Regulations of the Young Scientists’ Forum 2.0

General

1. These Regulations of the Young Scientists’ Forum 2.0 (hereinafter: “Regulations”) set out the rights and obligations of the Participants in the Young Scientists’ Forum 2.0 (hereinafter: “Conference”) and of the Greater Poland Cancer Centre (hereinafter: “GPCC”), being the Conference Organiser.
2. The Conference is organised by the Greater Poland Cancer Centre seated in Poznań (ul. Garbary 15, 61-866 Poznań), which is hereinafter referred to as the Organiser.
3. The Conference is held in the time, place and form determined by the Organiser.
4. The Conference will be held entirely in English, in a hybrid form, which gives the possibility of active and passive participation in the Conference online or locally at the seat of the GPCC.
5. Participants in the Conference (hereinafter: “Participants”) may include oncologists, radiotherapists, clinical oncologists, resident doctors undergoing their specialty training, medical physicists, radiobiologists, biotechnologists, pharmacists, electro-radiology specialists, and students.
6. The Conference will include scientific sessions and an exhibition of equipment and technology companies. The Conference programme is available on a dedicated website.

7. The Conference is a contest of academic works (hereinafter: “Contest”) to be submitted by participants. The jury, composed of field experts, will assess the received abstracts and then qualify selected abstracts for oral presentation at three thematic sessions of the Conference, listed in the programme. The requirements and the terms of submitting the abstracts are available in section “Requirements for abstracts and oral presentation”.

   The assessment will cover both the contents and the presentation of the abstract as well as a discussion with the Jury that will include answering questions regarding the presentation. Based on the total score obtained, the Jury will select three winners of the Contest who have achieved the highest score. The rules of assessing the abstracts and the oral presentation are available in section “Rules of assessing the abstracts and oral presentation”.

8. The Organiser has prepared the following awards for the Contest winners:

   • first award: full coverage of the costs of participation in a selected European congress on a topic related to oncology in 2025, including travel and accommodation during the congress, up to PLN 8,000;
   • second award: full coverage of the costs of participation in a selected Polish congress on a topic related to oncology in 2025, including travel and accommodation during the congress, up to PLN 4,000;
   • third award: full coverage of the costs of participation in any training related to the topic of the Conference in 2025, up to PLN 2,000.

   Award for the best poster: free registration for the Young Scientists’ Forum 2.0 in 2025, or a financial equivalent if the Young Scientists’ Forum 2.0 in 2025 is cancelled. The author will also have the opportunity to continue the topic shown in the poster in the form of oral presentation.

   If the work has been made by more than one author, the award will only be given to the first author of the abstract, who must also present the work qualified for the oral presentation.

   If the first author is unable to present the work due to an unexpected reason, and the work is thus presented by a co-author, the award will be shared between both these authors.

   All awards may only be used in 2025.

9. Each Participant in the Conference will receive a certificate of participation in the Conference.

Registration for the Conference

1. In order to take part in the Conference, a Participant must register and timely pay the fee in the amount and to the account indicated on the Conference website.

2. To participate in the Conference, a Participant must meet the following conditions:

   • submit a declaration of participation in the Conference by completing the registration form available on the Conference website. Upon registration, the Participant must decide whether they will participate online or live. Once the fee has been paid, this decision may not be changed;
   • pay the fee in the amount and period set out by the Organiser on the Conference website;
   • the deadline for registration as a Participant in the Conference expires on the date stated by the Organiser on the Conference website;
   • the obligation to declare participation and to pay the fee applies both to the Participants who take part in the Contest and submit their abstracts and to the Participants who will not send their abstract but wish to attend the Conference passively.
3. The Organiser is not liable for the provision of false or incorrect information by the Participant during registration for the Conference.
4. Sending the registration form available on the Conference website shall be considered as acceptance of the provisions hereof and as a declaration of compliance with the provisions of law and any other arrangements made between the Participant and the Organiser.

Registering a participant submitting an abstract

1. Upon submitting an abstract, Participants must be qualified by the Conference Academic Committee and by the Jury for an oral presentation at one of the Conference sessions.
2. A Participant shall send an abstract of the presentation prepared according to the Organiser’s instructions (“Requirements for abstracts and oral presentation”), via the “Submit an abstract” section available on the Conference website, no later than until the date indicated on that website.
3. The rules of qualifying abstracts by the Conference Academic Committee and the Jury for oral presentation are set out in section “Rules of assessing the abstracts and oral presentation”.
4. Abstracts qualified for a poster will be made available during the Conference on a dedicated website.
5. Any theses or opinions expressed by Participants are only opinions of the Participant who expressed that opinion, and the Organiser shall not be liable for the form or contents of such opinion.
6. Participants may not express any theses or opinions that incite to hatred or discrimination of any persons based on race, culture, ethnicity, religion, beliefs, or gender. Furthermore, it is not allowed to promote any ideologies or symbols related to totalitarian regimes.

Fees

1. Information on the amounts of fees for participation in the Conference is available on the Conference website.
2. The fee for participation in the Conference must be paid to the account indicated by the Organiser. Information on the required fees is also available on the Conference website.
3. Failure to pay the fee for participation in the Conference within the term specified by the Organiser on the Conference website shall authorise the Organiser to cancel the enrolment without any liability for damage.
4. The Organiser shall issue a VAT invoice or a receipt to certify the payment.
5. The payer (recipient of the invoice) shall be the entity ordering specific services related to participation in the Conference.
6. The cost of participation in the Conference as well as the possible cost of accommodation and travel shall be covered by the Participant.

Resignation from participation in the Conference

1. A Participant may resign from participation in the Conference within 14 days of enrolment but no later than until the first day of the Conference. A Participant’s resignation from participation in the Conference should be made in writing on the relevant form (DOCX, 82KB).
2. If the Participant resigns from participation in the Conference, the Organiser shall, forthwith but no later than 14 days from such resignation, reimburse all fees paid by the Participant to the bank account indicated by the same.
3. Once the Participant enrols for the Conference, selects the forms of participation and pays the fee for the selected form of participation, the Organiser will not change the form of participation in the Conference from online participation into local participation or vice versa, once the fee for the Conference has been paid.

Complaints

1. All complaints made by Participants in the Conference against the Organiser should be submitted by e-mail to: biuro@wco.pl.
2. Complaints made by the Participants must be filed no later than 3 days after the end of the Conference.
3. No complaint submitted after that date shall be considered.

Personal data

1. The Organiser is the Data Controller, that is the entity which determines the purposes and means of processing personal data collected in connection with organising the Conference. The Data Controller may be contacted by post sent to its registered address: ul. Garbary 15, 61-866 Poznań, or by e-mail sent to: dyrektor@wco.pl.
2. The Greater Poland Cancer Centre has appointed a Data Protection Officer, who you may contact in matters concerning the protection and processing of your personal data by sending an e-mail to: daneosobowe@wco.pl, or by post: ul. Garbary 15, 61-866 Poznań, with a note “Inspektor Ochrony Danych” [Data Protection Officer].

3. Purposes and legal bases for processing personal data.

   The personal data of Conference Participants will be processed on the basis of:

   • Article 6(1)(b) of the GDPR, for the purpose of performing a contract, that is for the purpose of registration for an academic event and to perform the Contract or an action at the request of a user prior to concluding the Contract;
   • Article 6(1)(a) of the GDPR (a granted consent), for the purpose of registration for the event, a contract with the users, and the provision of selected materials after the academic event;
   • Article 6(1)(c) of the GDPR, for tax and accounting purposes related to settling the user’s participation in the academic event.
4. The Organiser will process the collected data until the relevant purpose is achieved and for the periods set out by relevant provisions of law, which may be extended by the period of asserting any claims that the Organiser may have.
5. The provision of personal data is a condition precedent for participation in the academic event. If they are not provided, the user will be unable to participate in the Conference.
6. A Participant has the right of access to their personal data and the right of rectification, erasure, restriction of processing, the right to data portability, and the right to object, and if the personal data are processed on the basis of a consent, then also the right to withdraw the consent at any time, which shall not affect the lawfulness of processing before the consent was withdrawn. Where it is found that the processing of personal data infringes the GDPR, the data subject has the right to lodge a complaint with the President of the Personal Data Protection Office [Prezes Urzędu Ochrony Danych Osobowych].
7. The Organiser informs that photos will be taken during the Conference in order to document the event, which will then be published on the website and social media of the Organiser.
8. Detailed scope of personal data processing is specified in the Information Notice – Academic Event Participant, set out as an appendix (Appendix 1 (PDF, 226KB)) hereto available under the text of these Regulations.

Final provisions

1. In the event the Conference is not held due to reasons attributable only to the Organiser, the Organiser shall forthwith reimburse the fees paid by the Participants to the bank accounts indicated by the same.
2. If the awards cannot be granted due to an unexpected reason, they shall not be awarded at a later date.
3. Any disputes which may arise from participation in the Conference shall be settled by the court having jurisdiction over the registered office of the Organiser, unless the commonly applicable provisions of law provide otherwise.
4. The Conference shall be closed to the public and shall not be a mass event as defined by the Act of 23 March 2009 on the safety of mass events (Polish Journal of Laws [Dz.U.] of 2009, No. 62, item 504).
5. To all matters not settled herein provisions of the Polish Civil Code shall apply.
6. The Organiser shall not be liable for the Participants’ belongings that may be lost, damaged or stolen during the Conference.
7. The Participants hold full financial liability for any damage they cause in the venue where any Conference-related activities are carried out or in the places of accommodation.
8. These Regulations shall enter into force on the date they are published on the Conference website.
9. The Organiser may amend these Regulations. The amendments shall enter into force 7 days of being published on the Conference website, and any services that are already in progress shall be governed by the version of the Regulations in force at the moment when the Participant enrolled for the Conference.
10. These Regulations form an integral part of the Declaration of Participation in the Conference and shall apply to all Participants.

Abstracts information

Posters information