Terms of participation – United in Excellence

Regulations for Participation in the „United In Excellence: Kick-Off Meeting of Poland’s New Teaming Projects”

dated 27 January 2025

The present Regulations establish the rules for participating in the United In Excellence: Kick-Off Meeting of Poland’s New Teaming Projects, as well as the obligations of both the Event Participants, Organisers and Hosts. Reviewing and consenting to the provisions of these Regulations and the Code of Conduct is a prerequisite for participating in the Event.

§1. Definitions

The terms referred to in the present Regulations shall have the following definitions unless clearly specified otherwise:

Code of Conduct – a set of norms and guidelines describing which behaviors are acceptable and which are not during the Event. The contents of the Code of Conduct are published on the Event Website,
Coordinator – a physical person (or persons), appointed by the Organiser, responsible for overseeing the course of the Event,
Event – meeting „United In Excellence: Kick-Off Meeting of Poland’s New Teaming Projects”, which will take place in the Conference Centre of the Copernicus Science Centre in Warsaw on 19 February 2025,
Event Website – the website associated with the given Event, available at united-in-excellence.pl,
Foundation – the Candela Foundation with its seat in Warsaw (03-822), ul. Grochowska 357/513, listed in the National Register of Associations, Other Social and Professional Organizations, Foundations and Public Health Care Units, under KRS number: 0000885495, and the Tax Identification Number: 1133028363, National Official Register of Business Entities (REGON): 388293056, National Official Register of Business Entities (DUNS): 679296691, and the National Official Register of Business Entities (NCAGE): 9AHKH,
Foundation Board – the body appointed for the purpose of representing the Foundation,
Host – one of the organisation being a Hosts,
Hosts – IChF PAS, NCAC PAS and PORT acting jointly,
IChF – Institute of Physical Chemistry of the Polish Academy of Sciences, with its seat in Warsaw (02-224) ul. Kasprzaka 44/52, listed in the Register of Institutes of Polish Academy of Sciences,under number RIN-III-50/98, and the Tax Identification Number (NIP): 525-000-87-55,
NCAC – Nicolaus Copernicus Astronomical Center of the Polish Academy of Sciences, with its seat in Warsaw (00-716) ul. Bartycka 18, listed in the Register of Institutes of Polish Academy of Sciences, under number RIN-III-20/98,
Organiser – the Foundation,
Participant – person taking part in the Event. Prior registration to the Event confirmed by the Organiser is a prerequisite for participating in the Event. Not applicable to VIPs that were invited personally,
PORT – Łukasiewicz Research Network - PORT Polish Technology Development Centre, with its seat in Wrocław (54-066) ul. Stabłowicka 147, listed in the National Register of Entrepreneurs, under KRS number: 0000885495, and the Tax Identification Number (NIP: PL 8943140523),
Regulations – the present Regulations,
Staff – a natural person appointed by the Organiser, responsible for supporting the Event in administrative, technical, and logistical aspects.
Venue – Copernicus Conference Centre constituting part of the premises of the Building, including Conference Rooms and Common Areas, located at Wybrzeże Kościuszkowskie 20 in Warsaw (Poland),
CNK – Copernicus Science Centre, with its seat in Warsaw (00-390) ul. Wybrzeże Kościuszkowskie 20,, listed in National Register of Cultural Institutions under numer 2/09, and the Tax Identification Number (NIP: PL701-002-51-69), REGON:140603313.

§2 Code of Conduct and the rules for Collaboration

Participants are obligated to follow the rules described in the Code of Conduct, including to respect other Participants, the Organisers, the Hosts, and the Event Staff.
Participants are obligated to follow instructions given by the Event Staff and the Coordinator appointed by the Organiser.
Violating the Code of Conduct or the Regulations shall result in one of the following consequences:
1. A warning;
2. Removal from the Event
3. Removal from the Event and becoming banned from participating in events organized by the Organiser for a period of 5 years.
The decision on the type of consequences described in section 3 shall be made by the Coordinator.
The Participant shall be informed of the decision made by the Coordinator via an e-mail sent to the address provided when registering for the Event. The Participant may additionally be informed of the decision verbally.
The Organiser reserves the right to exclude from the Event any Participant who in any way violates the provisions of these Regulations, and in particular:
1. Performs actions which are against the law, principles of good conduct or harmful to the justified interests of third parties;
2. Performs actions intent on or indicating an attempt to circumvent the Regulations;
3. Performs actions which violate the established interests of the Organiser or which are harmful to its image.

§3 Program

The Organiser publishes the Program on the Event Website.
The Organiser reserves the right to alter the Event program prior to its commencement and at any time during the Event.
Information about the changes to the Event program shall be published on the Event Website.

§4 Safety

For the safety of the Participants, the Organiser and Coordinator have the right to:
1. Deny entry to a Participant whenever justified by security reasons;
2. In cases justified by security reasons, demand that the Participant leave the Event premises, and to take appropriate steps and measures to ensure that the demand is complied with. This especially applies to situations where the Participant disturbs public order, behaves aggressively or acts in violation of the present Regulations or the Code of Conduct, or in any other way causes a safety hazard to other Participants of the Event;
3. Deny entry on to the Event premises to Participants found to be in possession of weapons or other items that may pose a threat to the orderly conduct of the Event.

§5 Consumption of Alcohol and Liability

The consumption of alcohol during the Event shall be permitted only in designated places and times.
The Organiser shall not be liable for incidents or damage caused by Participants under the influence of alcohol. Full responsibility rests with these Participants.

§6 Image, video and audio recording

The Participants consent to having their image registered in the form of photos and video and recordings for promotional and documentary purposes related to the Event.
Registering the Event in video and audio form by other parties is permissible only after obtaining prior permission from the Organiser.
The Participants have the right to object to the registration of their image in case of individual photographs or recordings.
The Organiser states that a Participant is aware that the course of the Event will be registered in the form of an audiovisual recording and/or photographs and agrees that works created in this way will be used for mass media broadcasting purposes (television, radio, Internet, press etc.) or for documentation, promotion, or advertising of the Organiser (or Host) or other persons indicated by the Organiser (or Host), as well as the Event itself (commercial use).
The Organiser informs that registration of the works described above shall take place on the entire premises of the venue where the Event shall be taking place, unless the Organiser clearly designates recording-free zones.
The Participant authorizes the Organiser (and Hosts) to utilize his or her image and/or voice and utterances (if made by the Participant during lecture discussions and/or to the camera) and their broadcasting as elements of the aforementioned works for the purposes listed in section 1 above, and hereby grants the Organiser (and Hosts), as well as any entities authorized by the Organiser (or any Host), non-exclusive and royalty-free permission to use them without temporal or territorial limitations, to use them in various fields of exploitation of the works, and in particular:
1. Preserve them on any audio-visual medium (on video, photosensitive or magnetic tape, and computer disk, on a multimedia network, including on the Internet);
2. Reproduce them by any technique;
3. Display, replay, broadcast, and rebroadcast them publicly;
4. Lend, rent, lease data storage devices on which the image, voice, or utterance was recorded;
5. Record them on computer memory and multimedia networks;
6. Use them on various kinds of websites (including the Organiser’s and Hosts’ websites).
The Participant waives:
The right to control and approve the use of his or her image each time, including the right to approve the final form of the materials in which his or her image will be used;
Any claims, including financial ones, against the Organiser (and Hosts) for the use of his/her image for the purposes specified in the Regulations.

§7 Liability for the Content Presented at the Conference

The Organiser (and Hosts) shall not be held liable for the content presented during the Event by the Participants, speakers or any other persons.
Any potential copyright infringement claims fully rest with the presenting persons.
The Organiser (and Hosts) do not bear responsibility for any statements, assurances or commitments made by the Participants, speakers or any other persons appearing at the Event.

§8 ID Badges

The Participants are required to wear ID badges issued to them by the Organiser throughout the entire course of the Event.
Lack of an ID badge will result in denial of entry to the Event premises.

§9 Prohibited Actions

On the Event premises, the following actions are strictly prohibited:
1. Smoking tobacco or e-cigarettes;
2. Bringing in and consuming intoxicating substances;
3. Bringing in pyrotechnic products and firearms;
4. Entering with animals;
5. Using laser pointers.
The ban concerning entering with animals described in section 3 point C does not apply to assistance dogs, as referred to in article 2 point 11 of the Act of August 27th, 1997 on Vocational and Social Rehabilitation and the Employment of Persons with Disabilities. A person entering in the company of an assistance dog shall be held fully liable for any damages caused by the assistance dog.

§10 Internet Access

The Organiser may provide access to the Internet or a WiFi network on the Event premises. The login credentials, if any, will be shared with the Participants.
The Organiser (and Hosts) shall not be held liable for any damages resulting from using the provided Internet connection or WiFi network, including infection with computer viruses.

§11 Organiser’s Liability

The Organiser (and Hosts) shall not be held liable for the Participants’ personal belongings that may become lost, destroyed, or stolen during the Event.
The Organiser (and Hosts) do not provide any form of guarantee regarding the outcomes of a Participant’s involvement in the Event.

§12 Participant’s Liability

Any material provided to or shared with the Participant may be used by them exclusively for educational and training purposes in connection with the Event.
The Participant may not reproduce, sell, or distribute these materials or any other intellectual property belonging to the Organiser or Hosts or third parties.

§13 Exceptional Situations and Suspension of the Regulations

The Organiser reserves the right to suspend the validity of individual provisions of the Regulations in exceptional situations, such as:
1. Sudden organizational changes caused by factors outside of the Organiser’s control, such as safety issues, schedule changes, unforeseen technical or logistical situations;
2. Introduction of new legislation or recommendation that may influence the course of the Event;
3. Other extraordinary circumstances justifying a temporary deviation from select provisions.
The introduction of such a suspension does not relieve the Participants from remaining compliant with the remaining provisions of the Regulations and the Code of Conduct.
The Organiser shall endeavor to ensure that any restrictions resulting from the suspension are proportionate to have minimal impact on the comfort of the Participants.

§14 Venue

Access to venues is provided on 19 February 2025 between 08:30 AM and 6:00 PM.
The Venue is covered by a video surveillance system.
The CNK reserves the right to check that the persons entering the CKK do not bring in with them the objects referred to in § 14 (5) items 8 – 11.
Participants of the Event are forbidden to engage in any activities on CKK premises that pose a risk to other Participants or may damage CKK property.
In particular, it is forbidden to:
1. remove any CNK property from the premises,
2. move any CNK property out of their designated areas,
3. destroy any part of CNK property,
4. place own signs, including mapping elements on building premises without the consent of the CNK,
5. block the access to or obstruct the use of evacuation routes on the CNK’s premises,
6. bring animals onto the CNK premises, except guide dogs and service dogs,
7. smoke tobacco or electronic cigarettes throughout CNK premises,
8. bring in or use drugs on the premises,
9. bring weapons, explosives or any other objects that are dangerous to life and health onto CNK premises,
10. bring onto CNK premises and use any objects capable of setting off smoke detectors, such as smoke machines, fog screens, dry ice,
11. bring bicycles, scooters, skateboards or other similar equipment onto CNK premises and ride them,
12. consume alcoholic beverages, other than wine,
13. eat or drink, except in specially designated areas,
14. conduct any advertising, promotional or political agitation activities.
The CNK reserves the right to exclude from the Event a Participant who is under the influence of alcohol or drugs, or a Participant who behaves in a manner that threatens the safety of other Participants, disrupts the order, or violates generally accepted standards of public conduct.
The regulations are in accordance with the Terms of Use of the Copernicus Conference Centre of CNK. The CNK is entitled to amend the Terms and Conditions. The amended Regulations will be made public at http://ck.kopernik.org.pl/.
In the event of changes to the Terms of Use of the Copernicus Conference Centre of CNK, the provisions of the updated Terms of Use of the Copernicus Conference Centre of CNK also apply to Participants of the Event.

§15 Final Provisions

The Organiser reserves the right to change the form of the Event (e.g. to host it online) in situations where hosting the Event in person becomes impossible or excessively difficult for reasons beyond the control of the Organiser, in particular due to imposed restrictions, orders, or prohibitions.
The Organiser shall publish the content of the Regulations on the Event Website before the commencement of registration for the Event.
The Organiser reserves the right to introduce changes to the Regulations.
Each new version of the Regulations shall apply to the persons who have not yet registered for the Event or accepted the new Regulations.
The Regulations in effect on the date of registering for the Event shall apply in relation to all matters related to the Participant’s involvement in the Event.
The opinion of the Foundation Board shall be decisive regarding the interpretation of the Regulations.
Should any provisions of the Regulations be changed or made void as a result of a binding court ruling, the remaining provisions of the Regulations shall remain in effect.
Any disputes with the Organiser shall be settled amicably first and later by the court having local jurisdiction over the Organiser’s seat, unless the provisions of generally applicable Polish law stipulate otherwise.
In matters not regulated by the present Regulations, the provisions of the Polish law, and in particular the Civil Code, shall apply.