Regulations - The 6th Congress of Polish Statistics

REGULATIONS

of the VI Congress of Polish Statistics of the 6th Congress of Polish Statistics

(Warsaw, July 1-2 2026)

I. GENERAL PROVISIONS1. GENERAL PROVISIONS

1. The organisers of the 6th Congress of Polish Statistics, hereinafter referred to as the “Congress”, are the President of Statistics Poland, hereinafter referred to as the “Lead Organiser”, and the Polish Statistical Association, hereinafter referred to as the “Organiser”, jointly referred to as the “Organisers”, acting through the Congress Organising Committee.
2. The Congress shall be held on 1-2 July 2026 in Warsaw.
3. The language of the Congress is Polish; however, presentations may also be delivered in English during sessions conducted in that language.
4. The programme of the Congress is overseen by the Scientific Committee appointed by the Organisers.
5. The provisions of the Regulations constitute an integral part of the registration for participation in the Congress, and submission of the registration form to the Lead Organiser is tantamount to accepting the Regulations.
6. All deadlines contained in the Regulations are obligatory and non-extendable, unless the Organisers decide otherwise, of which they will notify the Participants.
7. The Organisers reserve 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 Organisers undertake to notify registered Participants of this fact by e-mail, no later than 5 days before the planned Congress start date.
9. The Lead 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 Congress website is: https://kongres.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.

II. CONGRESS RULES2. 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://kongres.stat.gov.pl.
2. The deadline for online registration of active and passive participation in the Congress is 11 June 2026. 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 31 March 2026. After this date, online registration will be unavailable unless the Organisers extend 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), telephone number, 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 Organisers 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 Organisers state 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 Organisers undertake 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: konferencje@stat.gov.pl

C. ABSTRACT

1. The abstract shall be submitted using the electronic form and shall additionally be provided in an MS Word file.
2. The abstract should be written in a logical and coherent manner; an abstract that is illegible or contains obvious substantive errors may be rejected. 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): first and last name and affiliation (if there is more than one author, the Active Participant submitting the paper shall be the corresponding author);
   2. include the title of the paper in Polish and English;
   3. reflect the content of the paper and consist of 4 elements:
      1. objective (research problem, question or thesis) - recommended length: 400–600 characters including spaces;
      2. methods – the description of the methods must clearly indicate the data source and specify whether the study concerns the entire population or a sample. In the case of data derived from official statistics sample surveys, the sample size, the method of generalising the results to the population, and information on whether and how the quality of the results was assessed, including statistical inference (e.g. estimation errors, confidence intervals, significance tests), must be provided. In the case of results based on own research, research carried out by research companies, or other sources outside official statistics, the nature of the sample (e.g. random, quota, purposive), the sampling scheme and the sample size must additionally be specified. Recommended length: 1200–1500 characters including spaces.
         
         General methodological statements without further specification do not meet the requirements for an abstract;
         
         
      3. results (key findings, observations, their interpretation and significance) - 600–800 characters including spaces,
      4. conclusions (implications, applications, contribution to the literature or statistics) – 500–700 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, without 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 3600 characters, including spaces, and must not be less than 2700 characters including spaces. 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. The information contained in the abstract must correspond to the research actually conducted and to the actual scope of the work; if significant discrepancies are identified, the Scientific Committee of the Congress may withdraw acceptance of the paper.
8. The Scientific Committee of the Congress may request the Participant to supplement or make changes to the abstract. The abstract shall form the basis for the substantive and methodological assessment of the paper; abstracts which do not allow for the assessment of methodological correctness or the quality of the results may be rejected. The deadline for submission of the abstract will be specified by the Lead 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 Organisers in the format specified by the Organisers by 25 June 2026 to the following address: konferencje@stat.gov.pl.
5. In exceptional cases, Active Participants will be allowed to copy their presentations (in the format specified by the Organisers) to a computer in the session room no later than 15 minutes before the start of the session.
6. The Organisers do 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 Lead Organiser and the session moderator.
9. The Organisers allow up to two co-authors (Active Participants) to present a paper.

E. IMAGE and LICENSE

1. The Congress is a public event and is documented in photographic and audiovisual form, including through online streaming.
2. The recording and dissemination of the image of Passive Participants shall take place solely in connection with the organisation, documentation and provision of information about the course of the Congress and shall be limited to presenting their image as part of the overall visual record documenting the event. The legal basis for the dissemination of the image is Article 81(2)(2) of the Act of 4 February 1994 on Copyright and Related Rights, as the image of a person constituting merely a detail of a whole such as a gathering, public event or industry event.
3. An Active Participant, acting as a speaker, pursuant to Article 81(1) of the Act of 4 February 1994 on Copyright and Related Rights, in conjunction with Article 23 of the Act of 23 April 1964 – the Civil Code, authorises the Lead Organiser to record and disseminate their image captured during the Congress, including in broadcasts, photographs, and audio or video recordings made in connection with the Congress. Such authorisation:
   1. is granted free of charge,
   2. includes the right to disseminate, repeatedly and without any limitation as to time or territory, the image recorded in photographs and recordings (audio or video) documenting the course of the Congress, without the need to obtain separate approval for each such use,
   3. includes the right to use the image on the Statistics Poland websites and on its official social media profiles for information purposes connected with the implementation of initiatives undertaken by the President of Statistics Poland,
   4. covers all photographs and recordings made in connection with the Congress, regardless of their author or the holder of the copyright therein,
   5. includes the right to transfer the rights covered by this authorisation to other entities where necessary for the purposes of Statistics Poland;
   6. includes the right to use the image for various forms of electronic image processing, including cropping and composition, without the need to obtain the Active Participant’s approval of the final material, excluding uses that are offensive or regarded as unethical.
   7. Photographic and audiovisual materials recorded during the Congress may be made available, on the terms set out in points 2 and 3 above, on the website www.stat.gov.pl/en/, including https://kongres.stat.gov.pl and on the Lead Organiser’s social media channels, including YouTube, Facebook, X (formerly Twitter), Instagram and LinkedIn.
4. An Active Participant shall grant the Lead Organiser a non-exclusive, free-of-charge licence to use their image, voice and the content of the paper presented and recorded during the Congress, including the attribution of their statements by their first name and surname, in the following fields of exploitation:
   
   1. with regard to fixation and reproduction – production and recording by all techniques, including in particular magnetic recording, photographic, audiovisual, digital, optical and computer techniques, irrespective of the format, medium, size, form or technology;
   2. with regard to dissemination – public display, playback, and making the work publicly available in such a way that anyone may access it at a place and time of their choosing, including via the Internet and other ICT, multimedia and computer networks.
5. By granting the licence referred to in point 5 above, the Active Participant represents and warrants that the use of their image, voice and the content of the presented paper within the scope described above will not infringe any third-party rights, in particular intellectual property rights, and does not require any authorisation from any third party. The Lead Organiser informs that the image of an Active Participant will not be disseminated in conjunction with information or comments placing that Participant in a negative light.
6. The Active Participant waives any and all claims (existing and future), including claims for remuneration, against the Organisers arising from the use of their image, voice and statements for the purposes specified in these Regulations.

F. PROTECTION OF PERSONAL DATA

1. The controller of personal data is the President of Statistics Poland.Personal data of Congress Participants are processed for the purposes of organising, conducting and documenting the 6th Congress of Polish Statistics(Warsaw, 1–2 July 2026), including participant registration, organisational communication, streaming and publication of materials concerning the course of the event.
2. Detailed information on the processing of personal data, including the legal basis for processing, the categories of recipients, the data retention period and the rights of data subjects, is set out in the dedicated privacy notices available on the Congress website kongres.stat.gov.pl and 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 2026.

III. FINAL PROVISIONS3. FINAL PROVISIONS

1. The Organisers schedule 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 Organisers 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' 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 Organisers.
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.

Annex 1 – Information on the processing of personal data in connection with the organization of the 6th Congress of Polish Statistics (PDF, 137 KB)

Annex 2 - Information on the processing of personal data of abstract authors and speakers in connection with the organisation of the 6th Congress of Polish Statistics (PDF, 179 KB)

Annex 3 – Authorisation for the use of image for Active Participants (PDF, 155 KB)

Annex 4 - Copyright Declaration of Active Participants of the 6th Congress of Polish Statistics (PDF, 123 KB)