Rules & Regulations

The 35th Annual Conference of Academia Europaea (AE)

and the meeting of Young Academy of Europe (YAE)

in Wrocław, Poland, Building Bridges 2024

§1 General provisions

1. These regulations define the rules of participation in  The 35th Annual Conference of Academia Europaea (AE) and the meeting of Young Academy of Europe (YAE) in Wroclaw , Poland , Building Bridges 2024, hereinafter referred to as Conference. 

2. The Conference will be held on 26-28 November 2024 in the Wroclaw University of Science and Technology, Wybrzeże Wyspiańskiego 27,  50-370 Wroclaw, Poland. 

3. The Organizer of the Conference is: Academia Europaea Wroclaw Knowledge Hub under the auspices of Wroclaw University of Science and Technology, Wroclaw, Poland. 

4. A Participant of the Conference is a person who has reported his/her participation in the Conference on the terms set out in these Regulations. 

5. The schedule and program of the Conference will be available at https://acadeuro.wroclaw.pl/events/bb24/

6. The official language of the Conference is English. 

7. All the dates are given in local time (time zone: Poland, Warsaw). 

8. The Organizer is eligible to make changes to the program without providing reasons. 

9. The Rules and Regulations are available at the official Congress website. 

§2 Rules for participation

1. The registration for Participants of the Conference can be made only through the registration form available online on the official Conference website https://acadeuro.wroclaw.pl/events/bb24/ 

2. Participation in the Conference requires a fee. To be able to participate in the Conference, the Participants are obliged to fill in the registration form and pay the accreditation fee. There is one fee for the Conference, but  the  price table includes also optional choices. The table with prices (Registration Fees are in EUR and incl. VAT) will be available on  the official website and below. 

3. Payments have to be done by online payment (AUTOPAY) (credit card/bank transfer/blik) which is available during a registration process. 

4. Bank details:

Bank name: SANTANDER BANK POLSKA SA

Bank account number: 43 1090 2402 0000 0001 3340 6055 

Recipient: Wroclaw University of Science and Technology 

5. Participation in the Congress is only possible on-site. The predicted number of participants is 350 people. 

6. Participation in Building Bridges 2024 is exclusively extended to individuals formally invited by Academia Europaea. 

7. The accompanying person has the possibility to participate in the Conference’s accompanying events (welcome reception, dinner, and sightseeing tour) only after prior notification via email to aewroclaw@pwr.edu.pl and registration with a promo code.

8. During the registration, an applicant should enter the following data into the registration form: 

• Name and surname; institution, organization or company;  country, e-mail address, phone number, arrival and departure date, dietary restrictions, special requirements (if needed), name and surname of the accompanying person (if needed), 

• Which of the following classes do you belong to?

– Class A1 Humanities / Class A2 Social / Related Sciences / Class B Exact Sciences / Class C Life Sciences / none

• Option regarding membership:

– election in 2023 / election in 2024/ Not being a member

• social event choices, 

• data required for invoicing purposes, 

• consent for the processing of personal data by the Organizer in compliance with the enclosed declarations. 

10. Registration for the Conference Building Bridges 2024 is finalized upon receipt of a confirmation email sent to the provided email address. Registration is considered complete upon successful payment. The above mentioned confirmation email serves as the equivalent of the conference ticket.

11. In order to any data changes after completing the registration form, please contact the organizer via e-mail: aewroclaw@pwr.edu.pl

12. Conference registration fee includes: 

• Admission to the Building Bridges 2024 Conference; 

• Information material; 

• Delegate badge. Only a person who demonstrates the personal badge will be able to attend the conference and get permission to the Conference venue; 

• Lunches and coffee breaks; 

• Welcome reception on November 26th; 

13.  Due to the limited availability of places, the Organizer reserves the right to close the registration if the maximum number of Participants has been reached. 

14. The Organizer has the right to cancel the accompanying events because of the not enough participants or the force majeure. 

15. The Payer (the recipient of the invoice) is the entity indicated by the Participant in the registration form. 

16. By paying the fee the Participant authorizes the Organizer to issue a VAT invoice and send it only to the e-mail address provided in the registration form. 

17. When paying by card using the Autopay gateway, cancellation is possible: 

a. within 14 days of payment, in which case we refund 100% of the fee. 

b. after 14 days of payment, but no later than 30.10.2024, then we refund 50% of the fee paid. 

18. Returns on dates later than 30/10/2024 refunds will be at the discretion of the Organizing Committee. 

19. No payment for participation in the Conference on the date specified by the Organizer entitles the Organizer to cancel the participation application, without incurring any liability for damages. 

20. In the registration form, there is a dedicated field for people with disabilities which asks about their special requirements. 

§3 Final Provisions

1. The Organizer is not responsible for Participants’ belongings that have been lost, damaged or stolen during the Conference. 

2. Each Participant of the Conference bears full financial responsibility for the damage s/he has caused during the Conference. 

3. The Organizer is not liable for damage caused to the Participant as a consequence of the force majeure. Force majeure is understood as an event or combination of events or circumstances, independent of the Organizer, which generally hamper or prevent the Organizer’s obligations and which the Organizer could not have predicted or prevented or overcome by acting with due diligence. 

4. The Organizer reserves the right to change the date or cancel the Conference for reasons beyond their control. If the event of the Conference being cancelled, the Organizer will refund the entire fee paid by the Participant to the bank account/ credit card number which was used to make a payment. 

5. The Organizer reserves the right to change the format of the conference to online event, if the situation will not allow to hold the event stationary. The entire procedure and all of possibilities will be presented to registered participants if the situation arises. 

6. The Organizer does not cover the costs which are not mentioned in the Registration fees cover. 

7. The Organizer has the exclusive right to a binding interpretation of the Regulations.

8. These Regulations shall enter into force upon acceptance. 

9. The Conference Participant, in accordance with Article 81 paragraph 1 of the Act of February 4, 1994 on copyright and related rights (Journal of Laws, 2019, item 1231 as amended) agrees to the free and noncommercial dissemination by the Organizer (or on the Organizer’s behalf) of the Participant’s image recorded in connection with the participation in the Conference in any available form, including photography and film, without territorial or time restrictions, within the following fields of exploitation: copying, reproduction, dissemination, lending for use, and broadcasting, including via the Internet. 

§4 Personal data protection

1. Agreement clause: 

I agree to the processing of my personal data included in the registration form for the purpose and scope necessary to organize the 35th Annual Conference of Academia Europaea (AE) and the meeting of Young Academy of Europe (YAE), Building Bridges 2024, held in Wroclaw on 26-28 November 2024, by Academia Europaea Wroclaw Knowledge Hub under the auspices of University of Science and Technology, Wroclaw Knowledge Hub, Wroclaw, Poland, at Wybrzeże Stanisława Wyspiańskiego 27, 50-370 Wroclaw, Poland.

2. Information clause: 

Academia Europaea Wroclaw Knowledge Hub under the auspices of Wroclaw University of Science and Technology, Wroclaw, Poland, at Wybrzeże Stanisława Wyspiańskiego 27, 50-370 Wroclaw, Poland, NIP: 8960005851, REGON: 000001614 as administrator of personal data, informs Mr./Ms./Mx., that: 

• Your personal data will be processed in order to organize 35th Annual Conference of Academia Europaea (AE) and the meeting of Young Academy of Europe (YAE), Building Bridges 2024, according to Art. 6 section 1 point a of the General Data Protection Regulation of April 27, 2016; 

• The recipients of your personal data will be: event Organizer, event producer and a company providing the registration system necessary to conduct the registration process for the conference; 

• Your personal data will be kept for the period of preparation, implementation and evaluation of the 35th Annual Conference of Academia Europaea (AE) and the meeting of Young Academy of Europe (YAE), Building Bridges 2024; 

• You have the right to access your data and the right to rectify, delete, limit processing, the right to data transfer, the right to object, the right to withdraw consent at any time without affecting the legality of processing, which was made on consent before its withdrawal; 

• You have the right to file a complaint with the President of UODO when you feel that the processing of your personal data regarding you violates the provisions of the General Data Protection Regulation of 27 April 2016. 

APPENDIX 1

The Regulations of charging by electronic means 

Article 1

Definitions

For the purposes of these Regulations the following terms are defined as: 

The Organizer – Academia Europaea Wroclaw Knowledge Hub under the auspices of University of Science and Technology established by the National Council Decree of 24 August 1945, published in the Journal of Law of 1945 of 19 September 1945, having its registered office at 27 Wybrzeże Wyspiańskiego, 50-370 Wroclaw (NIP 8960005851, REGON 000001614) – who owns the Website, working by means of organizational units of the Universities organizing conferences. 

The Administrator of Personal Data – Wroclaw University of Science and Technology- having its registered office at 27 Wybrzeże Wyspiańskiego, 50-370 Wroclaw. 

The Internet Service – the conference page, through which it is possible to submit conference form and purchase conference services, which is owned by Wroclaw University of Science and Technology (the Organizer) 

The Order – Client’s declaration of will expressing wish to purchase participation in the conference. 

The Client – the ordering party, domestic or foreign person performing registration and purchase of participation in the conference. 

The Conference – a conference or other form of organized public meetings, including symposia, meetings, seminars, training, etc. presented on the Internet service, in which the Client can take part after purchasing participation via the Internet Service.

Autopay SA with its registered office in Sopot at ul. Powstańców Warszawy 6, registered in the District Court Gdańsk-Północ in Gdańsk, VIII Commercial Division of the National Court Register under the number 0000320590, with a share capital of PLN 2,000,000 (paid in full), NIP 5851351185, entered into the register of payment service providers under the number IP17/ 2013. 

The Payment Service – a tool provided by Autopay SA, allowing payments for purchases made through the Internet Service.

Article 2

Manner and terms of Orders. Conclusion of the agreement. Order cancellation.

1. The Internet Service allows Clients to place Orders and to make the purchase of participation in conferences. 

2. The Client placing an order for conference services, offered through the Internet service, is required to fill out an application, select the offered package of services and to choose the form of payment. In case an invoice is required, the Client obligatorily gives all the necessary information which are required to write the invoice. 

3. Before the payment, the Client accepts the “The Regulations of charging by electronic means”. 

4. The Organizer bears no responsibility if the Client supplies false or misleading information, if the Client cannot use the Internet Service or any part thereof as a result of using wrong browser, incorrect configuration of software or hardware, and does not warrant that the use of the Service will be possible using the full range of each hardware and software configuration. 

5. After placing the Order and issuing  the payment, the Client receives an e-mail confirming Order placement, together with the selected package and the price. Upon sending the confirmation message, it is considered that the agreement between the Client and the Organizer was concluded. 

6. The Client can change or cancel the placed Order only upon its approval. Changing or cancelling Orders which were already purchased, requires notifying the Organizer in the manner specified by the Organizer, using the following email:aewroclaw@pwr.edu.pl.

Article 3

Prices. Payments.

1. The Prices of conference services are presented in the Internet service of the conference. The Prices are  given in euro. 

2. Upon receipt of the confirmation referred to in Article 2 Paragraph 5, the Client is obligated to make payments in the chosen form, as indicated in the Order’s confirmation. 

3. The Client can make a payment for conference participation with the  credit card via the Payment service.

4. Available payment methods. Credit cards: 

* Visa 

* Visa Electron 

* Mastercard 

* MasterCard Electronic 

* Maestro 

5. Upon receipt of the payment, the Organizer issues an invoice on the request of the Client. The condition of receiving it is to provide the Organizer with all the necessary data. 

Article 4

Complaints and refunds

1. The principles of charging, the amounts, and payment deadlines, as well as the principles for refunds are provided by the Organizer in the Internet Service of the conference. 

2. A participant may withdraw from the conference in terms and on the principles defined by the Organizer in the Internet Service of the conference. 

3. Statements of resignation from the participation in the conference are reported to the Organizer by e-mail to the address given in the Internet Service of the conference. 

4. In case of the Client’s resignation from the participation in the conference, the Organizer shall refund the received payment in the amount, time and on the principles referred to in Article 17 Paragraph 2. 

5. Requests and complaints are dealt within 14 working days from the date of receipt by the Organizer. 

6. The Organizer shall make a refund within 21 working days from the date of receipt of the Client’s resignation from the participation in the conference, subject to the rules referred to in Article 17 Paragraph 2. 

7. The seller refunds the payment using the same method of payment as used by the consumer, unless the consumer has expressly agreed to a different method of return, which does not involve any costs for consumer. 

Article 5

The functioning of the Internet Service.

1. The Organizer makes every effort to ensure that the Internet Service works without any problems. However, due to essential maintenance and modernization there may be short disruptions in operation. The Organizer shall inform on the website of the Internet Service about the planned time and duration of such activities. 

2. The Organizer reserves the right to block access to the Internet Service for users suspected of manipulating or trying to manipulate its content by actions threatening the used software or aimed at its destabilization, or those who violate the provisions of these Regulations in any way.

Article 6

The technical requirements concerning the conference participant (payer)

1. Possession of an active email account. 

2. Using the current version of the browser Microsoft Internet Explorer (Edge), Mozilla Firefox, Google Chrome or Safari, with JavaScript and cookies.

Article 7

Personal data protection

1. In case of any doubts, it is assumed that the person whom the data concerns (specified while placing the Order) by entering their personal data necessary to complete the payment by means of the Payment Service and implementing the service referred to in these Regulations, gives consent to the processing of their personal data for the purposes and within the limits referred to in these Regulations. The Client giving personal data of a conference participant (if the data concern other person than the Client) is responsible for fulfilling the legal obligation to inform the person in question. 

2. The Administrator of Personal Data assures processing of personal data obtained in connection with the services specified in the Regulations pursuant to the provisions of the Act of August 29, 1997 Personal Data Protection (Journal of Law of 2016 Item 922). The legal basis for data processing in this field are the art. 17 and 18 of the Act of 18 July 2002 on electronic services (Journal of Law of 2016 Item 1030). 

3. The personal data that relate to the user of the Payment Service, given in the course of the transaction, shall be processed by the Organizer having its registered office on 27 Wybrzeże Wyspiańskiego in Wroclaw. The address of data administrator – the Organizer, is also its contact address. 

4. The personal data is collected and processed in order to support the process of settlement of receivables from the person taking part in the conference. 

5. In order to provide the service, the Organizer can process the data, including: 

a) a surname and the names of the recipient; 

d) mailing address, if it is different from the permanent residence address; 

e) the data used to verify the qualified electronic signature of the recipient; 

f) electronic addresses of the recipient; 

6. In order to provide electronic services the Organizer may also process: 

a) information that uniquely identify a subject of rights or a legal entity making the payment by means of the Payment Service; 

b) other data necessary due to the properties of the service or a method of its settlement. 

c) other data, which: 

− are necessary to issue an invoice; 

− are admitted for processing on the basis of separate laws or on the basis of an agreement concluded with the Client or a participant in the conference; 

− aim at providing the Client with the service including solving technical problems and providing access to functions; 

− are necessary to contact the Client, including the purposes related to the provision of services and the Client’s service; 

− are enforcing compliance with these Regulations, including counteracting fraud and abuse. 

7. A person, to whom the data relate to, expressing a voluntary consent for using the services provided by electronic means, simultaneously agrees that the Organizer and the entities acting on its behalf in connection with claiming due payments for the service which this Regulations concern, could process the data – including also those which are not necessary for the provision of electronic services provided that they: 

a) are necessary for the settlement of services and claiming due payments for the use of the service or to explain the circumstances of unauthorized use of the service; 

b) aim to conduct analyses in order to improve the quality of Organizer’s services, adapting the Organizer’s offer to the Client’s needs or are necessary for the implementation of permitted marketing activities, market research, and research on consumer market behavior and preferences that aim at improving the quality of Organizer’s services, with the consent of the Client and by means of communication channels available to the Organizer; 

c) necessary for the implementation of the agreements concluded in the framework of the activities carried out by the Organizer only in the range of the data obtained in connection with the Order. 

8. The person to whom the data relate, provides them to the Personal Data Administrator for the period necessary to use the Organizer’s service that these Regulations relate to and to settle the dues. 

9. A person to whom the personal data refer is entitled, in particular, to access their data, as well as correct and change them.; 

10. Providing personal data by a person to whom the personal data refer to, is voluntary and at the same time necessary for the transaction, and the lack of consent for processing shall result in the inability to use the services to which these Regulations apply. 

Article 8 Other provisions

1. Using the services of the Internet Service is equivalent to agreeing to all the terms and the information contained herein. 

2. The Client is solely responsible for the accuracy and correctness of the submitted information. 

3. The Organizer reserves the right to change these Regulations. If there are any amendments to the Regulations, the Organizer shall inform about them on the Internet Service. In that case, changes in the Regulations come into force on the date of their publication on the website of the Internet Service and have no retroactive effect. 

4. In matters not regulated by these Regulations, the provisions of Polish law, including the Civil Code, shall apply.