Congress regulations

§1 General provisions

1. The organizer of the scientific conference V Congress of Young Science, hereinafter referred to as the conference, is the University of Gdańsk – Center for Student and Doctoral Activity, hereinafter referred to as the organizer.

2. The conference will be held on July 17-19, 2025 at the University of Gdańsk, Gdańsk University of Technology and the Medical University of Gdańsk in a stationary form.

3. The languages of the conference are: Polish, English and languages indicated by the moderators of the panels.

4. Submitting a registration form via the registration form on the website Kongresmlodejnauki.ug.edu.pl is tantamount to accepting and committing to comply with the provisions of these Regulations.

5. The organizer reserves the right to make changes to the program, the Regulations, and to cancel the conference, before and during it’s duration.

6. In the event of cancellation of the Conference, the organizer undertakes to notify the registered participants of this fact no later than 3 days before the planned date of the start of the conference.

7. The organizer reserves the right to interpret the provisions of these Regulations.

8. In matters not regulated in these Regulations, the organizer is the deciding party. The organizer’s decisions are final and are not decisions within the meaning of the Act of 14 June 1960, the Code of Administrative Procedure (consolidated text: Journal of Laws of 2024, item 572).

§2 Conditions of participation

1. 1. The conference is intended for students, PhD students, academic staff and all interested parties.

   2. The conditions of participation are:

   2.1. sending a completed and valid application for participation using the form available on the website Kongresmlodejnauki.ug.edu.pl as well as accepting the regulations;

   2.2. acceptance of the submitted application by the Organizer and the scientific supervisor of the panel within 60 days of the application, but no later than 14 days before the start of the conference;

   2.3. payment of the conference fee within the time specified by the organizer, in accordance with Table 1, which is an annex to the Regulations.

   3. Persons who have met the conditions of participation, presented in §2 sec. 2 of these regulations, are qualified to participate in the conference, hereinafter referred to as

   4. There are three forms of participation in the conference:

   4.1. Active participation – a person who has been registered for the conference, presenting a paper or poster; An active participant is required to pay the conference fee; An active participant has the right to participate in the entire conference program and also receives a certificate of participation;

   4.2. Moderator participation – a person who has registered a scientific panel and has been registered for the conference; A participant who is a moderator is required to pay the conference fee; The participant has the right to participate in the entire conference program and also receives a certificate of participation;

   4.3. Passive participation – a person who has been registered but who has not registered a scientific panel or presented a paper or poster; Has the right to participate in all conference events; Upon request, they may receive a certificate of participation. The participant is required to pay the conference fee;

   4.4. Attendant – any person participating in the conference who does not meet the conditions presented in §2 sec. 2 of these regulations. A free audience member may participate in the conference with the consent and under the conditions specified by the organizer. There is no conference fee;

   5. An active participant has the right to submit up to three presentations. The organizer allows more than 1 paper to be submitted to the same panel.

   6. The maximum number of conference participants is limited by the safety regulations of the rooms in which the individual program items are held.

   7. A conference participant has the right to submit their article for post-conference publication.

   7.1. The participant is entitled to submit one article concerning one presentation.

   7.2. The submitted article will be published in electronic and paper form in the journal “Progress”.

   7.3. There is no additional fee for publishing the submitted article.

   7.4. The deadlines and details regarding publication will be provided after the end of the Congress and sent to the participants by e-mail.

§3 Registration of panels and papers

1. 1. People who want to register a panel should submit their application using the form available on the website Kongresmlodejnauki.ug.edu.pl

   2. Registered panels must have a scientific supervisor who will be responsible for admitting the registered papers to be presented.

   3. The language of the panel is indicated by the moderator.

   4. Papers are submitted to panels, their minimum number is 3.

   5. Moderators can indicate the preferred day of the panel, however, the decision on the placement of the panel in the conference program is made by the organizer. In the event of more than 10 applications, the organizer has the right to divide the panel into two or more days.

   6. Moderators can present papers on the panels they have registered.

   7. After the registration of panels is completed, papers and posters can be submitted.

   7.1. Papers should last 15 minutes;

   7.2. Posters should be printed in A1 format (841 x 594 mm).

   8. Papers and posters can be presented by a maximum of 3 people. The organizer can permit a larger number of presenters at the request of the participant.

§4 Conference Rules

1. 1. The conference will feature scientific panels, where participants can present a paper or poster.

   2. Papers must be submitted to specific panels, and posters to the poster session.

   3. The registration deadline for the conference is, in order, for:

   3.1. Moderator participants – March 30;

   3.2. Active participants – June 18;

   3.3. Passive participants – July 6.

   3.4. Free listeners – registration is not required;

   4. In justified cases, the organizer reserves the right to change the registration deadline for participants.

   5. The organizer createa the program, which will be sent to participants no later than 14 days before the start of the conference.

   6. The organizer reserves the right to make changes to the program, to change the time schedule of scientific panels and the order of presentations.

   7. The organizer is not responsible for technical problems on the part of the participants.

   8. The organizer declares that it exercises due diligence in selecting speakers for the conference in order to ensure the highest possible substantive level.

   9. The organizer reserves that it is not responsible for the content of the presentations of speakers and other conference participants and the effects of

   the use by listeners of any advice or positions formulated by speakers and other conference participants.

   10. The organizer is also not responsible for other circumstances that prevent or hinder participation in the Conference not caused by the actions or omissions of the Organizer.

   11. In the event that the Conference does not take place for reasons solely attributable to the Organizer, the Organizer will immediately inform the participant of this fact.

   12. The Organizer reserves the right to make changes to the Conference program, to change the speakers, and to cancel the Conference in the event of unforeseen events beyond the control of the Organizer. In the event of cancellation of the Conference, information about this fact will be provided to registered Participants, and the participation fees paid will be refunded by bank transfer.

   13. An abstract should be prepared for each presentation, which cannot be shorter than 1/3 of an A4 page and no longer than 3/4 of an A4 page. The abstract template is available on the website.

   14. The Organizer declares, and the Participant agrees, that the course of the Conference will be recorded in the form of an audiovisual recordings and photos, and the works created in this way may be used for the purposes of documentation, information or promotion of the Organizer, including in particular:

   14.1. publication on the Organizer’s websites,

   14.2. publication in social media communication channels (Meta “Facebook”, Instagram, YouTube)

   15. The Participant authorizes the Organizer to use his image and voice, as well as the content of the statement given during the lecture discussion for dissemination for the purposes specified in paragraph 3 above, and hereby grants non-exclusive and free consent, without time or territorial restrictions, for their use by the Organizer and all entities authorized by the Organizer in the fields of exploitation specified above.

§5 Payments

1. 1. Each conference participant is required to pay the conference fee. In the event that a paper or poster is presented by more than one person, the fee is applicable to each participant.

   2. Payment should be made exclusively in non-cash form, using the payment gateway available on the conference website or by bank transfer to the bank account indicated by the organizer.

   3. The payment title should read “KMN2025 Name and Surname of participant or participants”.

   4. The conference fee is fixed and cannot be reduced at the request of the conference participant.

   5. The conference fee should be paid within the time specified by the organizer.

   6. a. In the event that the participant fails to pay the fee within the specified time, the organizer has the right to:

   i. refuse to register the participant;

   ii. not publish the article in the book of abstracts.

   7. The fees are indicated in Table 1, which is an annex to the Regulations.

   8. An invoice request should be reported no later than the day of payment via the form provided by the Organizer.

   9. The amounts of refunds for withdrawal from the conference are regulated in Table 2.

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Consent clause

In accordance with the General Data Protection Regulation of 27 April 2016, hereinafter referred to as GDPR, we inform you that:

1. The administrator of your personal data is the University of Gdańsk with its registered office in (80-309) Gdańsk at Jana Bażyńskiego 8.

2. The administrator of personal data has appointed a Data Protection Inspector, who can be contacted by phone at (58) 523 31 30 or by e-mail at: iod@ug.edu.pl. You can contact the Data Protection Inspector in all matters concerning the processing of personal data and the exercise of rights related to their processing.

3. Your personal data will be processed for the purposes of:

3.1. actions that are necessary to carry out the Conference, including verification of compliance with the requirements described in these regulations,

3.2. actions that are necessary to fulfill the legal obligations incumbent on the Organizer,

3.3. implementation of other legitimate interests of the administrator, i.e. determination, investigation and defense against claims, for statistical purposes,

4. The legal basis for the processing of your personal data is:

4.1. 6 sec. 1 letter a GDPR (consent of the data subject),

4.2. 6 sec. 1 letter b GDPR (processing is necessary for the performance of a contract to which the data subject is a party or to take action at the request of the data subject before entering into a contract),

4.3. 6 sec. 1 letter c GDPR (processing is necessary in connection with the implementation of obligations arising from legal regulations),

4.4. 6 sec. 1 letter f GDPR (processing is necessary for the purposes resulting from the legitimate interests pursued by the controller).

5. Your personal data will be stored for the period necessary to achieve the purposes indicated in paragraph 3, as well as the archiving obligation resulting from the provisions of law. In addition, the Administrator reserves the right to store your personal data for the period necessary to determine, pursue or defend against claims, but not longer than until the expiry of the limitation period.

6. The recipients of your data may be entities with the right to access data under applicable law, and entities cooperating with the Data Administrator, in particular IT service providers, on the basis of concluded agreements, in accordance with applicable law on personal data protection.

7. Providing your personal data is voluntary, but a necessary condition for participation in the Conference.

8. You have the right to access the content of your data, as well as to rectify, correct, delete, limit processing, transfer your data, as well as the right to withdraw consent at any time without affecting the lawfulness of processing.

9. You have the right to lodge a complaint with the President of the Personal Data Protection Office if you believe that the processing of your personal data violates the provisions of the General Data Protection Regulation of 27 April 2016 (GDPR). Your data will not be profiled or processed in an automated manner, and will not be transferred to third countries (outside the EEA).