Terms and Conditions
General
Please read the terms and conditions carefully before making your decision to register. By finalizing your registration, you agree to be bound by these terms and conditions.
The Scientific Conference „Nencki Conference for Life Sciences – Focus on lipid metabolism „, hereinafter referred to as the Conference, will be held on May 23 – 24, 2024 at CN Conference Hall, Nencki Institute of Experimental Biology of the Polish Academy of Sciences (3 Pasteur Street, 02-093 Warsaw, Poland).
The Organizer of the Conference is the Nencki Institute of Experimental Biology of the Polish Academy of Sciences, 3 Pasteur Street, 02-093 Warsaw, Tax Number: 525-000-92-69, REGON: 000325825, phone: (+48 22) 589 22 00, e-mail: Conference2024@nencki.edu.pl. The Organizer leads the Conference secretariat and is responsible for services such as registration, sponsorship, exhibition management, etc.
Registration
The registration dates are as follows:
Registration from 12th February 2024 00.00 CET
Registration deadline: 19th April 2024, 23.59.59 CET
Registration for passive or active–poster participation deadline : May 10th 2024, 23.59.59 CET
The deadline date for registration is also available on the Conference website (the deadline may be extended).
To register Participant has to:
- submit an online form available on the website. The online registration can be completed by clicking the button “Submit” which can be found at the end of the form. Upon registration, a confirmation email will be sent automatically. Confirmation e-mail will be sent back together with bank transfer payment details. In the absence of information confirming the registration within 48 hours from the moment of registration, please contact us at the e-mail address Conference2024@nencki.edu.pl;
- pay the fee for participation in the Conference on time, in the amount and to the account indicated by the Organizer on the website and in the confirmation e-mail. Information on fees can be found on the website of the Conference website.
Admittance to the Conference cannot be permitted without prior registration and payment. The minimum age to register for participation is 18 years. Participants are advised to have a copy of their registration confirmation and payment slip when going to the registration desk at the event in case they are requested to show proof of payment upon their arrival.
It is possible to participate in the Conference as a passive or active Participant, presenting a poster, poster+flash talk, or giving a short talk.
If the maximum Participant capacity is reached, the Organizer reserves the right to refuse any registration. A claim to participation is excluded in this respect.
All submitted registration data will be treated confidentially.
Conference fee & methods of payment
The conference fee is based on the type of registration: Young Scientist – PhD students (50 €), Academic (100 €), Non-academic (100 €).
Only pre-doctoral students are eligible to benefit from the Young Scientist reduced registration fee. Postdoctoral fellows, hospital residents, interns, and technicians do not qualify for the Young Scientist rate.
The registration fee includes admission to the venue, access to all sessions, presenting in dedicated talk/ poster sessions, lunches, and coffee breaks according to the program.
The payment deadline is 10th May 2024, 23.59.59 CET. Payment is required at the time of registration and is due in EUR, using one of the following methods:
Bank Transfer
Account holder: Nencki Institute Of Experimental Biology
Bank details: Bank Gospodarstwa Krajowego w Warszawie
Account no IBAN: PL95 1130 1017 0013 4337 2320 0008
SWIFT code: GOSKPLPW
Please do not forget to indicate „LipidMetabolism 2024” and your surname on the transfer form title. Please note that all bank fees and money transfer costs must be covered by the sender.
Online card payments
Online payments are provided by Tpay, operated by: Krajowy Integrator Płatności S.A. based in Poznań, plac Andersa 3, 61-894 Poznań, e-mail: info@tpay.com, phone: +48 61 66 82 778. Provider transfers e-mail address to Organizer in order to identify payments. Whilst making an online payment please use the same e-mail as in registration to simplify the identification of the payment. Link to card payments is: https://conference.nencki.edu.pl/payment-form/
Bank Transfer based on deferred invoice (for Polish Institutions only).
If the deferred invoice was requested during registration, it will be sent by e-mail within 7 working days. Please note that the invoice will be issued in Polish. Payment must be made in accordance with the details on the invoice.
An invoice (if requested) will be sent by email once the Organizer has received the fully completed registration form and the related payment within 7 working days.
Abstract submission
Abstracts should be sent together with the application for participation via the Registration form.
Abstracts will be considered in the final scientific program only if the Participant is fully registered, the abstract is accepted by the Conference Scientific Board, and the Conference fee is paid. The selection of abstracts process usually takes 2 weeks after the registration deadline. Abstract acceptance notifications will be sent in by the end of April 2024.
Certificate of attendance
If a Certificate of Attendance is requested in the registration form, a certificate of attendance for Participants will be sent electronically up to 2 weeks after the Conference to the e-mail address provided by the Participant in the registration form. Certificate of Attendance can be also requested by sending a request by e-mail to Conference2024@nencki.edu.pl. It is not possible to issue the certificate of attendance on-site.
Registration cancellation policy
Participation in the Conference can be cancelled with entitlement to refund until 30th April 2024. If your cancellation is received before the deadline you will receive a full refund of the paid registration fee. No refunds will be made for cancellations received after this date. Each refund case will be revised individually. If you want to cancel a registration please send an email Conference2024@nencki.edu.pl. The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted. Refunds will be credited only entity that paid the original registration.
The refund will be made in the form in which the payment was made. We will return the amount we’ve received in Polish zloty after converting from Euro to Polish złoty according to provider’s daily exchange rate. Please bear in mind that possible exchange rate differences may occur in both directions.
If registration is cancelled, Participant’s abstract will not be included in the scientific program.
Cancellation of registration is possible in case of rejection of submitted abstract. If the Participant wishes to cancel registration in such case please send an email to: Conference2024@nencki.edu.pl
Cancellation due to lack of travel visa
If payment has been made by the payment deadline of the event and a visa is not awarded in time to travel to the event, the full registration fee will be reimbursed. In this case, the visa rejection letter or proof that the visa application process has been initiated on time is required before reimbursement is processed.
Modification of the conference programme
The Organizer reserves the right to make changes to the Conference program and undertakes to publish up-to-date information in this regard on the Conference website. In particular, the Organizer reserves the right to change the time schedule and the order of appearance. However, The Conference program is published as an indication only and may be subject to modification at any time in terms of time, location, theme, and content.
Cancellation of the conference
If the Conference cannot be held or is postponed due to external, unforeseeable events beyond its control („Force Majeure” such as nature, fire, severe thunderstorm, earthquakes, volcanic eruptions, terror, threats, pandemics, local or international health crises, security/safety risks or flooding), the Organizer shall have the right to cancel the Conference immediately after the aforementioned circumstances become known. The organizer will notify the Participants of such an event without undue delay on the website and by e-mail.
In these cases, the Organizer cannot be held liable by the Participants for any damages, costs, or losses such as transportation costs, accommodation costs, financial losses, lost profits, etc. In these circumstances, the Organizer reserves the right to take reasonable steps to minimize the consequences of the force majeure on event and it is entitled to reschedule or rearrange an event. If the event cannot be rescheduled or rearranged, the Organizer may cancel the event. In this case Organizer can either retain the entire registration fee and use it for the future or reimburse the Participant fee
How to complain
We accept complaints via e-mail to: Conference2024@nencki.edu.pl or posting your complaint to the below address: Nencki Institute of Experimental Biology PAS, 3 Pasteur Street, 02-093 Warsaw, Poland.
A member of the team will be happy to work with you to find a suitable resolution within 14 days. Please note that our team is available from 9am to 5pm Monday to Friday.
Safety regulations
Participants are obliged to inform themselves before or during their participation at the Conference about the currently valid regulations on pandemic or epidemic-related containment measures and to comply with them. In addition, Participants are obliged to observe the hygiene and safety measures.
The Participant is aware that the consumption of food and beverages brought to the Conference is not permitted. Eating and drinking in Conference Hall is prohibited. Smoking and using electronic cigarettes on the premises of the Institute is not permitted, except at designated areas.
Participants violating these terms and conditions, including any safety, may be asked to leave the Conference without a refund at the sole discretion of the Conference Organizers and also banned from attending future Conferences organized by Nencki Institute.
Nencki Institute shall be held free and harmless from any loss and damage, including personal injury and death and related legal costs, resulting from the acts or omissions of a Participant in a Conference. The Organizer is not responsible for the Participants’ belongings that may be lost, damaged, or stolen during the Conference. The Participant bears full responsibility for the damage she/he/they has caused to the premises where the activities related to the Conference are carried out. Participants are not covered by medical or travel insurance and are required to make appropriate arrangements for their own medical and travel insurance.
Intellectual property rights
The content published on the event website and/or related websites and social media are subject to the applicable copyright laws. The reproduction, editing, distribution, sharing, and/or any kind of exploitation outside the limits of the applicable copyright laws require the written consent of the respective author.
The commercial use of content is prohibited without the consent of the author/creator.
The presenting author is expected to attend the Conference in person. By submitting an abstract Participants disclose any conflict of interest in the abstract and presentation. By submitting an abstract, the submitting author confirms that all information in the abstract is correct and has been approved by the co-authors.
By submitting an abstract, you grant the Organizer a royalty-free, perpetual, irrevocable non-exclusive license to use, reproduce, publish, translate, distribute, and display the content.
Liability
Nencki Institute shall be held free and harmless from any loss and damage, including personal injury and death and related legal costs, resulting from the acts or omissions of a participant to a Nencki Conference for Life Sciences.
Except in case of gross negligence or willful misconduct on its part, Nencki Institute shall not be liable for any loss or damages, including but not limited to:
· damage to, loss of, or loss of use of any property;
· loss of revenue or profits; or
· any other direct, indirect, or consequential loss or damage.
Participants are not covered by any Nencki Institute medical or travel insurance and are required to make appropriate arrangements for their own medical, repatriation and travel insurance, including coverage for loss of, or damage to, their belongings.
In all cases, participants will be responsible for their cost of travel to the location of the conference as well as for the costs of all meals not included in the programme of the event, local transport and other living expenses. Participants will also have to make their own arrangements for passports, visas, travel insurance and medical insurance. Should Nencki Institute cancel an event in accordance with the section “Cancellation of the conference”, all such costs will continue to remain solely in the responsibility of the participants. Nencki Institute shall have no responsibility for any such claims from the participants.
For the avoidance of doubt, Nencki Institute does not accept liability for other costs committed to by participants or associated with their attendance in a Nencki Conference for Life Sciences such as those for any travel, accommodation etc. You shall book flexible travel and take out travel insurance that covers you for these eventualities.
Usage of photographic and video material taken at event
The Participant understands that during the Conference the Organizer will create photo, video, or audio recordings and the material can be used in various publications, press releases, or promotional activities. These materials can be shared on a website or used on social networks (Facebook, X, Instagram, LinkedIn)
Should you not agree to be part of the photographic and video material or would like to have your pictures deleted, please inform us by contacting the Organizer via email to Conference2024@nencki.edu.pl.
The Organizers will not release the scientific content of the presentations and posters from the conferences. However, the abstracts of the talks and posters will be distributed among the participants in the electronic version (PDF of the abstract book). Please note that the abstract book or, its fragments should not be distributed by the participants and released online in any form. The organizers prohibit unauthorized recordings or photographs by participants. However, the organizers do not take legal responsibility for such actions.