career Development sessions.
In accordance with the EACCME regulations, this means that sponsors and exhibitors can provide delegates with flyers, brochures, but no branded items such as lanyards, notebooks, etc., are permitted. To align with the sustainability goals of the WMS, we recommend the use of a clearly visible QR code or any other digital alternatives for delegates to access the relevant information.
Please see the information provided by the EACCME regarding this change here:
https://eaccme.uems.eu/industry
The criteria for live educational events here:
Criteria for Live Educational Events (UEMS2023/07)
We kindly request the cooperation of all our sponsors and exhibitors in adhering to these updated regulations.
Advertising activities
Advertising and promotional activities at WMS 2026 (including symposia sessions, digital promotion opportunities, and exhibitions) must be limited to pharmaceuticals and medical devices authorised for marketing in Japan, and all claims must remain strictly within the approved labelling and intended use (on-label); promotion of unapproved products and off-label use is not permitted.
Please see the JPMA code of conduct here.
In general, the ethics guidelines also apply for Japan: EFPIA e4ethics merge with the MedTech Europe Conference Vetting System. In parallel, Japan-specific laws and relevant Japanese industry codes would still apply to any promotional activities conducted in Japan.
All activities in Japan must comply with applicable Japanese laws and relevant Japanese industry codes; exhibitors and sponsors are responsible for their own internal compliance review.
Prescriber/non-prescriber
Support from pharmaceutical partners helps make this event possible. As such, it is important that we comply with the various codes and directives for the manufacturing, distribution, and marketing of pharmaceutical products.
The Human Medicine Regulations 2012 (clauses294-300) and European Union directive (2001/83/EC, article 86) provide guidelines relating to the medicinal products for human use. Within these guidelines is the restriction that access to pharmaceutical product marketing activities must be limited to only those participants licensed/authorised to prescribe or supply medicinal products. As such, all participants, with the exception of the exhibitors, are asked the above question during registration.
Healthcare professionals authorised to prescribe prescription medicines will be recognised from the letter P (‘Prescriber’), which will appear next to their name on their name badge and digital Prescriber badge displayed on the attendee list on the app/platform.
Contract and code of conduct
The WMS Congress Sponsorship and exhibition general conditions (contract) will be sent with the invoice. All sponsors will need to complete the highlighted sections and sign and return this agreement to complete the booking.
These Terms and Conditions form the agreement between the parties to the exclusion of any other terms that the sponsor seeks to impose or incorporate. All sponsors are subject to the same Terms and Conditions and are required to agree to them without variation. If you are unable to accept these Terms and Conditions for any reason, please let the organiser know as soon as possible. While the organiser may agree to consider alternative proposals where the sponsor will otherwise be unable to participate in the event, the organiser is not required to agree to any changes. Each request will be considered on a case-by-case basis, and the organiser shall only agree to changes in exceptional circumstances.
The WMS 2026 Congress code of conduct is available at: https://www.wms2026.com/page/code-of-conduct
