Congress regulations

§1 General provisions

1. The organiser of the Young Science Congress, hereinafter referred to as the ‘Congress’, is the University of Gdańsk – Student and Doctoral Activity Centre, hereinafter referred to as the ‘Organiser’. 
2. The Congress will take place from 3rd to 5th July 2026, in a stationary form, at the University of Gdańsk and the Gdańsk University of Technology (poster session). 
3. The languages of the Congress are Polish and English. 
4. The Congress is primarily aimed at students, doctoral candidates, and young researchers interested in the organisation and functioning of young science, academic career development, networking, and intersectoral collaboration. 
5. The 2026 edition focuses on issues related to the organisation and functioning of young science. Presentations may only concern topics specified in the call for papers. 
6. An integral part of the event includes: 
7. conference presentations, 
8. networking sessions, 
9. workshops and training sessions, 
10. discussion panels, 
11. a poster session organised in cooperation with Gdańsk University of Technology. 
12. Posters presented during the poster session may concern any research topic and are not limited to issues related to young science. 
13. Submitting the registration form is equivalent to accepting the provisions of the Regulations. 
14. The Organiser reserves the right to make changes to the Congress programme, dates, and provisions of the Regulations, as well as to cancel the event for reasons beyond their control. In the event of significant changes to the Regulations or the cancellation of the Congress, participants who have already paid the conference fee may withdraw from participation within 7 days of being notified of the change and will receive a full refund of the paid fee. 
15. Matters not regulated by the Regulations shall be governed by generally applicable laws. The decisions issued by the Organiser during the organisation of the Congress do not constitute decisions within the meaning of the Act of 14 June 1960 – Administrative Procedure Code (consolidated text: Journal of Laws of 2024, item 572, as amended). 

§2 Conditions of participation

1. Participation in the Congress can take the following forms: 

• active participant – presenting a paper or poster, 

• networking participant – taking part in networking sessions, 

• passive participant – participating in Congress events without a presentation, 

• free listener – under the conditions specified in section 8. 
  
  2. The conditions for participation in the Congress are: 

• correctly completing the registration form, 

• acceptance of the Regulations, 

• obtaining approval of the registration by the Organiser, 

• making the conference fee payment within the specified deadline, except for free listeners. 
  
  3. The Organiser reserves the right to refuse registration that does not meet formal or substantive requirements, particularly if it is incompatible with the Congress theme or if the participant limit has been reached. 
  
  4. An active participant may, within one registration, additionally indicate participation in a networking session. In such a case, only one conference fee applies. 
  
  5. Papers may only concern issues related to the organisation and functioning of early-stage science, in particular: 

•  public policies concerning higher education and science, 

•  research funding systems, 

•  working conditions and career development for young scientists, 

•  cooperation between science, business, and administration, 

•  internationalisation of science, 

•  open science and scientific communication, 

•  science evaluation, 

•  activities of student and doctoral organisations.
  
  6. Networking sessions will be organised within specific scientific disciplines and aim to: 

•  present participants’ research interests, 

•  exchange experiences, 

•  build scientific and professional collaborations. 
  
  7. The maximum number of participants depends on organisational capabilities and safety limits applicable at the event venues. 
  
  8. The Organiser may allow free listeners to participate in the Congress under the conditions and scope specified on the Congress website.u.

§3 Registration of panels and papers

1. Submissions are made via the forms available on the Congress website, within the deadlines specified by the Organiser. 
   
   2. Submitting a paper or poster should include the data required by the form, including an abstract in accordance with the Organiser’s guidelines and keywords. 
   
   3. The Organiser conducts a formal and substantive assessment of the submissions. If approved, the participant receives confirmation of acceptance and further instructions, including details on the conference fee. 
   
   4. The presentation time for a paper is a maximum of 15 minutes, unless the Organiser indicates otherwise in the Congress programme. 
   
   5. A paper or poster may be presented by a maximum of three persons. The Organiser may grant permission for more co-authors to present. 
   
   6. The poster should be prepared in A1 format (594 × 841 mm), in portrait orientation, unless the Organiser indicates otherwise. 
   
   7. Participation in the networking session requires a separate registration via a dedicated form. 
   
   8. The Organiser sets the schedule for presentations, the poster session, and the networking sessions and reserves the right to change the order, time, or location of their implementation, as well as to combine or divide individual parts of the programme.

§4 Conference Rules

1.  The Congress programme includes: 

•  plenary lectures, 

•  conference presentations, 

•  workshops and training sessions, 

•  networking sessions, 

•  poster session, 

•  discussion panels, 

•  social and accompanying events. 
  
  2. The organiser publishes the Congress programme no later than 14 days before the event begins. 
  
  3. The organiser reserves the right to make changes to the programme, the order of presentations, and the event schedule. 
  
  4. The organiser is not responsible for the content of presentations delivered by participants.
  
  5. Participants are obliged to adhere to the principles of academic courtesy and to respect other participants of the event.

§5 Payments

1.  Participants of the Congress from the fields of humanities and social sciences may submit articles for publication in the journal „Progress”.  
   
   2. Submission of an article does not guarantee its acceptance for publication. The decision to accept an article is made by the journal’s editorial board in accordance with its regulations.  
   
   3. Detailed publication rules, including formal requirements and deadlines, will be provided to participants after the Congress.
   
   4.The organiser does not charge an additional fee for submitting an article for post-conference publication. 
   
   5.Authors retain copyright to their papers, posters, and articles. Submitting an participation in the Congress does not transfer the economic rights of the copyright to the Organiser.

 

§ 6Conference fees 

1. Participation in the Congress is subject to a fee, except for free listeners, if the Organiser decides to admit their participation. 
   
   2. The amount of the conference fee is determined by the Organiser and published on the Congress website. The Organiser may provide a preferential fee for members of the Gdańsk University community; the eligible persons for this fee are specified by the Organiser in a communication published on the Congress website. 
   
   3. The conference fee includes: 

•  participation in all programme points indicated in the Organiser’s communication, 

•  catering as specified by the Organiser in the event programme. 
  
  4. The conference fee does not include accommodation. Participants may utilise the Gdańsk University accommodation facilities at a preferential rate indicated by the Organiser on the Congress website, subject to separate reservation and payment.
  
  5. Payments should be made in the manner and within the deadline specified by the Organiser. 
  
  6. Failure to pay by the deadline results in the cancellation of the registration. 
  
  7. An invoice for participation in the Congress will be issued by the Organiser based on the details provided by the participant in the registration form. 
  
  8. Rules for refund of the conference fee in case of participant resignation: 

•  resignation notified to the Organiser at least 30 days before the start of the Congress – full refund, 

•  resignation notified between 30 and 14 days before the start of the Congress – 50% refund, 

•  resignation notified less than 14 days before the start of the Congress or non-attendance at the Congress – the fee is non-refundable, 

•  cancellation of the Congress by the Organiser – full refund. 
   
   
  § 7 Image and personal data 

1.  The organiser documents the course of the Congress through photographs and audiovisual recordings. These materials may be used by the Organiser for informational, reporting, and promotional purposes, in particular on the Organiser’s websites, social media, and promotional materials. The legal basis for documenting the general course of the event is the Organiser’s legitimate interest (Article 6(1)(f) of the GDPR).  
   
   2. Recording and disseminating the participant’s image in a manner that allows for their identification, particularly in individual shots, is carried out solely on the basis of a separate, voluntary consent given by the participant in the registration form or during the event. Lack of consent does not affect the ability to participate in the Congress.  
   
   3. The participant has the right to object to the documentation of the course of the Congress concerning their person by submitting a request to the Organiser.  
   
   4. The personal data of participants are processed in accordance with the information clause, which is an integral part of the Regulations. 
    
   § 8. Final provisions 

1. The regulations come into force on the day of their publication on the Congress’s website. 

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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).