Science: Polish Perspectives Meetup Berlin 2017
Terms and Conditions

§1.General Provisions

  1. The Conference “Science: Polish Perspectives Meetup Berlin 2017”, hereinafter referred in these Terms and Conditions as the "Conference" takes place in the period 13-14.10.2017 in Berlin, Germany. The main part of the Conference will take place in the Festsaal Humboldt Graduate School, Luisenstraße 56, Berlin. The duration of the Conference is scheduled from 08:00 to 18:00. The formal dinner accompanying the Conference will take place on 13th October 2017. The other events of the Conference will be held in the evening hours in the pubs and restaurants of Berlin.

  2. The Conference is organized by the Polonium Foundation with its legal address in Warsaw (Emilii Plater 25/64, 00-688 Warsaw, NIP 701-058-44-08, KRS 0000621890) and the team of volunteers, herein referred to as the "Organizers".

  3. 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").

  4. The Participants of the Conference may be Polish students (including graduate students) and young researchers, who have experience or academic affiliation with scientific institutions and universities outside Poland, international students and researchers affiliated with Poland, academics, representatives of the Conference partners or sponsors and media.

  5. The Conference may include scientific presentations, sponsors’ and partners’ presentations, workshops, panel discussions, dinner, and the integration and networking events.

  6. The official website of the Conference can be found at :

§2. Participation in the Conference

2.1. To participate in the Conference one needs to apply by filling in the application form available on the website before the deadline ("Application").

2.2. The Participants are obliged to provide true information, including personal data during the Application. The Organisers reserve the right to verify the information provided and they are allowed to ask the Participants to provide explanations or to present confirmation of the information provided. In such situations, the Organizers will contact the Participants by e-mail  and the Participants are obliged to confirm the information or provide the explanation within 5 working days. The Participants who fail to provide specified explanation within the given period or submit false information in the Application will not be considered in the recruitment process and will not be invited to attend the Conference.

2.3. The participation in the Conference is conditional on the result of the recruitment procedure as described on the website  and herein. The result of the recruitment process will be announced to the Participants as soon as possible after the end of registration via e-mail. The organizers reserve the right to accept in the first instance students and academics of Polish origin studying or conducting research in foreign scientific institutions.

2.4. Places for the Conference are limited. Envisaged number of attendees is 100 people.

2.5. Deadline for the Application to become a participant in the Conference shall be on the date specified by the Organizers on the conference’ website. The Organizers reserve the right to change that deadline in exceptional situations. Changing the deadline for entries will be announced on the website and Facebook profile ( The Participants are advised to regularly check these sites and to adapt to the changes.

2.6. To secure your participation in the Conference, you are kindly asked for the following donation to the Organizer (“Donation”):

30 € - The Participants with an active student status (undergraduates, graduates and PhD students), early bird registration (deadline specified on the website

40 € - Academics (post-docs and higher), early bird registration (deadline specified on the website

35 € - The Participants with an active student status (undergraduates, graduates and PhD students), regular registration

45€ - Academics (post-docs and higher), regular registration

2.7. The Participants are required to pay the Donation within 5 working days since receiving the e-mail confirming their place at the Conference (the e-mail shall include the details of how to make a payment). The Organizers reserve the right to reallocate the Participants’ space at the Conference in the case of lack of payment within the time limit. In such cases, the decision of the Organizers will be announced to the Participants via e-mail.

2.8. The Participants cover their own costs of accommodation and travel in order to participate in the Conference.

2.9. The Participants may resign from their participation in the Conference. Resignation should be made by e-mail sent to the address: Cancellation of participation in the Conference after payment of the Donation is associated with the loss of the Donation. In exceptional circumstances, if the cancellation of the participation in the Conference takes place due to unforeseen circumstances that are not dependent on the Participants, the Organizers may decide to refund the Donation. In case of cancellations on or after 7.10.2017, there is no possibility to receive refund of the Donation.

§3. Rights of the Organisers

3.1. The Organisers reserve the right to make changes in the schedule of the Conference. Any changes in the schedule of the Conference introduced by the Organisers will be available on the website In case of any changes in the agenda of the Conference, the Organisers will make every effort to ensure that all elements of the Conference take place or organise their substitutes. The Organisers will not refund the Donation because of the changes in the agenda of the Conference.

3.2. The Organisers reserve the right to cancel the Conference. In such case, the Participants will be informed in advance by e-mail.

3.3 The Organisers reserve the right to change the date, place and duration of the Conference. If date or place of the Conference are changed, the Participants will be informed by e-mail.

3.4. It is expected that the Participants will regularly check the e-mail address they provided during registration, including SPAM folder, in order to check if they received any e-mail from the Organisers.

3.5. In case of cancellation of the Conference or change of its date for reasons beyond the control of the Organisers, the Participants will receive a full refund of the Donation reduced by an administrative costs (if applicable). The Organisers do not take responsibility and will not refund any other costs incurred by the Participants, including the non-returnable costs of travel, booking, accommodation and tickets.

3.6. In justified cases, the Organisers reserve the right to refuse the Participants the admittance to the Conference. In such circumstances, the Participants will be notified of the decision via e-mail.

§4. Complaints

  1. All complaints about the Conference must be submitted by the Participants by writing a signed for registered letter to the address of the Organizers.

  2. Complaints must be made in writing within three (3) days of the end of the Conference

  3. After three (3) days since the end of the Conference, all complaints shall not be considered

§5. Obligations of the Participants

5.1.    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 Organizers.

5.2.    The Participants should behave in a disciplined and cultural manner, and treat the other Participants, the Organizers, 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 Organizers as soon as possible either in person, through private message using the social media or email.

5.3.    Participation of the underage in the Conference is only possible with the consent of the Organizers. 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 Organizers of the Conference. Arrival at the Conference without a guardian requires a prior consultation with the Organizers.

5.4.    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 will be served.

5.5.    The Participants take part in the Conference and its accompanying events at their own risk and the Organizers do not take responsibility for the safety of participants. The Participants should consider purchasing adequate personal and travel insurance.

5.6.    All Participants are obliged to respect their own and the others’ safety

5.7.    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 he resides. The Organizers are not responsible for the Participants’ belongings, which can be lost, damaged or stolen during the Conference.

5.8.     The Participants (and in the case of the underage Participants - their parents or legal guardians) bear full liability for the damage caused both on the premises in which the Conference and accompanying events are held and in their accommodation.

5.9.    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 Organizers on escorting the Participant.

5.10.     Participants are obliged to inform the Organizers of any circumstances (health, medical, dietary etc.)  that may affect their participation in the Conference and may require special accommodations. The Organizers reserve the right to refuse acceptance of the Participants if they are not be capable to provide the necessary accommodations. In such case, the participant will be informed about the refusal by e-mail.

§ 6. Final Provisions

6.1. Any disputes that may arise from the participation in the Conference will be settled by the court appropriate for the official address of the Organizer.

6.2. Sending the Donation constitutes acceptance of these Terms and Conditions, as well as respecting the instructions and any other arrangements made between the Participants and Organizers.

6.3. In matters not regulated by these Terms and Conditions the rules of the Civil Code will be applied.

6.4. The name Science: Polish Perspectives, the Conference logo and all the material and graphics associated with the Conference are the property of the Polonium Foundation and are protected by copyright.

6.5. The Organizers reserve the right to use 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.

6.6. We inform that all personal data submitted will be administered by Polonium Foundation (Emilii Plater 25/64, 00-688 Warsaw, 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 organizations, 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. Sharing personal data is voluntary but necessary for registering for the Conference.

6.7. The conference is closed for a 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).

6.8. During the Conference the Organizers 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 Organizer during the Conference, which record the Participants (picture, video or audio recording), the Participants (and in case of the underage Participants their parents or legal guardians) authorize the recording and dissemination of their image by the Organizers, 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.

6.9. These Terms and Conditions shall take effect immediately from the day of its publication on the website

6.10. The Organizers 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