REGULATIONS OF THE INTERNATIONAL CONFERENCE ON IMPLANTS
§ 1. General Provisions
1. These Regulations define the rules for organizing the International Conference on IMPLANTS 2025 as well as the rights and obligations of its Participants, hereinafter referred to as the Regulations.
2. The Regulations are available on the Conference website: https://pg.edu.pl/implants-conference/regulations
3. The event is organized by the Union of Universities in Gdańsk Daniel Fahrenheit, comprising the Medical University of Gdańsk, Gdańsk University of Technology, and the University of Gdańsk, hereinafter referred to as the Organizers.
4. The leader of the Organizers is Gdańsk University of Technology.
5. The Conference will take place on the date and at the location specified by the Organizers.
6. The aim of the Conference is to present advancements in biomaterials and medical implants filed, facilitate interdisciplinary collaboration among researchers, clinicians, and industry professionals, and promote the exchange of innovative ideas and solutions to drive progress in the field.
7. The Conference may include scientific-educational sessions, workshops, and presentations by companies from the specialist industry. The detailed program will be available on the Conference website.
8. The content of the scientific-educational sessions is overseen by the Scientific Committee, chaired by Prof. Sylwia Rodziewicz-Motowidło. The full composition of the Scientific Committee will be available on the Conference website.
9. Participation is open to individuals and legal entities via a dedicated electronic registration form and pay the required conference fee. All participants will receive a certificate of attendance in electronic form. Upon specific request, a paper certificate can be provided on the day of registration. The organizer does not provide for sending certificates after the conclusion of the conference.
§ 2 Conditions of Participation
1. Participation in the Conference is contingent upon completing the registration form available on the Conference website and paying the appropriate fee by the deadline set by the Organizers.
2. The number of participants is limited and depends on the availability of spots. For participants submitting abstracts, the final decision on acceptance is based on the substantive evaluation conducted by the Scientific Committee, which considers the thematic relevance and scientific quality of the submission.
3. Participation in the Conference is subject to a fee. Discounts or exemptions may be granted at the Organizers’ discretion.
4. Travel and personal expenses are not included in the conference fee and remain the responsibility of the Participants.
5. Fees, payment methods, and deadlines will be published on the Conference website.
6. Collected fees will be used exclusively for Conference purposes. The event is non-profit.
7. Registration closes upon reaching capacity or the deadline specified by the Organizers. Limits may be set for specific registration packages. The number of spots in each registration package is limited. In case the available limits are exceeded, the Organizers may offer participants on the waiting list alternative accommodation options near the Conference venue.
8. Participants confirm the accuracy of their personal data, agree to pay the fee, and accept these Regulations.
9. Payment must be made within 14 days from the date of the invoice issuance. An invoice will be sent to the specified email address within 5 business days of registration confirmation. Participants failing to pay on time will be removed from the list of Participants.
10. Attendance must be confirmed at the Conference start, and proof of registration and payment is recommended.
11. After verifying submissions, Participants will receive confirmation of their participation via email. The Organizers reserve the right to respond to the registration submission within no more than 21 days from the date of registration.
12. The Organizers are not responsible for the content or the form of the presentations, or the opinions expressed by the Participants. However, the Scientific Committee will review the abstracts for relevance and adherence to the Conference scope.
13. Participants may not express opinions or promote ideologies inciting hate, discrimination, or totalitarian symbols.
14. Additional events may be offered, subject to separate fees and arrangements.
15. Feedback from Participants may be collected for statistical and promotional purposes in line with the privacy policy.
§ 3. Cancellation of Participation
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Participants may cancel their registration and receive a refund as follows:
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100% refund for cancellations made at least 45 days before the Conference start date.
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50% refund for cancellations made between 45 and 31 days before the Conference start date.
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No refund for cancellations made less than 30 days of the Conference start date.
2. Cancellation requests must be submitted via email or postal mail to the address provided on the Conference website.
§ 4. Organizers' Responsibilities
1. The Organizers will make every effort to ensure that the Conference meets the described standards and organizational requirements.
2. The Conference program will be published on the website at least two weeks before the event. However, the Organizers reserve the right to make changes, including adjustments to the schedule and order of presentations.
3. Changes to the program do not constitute grounds for claims against the Organizers.
4. The Conference is organized with a focus on sustainability, including the minimization of printed materials and the promotion of environmentally friendly practices.
5. The Organizers may cancel the Conference in case of force majeure, providing full refunds.
6. The Organizers are not responsible for Participants' belongings, including lost, damaged, or stolen items.
7. The Organizers are not liable for accidents, injuries, or illnesses that may occur to participants during the Conference.
8. Complaints must be submitted in writing within 14 days after the Conference and will be reviewed within 30 days.
§ 5. Participants’ Responsibilities
1. Participants must comply with these Regulations, safety rules, and instructions from the Organizers and venue staff.
2. Prohibited items include alcohol, drugs, weapons, and other dangerous objects.
3. Participants are financially responsible for any damage they cause to the venue.
4. Participants are strongly advised to have valid travel and health insurance, which is particularly important for international attendees.
5. Participants should adhere to the technical requirements for presentations and posters, including file formats and submission deadlines, which will be published on the Conference website.
§ 6. Protection of Personal Data
1. By registering, Participants consent to the processing of their personal data in accordance with GDPR (Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016, on the protection of natural persons concerning the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC. OJ L 2016 No. 119/1) and these Regulations.
2. The data controller is the Fahrenheit Union of Universities in Gdańsk, located at al. Zwycięstwa 27, 80-219 Gdańsk.
3. Data is processed for organizational purposes, including participant lists and certificates.
4. Providing personal data is voluntary but necessary for participation.
5. Participants have rights to access, correct, and request deletion of their data.
6. The Organizers may use third-party systems for registration but will not share data with unauthorized entities.
7. Photos and videos may be taken during the event. By participating in the Conference, participants consent to the recording of their image in the form of photographs and video materials. The Organizers reserve the right to use these materials for promotional and informational purposes related to the event, in accordance with applicable legal regulations, including Regulation (EU) 2016/679 (GDPR).
10. The full GDPR privacy clause is available at https://faru.edu.pl/en/privacy-policy.
§ 7. Intellectual Property
1. All materials, presentations, and promotional content related to the Conference are protected by copyright. Unauthorized use or distribution is prohibited and subject to legal action.
2. Speakers express their consent for the publication of their abstracts and presentations in conference materials, as well as for the possible recording of their presentations.
3. The terms of cooperation with partners and sponsors, including forms of promotion, are determined individually.
§ 8. Final Provisions
1. If the Conference is canceled due to Organizers’ fault, fees will be fully refunded.
2. Disputes will be resolved by the court competent for the Organizers’ registered office unless otherwise specified by law.
3. The event is private and not classified as a mass event under Polish law.
4. The Regulations are effective as of their publication on the Conference website.
5. Amendments to the Regulations take effect seven days after publication and do not apply to ongoing registrations.
7. These Regulations are an integral part of the registration process and binding for all Participants.
Consent Clause Template:
In accordance with Article 6;1:a of the General Data Protection Regulation (GDPR) (OJ L 119, 2016), I hereby consent to the processing of my personal data, as provided in the registration form for the IMPLANTS 2025 Conference, by the Fahrenheit Union of Universities in Gdańsk (FarU), headquartered at al. Zwycięstwa 27, 80-219 Gdańsk, Poland. This consent includes the use of my data for organizational and communication purposes related to the event.
GDPR Clause Template:
The controller of your personal data is the Fahrenheit Union of Universities in Gdańsk (FarU), located at al. Zwycięstwa 27, 80-219 Gdańsk, Poland. Your personal data is processed for the purpose of organizing and facilitating the IMPLANTS 2025 Conference, including participant management, communication, and the issuance of attendance certificates. You have the right to access your personal data, request corrections or updates, request deletion where applicable, object to or restrict processing under certain circumstances, and file a complaint with a relevant data protection authority. For full details on data processing, please refer to the privacy policy available at https://faru.edu.pl/en/privacy-policy.
Confidentiality Clause:
This email and any attached files are confidential and legally protected. If you are not the intended recipient, any use, including reading, disclosure, reproduction, distribution, or dissemination of the information, is strictly prohibited. If you have received this email in error, please notify the sender immediately and delete the email along with any attached files.