FAQ 8. Meals and Overnight Stays

GENERAL RULES around the provision of meals (for consultants: see below)

• Meals may only be offered immediately before, during or immediately after a scientific activity (i.e., not along the way, at an airport or train station).Indeed, in accordance with Article 5.2 of Mdeon’s Code of Ethics, the hospitality offered must be strictly limited to the official duration of scientific activities. This means that a meal can only be offered during scientific activities, if it immediately precedes the start of scientific activities or immediately follows the end of scientific activities.  Examples:
  • It is permitted to offer a meal after a meeting abroad if it is impossible to return to Belgium that day and if the dinner coincides with the end of the scientific program (if the program ends before 5.30 PM, dinner cannot be offered).
  • It is permitted to offer a lunch before the start of the scientific event, only if the scientific event starts before 2.30PM (if the program starts after 2.30 PM, lunch cannot be offered).
• There is a maximum of 45 euros for a lunch (drinks included), 90 euros for a dinner (drinks included) and 23 euros for a coffee break.

• However, a maximum of 135 euros per day with at least 6h of scientific program must be taken into account. If a day does not include 6 full hours of scientific program, a total maximum of 23 € per full hour of scientific activity may be spent on meals. The amount of 23€/full hour* of science is all inclusive (drinks, coffee breaks, VAT, room rental, etc.).

• Offering dinner on the eve of a scientific event may only be offered if there is a scientific program that eve.

* Calculation of the duration of the scientific program 

• Maximum 23€ per full hour of scientific program may be offered for meals, to be divided proportionally over the entire time spent on pure science. A scientific program lasting 2h30 will thus entitle you to a meal of maximum 57,5€ (23€ x 2,5).
• Note: when calculating the duration of the scientific program, only the actual scientific program is taken into account. As a result, lunch breaks, coffee breaks, reception of participants, etc. without demonstrated scientific content may not be included in this calculation.
• The maximum amount of 45€ for a lunch, 90€ for a dinner and 23€ for a coffee break must be respected at all times.
• Amounts may not be transferred: e.g., if there is a scientific program of at least 6 hours but less than 135€ is offered in meals, the remaining amount may not be transferred to the day after or before. The amounts are calculated day by day based on the scientific program of that day itself.

EXCEPTIONS FOR CONSULTANTS

A participant is a healthcare professional who participates in a scientific meeting to learn.

A consultant is a healthcare professional who, in the context of a scientific event, performs scientific services on behalf of the event organizer or on behalf of a pharmaceutical/medical device company. Usually (but not always) this person receives an honorarium for this. Examples: speaker, expert meeting, participation in an investigator meeting (study nurses included), etc. Is not a consultant: poster presentation, reporting afterwards, etc.

The following exceptions apply to consultants:

• Meals that do not directly follow the scientific program (or meals offered on the eve) and/or that are more expensive may be offered provided they are justified and described (amount to be specified) in a contract. However, the price of the dinner offered must always be reasonable/legitimate and comply with the authorized amounts as described above, unless there is a reason justified by circumstances to offer a more expensive dinner.
  • A justifiable reason is, for example, a dinner with foreign consultants to avoid that only the Belgian consultants have to get another (cheaper) meal or are completely excluded from a meal, thus not being able to eat together with their peers and therefore not being able to talk about science. This reason must be explained in the visa application.
  • Another justified reason is a consultant who is going to give a training of several hours in several hospitals (“speaker tour”). In that case, this consultant will also be able to get meals at times that are not directly related to the training insofar as this is contractually provided for (e.g. giving training every evening will henceforth also entitle him to receive a lunch).

• This contract will be attached to the visa application, which will also include the reference to the relevant article of the contract.

• The rules for consultants apply only to meals that can be directly linked to services performed in their capacity as consultants. If a consultant presents a topic at a conference but then further participates in his capacity as a participant, a difference should be made in hospitality offered.

• The capacity of consultant must be evidenced by supporting documents.