CONFERENCE REGULATIONS
20th European Space Mechanisms and Tribology Symposium - ESMATS 2023
§ 1
Organizers, time and duration
1. The conference "20th European Space Mechanisms and Tribology Symposium" (hereinafter referred to as the "Conference") is organized by the Astronika Sp. z o.o. The Conference takes place from 20 to 22 of September 2023 in Waraw.
2. The Conference Service in the field of registration, payment and other organizational activities is provided by Mazurkas Travel Biuro Podróży Sp. z o.o., Al. Wojska Polskiego 27, 01-515 Warsaw, NIP: 522-000-29-95.
3. The participant acknowledges that registering for the Conference (section 4 below) is tantamount to accepting these Regulations.
4. Detailed information about the Conference and the program can be found on the Conference website:
www.esmats.eu
5. During the Conference, participants will be presented with the forms of activity prepared for them, which will be defined by separate programs. The programs referred to in the preceding sentence will be posted on the website:
www.esmats.eu
§ 2
Registration of participation in the Conference
1. A participant in the Conference is every person who participates in it.
2. Participation in the Conference is possible on the basis of prior registration.
3. Participation in activities requiring prior registration without prior registration is not possible subject to the resignation from participation by a registered Participant.
4. Registration takes place by providing the name, surname, e-mail address and affiliation and is carried out through the registration form available on the website:
www.esmats.eu
5. Registration will begin on May 1st, 2023.
§ 3
Rules for participation in the Conference
1. Conference participants are requested to keep a distance in common areas when possible.
2. The participants accept the established rules for the course of the Conference, its program and undertake not to influence its change and not to disturb the course of the Conference.
3. Conference Organizers might conduct a photo report of the Conference for documentation (e.g. reports), information (available on the Conference website and other websites), promotional actions and archiving (in the field of recordings and photo coverage).
4. By participating in the Conference, the Participant agrees to the recording and use of his image for the purposes indicated in sec. 2 above, without the right to remuneration in this respect. The consent covers the dissemination by the Organizers of the image recorded in connection with participation in the Conference by: recording, reproducing using any techniques, disseminating, using, placing on the market, lending, public performance, inserting, displaying, reproducing, broadcasting, public sharing, archiving.
5. By registering and participating in the Conference, the Participant agrees that Conference Organizers have the right to send personalized e-mails and newsletters to the Participant.
6. The established rules of participation in the conference referred to in these regulations may be changed according to the restrictions introduced by the government of the Republic of Poland.
§ 4
Changing the Regulations
1. The Organizers reserve the right to amend the Regulations, in particular due to changes in generally applicable laws and the need to adapt the Regulations to this change, change the Conference program, and increase the security measures accompanying the Conference.
2. The amendment to the regulations will come into force upon its publication on the Conference website.
§ 5
Safety rules
1. During the Conference, it is forbidden to manifest one's worldview, including in particular political views. It is forbidden to conduct commercial, promotional and advertising activities during the Conference, except for cases when a given entity has obtained a separate consent from the organizer of the Conference.
2. The Organizer of the Conference, in the event of disturbing public order by the Participant, is entitled to remove him from participation in the Conference by blocking the possibility of participating to individual sessions of the Conference. In order to ensure safety during the Conference, the Conference organizer may record the course of the Conference.
§ 6
Processing of personal data
Pursuant to Art. 13 of Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27th 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46 / EC (general regulation on data protection , hereinafter referred to as "GDPR") Astronika informs that:
1. The co-administrators of your personal data are Astronika, while the processor is Mazurkas Travel Biuro Podróży Sp. z o.o.
2. Your personal data will be processed in order to: prepare, organize and conduct the Conference and service after the Conference, including the settlement of the Conference, both financial and substantive. The legal basis for the processing of your personal data results from art. 6 sec. 1 lit. a), b), c) and f) GDPR.
3. Providing your personal data by you is voluntary, but in relation to the data: first name or names, surname, e-mail address, affiliation, IP - necessary to participate in the Conference.
4. Your personal data provided in the registration form may be transferred to entities providing technical and IT support for the Conference and bodies co-financing the Workshops in the field of cost settlement. Your personal data in the form of an image may be recorded in photos or videos.
5. In the event of changing the formula of the Conference to "on-line", lectures during the Conference will be held via the application provided by Mazurkas Travel Biuro Podróży Sp. With o. o.
6. Your personal data provided in the registration form will be processed until the end of the Conference and then for the period of limitation of claims that may arise from participation in the Conference. Your personal data in the form of an image will be processed as part of the coverage of the Conference.
7. You have the right to: obtain information about the processing of personal data and rights under the GDPR, access and rectify your data, and the right to delete personal data from the administrator's files (unless further processing is necessary for the performance of legal obligation or to establish, assert or defend claims), and the right to limit processing, object to processing - in the cases and under the conditions specified in the GDPR.
To the extent that the processing takes place on the basis of consent, you also have the right to withdraw consent at any time without affecting the lawfulness of the processing which was carried out on the basis of consent before its withdrawal.
Withdrawal of consent to the processing of personal data may be sent by e-mail to the following address: esmats@astronika.pl
8. Your personal data will not be subject to automatic decision making or profiling.
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 GDPR.
§ 7
Cancelation policy
1. Requests for registration cancellation must be addressed in writing to Mazurkas, sent by email to esmats@astronika.pl
2. Registration can be cancelled at a minimum administration fee of 50% per participant until 15th August 2023.
3. Cancellations after 15th of August 2023 are not eligible for refund. Substitution of participants is permitted at no cost..
4. Please note that refunds will be processed within 30 days upon receipt of the cancellation letter.
5. Reimbursements will not be granted for late arrivals, unused services, unattended events or early departure from the event.
§ 8
Payment policy
1. Bank charges are the responsibility of the payer and should be paid in addition to the registration fees. Registration will only be valid upon receipt of the full payment by the registration department according to the deadline indicated. An email confirming registration will only be sent after receipt of the required fees.
§ 9
Final Provisions
1. The Organizer of the Conference reserves the right to cancel the Conference, change the program and formula. The information about the cancellation of the Conference will be announced on the Conference website referred to in §1 sec. 4. The organizers of the Conference will not be obliged to the Participants to any compensation or compensation in this respect, or to reimburse the costs incurred in order to participate in the Conference.
2. The Organizers of the Conference do not bear any responsibility in the event of deterioration of health or illness (including SARS-CoV2) of a participant during the Conference.
3. In matters not covered by the Regulations, generally applicable provisions of law shall apply.
