Science: Polish Perspectives (SPP) Conference 2019
Terms and Conditions (T&C)
1. Application and Registration T&C
These terms and conditions apply to the Science: Polish Perspectives Conference in Cambridge, United Kingdom on the 8th and 9th of November 2019 (“Conference”).
1.1 The Conference is organised by the Polonium Foundation with its legal address in Warsaw (plac Bankowy 2, 00-095 Warszawa, Poland, NIP 701-058-44-08, KRS 0000621890) and a team of volunteers, herein referred to as the "Organisers".
1.2 The provisions of these Terms and Conditions are an integral part of the application process in order to participate in the Conference, referred to in Section 2.1. below, and so they apply to all people who have registered for participation in the Conference ("Participants").
1.3 The official website of the Conference can be found at: https://poloniumfoundation.org
1.4 To participate in a Conference one needs to register by filling in the appropriate application form available on the website http://www.poloniumfoundation.org before the deadline ("Application").
1.5 The number of tickets for the Conference is limited.
1.6 The Participants cover their own costs of accommodation and travel in order to participate in the Conference.
2. Eligibility
The Conference is targeted at researchers, PhD students, and undergraduates of Polish origin or connected to Poland, having experience in conducting their research or affiliated with universities and institutes outside of Poland. That includes participants who at the time of registration are: enrolled students, PhD candidates, R&D researchers in academic institutions and in the private sector, science innovators, other individuals involved with research activities. Organisers reserve the right to give priority at registration to the participants who fall into this category.
3. Participation age
All participants must be at least 18 years old to take part in the Conference and associated events unless agreed otherwise with organisers on an individual basis.
4. Registration and fees
To secure participation in the Conference, a ticket of choice will need to be purchased. It may be the case that some ticket types will no longer be available depending on the date of the purchase.
Each ticket includes the following:
- two days of talks, presentations, panels and networking
- a gift bag with SPP gadgets (subject to availability)
- a workshop of choice (subject to availability)
- lunch at the main Conference venue on both days
Registration options are divided into the categories outlined below:
Presenter Application: 30 GBP
For Speakers/Poster Presenters.
Includes an invitation to the formal dinner.Early Birds Academia Registration with Formal Dinner: 60 GBP
Includes an invitation to the formal dinner on Saturday evening. For attendees who have an academic affiliation, are currently studying or graduated with an undergraduate or postgraduate degree within 12 months of the registration date.
Early bird registration availability will be updated in the Conference announcements. Organisers reserve the right to limit the time of the early bird registration and the number of all discounted tickets available.Early Bird Academia Registration Conference Only: 45 GBP
Does not include the invitation to the formal dinner.
For attendees who have an academic affiliation, are currently studying or graduated with an undergraduate or postgraduate degree within 12 months of the registration date.Industry Registration: 200 GBP
Includes an invitation to the formal dinner.
For attendees with no current academic or research affiliation who have graduated with an undergraduate or postgraduate degree more than 12 months prior to the date of registration.Standard Academia Registration with Formal Dinner: 70 GBP
Includes an invitation to the formal dinner.
For attendees who have an academic affiliation, are currently studying or graduated with an undergraduate or postgraduate degree within 12 months of the registration date.
Standard registration availability will be updated in Conference announcements. Organisers reserve the right to limit the time of the standard registration and the number of all standard tickets available.Standard Academia Registration Conference Only: 55 GBP
Does not include the invitation to the formal dinner.
For attendees who have an academic affiliation, are currently studying or graduated with an undergraduate or postgraduate degree within 12 months of the registration date.
4.1 All participants are expected to register for the Conference in the specified time frame announced on the Conference website. Participants applying as speakers or poster presenters are expected to pay the registration fee within 5 business days from receiving the email confirming their place at the Conference. The email will contain the instructions for making the payment. Participants whose presenter application is unsuccessful may agree to a standard participation. There will be no need to complete another registration form, however the registration fee corresponding to the price of the Early Bird Registration prices will be expected within 5 business days from receiving the email containing payment instructions. In order to complete the standard registration, participants will be expected to pay the registration fee before submission. More details and deadlines regarding application and registration are provided on www.poloniumfoundation.org.
4.2 Organisers reserve the right to cancel any registration if payment is not received in due time. In such cases, the participant will be notified via email.
4.3 Organisers reserve the right to ask for an explanation/validation of any information given by the applicant in the registration form. In such case, the applicant will be notified via email and is expected to produce an explanation/ confirmation document within 5 business days. In case of not receiving a satisfying answer, organisers reserve the right to cancel the registration.
4.4 In exceptional circumstances, organisers reserve the right to cancel the registration if the participant provided misleading information.
4.5 Organisers reserve the right to change the dates of the registration. In such case, information will appear on www.poloniunfoundation.org and the Facebook fan page.
4.6 Organisers reserve the right to refuse attendance at the Conference to anyone for reasonable and valid reasons. In such case, the participant will be notified by email and can ask for an individual explanation of such decision.
4.7 A decision as to whether the application is successful or not will be provided at the shortest possible time after the closing of the registration via email.
5. Cancellation policy
No refunds will be given after the payment has been received. Any exceptions, i.e. mitigating circumstances beyond the control of the participants, will be dealt with on an individual basis. There is no possibility of receiving a refund under any circumstances if the cancellation is made later than 25th October 2019.
6. Conference entry resale
Each admission to the Conference is based on a successful registration process and only valid for the registered individual. Organisers reserve the right to check the ID of every participant to identify and match the individual with the registered information. It is therefore not possible to resell your Conference or associated events entry to another individual. Each interested individual will have to register separately.
7. Rules for the reimbursement of travel and accommodation expenses (Travel Grants)
7.1. Participants selected as speakers are entitled to partial or full reimbursement of travel and accommodation expenses. Information will be provided before the conference, in the direct communication with elected speakers and poster presenters.
7.2. Travel expenses shall be reimbursed on presentation of original supporting documents: tickets or invoices. The documents must show the name of passenger/Conference participant, the dates of departure and arrival and the amount paid.
The documents shall be provided to the Organisers up to two weeks after the Conference. Original versions of all documents issued in paper form need to be provided by post to the Polonium Foundation’s address (Fundacja Polonium, plac Bankowy 2, 00-095 Warszawa, Poland). Electronic documents can be send to an email specified by Organisers instead, provided they have been issued in electronic form originally.
Together with the documents the participant must provide all additional bank information for the transfer to be completed.
7.3. The payment for reimbursement will be made by the Organisers within 30 working days after obtaining documents indicated in point 7.2. If corrections or clarifications are needed, this deadline may be suspended until the requested information is received by the Organisers.
7.4. Reimbursement of expenses will be paid by a bank transfer.
7.5. The organisers reserve the right to refuse reimbursement if the documents submitted are inadequate or questionable.
8. Amendments and event cancellation
8.1 Organisers reserve the right to amend, postpone or cancel the Conference. In such unlikely circumstances, the due notice will be given to the participants. Participants are expected to check any communication from the Organisers at the provided contact email address, including their SPAM inbox.
8.2 In case of the cancellation or postponement of the Conference due to events beyond the control of the organisers, a full refund of the registration payment will be given less any administrative costs. Organisers cannot be held liable for any costs incurred by the participants such as those for travel, reservations, non-refundable tickets, etc.
8.2 The Organisers reserve the right to amend the programme due to reasons beyond their control, such as speaker transport delays or cancellations. The Organisers will endeavour to reschedule or substitute talks wherever possible. However, no refunds of the payment will be given.
9. Complaints
9.1 All complaints about the Conference must be submitted by the Participants by writing a signed for registered letter to the address of the Organisers, or by email: contact@poloniumfoundation.org.
9.2 Complaints must be made in writing within three (3) days of the end of the Conference.
9.3 After three (3) days since the end of the Conference, all complaints shall no longer be considered.
10. Data validity
All Participants are obliged to provide true and accurate data about themselves in the registration form. Anybody found to deliberately breach this condition may be refused registration and participation in the Conference.
11. Data and information provided to us
Organisers reserve the right to use any materials provided by speakers and poster presenters for the purpose of the publicity and advertisement of the Conference. This includes, but is not limited to: abstracts, biographies, pictures, etc.
The applicant agrees for his/her personal data to be processed by the Polonium Foundation (Fundacja Polonium, pl. Bankowy 2, 00-095 Warszawa, Poland) in order to process my registration for the Science: Polish Perspective events and be contacted with information about the events. The data will be processed for the duration of the project, promotional activities, and associated administrative reports. The data will not be shared with any third-parties except in the case of talk and poster presents whose name, surname, affiliation and email address will be supplied to the Foundation for Polish Science in order to process the travel grants. The applicant acknowledges that he/she has a right to access, amend, delete or transfer my personal data. In order to exercise the rights, the person whose data relates may send a relevant email to: contact@poloniumfoundation.org
12. Images and recordings
Participants should bear in mind that photographs, videos and sound recordings will be taken during the Conference. These may include presenting and non-presenting participants. By agreeing to these terms and conditions you agree to have your image and records taken and then used by the Organisers for the marketing purposes by Science: Polish Perspectives, Polonium Foundation and selected sponsors and partners and publicity in any media related to the Science: Polish Perspectives Conferences.
13. Obligations of the Participants
13.1 The Participants are obliged to respect the rules and regulations of the facilities and places they are in during the Conference (eg. safety rules, health regulations, fire regulations, road regulations etc.). The Participants are obliged to adhere to the requests and instructions of the Conference Organisers.
13.2 The Participants should behave in a disciplined and cultural manner, and treat the other Participants, the Organisers, others’ property and Conference facilities with due respect. Abusive language and inappropriate behaviour are prohibited. In case you witness or experience abusive or inappropriate language or behaviour, please report to the Conference Organisers as soon as possible either in person or through a private message using social media or email.
13.3 Participation of those underage in the Conference is only possible with the consent of the Organisers. If underage Participants of the Conference are coming with their guardians, the underage Participants are obliged to strictly adhere to the instructions of their guardians. Otherwise they must adhere to the instructions given by the Organisers of the Conference. Arrival at the Conference without a guardian requires a prior consultation with the Organisers.
13.4 The underage Participants are prohibited from smoking, using drugs, and drinking alcoholic beverages, including beer and wine, even though they might be present at parts of the Conference where alcoholic beverages mightwill be available served.
13.5 The Participants take part in the Conference and the accompanying events at their own risk and the Organisers do not take responsibility for the safety of participants. The Participants should consider purchasing adequate personal and travel insurance.
13.6 All Participants are obliged to respect their own and others' safety
13.7 The Participants are obliged to take care of their belongings, money and their accommodation. The Participants also have an obligation to care for the property and equipment of the place in which they reside. The Organisers are not responsible for the Participants’ belongings during the Conference.
13.8 The Participants (and in the case of the underage Participants - their parents or legal guardians) bear full liability for any potential damage caused both on the premises in which the Conference and accompanying events are held and in their accommodation.
13.9 The Participants who violate the rules in these Terms and Conditions may be expelled from the Conference at their own expense or in the case of the uderage Participant, at the expense of their parents (or guardians). Parents or guardians of the undeage Participant might also be obliged to refund the money spent by the Organisers on escorting the Participant.
13.10 Participants are obliged to inform the Organisers of any circumstances (health, medical, dietary etc.) that may affect their participation in the Conference and may require additional accommodations. The Organisers reserve the right to refuse acceptance of the Participants if they are not capable to provide the necessary accommodations. In such case, the participant will be informed about the refusal by email.
14. Disability and assistance
All participants are obliged to inform the organisers about any conditions of whatever nature (e.g. medical, dietary, physical) that will cause them to require additional assistance during the Conference. Organisers reserve the right not to be able to accommodate any special requests in a safe manner. In such case, the participant will be notified via email.
15. Intellectual property
The names, images and logos identifying Science: Polish Perspectives and its materials and services are subject to copyright and design rights of Polonium Foundation.
16. Final Provisions
16.1. Any disputes that may arise from participation in the Conference will be settled by the court appropriate for the official address of the Organiser.
16.2. Completing the registration fee payment constitutes acceptance of these Terms and Conditions, as well as respecting the instructions and any other arrangements made between the Participants and Organisers.
16.3. In matters not regulated by these Terms and Conditions the rules of the Civil Code will be applied.
16.4. The name Science: Polish Perspectives, the Conference logos and all the material and graphics associated with the Conference are the property of the Polonium Foundation and are protected by copyright.
16.5. The Organisers reserve the right to use the contents of the materials provided by the Participants presenting either talks or posters (including abstracts, CVs and photos) for the purposes of advertising, promotion and marketing of the Conference and sharing with the funders.
16.6. All personal data submitted will be administered by Polonium Foundation (plac Bankowy 2, 00-095 Warszawa, Poland). The personal data included in the Application for the Conference will be processed within the scope of and for the purpose necessary to register the Participants for the Conference and the dissemination of information about other initiatives from Polonium Foundation and will not be distributed further or transferred to other organisations, the principles arising from the general provisions of the law, with particular emphasis on the Personal Data Protection Act from 29 August 1997 (Dz. U. No. 133 pos. 833 with later amendments). The Participants have a right to access and amend their personal data at any point. Sharing personal data is voluntary but necessary for registering for the Conference.
16.7. The Conference is closed for the general public and is not a mass event within the meaning of the Act of 23 March 2009 on safety of mass events (Dz. U. 2009 No. 62, item. 504).
16.8. During the Conference, the Organisers reserve the right to take pictures, record video or audio, of Participants both presenting their research and participating in other activities. In case of generation of such materials by the Organiser during the Conference, which record the Participants (picture, video or audio recording), the Participants (and in the case of underage Participants their parents or legal guardians) authorise the recording and dissemination of their image by the Organisers, or by other parties on behalf of the Organisers, for the purposes of advertising, promotion and marketing (including partners and sponsors of the Conference), including the dissemination of the copies with the image and the reproduction of the image in all available techniques and methods, distribution and publishing, also with images of other people.
16.9. These Terms and Conditions shall take effect immediately from the day of its publication on the website http://www.poloniumfoundation.org
16.10. The Organisers reserve the right to change the provisions of these Terms and Conditions. Amendments shall take effect after seven days from the day they are published on the website http://www.poloniumfoundation.org