Individual HCP Funding for Congress Attendance (IHFCA) Application

Terms and Conditions

Any application submitted to Astellas by a Healthcare Professional (HCP) to request funding to attend a Congress will be governed by the following terms and conditions which will apply to the application for such funding and to the logistics and provision of the financial support to attend such Congress. Logistics will be organised by Emota Experiences Ltd. on behalf of Astellas Pharma Inc. (API) or one of its affiliated companies.

 

Below are the terms that apply to any financial support provided by API or one of its affiliated companies (hereinafter referred to “Astellas”) for an HCP to attend a Congress.

  1. Following a successful application to attend a Congress, Astellas may offer financial support to an HCP which is limited to the following items (hereinafter referred to as "Funding”):
        a. Congress registration fee
        b. Economy class roundtrip flight/ roundtrip train tickets
        c. Adequate accommodation (for your exclusive use)
        d. Return transportation to/ from the destination airport, and
        e. Tax, customary fees and other fees that are required by law, code or local regulations.
  2. Travel arrangements will be booked in line with the congress dates. Tickets once issued will be non-refundable and non-changeable subject to Astellas management discretion.
  3. Funding covers direct costs only such as registration fees, reasonable travel and/or accommodation, but does not cover or include Meals and Beverages unless such items are already included in the direct costs listed in paragraph 1 above. For the avoidance of doubt, travel costs do not include visa fees or travel insurance. Astellas will not reimburse HCP for any expenses incurred even if receipts are available. All costs will be paid directly via Astellas’ third-party logistics and travel management partners.
  4. Funding is for the benefit of one individual HCP and is limited to a maximum of one congress per individual HCP per fiscal year (April 1 to March 31). The Funding is not to be used for, and Astellas will not pay for or facilitate any other individuals accompanying a sponsored HCP to the Congress. The Funding is exclusively intended for the funded HCP only and no part of it may be used to cover the expenses of other individuals attending the Congress.
  5. No funding shall be applied for or will be provided by Astellas if the applying HCP has already received any funding from Astellas (via its HCO Grants Program for Congress Attendance) or from other pharmaceutical companies for the same Congress (e.g., if registration fees have been paid by another company, then Astellas will not be able to fund related Travel and Accommodation).
  6. The applying HCP must be a registered/currently practicing HCP and be in good standing in the relevant therapy area/specialisation for the intended Congress in scope. Funding will not be provided to HCPs who are under any professional investigation, disqualified, suspended or subject to disciplinary action or proceedings relating to the HCPs conduct or ability to practice medicine by any regulatory authority or competent professional body.
  7. No cash alternative is offered, and all arrangements will be made through Astellas third-party logistics and travel management partners.
  8. Astellas will only provide Funding that is in compliance with relevant local country specific codes, regulations, and laws. Astellas reserves the right to rescind any relevant Funding if it is notified that the provision of such Funding will breach any applicable codes, regulations, and laws and additionally, in the event that the applying HCP has already received funding as per Paragraph 5 or a breach of Paragraph 6 comes to Astellas' attention.
  9. In connection with the Funding, Astellas and HCP shall comply with all applicable laws and regulations including relevant anti-corruption laws and international anti-corruption standards.
  10. Astellas will publicly disclose any transfers of value made to HCP as part of the Funding. HCP hereby provides any relevant consent to such disclosure. HCP acknowledges that information on transfers of value may be publicly available and/or may be disclosed to public authorities. Further information on how Astellas discloses the transfers of value and the legal bases under which such disclosures of transfers of value and the associated processing of Personal Data take place are published on Astellas’ website, which can be consulted via the following link: https://www.astellas.com/en/about/transparency-center
  11. Cancellation policy – In the event that an HCP is not able to attend the relevant Congress, he or she must notify Astellas immediately. Cancellations will not be rearranged, and Funding will not be applied to or rolled over to a different congress and nor can it be transferred to another individual.
  12. The provision of the Funding by Astellas is intended exclusively for the purposes of attending the relevant Congress. The Funding is not provided for, and neither is there anything in these terms which should be construed as, an expectation on the part of Astellas that any HCP recommend or promote the prescription, administration, or sale of any of its products.
  13. Any HCP in receipt of any Funding will provide Astellas with all reasonable assistance if Astellas requires documentary evidence of the proper use of the Funding for the purposes described in any application for Funding.
  14. The HCP shall ensure that the Funding does not violate or conflict with its other contractual or legal obligations, or with its commitments under the policies of any institution, committee, regulatory body, or organization by which the HCP may be employed, of which it may be a member or with which it may otherwise be associated. The HCP must fulfil all his or her obligations, in particular his or her declaration of interest or any obligations aimed at preventing a conflict of interest.
  15. If a third party, including a regulatory authority or a person representing or acting on behalf of a professional association, initiates an investigation or audit regarding compliance of the Funding, the HCP shall immediately notify Astellas and cooperate with Astellas in good faith and to the best of its ability.
  16. Astellas will not
        a. pay for or facilitate upgrades to travel and hotel accommodations beyond the Funding.
        b. pay for or facilitate any extension of travel or hotel stays or any related costs beyond the Funding.
  17. Once an application for Funding has been approved, Astellas will proceed with the organization and booking of the relevant items within the Funding and will communicate the booking details to the HCP. HCP is required to confirm receipt of and acceptance of the relevant booking detail. Failure to respond to Astellas’s communications within 14 days will result in the cancellation of funding.
  18. Adverse Events and other Pharmacovigilance (PV) related matters should be reported to the PV department of the local Astellas entity in the country of residence for the HCP or, the local PV department of the Congress location.
  19. Astellas Privacy Notice: Whenever you submit any personal information about yourself via this web site or online resource, you acknowledge that you have read and agree with Astellas’ Privacy Notice which can be found at: https://www.astellas.com/en/about/privacy-center/privacy-policy.en-general-privacy-notice regarding the collection, use, disclosure and cross-border transfer of such personal information for the purposes of an Astellas event that you will join.