The 22nd European Carbohydrate Symposium
6th-10th July 2025, Gdansk, Poland

Terms and Conditions for participation in the 22nd European Carbohydrate Symposium [EUROCARB22]

§1. GENERAL PROVISIONS

  1. These Terms and Conditions apply to all participants of the Conference. They define the terms of participation and organizational rules for EUROCARB22, organized by the University of Gdańsk, based at ul. Jana Bażyńskiego 8, 80-309 Gdańsk, Poland, NIP: 584-020-32-39, REGON: 000001330, and the Foundation for the Development of the University of Gdańsk, based at ul. Jana Bażyńskiego 1A, 80-952 Gdańsk, Poland, NIP: 584-030-45-78, REGON: 190552396.
  2. The Conference will take place from July 6–10, 2025, at the Polish Baltic Philharmonic, located at ul. Ołowianka 1, 80-751 Gdańsk, Poland.
  3. The official language of the Conference is English. No translation of presentations will be provided.
  4. These Terms and Conditions form an integral part of the registration for the Conference and are binding for all participants.
  5. Submission of a registration form constitutes acceptance of these Terms and Conditions.
  6. The Privacy Policy, which outlines data processing procedures, constitutes Appendix 1 to these Terms and Conditions.

§2. DEFINITIONS

For the purposes of these Terms and Conditions, the following definitions apply:

  1. Terms and Conditions – This document containing the rules and conditions for participation in the Conference, available at: https://www.eurocarb2025.com.
  2. Organizer – The University of Gdańsk and the Foundation for the Development of the University of Gdańsk.
  3. Conference – The 22nd European Carbohydrate Symposium (EUROCARB22), organized at the Polish Baltic Philharmonic in Gdańsk.
  4. Registration – Submission of the intent to participate in the Conference via the registration form.
  5. Registration Form – The form available at https://www.eurocarb2025.com, used for registration.
  6. Registration Confirmation – A message sent by the Organizer to the email address provided by the participant during registration, confirming the registration.
  7. Participant – An adult individual with full legal capacity whose participation is registered via the Registration Form.

§3. CONFERENCE DATE AND VENUE

  1. The Conference will be held in person at the Polish Baltic Philharmonic, ul. Ołowianka 1, 80-751 Gdańsk, Poland, from July 6–10, 2025, in accordance with the schedule available at https://www.eurocarb2025.com.
  2. Should circumstances beyond the Organizer’s control render it impossible or difficult to hold the Conference at the specified venue and date, the Organizer reserves the right to cancel, reschedule, or change the location of the Conference, informing participants in advance.

§4. PARTICIPATION CONDITIONS

  1. Participation in the Conference requires:
    a. Registration via the Registration Form available at https://www.eurocarb2025.com.
    b. Acceptance of these Terms and Conditions.
    c. Payment of the conference fee.
  2. Registration is considered complete upon receipt of confirmation from the Organizer at the email address provided in the Registration Form.
  3. Each participant must register individually.
  4. The number of in-person participants is limited. Once the limit is reached, registration will no longer be possible.
  5. If the number of registrations exceeds organizational capacity, the Organizer reserves the right to suspend further registration and will promptly announce this on the Conference website.
  6. Participants may request a participation certificate via email after the Conference by sending a request to: eurocarb22@ug.edu.pl.
  7. Participants wishing to present at the Conference must submit an abstract via the online form, specifying their preferred presentation format (oral or poster). The Organizer reserves the right to suggest a different format due to time or space constraints.
  8. Participants must submit abstracts to specific thematic sections, though the Organizer reserves the right to assign the abstract to a different section.
  9. The Organizer reserves the right to reject submissions, particularly if they are off-topic or do not meet the expected scientific quality.

§5. PAYMENTS

  1. Participation in the Conference requires a fee.
  2. Participation terms, costs, and applicable discounts are provided during registration.
  3. Fees cover participation and other services listed during registration, based on the type of participation (e.g., regular participant, student, accompanying person).
  4. Questions regarding fees may be directed to the contact person(s) listed on the Conference website.
  5. Travel and accommodation expenses are covered by the participant.
  6. The Organizer may invite selected participants to attend free of charge.
  7. Payments can be made electronically or via credit card through Autopay.pl.
  8. Payments can also be made via bank transfer to the following account:
    • PLN: PL 19 1090 1098 0000 0001 3148 3897
    • EUR: PL 12 1090 1098 0000 0001 1104 3019
    • Bank: Santander Bank Polska S.A., Gdańsk Branch
    • SWIFT/BIC Code: WBKPPLPP
      Include the participant’s name and “EUROCARB22” in the transfer title.

§6. TECHNICAL REQUIREMENTS

Participants must have access to a computer or mobile device with an internet connection and a web browser to register and browse the Conference website.

§7. PARTICIPANTS’ RESPONSIBILITIES

  1. Participants must provide accurate information in the registration form. Incorrect information may prevent participation.
  2. Participants must familiarize themselves with these Terms and Conditions.

§8. CANCELLATION

  1. Participants may cancel their attendance by notifying the Organizer no later than June 16, 2025.
  2. For cancellations submitted by this date, fees will be refunded, minus administrative costs, which are calculated individually based on the cancellation date.
  3. No refunds will be issued for cancellations made after June 16, 2025.
  4. Cancellations must be submitted via email to the Organizer’s address listed on the Conference website.
  5. Failure to attend the Conference does not constitute cancellation.

§9. COMPLAINTS

  1. Complaints must be submitted in writing, including the complainant’s name, address, email address, the subject of the complaint, the event date, and the circumstances of the complaint.
  2. Complaints must be submitted within three days of the Conference’s conclusion.
  3. Complaints submitted after this deadline will not be considered.
  4. Complaints will be addressed within 14 business days, and responses will be sent via the method of complaint submission.

§10. LIABILITY

  1. The Organizer ensures diligent selection of speakers to maintain high academic standards.
  2. The Organizer is not responsible for the content of presentations or advice provided by speakers or participants.
  3. The Organizer is not liable for circumstances beyond its control that prevent or hinder participation.
  4. If the Conference is canceled for reasons solely attributable to the Organizer, participants will be promptly informed.
  5. The Organizer reserves the right to modify the program, change speakers, or cancel the event due to unforeseen circumstances. If canceled, fees will be refunded.

§11. USE OF IMAGE, VOICE, AND STATEMENTS

  1. The Organizer declares, and the Participant agrees, that the course of the Conference will be recorded in the form of audiovisual recordings and photographs, and such recordings may be used for the Organizer’s documentation, informational, or promotional purposes, in particular through:
    a. publication on the Organizer’s websites,
    b. publication on social media communication channels (X, Instagram, YouTube, Mastodon).
  2. The Participant authorizes the Organizer to use their image and voice, as well as any statements made during panel discussions, for the purposes specified in Section 1 above. The Participant hereby grants a non-exclusive and unpaid consent, without time or territorial limitations, for the use of these by the Organizer and any entities authorized by the Organizer, within the fields of exploitation specified above.

§12. FINAL PROVISIONS

  1. The Organizer reserves the right to modify the program, schedule, speakers, or venue and to switch to an online format.
  2. Conference materials, including abstracts, will be published electronically on the Conference website.
  3. A detailed program will be available approximately two weeks before the event.
  4. Participants consent to receiving email notifications about future editions of the Conference unless they opt out.
  5. If the event switches to an online format, fees will be adjusted accordingly.
  6. Fees will be refunded if the Conference is canceled or rescheduled to an inconvenient date.
  7. These Terms and Conditions are effective upon publication on the Organizer’s website.
  8. The Organizer reserves the right to amend these Terms, with changes effective upon public announcement.

Appendix No. 1 to the Terms and Conditions for participation in the 22nd European Carbohydrate Symposium [EUROCARB22]
Privacy Policy

Pursuant to the General Data Protection Regulation (GDPR) of April 27, 2016, hereinafter referred to as GDPR, we hereby inform you that:

  1. The controller of your personal data is the University of Gdańsk, located at Jana Bażyńskiego 8, 80-309 Gdańsk.
  2. The controller has appointed a Data Protection Officer (DPO), who can be contacted at the phone number (58) 523 31 30 or via email at iod@ug.edu.pl. The DPO may be contacted for all matters concerning the processing of personal data and the exercise of rights related to such processing.
  3. Your personal data will be processed for the following purposes:
    a. To fulfill requirements necessary for organizing the Conference, including verifying compliance with the conditions described in these regulations,
    b. To fulfill the legal obligations incumbent on the Organizer,
    c. To pursue other legitimate interests of the controller, including the establishment, exercise, or defense of legal claims and for statistical purposes.
  4. The legal basis for processing your personal data includes:
    a. Article 6(1)(a) of GDPR (consent of the data subject),
    b. Article 6(1)(b) of GDPR (processing is necessary for the performance of a contract to which the data subject is a party or to take steps at the request of the data subject prior to entering into a contract),
    c. Article 6(1)(c) of GDPR (processing is necessary for compliance with a legal obligation),
    d. Article 6(1)(f) of GDPR (processing is necessary for the purposes of legitimate interests pursued by the controller).
  5. Your personal data will be retained for the period necessary to fulfill the purposes outlined in section 3, as well as for archiving obligations arising from legal provisions. Additionally, the controller reserves the right to retain your personal data for the period necessary to establish, exercise, or defend against claims, but no longer than the expiration of the limitation period.
  6. Recipients of your data may include entities authorized to access the data under applicable legal provisions, as well as entities cooperating with the controller, particularly IT service providers and online payment system providers, under agreements compliant with applicable data protection regulations.
  7. Providing your personal data is voluntary but necessary and a condition for participation in the Conference.
  8. You have the right to access your personal data, as well as the right to rectify, amend, delete, or restrict its processing. You also have the right to data portability and the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
  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 General Data Protection Regulation of April 27, 2016 (GDPR).
  10. Your data will not be subject to profiling or automated processing and will not be transferred to third countries (outside the European Economic Area, EEA).