Terms and Conditions

Terms and Conditions of the Meeting of the joint EAPR sections Agronomy & Physiology and Post Harvest

§1 General Provisions

This document constitutes the Terms and Conditions of the Meeting of the Joint EAPR Sections Agronomy & Physiology and Post-Harvest, which will be held in Warsaw on 16–19 June 2026 and organized by the Plant Breeding and Acclimatization Institute – National Research Institute, the Committee of Agronomic Sciences of the Polish Academy of Sciences, and the European Association for Potato Research.
The following terms used in these Terms and Conditions shall mean:
a. Organizer – Plant Breeding and Acclimatization Institute – National Research Institute, the Committee of Agronomic Sciences of the Polish Academy of Sciences, and the European Association for Potato Research;
b. Conference – the Meeting of the joint EAPR sections Agronomy & Physiology and Post Harvest;
c. Participant – a natural person or a legal person, or an organizational unit without legal personality, who has completed registration via the registration form and has met the conditions of participation in the Conference specified in these Terms and Conditions.
All information regarding the Conference and current updates will be published on the Conference website:
https://ihar.edu.pl/en/news/conference/meeting-of-the-joint-eapr-sections-agronomy-physiology-and-post-harvest
The Organizer reserves the right to introduce changes to the Conference program by publishing them on the Conference website and/or social media platforms, without the obligation to individually inform Participants of such changes.
Participation in the Conference may be active (i.e. oral or poster presentation) or passive (i.e. without presentation).
The official language of the Conference is English.
The scientific content of the Conference is supervised by the Scientific Committee appointed by the Organizer.
Deadlines provided on the Conference website are binding and final unless the Organizer decides otherwise.

§2 Registration

The Conference is intended for researchers and PhD students from research institutes and higher education institutions related to agriculture, as well as representatives of breeding companies, agricultural institutions, offices, and industry organizations.
Each person interested in participating in the Conference is required to register via the registration form available on the Conference website.
The conditions for participation are:
a. submission of the registration form;
b. acceptance of the application by the Organizer;
c. payment of the conference fee.
Registration constitutes an obligation for the registering person to pay the conference fee.
The Organizer may extend the registration deadline; such information will be published on the Conference website.
One oral presentation and/or one poster may be submitted. A Participant may be a co-author of multiple presentations.
After successful registration, only a change of Participant details to another person is possible.
The Organizer is not responsible for incorrect or false data provided by the Participant during registration.

§3 Sessions and Presentations

Conference venue: Warsaw, Poland.
Sessions will be held in accordance with the Conference Program published on the Conference website.
Oral presentations must be submitted by the deadline specified by the Organizer.
Poster presentations will take place during poster sessions in the form of printed posters.
The Organizer reserves the right to change the form of a submitted presentation from oral to poster and/or from poster to oral and will directly inform the Participant concerned.
The Participant is fully responsible for the content and form of their presentation.

§4 Conference Abstract

The Participant shall submit the abstract within the deadline and in the commonly used format specified by the Organizer on the Conference website.
After the deadline, the Organizer may refuse to publish the abstract in the conference materials.
Abstracts are submitted via the registration form or by e-mail.
The author is fully responsible for the content of the abstract.
The abstract may be rejected by the Scientific Committee in the case of substantial error or low scientific value.

§5 Conference Fee

The amount of the fee, payment rules, and payment deadline are provided by the Organizer on the Conference website and in the announcement.
The conference fee includes: participation in the Conference, welcome cocktail, lunches during the Conference, an industry trip, and publication of submitted abstracts and posters in the conference materials.
The Organizer will issue a VAT invoice.
Payment details will be provided upon acceptance of registration.
Failure to pay the conference fee will result in inability to participate in the Conference (removal from the list of Participants) and removal of the abstract from the Conference materials.

§6 Liability

Participants are obliged to comply with safety rules and the regulations of the hotel and conference facilities.
Participants bear full financial responsibility for any damage or destruction caused on the premises of the conference venue.
The Organizer shall not be liable for:
a. Participants’ personal belongings that may be lost, damaged, or stolen during the Conference;
b. fortuitous events beyond the Organizer’s control.
The Participant bears full responsibility for all materials and information presented by them, including names/logos, advertisements, inserts, banners, stands, roll-ups, presentations, and promotional materials, as well as for all statements and presentations delivered during the Conference by them or persons delegated by them.

§7 Final Provisions

Registration via the form constitutes acceptance of these Terms and Conditions, an obligation to pay the conference fee, and consent to the processing of personal data for the purpose of organizing the Conference.
Data are stored in accordance with applicable laws.
Consent includes the use of the Participant’s image for promotional purposes under the principles specified in the GDPR Statement available at:
https://ihar.edu.pl/en/news/conference/meeting-of-the-joint-eapr-sections-agronomy-physiology-and-post-harvest/terms-and-conditions
Travel and accommodation costs are covered by the Participant.
The Organizer may cancel or postpone the Conference due to reasons beyond the Organizer’s control and will promptly inform the Participants.
Amendments to these Terms and Conditions shall enter into force upon publication on the Conference website.
Any disputes shall be resolved by the Organizer.
Matters not regulated herein shall be governed by applicable law, including the Polish Civil Code.

Radzików, date …………… Organizer’s signature

G D P R I N F O R M A T I O N C L A U S E

for a participant of the conference entitled
“Meeting of the joint EAPR sections Agronomy & Physiology and Post Harvest”, 16–19 June 2026
……………………………………………………………………………………………………………
(Participant’s full name)

1. Information on personal data processing

The data controller is the Plant Breeding and Acclimatization Institute – National Research Institute, with its registered office in Radzików, 05-870 Błonie. You may contact us by email at: postbox@ihar.edu.pl or by phone: +48 22 733 45 00.
We inform you that a Data Protection Officer has been appointed. You may contact the DPO by email at: inspektor@ihar.edu.pl.

2. Purposes and legal basis of data processing

We will process your personal data in connection with the organization and participation in the conference entitled “Meeting of the joint EAPR sections Agronomy & Physiology and Post Harvest”, to be held on 16–19 June 2026 in Warsaw, Poland, for purposes related to:

organizational communication,
preparation of participant lists (identifiers, attendance lists).

The legal basis for the processing of your personal data is provided by Article 6(1)(a) and (f) of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (Official Journal of the EU L 119 of 04.05.2016), on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation – GDPR): your consent to the processing of personal data provided in the registration form for the purpose of organizing and participating in the conference/forum. This consent also covers the processing of your image (the dissemination of participants’ images in the form of photos, video materials, press materials, and conference reports for informational purposes and for the promotion of the Data Controller).

Providing personal data such as name and surname is voluntary; however, refusal to provide them will make it impossible to register for the conference. Providing contact details such as phone number, email address, and institution/company you represent is not mandatory but allows us to contact you.

Dissemination of participants’ images in photographs, video materials, press materials, and conference reports that constitute a fragment of a broader whole recorded during the event, for informational and promotional purposes of the Controller, constitutes a legitimate interest and does not require separate consent.

3. Data retention period

Your personal data will be stored also after the Conference, for the period during which conference reports are published.

4. Data recipients

Your personal data will be shared with persons involved in the organization of the Conference.

5. Rights related to the processing of personal data

You are entitled to the following rights related to the processing of your personal data:

the right to withdraw consent to the processing of personal data, except for data placed on durable media (printed in conference materials);
the right to access your personal data;
the right to request rectification of your personal data that is inaccurate and the completion of incomplete personal data;
the right to request erasure of your personal data, in particular in the event of withdrawal of your consent to processing, where there is no other legal basis for processing;
the right to request restriction of processing of your personal data;
the right to object to the processing of your personal data due to your particular situation, in cases where we process your data on the basis of our legitimate interest, including for direct marketing purposes or for the performance of a public task. NOTE: In the case of processing for direct marketing purposes, you may object at any time, regardless of your particular situation;
the right to data portability, i.e. the right to receive from us your personal data in a structured, commonly used, and machine-readable format. You may transmit these data to another data controller or request that we transmit your data to another controller. However, this will be done only where such transmission is technically feasible. The right to data portability applies only to data processed by automated means (i.e. electronically), based on a contract with you or on your consent;
the right not to be subject to a decision based solely on automated processing, including profiling;
the right to lodge a complaint with a supervisory authority responsible for personal data protection, i.e. the President of the Personal Data Protection Office.

Right to withdraw consent

To the extent that your personal data are processed on the basis of consent, you have the right to withdraw your consent to the processing of your data at any time. Withdrawal of consent does not affect the lawfulness of processing carried out on the basis of your consent before its withdrawal. You may withdraw your consent by sending a statement of withdrawal to the postal address of the Data Controller or by e-mail to: postbox@ihar.edu.pl.

I have read and acknowledged the above information …………………… (legible signature)

STATEMENT

I declare that I am aware of my responsibility for any damage caused by me on the premises of ……………………………………… during the conference “Meeting of the joint EAPR sections Agronomy & Physiology and Post Harvest”.

I have read and acknowledged the above information …………………… (legible signature)