Regulations - The 5th Congress of Polish Statistics

Main content

Regulations

REGULATIONS

of the 5th Congress of Polish Statistics (Warsaw July 1-3, 2025)

1. GENERAL PROVISIONS

  1. The organisers of the 5th 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 ‘Organiser’, acting through the Congress Organisation Committee
  2. The Congress shall be held on 1-3 July 2025 in Warsaw.
  3. The language of the Congress is Polish, but there is a possibility to speak in English during the sessions conducted in this language.
  4. The Scientific Committee appointed by the Organiser shall supervise the content of the Congress.
  5. The provisions of the Regulations are an integral part of the Congress participation application, and sending the application form to the Organiser is tantamount to accepting the Regulations.
  6. All deadlines contained in the Regulations are obligatory and non-extendable, unless the Organiser decides otherwise, of which it will notify the Participants.
  7. The Organiser reserves the right to make changes to the Congress programme and the Regulations and the right to change the date of the Congress or cancel it.
  8. If the Congress is cancelled, the Organiser undertakes to notify registered Participants of this fact by e-mail, no later than 5 days before the planned Congress start date.
  9. The Organiser may record the Congress by means of image and sound for documentation, reporting and promotional purposes of the Congress and the Organiser.
  10. The website address of the Congress: https://kongres2025.stat.gov.pl.
  11. Whenever the Regulations refer to:
    1. Abstract - stands for a short, condensed form of the paper to be presented at the Congress, including the aim, methods, results and conclusions;
    2. Passive Participant - stands for a person who registered in the application available 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 - stands for a person who registered their participation and abstract in the application available on the Congress website and who is invited by the Organisers to present a paper.

2. CONGRESS RULES

A. REGISTRATION
  1. Registration of abstracts as well as active and passive participation is made using the application forms available on the Congress website: https://kongres2025.stat.gov.pl.
  2. The deadline for online registration of active and passive participation in the Congress is 11 June 2025. After this date, online registration will not be available unless the Organiser extends the registration deadline. Information about the extension of the registration deadline for participation will be posted on the Congress website. The Organiser reserves the right to close the registration before the deadline in case the number of registered Participants reaches the limit of available spots.
  3. The deadline for abstract submission is 15 May 2025. After this date, online registration will be unavailable unless the Organiser extends the abstract registration deadline. Information about any extension of the abstract registration deadline will be posted on the Congress website.
  4. Before registering, the Participant (active and passive) creates an account, for which it is necessary to provide the following personal data: first and last name, e-mail address to which an activation link to the account will be sent.
  5. After creating an account, the Participant (active and passive) registers using the application forms, completing the relevant form by providing the following personal data: first and last name, e-mail address, name and address of the institution they represent and, optionally: title, telephone number and information on requesting a special needs related to accessibility or requesting a special menu requirement. After submitting the form, the Participant will receive a confirmation of registration at the e-mail address provided in the registration form. If the registration confirmation is not received within 10 consecutive working days from the registration date, the Participant should contact the Organiser by sending an e-mail to the following e-mail address: konferencje@stat.gov.pl.
  6. The Active Participant shall submit an abstract using the submission form, providing the following personal data: first and last name of the author or the names of the co-authors, the name(s) of the institution(s) (affiliation), the e-mail address of the author or the e-mail addresses of the co-authors.
  7. Participants agree to fill in the forms correctly and truthfully
  8. The organiser shall not be liable for any damage resulting from incorrect data being entered in the forms by persons registering their participation in the Congress.
  9. The Organiser states that despite the confirmation of registration, a Passive Participant may receive an e-mail with information about the cancellation of the registration due to the establishment of certain restrictions, orders and bans due to force majeure, and due to other events excluding the possibility of the Congress organisation.
  10. In the case of cancellation of registration referred to in point 9, related to restrictions on the number of persons able to participate in the Congress, the order of registration will apply. The Organiser undertakes to send information about cancellation of registration to the Participant's e-mail address no later than 5 days before the planned Congress start date.
  11. The Organiser has the right to create a reserve list.
B. SCIENTIFIC COMMITTEE
  1. The Scientific Committee of the Congress evaluates the correctness in terms of form and content of the submitted abstracts and decides on their acceptance.
  2. The Scientific Committee of the Congress has the right to reject an abstract and a Participant's submission if it does not meet the formal or substantive requirements.
  3. In case of submission of too many abstracts for a given session, the Scientific Committee shall select the abstracts on the basis of the substantive evaluation and the available number of spots.
  4. All decisions of the Scientific Committee of the Congress are final.
  5. Correspondence with Active Participants will be conducted via e-mail address: kongres_2025@stat.gov.pl
C. ABSTRACT
  1. The abstract must be submitted using the electronic form and additionally may be provided as an MS Word file as an attachment to the electronic form.
  2. A template for preparing an abstract in the form of an MS Word file is available for download from the abstract registration application.
  3. Abstracts must be prepared in accordance with the editorial requirements:
    1. include information about the author(s);
    2. include the title of the paper;
    3. reflect the content of the paper and consist of 4 elements:
      1. objective (research problem, question or thesis) - maximum 600 characters including spaces,
      2. methods (research approach, analytical tools, data sources) - maximum 600 characters including spaces,
      3. results (key findings, observations) - a maximum of 600 characters including spaces,
      4. conclusions (implications, applications, contribution to the literature or statistics) – a maximum of 600 characters including spaces.
    4. include key words or key phrases (up to a maximum of 5 phrases);
    5. be prepared in Arial font size 10 pt, single spacing, margins 2.5 cm, continuous text (no spaces between paragraphs).
  4. The number of characters in each language version for the content of the abstract, i.e. the sum of the four elements: objective, methods, results and conclusions, must not exceed 2400 characters, including spaces, i.e. a maximum of 2400 characters for the abstract in English and 2400 characters for the abstract in Polish. The abstract in Polish is optional for the paper to be presented in English.
  5. The language in which the paper will be presented must be selected in the appropriate part of the form.
  6. The Active Participant may co-author more than one abstract, but must personally present at least one of the submitted papers.
  7. The Active Participant takes full responsibility for the content of each submitted abstract.
  8. The Scientific Committee of the Congress may request the Participant to expand or make changes to the abstract. The deadline for submission of the abstract will be specified by the Organiser in the information sent to the Participant's e-mail address.
  9. The decision of the Scientific Committee will be communicated to the Participants no later than 30 days after the end of the call for abstracts, except as provided in item 8.
D. SESSIONS
  1. The location of each thematic session as determined by the Organiser will be communicated to Participants on the Congress website.
  2. The time of presentation of one paper is subject to the decision of the session moderator.
  3. Session discussions take place as decided by the session moderator.
  4. Active Participants are obliged to submit their electronic presentations to the Organiser in the format specified by the Organiser by 25 June 2025 to the following address: kongres_2025@stat.gov.pl.
  5. In exceptional cases, Active Participants will be allowed to copy their presentations (in the format specified by the Organiser) to a computer in the session room no later than 15 minutes before the start of the session.
  6. The Organiser does not guarantee the display of the presentation prepared by the Active Participant if the Active Participant does not deliver their presentation in the manner specified in point 4.
  7. The Active Participant is fully responsible for all materials and statements made by them during the Congress.
  8. An Active Participant is obliged to present their submitted paper during the session. Deviation from this rule is possible only in exceptional situations after prior consultation with the Organiser and the session moderator.
  9. The Organiser allows up to two co-authors (Active Participants) to present a paper.
E. IMAGE and LICENSE
  1. Sending the application for participation in the Congress is considered as acceptance of the information and use of the Congress Participant's image, in accordance with Article 81, paragraph 2 of the Act of 4 February 1994 on copyright and related rights (Journal of Laws of 2025, item 24), does not require permission.
  2. The personal image may be made available on the terms specified in pt. 1 on the website www.stat.gov.pl/en/, including https://kongres2025.stat.gov.pl, on the corporate portal Intranet and on the Organiser's social media, i.e. YouTube, Facebook, X (former Twitter), Instagram, LinkedIn.
  3. The active and Passive Participant agrees that the Organiser may, free of charge, disseminate their image recorded in photographs, films or recordings of the Congress for the purpose of documenting the Congress, including its 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 time limitations, by reproducing it and displaying it publicly, playing it back, and making it available to the public in such a way that everyone can access it at a time and place of their own choice, including the Internet.
  4. The Active Participant agrees to the Organiser's processing of their personal data consisting in the recording and free publicising of their image and statements recorded during the Congress, including the marking of statements with their name and surname and the placing of recordings of statements on the Organiser's websites and social networks referred to in pt. 2, for promotional, educational and science dissemination purposes, which may involve the potential sharing of data with a third entity, i.e. a country outside the European Economic Area, which may have different, lower legal standards for personal data protection than those resulting from the GDPR.
  5. The Active Participant of the Congress will grant the Organiser a non-exclusive and royalty-free licence to use their image as well as their voice and the content of the presented paper recorded during the Congress, including labelling statements with their name and surname, in the following fields of exploitation:
    1. in terms of recording and multiplication - production, recording by all techniques, including in particular: magnetic recording, light-sensitive, audiovisual, digital, optical, computer techniques regardless of the 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 the Internet and other ICT, multimedia and computer networks, in particular the Organisers' websites.
  6. By granting the licence the Active Participant warrants that the use of their image and voice as well as the content of the presented paper to the extent referred to in pt. 5, will not infringe anyone's rights, in particular intellectual property rights, and does not require any permission from a third party. The Organiser informs that the image of the Active Participant will not be disseminated in combination with information or comments putting the Participant in a negative light.
  7. The Active Participant waives all claims (both existing and future), including for remuneration, against the Organiser for the use of their image/voice/expression for the purposes set out in the Regulations.
F. PROTECTION OF PERSONAL DATA

Following the implementation of the requirements of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016. on the protection of natural persons in relation to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation) [1] , the Organiser informs about the principles and the Participants' rights related to the processing of personal data, described in detail in the document ‘Information on the processing of participants' personal data in connection with the organisation of the 5th Congress of Polish Statistics (Warsaw, 1-3 July 2025)’ posted on the Congress website and made available in the registration forms.

G. PAYMENTS
  1. Participation in the Congress is free of charge.
  2. The Organiser does not provide accommodation and does not cover its costs.
  3. The Organiser does not cover travel costs of the Participants.
H. CANCELLATION OF PARTICIPATION IN THE CONGRESS

Resignation from participation in the Congress by the Participant may be made only by sending information to the following e-mail address: konferencje@stat.gov.pl, no later than 20 June 2025.

3. FINAL PROVISIONS

  1. The Organiser schedules the Congress programme and has the right to make changes to it, also on the day of the Congress, including the right to change the time schedule and order of speeches.
  2. The Organiser shall not be liable for any technical or organisational problems of the Participants related to their participation in the Congress resulting from causes beyond the Organiser's control.
  3. The Participant bears full responsibility for all materials and information presented by them during the Congress. The Participant is obliged to ensure that all statements and presentations made by them during the Congress do not violate the law or the rights or personal rights of third parties.
  4. The Participant is obliged to comply with the Regulations and instructions and organisational and technical instructions of the Organiser.
  5. The Participant is obliged to indicate their participation in the Congress by giving their full name. The Participant is obliged to provide true, identifying personal data.
  6. The Participant shall be held fully responsible for any damage to property on the premises where the Congress takes place caused by the Participant.
  7. The Regulations shall enter into force on the day 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).