REGULATIONS OF PARTICIPATION IN THE CONFERENCE

XII International Conference on Fe/S Proteins: Function, Biogenesis and Regulation

§1. GENERAL PROVISIONS

1. The provisions of these Regulations apply to the Conference Participants. The Regulations define the conditions for participation and the organizational rules of the XII International Conference on Fe/S Proteins: Function, Biogenesis and Regulation organized by the University of Gdańsk with its registered office in Gdańsk, ul. Jana Bażyńskiego 8, 80-309 Gdańsk, NIP: 5840304578, REGON: 000001330.
2. The Conference will take place on 28.09-02.10.2026 at Novotel Gdańsk Marina, ul. Jelitkowska 20, 80-342 Gdańsk.
3. The provisions of these Regulations are an integral part of the conference participation application and are binding on all participants.
4. Submitting an application by completing the Registration Form is equivalent to accepting these Regulations.
5. Privacy Policy – specifies the method of data processing. The Privacy Policy constitutes Appendix No. 1 to the Regulations.

For the purposes of these Regulations, the following definitions are specified:

1. Regulations – means this document containing a set of rules and conditions for participation in the Conference, available on the website at: https://xiifesconference.ug.edu.pl.
2. Organizer – means the University of Gdańsk with its registered office in Gdańsk, ul. prof. Marii Janion 4, 80-309 Gdańsk.
3. Conference – means the Conference organized by the Organizer under the name: XII International Conference on Fe/S Proteins: Function, Biogenesis and Regulation taking place at Novotel Gdańsk Marina, ul. Jelitkowska 20, 80-342 Gdańsk.
4. Registration – means the notification to the Organizer of a natural person’s wish to participate in the Conference by completing the Registration Form.
5. Registration Form – means the form available on the website: https://xiifesconference.ug.edu.pl through which Registration takes place.
6. Confirmation of Application – means the message sent by the Organizer to the email address provided by the Participant during the Registration process, confirming the Registration.
7. Participant – means an adult natural person with full legal capacity who has been indicated in the Registration Form.

1. The Conference will take place on 28.09-02.10.2026, in a stationary (in-person) format, at Novotel Gdańsk Marina, ul. Jelitkowska 20, 80-342 Gdańsk.
2. If, due to reasons beyond the Organizer’s control, conducting the Conference in the stationary format at the designated location and date is impossible or difficult, the Organizer reserves the right to cancel, change the location, or change the date of the Conference, after prior notification of this fact to the Participants.

1. The condition for participation in the Conference is:
   
   1. Completing the Participant’s registration via the registration form by 30.04.2026, available on the Conference website at: https://xiifesconference.ug.edu.pl.
   2. Submitting an abstract of the presentation to the conference website (ABSTRACT SUBMISSION tab).
   3. Accepting the provisions of these Regulations.
   4. Paying the fee for participation in the Conference.
2. Participant Registration takes effect after receiving confirmation from the Organizer to the Participant’s email address indicated in the registration form.
3. The number of places available for Participants in the stationary Conference is limited. Once the limit is reached, Participant registration will be impossible.
4. Each participant should register their participation in the Conference individually.

§5. PAYMENTS

1. The Conference is a paid event for Participants.
2. The conditions for participation and costs are specified upon application during the Participant Registration stage.
3. The cost covers participation in the Conference and [refreshments, coffee, lunch, dinner].
4. For additional questions, please contact the person or persons indicated on the Conference website.
5. The Participant covers the cost of accommodation and travel independently.
6. Electronic payments and card payments for conference fees can be made from the Organizer’s website via the Autopay.pl service. The payment title must include the name and surname, and the conference number KNOC26.

§6. TECHNICAL REQUIREMENTS

1. Participant Registration and viewing the Conference website requires an Internet connection using a computer or mobile device that allows access to web browsers.

§7. PARTICIPANTS’ OBLIGATIONS

1. The Participant is obliged to provide correct data in the registration form. Providing incorrect participant data may prevent participation in the events taking place during the conference.
2. The Participant is obliged to familiarize themselves with the Regulations.

§8. CANCELLATION

1. A Conference Participant may resign from participation free of charge by submitting a notification of resignation from Conference Participation no later than 30.06.2026.
2. In the event of a participant’s resignation, the Organizer reserves the right to deduct conference service costs from the conference fee. Conference service costs are calculated individually depending on the date of resignation.
3. The notification of resignation from participation in the Conference must be sent to the following email addresses: katarzyna.janasiewicz@ug.edu.pl and rafal.dutkiewicz@ug.edu.pl.

§9. COMPLAINTS

1. Any complaints from Conference Participants to the Organizer should be submitted in writing via email or to the Organizer’s registered office address and should include: the full name of the person submitting the complaint, mailing address, email address, subject of the complaint, date of the event, and a description of the circumstances serving as the basis for the complaint.
2. The Conference Participant may submit a Complaint no later than 5 days from the day the Conference ends.
3. After the expiration of the above-specified deadline, no complaints will be considered.
4. The Organizer shall consider the complaint within 14 working days from the date of its submission and communicate its position to the complaining entity in the same form in which the complaint was submitted.

§10. LIABILITY

1. The Organizer declares that it exercises due diligence in selecting speakers for the conference to ensure the highest substantive level.
2. The Organizer stipulates that it is not responsible for the content of the presentations by speakers and other conference participants, nor for the consequences of the listeners’ application of any advice or positions formulated by the speakers and other conference participants.
3. The Organizer is also not responsible for other circumstances preventing or hindering participation in the Conference that are not caused by the actions or omissions of the Organizer.
4. In the event that the Conference does not take place for reasons solely dependent on the Organizer, the Organizer will immediately inform the Participant of this fact.
5. The Organizer reserves the right to make changes to the Conference program, change speakers, or cancel the Conference in the event of random occurrences independent of the Organizer. In the case of Conference cancellation, information about this fact will be provided to registered Participants, and participation fees paid will be refunded by bank transfer.

§11. RULES FOR THE USE OF IMAGE, VOICE, AND STATEMENTS

1. The Organizer declares, and the Participant consents, that the course of the Conference will be recorded in the form of photographs, and the works created in this way may be used for the Organizer’s documentation, information, or promotional purposes, including, but not limited to, by: a. Publication on the Organizer’s websites. b. Publication on social media communication channels (Meta “Facebook”, LinkedIn, YouTube, Twitter).
2. The Participant authorizes the Organizer to use their image and voice, as well as the content of statements given during the lecture discussion, for dissemination for the purposes listed in paragraph 1 above, and hereby grants a non-exclusive and free-of-charge consent, without time or territorial limitations, for their use by the Organizer and any entities authorized by the Organizer in the fields of exploitation specified above.

§12. FINAL PROVISIONS

1. The Organizer reserves the right to change the Conference program, particularly consisting of changes to presentation times, changes to presenters, or changes to the Conference location, as well as the right to change the Conference format from stationary/hybrid to an online event, change the organization date, or cancel the Conference.
2. The Organizer is not liable for any damages incurred by the Participant in connection with the changes referred to in §12.1.
3. In the event of a change of the Conference date, participation fees are not refundable. However, in the event of the cancellation of the Conference, conference fees paid by participants are refundable.
4. These Regulations are effective from the moment of their publication on the Organizer’s website.
5. The Organizer reserves the right to amend the Regulations at any time, provided that the changes made are binding from the moment they are made public. The version of the Regulations valid on the date of the participant’s registration is the binding one.