The 4th Congress of Polish Statistics

REGULATIONS

IV Congress of Polish Statistics (Warsaw July 2-4, 2024)

I. GENERAL PROVISIONS

The organizers of the 4th Congress of Polish Statistics, hereinafter referred to as the "Congress", are the President of Statistics Poland and the Polish Statistical Association, hereinafter referred to as the "Organizer".
The congress will take place from July 2-4, 2024 in Warsaw.
The language of the Congress is Polish, but it is possible to make a speech in English in sessions conducted in that language.
The Scientific Committee appointed by the President of Statistics Poland oversees the substantive part of the Congress.
The provisions of the Regulations are an integral part of the application for participation in the Congress, and submission of the application form to the Organizer is tantamount to acceptance of these Regulations.
All deadlines contained in the Regulations are mandatory and non-extendable, unless the Organizer decides otherwise, of which it will notify the Participants.
The Organizer reserves the right to make changes to the program and these Regulations and the right to change the date of the Congress or cancel it.
In the event of cancellation of the Congress, the Organizer undertakes to notify registered Participants by e-mail, no later than 5 days before the scheduled start date of the Congress.
The Organizer may record, by means of image and sound, the course of the Congress for documentation, reporting and promotional purposes of the Congress and the Organizer.
Congress website address: https://kongres2024.stat.gov.pl.
Whenever the Regulations refer to:
1) Abstract - it should be understood as, a short, condensed form of the paper presented at the Congress, including keywords, basic information about the thesis, the methodology of the research conducted, the main results and conclusions;
2) Passive participant - it should be understood as a person who made a registration in the application provided on the Congress website and participates in the Congress without presenting a paper, or a person who is a co-author of a paper but does not present its content during the Congress;
3) Active participant - it should be understood as a person who has registered participation and abstract in the application provided on the Congress website and will be invited by the Organizers to present a paper.

II. CONGRESS RULES

A. REGISTRATION

Registration of abstracts, as well as active and passive participation, is made in the registration forms made available on the Congress website: https://kongres2024.stat.gov.pl.
The deadline for online registration of active and passive participation in the Congress is June 19, 2024. After this date, online registration will be unavailable unless the Organizer extends the registration deadline. Information about the extension of the participation registration deadline will be posted on the Congress website. The Organizer reserves the right to close the registration before the deadline in case the number of registered Participants reaches the limit of seats.
The deadline for abstract submission is May 6, 2024. After this date, online registration will be unavailable unless the Organizer extends the abstract registration deadline. Information about the extension of the abstract registration deadline will be posted on the Congress website.
Each Participant (active and passive), before registering, creates an account, for which it is necessary to provide the following personal information: first and last name, e-mail address, to which an activation link to the account will be sent.
After creating an account, each Participant (active and passive) shall register in the provided registration forms, completing the corresponding form by providing the following personal information: name, e-mail address, name and address of the institution they represent, and optionally: academic title, telephone number and information about reporting special needs in connection with accessibility or reporting special menu requirements. After submitting the form, the Participant will receive a registration confirmation at the e-mail address provided in the registration form. If no registration confirmation is received within 10 consecutive business days from the date of registration, the Participant should contact the Organizer by sending an email to kongres_2024_rejestracja@stat.gov.pl.
An Active Participant additionally submits an abstract using the provided submission form, providing the following personal information: author's name or co-authors' names, institution's name(s) (affiliation), author's email address or co-authors' email addresses.
Participants are required to complete the forms correctly and in accordance with the actual state.
The organizer is not responsible for any damages resulting from the incorrect data provided in the forms by persons registering their participation in the Congress.
The Organizer stipulates that, despite the confirmation of registration, the passive Participant may receive information on cancellation of registration at the e-mail address due to the establishment of certain restrictions, orders and prohibitions due to force majeure and due to other events excluding the possibility of organizing the Congress.
In case of cancellation of the registration referred to in item 9, related to limitations on the number of people who can participate in the Congress, the order of registration will apply. The Organizer undertakes to send information about cancellation of registration to the Participant's e-mail address no later than 5 days before the scheduled Congress start date.
The organizer reserves the right to create a reserve list.

B. SCIENTIFIC COMMITTEE

The Scientific Committee of the Congress evaluates the formal and substantive correctness of the submitted abstracts and decides on their acceptance.
The Scientific Committee of the Congress has the right to reject the abstract and application of a Participant if it does not meet the formal or substantive requirements.
If too many abstracts are submitted for each session, the Scientific Committee of the Congress will select among the submitted abstracts and reject the others.
Decisions of the Scientific Committee of the Congress are final.

C. ABSTRACT

The abstract must be submitted using by the an electronic form and, in addition, can be provided as an as an MS Word file attachment.
The template for abstract preparation in the form of an MS Word file is available for download from the application for abstract registration.
Abstracts must be written in accordance with editorial requirements in Polish and English, or in English only if that will be the language of the paper presentation. The abstract should include:
1) information about the author(s), including academic title and affiliation; for papers written by multiple authors, a correspondence author is required;
2) The title of the paper that properly reflects its content;
3) Purpose/Objective – both (Polish and English) text boxes up to 600 characters each;
4) Methodology/Methodology/Approach – both text boxes up to 600 characters each;
5) Results: Findings – both text boxes up to 600 characters each;
6) Significance/Implications/Conclusions/Conclusions – both text boxes up to 600 characters each;
7) Keyword information, which should include up to 5 keywords.
The abstract should be prepared using Arial font of 10 pt.
The number of characters in each language version for the substantive content of the abstract, i.e. the sum of the elements: purpose, methodology, results and conclusions, must not exceed 2400 characters (including spaces).
An active participant may be a co-author of multiple abstracts; however, he or she must personally present at least one of the submitted presentations.
The active participant takes full responsibility for the content of each submitted abstract.
The Scientific Committee of the Congress may ask the Participant to supplement or make changes to the abstract. The deadline for submission of the abstract will be provided by the Organizer in the information sent to the Participant's e-mail address.
The active participant will be informed of the decision of the Scientific Committee of the Congress, with respect to each submitted abstract, no later than 30 days after the end of the application period, subject to point. 8.

D. SESSIONS

The venue of the sessions in each thematic session, as determined by the Organizer, will be announced to the Participants on the Congress website.
The time for the presentation of the paper is at the discretion of the session moderator.
Session discussions are held as decided by the session moderator.
Active participants are required to submit their presentations electronically to the Organizer in the format specified by the Organizer by June 28, 2024 at the following address: kongres_2024@stat.gov.pl.
In exceptional cases, Active Participants will be allowed to copy their presentations (in the format specified by the Organizer) to the computer in the session room no later than 15 minutes before the start of the session.
The Organizer does not guarantee the proper display of the presentation prepared by the Active Participant if the Active Participant does not deliver they presentation in the manner specified in point 4.
The active participant is fully responsible for all materials and statements made by him or her during the Congress.
The active participant is obliged to present his/her submitted paper during the session. An exception to this rule is possible only in emergency situations after prior consultation with the Organizer and the session moderator.
The organizer allows up to two co-authors (Active Participants) to present a paper.

E. IMAGE and LICENSE

Sending an application for participation in the Congress is tantamount to acknowledging that the use of the image of the Congress Participant in accordance with Article 81(2) of the Act of February 4, 1994 on Copyright and Related Rights (Journal of Laws of 2023, item 1610, as amended) does not require permission.
The use of the image under the terms of para. 1 may be made available on the website www.stat.gov.pl/en/ including https://kongres2024.stat.gov.pl, on the intranet and on the Administrator's social media, i.e. YouTube, Facebook, X (former Twitter), Instagram, LinkedIn.
The Active Participant by the statement agrees to the free dissemination by the Organizer of the image recorded in photographs, films or recordings from the Congress, for the purpose of documenting the course of the Congress, including the use in promotional materials and publications in the media from the Congress, as well as other promotional materials of the Statistics Poland, without any territorial and temporal limitations through its reproduction and public display, reproduction, as well as making it available to the public in such a way that everyone can have access to it at a place and time of their choosing, including the Internet.
The Active Participant submits a statement that he/she agrees to the Organizer's processing of his/her personal data consisting in recording and gratuitously publicizing his/her image and statements recorded during the Congress, including marking the statements with his/her name and surname, and posting the recordings of the statements on the Organizer's websites and social networks referred to in item 2. 2, for promotional, educational and science popularization purposes, which may involve the possible sharing of data with a third party, i.e. a country outside the European Economic Area, which may have different, lower legal standards of personal data protection than those under the GDPR.
The Active Participant of the Congress in the statement will grant the Organizer a non-exclusive and royalty-free license to use his image, voice and the content of the presented paper recorded during the Congress, including marking the statements with his name, in the following fields of exploitation:
1) In terms of recording and reproduction - production, recording by all techniques, including, in particular: magnetic recording technique, photosensitive, audiovisual, digital, optical, computer regardless of format and medium, size, form and technique;
2) In terms of dissemination - public display, reproduction, as well as making it available to the public in such a way that everyone can have access to it at a place and time of their own choosing, including on the Internet and other data communications, multimedia and computer networks, in particular on the Organizers' websites.
In connection with the granting of the license - the Active Participant assures that the use of his/her image, voice and content of the presented paper in the scope presented above will not violate anyone's rights, in particular intellectual property rights, and does not require any permission from a third party. The Organizer informs that the image of the Active Participant will not be distributed in juxtaposition with information or comments putting the Participant in a negative light.
The active participant waives all claims (existing and future), including for remuneration against the Organizer, due to the use of his/her image/voice/speech for the purposes specified in the Regulations.
A model statement of consent for the use of the image, voice and the content of the presented paper of the Active Participant will be sent to the Participant's e-mail address along with information on acceptance of the topic and abstract of the prepared paper. The statement can be sent back to kongres_2024@stat.gov.pl, in case the Participant has a qualified electronic signature, or submitted to the session moderator during the Congress.

F. PROTECTION OF PERSONAL DATA

In connection with the implementation of the requirements of Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016. on the protection of natural persons in relation to the processing of personal data and on the free flow of such data and the repeal of Directive 95/46/EC (General Data Protection Regulation), the Organizer informs about the principles and the rights of the Participants related to the processing of personal data, described in detail in the document "Information on the processing of personal data of participants in connection with the organization of the 4th Congress of Polish Statistics (Warsaw, July 2-4, 2024)" posted on the Congress website and made available in the forms application forms.

G. PAYMENTS

Participation in the Congress is free of charge.
The organizer does not provide and does not cover the costs of accommodation and travel of the Participants.

H. CANCELLATION OF PARTICIPATION IN THE CONGRESS

Participant's cancellation of participation in the Congress may be made only by sending information to the e-mail address: kongres_2024_rejestracja@stat.gov.pl no later than June 19, 2024.

III. FINAL PROVISIONS

The Organizer sets the Congress program and has the right to make changes to it, including on the day of the Congress, including the right to change the time schedule and order of speeches.
The Organizer shall not be responsible for technical or organizational problems of the Participants related to the participation in the Congress resulting from causes beyond the control of the Organizer.
The Participant is fully responsible for all materials and information presented by him/her during the Congress. The Participant shall ensure that all statements and presentations made by him/her during the Congress do not violate the law or the rights or personal property of third parties.
The Participant undertakes to comply with these Regulations and instructions and organizational and technical instructions of the Organizer.
The Participant is obliged to mark his/her participation in the Congress by providing his/her full name. The Participant is obliged to provide true, identifying personal information.
The Participant shall bear full responsibility for damage to property on the premises of the facility where the Congress is held, caused by his/her fault.
The Regulations become effective on the date of their signing.

^[1] Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016 on the protection of natural persons with regard to the processing of personal data and on the free flow of such data and repealing Directive 95/46/EC (General Data Protection Regulation) (Official Journal of the EU L 119 of 04.05.2016, p. 1, as amended).

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