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9th International PhD Students Conference
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Terms and Conditions

General

Please read the terms and conditions carefully before making your decision to register. By finalizing your registration, you agree to be bound by these terms and conditions.

The Scientific Conference „9th International PhD Students Conference” hereinafter referred to as the Conference, will be held on 7-9th October 2025 at CN Conference Hall, Nencki Institute of Experimental Biology of the Polish Academy of Sciences (3 Pasteur Street, 02-093 Warsaw, Poland).

The Organizer of the Conference is the Nencki Institute of Experimental Biology of the Polish Academy of Sciences, 3 Pasteur Street, 02-093 Warsaw, Tax Number: 525-000-92-69, REGON: 000325825, phone: (+48 22) 589 22 00, e-mail: phd.conference@nencki.edu.pl. The Organizer leads the Conference secretariat and is responsible for services such as registration, sponsorship, exhibition management, etc.

Abstract submission

Abstracts should be sent together with the application for participation via the Registration form.

Abstracts will be considered in the final scientific program only if the Participant is fully registered, the abstract is accepted by the Conference Scientific Board.

Abstract submitted is considered to be the final, not replaceable version.

Registration cancellation policy

Attendees who wish to cancel their participation can make a requests via e-mail. Please note that the organizers are not responsible for any travel or accommodation expenses incurred by participants.

If registration is cancelled, Participant’s abstract will not be included in the scientific program.

Modification of the conference programme

The Organizer reserves the right to make changes to the Conference program and undertakes to publish up-to-date information in this regard on the Conference website. In particular, the Organizer reserves the right to change the time schedule and the order of appearance. However, The Conference program is published as an indication only and may be subject to modification at any time in terms of time, location, theme, and content.

Cancellation of the conference

If the Conference cannot be held or is postponed due to external, unforeseeable events beyond its control („Force Majeure” such as nature, fire, severe thunderstorm, earthquakes, volcanic eruptions, terror, threats, pandemics, local or international health crises, security/safety risks or flooding), the Organizer shall have the right to cancel the Conference immediately after the aforementioned circumstances become known. The organizer will notify the Participants of such an event without undue delay on the website and by e-mail.

In these cases, the Organizer cannot be held liable by the Participants for any damages, costs, or losses such as transportation costs, accommodation costs, financial losses, lost profits, etc. In these circumstances, the Organizer reserves the right to take reasonable steps to minimize the consequences of the force majeure on event and it is entitled to reschedule or rearrange an event. If the event cannot be rescheduled or rearranged, the Organizer may cancel the event.

How to complain

We accept complaints via e-mail to: phd.conference@nencki.edu.pl or posting your complaint to the below address: Nencki Institute of Experimental Biology PAS, 3 Pasteur Street, 02-093 Warsaw, Poland.

A member of the team will be happy to work with you to find a suitable resolution within 14 days. Please note that our team is available from 9am to 5pm Monday to Friday.

Safety regulations

Participants are obliged to inform themselves before or during their participation at the Conference about the currently valid regulations on pandemic or epidemic-related containment measures and to comply with them. In addition, Participants are obliged to observe the hygiene and safety measures.

The Participant is aware that the consumption of food and beverages brought to the Conference is not permitted. Eating and drinking in Conference Hall is prohibited. Smoking and using electronic cigarettes on the premises of the Institute is not permitted, except at designated areas.

Participants violating these terms and conditions, including any safety, may be asked to leave the Conference without a refund at the sole discretion of the Conference Organizers and also banned from attending future Conferences organized by Nencki Institute.

Nencki Institute shall be held free and harmless from any loss and damage, including personal injury and death and related legal costs, resulting from the acts or omissions of a Participant in a Conference. The Organizer is not responsible for the Participants’ belongings that may be lost, damaged, or stolen during the Conference. The Participant bears full responsibility for the damage she/he/they has caused to the premises where the activities related to the Conference are carried out.

Participants are not covered by medical or travel insurance and are required to make appropriate arrangements for their own medical and travel insurance.

Intellectual property rights

The content published on the event website and/or related websites and social media are subject to the applicable copyright laws. The reproduction, editing, distribution, sharing, and/or any kind of exploitation outside the limits of the applicable copyright laws require the written consent of the respective author.

The commercial use of content is prohibited without the consent of the author/creator.

The presenting author is expected to attend the Conference in person. By submitting an abstract, Participants disclose any conflict of interest in the abstract and presentation. By submitting an abstract, the submitting author confirms that all information in the abstract is correct and has been approved by the co-authors.

By submitting an abstract, you grant the Organizer a royalty-free, perpetual, irrevocable non-exclusive license to use, reproduce, publish, translate, distribute, and display the content.

Liability

Nencki Institute shall be held free and harmless from any loss and damage, including personal injury and death and related legal costs, resulting from the acts or omissions of a participant of Conference.

Except in case of gross negligence or willful misconduct on its part, Nencki Institute shall not be liable for any loss or damages, including but not limited to:

Participants are not covered by any Nencki Institute medical or travel insurance and are required to make appropriate arrangements for their own medical, repatriation and travel insurance, including coverage for loss of, or damage to, their belongings.

In all cases, participants will be responsible for their cost of travel to the location of the conference as well as for the costs of all meals not included in the programme of the event, local transport and other living expenses. Participants will also have to make their own arrangements for passports, visas, travel insurance and medical insurance. Should Nencki Institute cancel an event in accordance with the section “Cancellation of the conference”, all such costs will continue to remain

solely in the responsibility of the participants. Nencki Institute shall have no responsibility for any such claims from the participants.

For the avoidance of doubt, Nencki Institute does not accept liability for other costs committed to by participants or associated with their attendance in a 9th International PhD Students Conference such as those for any travel, accommodation etc. You shall book flexible travel and take out travel insurance that covers you for these eventualities.

Usage of photographic and video material taken at event

The Participant understands that during the Conference the Organizer will create photo, video, or audio recordings and the material can be used in various publications, press releases, or promotional activities. These materials can be shared on a website or used on social networks (Facebook, X, Instagram, LinkedIn).

Should you not agree to be part of the photographic and video material or would like to have your pictures deleted, please inform us by contacting the Organizer via email to phdconference@nencki.edu.pl.

The Organizers will not release the scientific content of the presentations and posters from the conferences. However, the abstracts of the talks and posters will be distributed among the participants in the electronic version (PDF of the abstract book). Please note that the abstract book or its fragments should not be distributed by the participants and released online in any form. The organizers prohibit unauthorized recordings or photographs by participants. However, the organizers do not take legal responsibility for such actions.

GDPR

In connection with the implementation of the requirements of Regulation (EU) 2016/679 of the European Parliament and of the Council, 27th April 2016, on the protection of persons regarding the processing of personal data, and the free movement of such data, and repealing Directive 95/46/EC.

General Data Protection Regulation “GDPR”), The Nencki Institute of Experimental Biology PAS informs that it exercises special diligence in the field of personal data protection, and respect for the rights of data subjects.

Please be advised that:

Your personal data will be processed for the purpose of:

The basis for the processing of your personal data is:

Terms and Conditions - Photo Contest

§1

  1. The Nencki Institute of Experimental Biology of the Polish Academy of Sciences hereinafter referred to as the "Organizer", organizes a competition for the best photo submitted for 9th PhD Students Conference hereinafter referred to as the "Conference”.
  2. The aim of the competition is to recognize authors whose photo outperforms their fellow participants.

§2

  1. The competition is open to 9th PhD Students Conference participants declared as Presenting Authors of presentations accepted for presentation by Scientific Committee in accordance with the
    2. provisions of the Conference Terms and Conditions phdconference.nencki.edu.pl
  2. The award winner can be only the author present at the conference as indicated in the Conference submission form.
  3. The award winner is expected to attend the Conference in person.

§3

  1. Participants must submit their contest photo by sending it to photo@nencki.edu.pl no later than September 30, 2025.
  2. Prize in the photo contest will be awarded on the last day of the conference (9th October 2025)
  3. The following criteria will be taken into account:
    1. Scientific Content,
    2. Originality,
    3. Clarity of Visual Presentation,
  4. Photos will be assessed by the Evaluation Committee according to the following Poster Evaluation Criteria judging criteria (each scored from 1 to 5 points):
    1. Scientific Relevance (Story and Message)
      1. Does the image communicate a scientific concept or phenomenon clearly?
      2. How well does the photo convey the subject's significance?
      3. Is there a clear narrative or theme?
      4. Is the scientific context easy to understand?
  5. Technical Skill and Execution
    1. Composition
    2. Lighting
    3. Focus and Depth of Field
    4. Sharpness/Clarity
      Does the photo push the boundaries of conventional photography to showcase science in a new or compelling way?
  6. Creativity and Originality
    1. Unique Perspective
    2. Innovative Use of Techniques
  7. Impact and Aesthetic Appeal
    1. Visual Impact
    2. Aesthetic Quality
    3. Color Use and Composition

§4

  1. In connection with the implementation of the requirements of Regulation (EU) 2016/679 of the European Parliament and of the Council, 27th April 2016, on the protection of persons regarding the processing of personal data, and the free movement of such data, and repealing Directive 95/46/EC General Data Protection Regulation “GDPR”), The Nencki Institute of Experimental Biology PAS informs that it exercises special diligence in the field of personal data protection, and respect for the rights of data subjects.
  2. Please be advised that The administrator of your personal data is: The Nencki Institute of Experimental Biology PAS, with its registered seat in Warsaw at 3 Pasteur Street hereinafter referred to as the Administrator.
  3. The administrator conducts the processing of your personal data.
  4. The personal data inspector at the Administrator’s is e-mail: iod@nencki.edu.pl
  5. Your personal data will be processed for the purpose of purpose of conducting competition for the best photo submitted for 9th PhD Students Conference and will not be made available to other recipients, except for entities authorized under applicable law, public authorities and entities performing public tasks or acting on behalf of public authorities, to the extent and for purposes that result from legal provisions (e.g. courts, Social Insurance Institution, Tax Office) and processing personal data on the basis of entrustment agreements (e.g. medical facilities providing preventive health care services).
  6. Providing personal data results from legal regulations in order to conclude a contract, and in the remaining scope on the basis of consent to the processing of personal data.
  7. Data subjects have the right to:
    1. request from the Administrator to access their personal data, rectify, delete, or limit the processing of personal data,
    2. object to such processing,
    3. data portability,
    4. lodging a complaint to the supervisory body,
    5. withdraw consent to the processing of personal data.

§5

  1. We accept complaints via e-mail to: phd.conference@nencki.edu.pl or by posting your complaint to the below address: Nencki Institute of Experimental Biology PAS, 3 Pasteur Street, 02-093 Warsaw, Poland.
  2. In all matters not covered herein, provisions of the Conference Terms and conditions phdconference.nencki.edu.pl shall apply.

GDPR

In connection with the implementation of the requirements of Regulation (EU) 2016/679 of the European Parliament and of the Council, 27th April 2016, on the protection of persons regarding the processing of personal data, and the free movement of such data, and repealing Directive 95/46/EC General Data Protection Regulation “GDPR”), The Nencki Institute of Experimental Biology PAS informs that it exercises special diligence in the field of personal data protection, and respect for the rights of data subjects.

Please be advised that the administrator of your personal data is:

The Nencki Institute of Experimental Biology PAS, with its registered seat in Warsaw at 3 Pasteur Street hereinafter referred to as the Administrator.

The administrator conducts the processing of your personal data. The personal data inspector at the Administrator’s is e-mail: iod@nencki.edu.pl

Your personal data will be processed for the purpose of conducting Prizes Competition on 9th PhD Students Conference and will not be made available to other recipients, except for entities authorized under applicable law, public authorities and entities performing public tasks or acting on behalf of public authorities, to the extent and for purposes that result from legal provisions (e.g. courts, Social Insurance Institution, Tax Office) and processing personal data on the basis of entrustment agreements (e.g. medical facilities providing preventive health care services).

Providing personal data results from legal regulations in order to conclude a contract, and in the remaining scope on the basis of consent to the processing of personal data.

Data subjects have the right to:

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