Terms and conditions

Terms and Conditions, Policies and GDPR

I. General Conditions

1. The terms used in the Regulations should be understood as follows:

• Congress – IALE 2025 European Landscape Ecology Congress, scheduled to take place onsite on September 2-5, 2025;
• Organizers:
  1. Institute of Landscape Ecology of Slovak Academy of Sciences, Bratislava
  2. Faculty of Natural Sciences of Comenius University Bratislava
  3. European IALE Chapter (IALE-Europe)
  4. Czech Society for Landscape Ecology (IALE-CZ)

5. Mendel University in Brno (MENDELU)

• Registration system (referred to as: “System”) – an internet application at https://iale2025.sav.sk/ operated by the Institute of Landscape Ecology of SAS, that enables the processing of Participant registration for the Congress, incl. payments and invoicing, working on behalf of the cooperating organizers;
• Participant – a person who is at least 18 years of age and has full legal capacity, who has correctly registered for the Congress and made payment for participating in the Congress;
• Conclusion of a participation agreement – the moment when the Registration System Operator confirms that the participation application has been accepted by sending an e-mail to the Participant’s e-mail address;
• Registration of participation – correct registration for the Congress via the System and payment of the fee for participation in the Congress.

2. Additional information:

• The scope of operation of the System involves retaining a database of participant registrations and enabling the Registration System Operator and the organizers to process these registrations.
• The technical requirements to use the System are not different from the usual requirements necessary when using the Internet. The user must have a computer with Internet access and the respective software that allows the Internet to be browsed.
• The General Conditions, Policies and GDPR constitute an inherent part of the Registration of participation and apply to all participants.

Registration of Participation in the Congress

1. Registration for participation in the Congress will be from April 14, 2025, until June 15, 2025.

2. Registration for participation is only accepted through the official Congress registration system, available at https://iale2025.sav.sk/.

3. In order to register correctly in the System, the participant is obliged to complete properly all fields in the registration form.

4. The participant guarantees that all data provided during registration is correct. The organizers are not responsible for the consequences of providing incorrect data in the registration form.

5. In order to complete the registration, the participant must submit a declaration that the General Conditions, Policies, and GDPR have been accepted.

6. The registration will be confirmed by an e-mail automatically generated by the system (“Confirmation of registration”) and sent to the e-mail address stated by the participant.

7. The participant registering for the Congress undertakes to pay the registration fee mentioned below.

8. Registration is considered to be complete when the following conditions are met: the registration form is filled in and the Congress fee payment is credited to the organizer´s account. Registration will be confirmed by an email sent to the participant’s address. The date when the full payment is received will be considered the date of registration.

9. Changes to your original registration should be sent in writing to the organizer’s e-mail: iale2025@savba.sk

10. If a participant requires an invitation letter for a visa or other purposes, they may request it individually from the Institute of Landscape Ecology of SAS by contacting iale2025@savba.sk. The invitation letter will be provided upon request.

Congress fee, payment, invoice

1. The registration fee depends on the Participant’s status and the payment date as follows:

Note: Please note that a one-day fee of 290€ may apply in individual cases, but this will be subject to reconsideration by the organizers.

Student category includes those enrolled in a doctorate, master or bachelor’s degree program.

The IALE Member category includes those participants with active IALE membership in 2024/2025.

2. Payments should be made in EUR to the following Organizer´s bank account:

Payment should be made:

• Online by credit card (Visa, Mastercard, or American Express), Apple Pay, Google Pay, or PayPal through our secure server immediately after filling out the registration form (you will be automatically redirected to the payment page).
• For security reasons, under no circumstances should credit card details be sent by email.
• by traditional bank transfer within 5 working days from the registration. All costs of money transfer are covered by the Participants.

3. The invoice will be issued by the 15th day of the month following the month in which the payment was made, using the billing details provided during registration.

4. Active registrations are nominative and non-transferable.

5. Both Regular and Student/IALE Member congress fees include:

• Enter all scientific sessions and workshops
• In-person networking opportunities among the participants during the Congress onsite
• On-site poster exhibition and exhibition of congress stands
• The full scientific and educational programme (available through the Whova app until December 6, 2025) and on the official Congress website.
• Book of Abstracts in an electronic PDF version (with ISBN and DOI) available on  the Congress website
• Congress Mobile application (Whova app)
• Excursions during the congress
• Coffee breaks and lunches
• Welcome drink
• Congress dinner

II. Cancellation Policy

1. The Participant may cancel his/her participation without giving any reasons for the cancellation under these conditions:

• Requests for registration cancellation must be addressed in writing and sent by email to iale2025@savba.sk.
• Cancellation received by the Organizer before July 31, 2025, the Participant shall receive a refund of 100% of the original fee paid.
• Cancellation received by the Organizer from August 1, 2025, the Participant shall not be entitled to a refund of any part of the Congress fee.

2. The relevant part of the Congress fee is refunded directly to the bank account from which the Congress fee was paid or to the account stated by the Participant in the statement of cancellation within 28 business days from the date of receipt of the cancellation or without undue delay.

3.Should a participant not attend the congress, for whatever reason, no further claims for reimbursement or waiving of fees can be made.

Miscellaneous and Force Majeure

Modification of the programme

1. The organizers reserve the right to modify the IALE Congress 2025 programme at any time, which is published as an indication only and subject to change.

No waiving of fees nor right to further claims will be possible should the organizers be obliged to alter the programme of the congress.

2. The Organizers reserve the right to change the keynote speakers and/or the program of the Congress at any time, without giving reasons.

3. The Organizers reserve the right to use the e-mail address provided during registration for the Congress to inform the Participant about any changes to the program and/or other important developments related to the Congress.

Force majeure, postponement and cancellation

1. Force majeure is understood as a sudden external event, independent of the Organisers, impossible to prevent, which makes fulfilment of the commitment impossible in whole or in the form and scope declared by the Organisers. Examples of such events are in particular: wars, natural disasters, strikes, cyber-attacks, epidemics and pandemics, states of emergency or martial law.
Given serious cause, the organizers are entitled to postpone (modify the dates), to curtail the duration, or to cancel the onsite event. In the event of complete or partial postponement or curtailment, the registration is regarded as valid for a possible new date and new duration for the said onsite event.

2. In the case the date of the Congress is changed for reasons attributable to Force majeure or the Organizers, the Participant can decide to withdraw from participation in the Congress and to receive an 80% refund of the Congress fee. The Organizers shall be informed about the Participant’s withdrawal within 30 days from the date the information on changing the date is distributed. The Congress fee shall be refunded to the Participant within 28 business days from the date the Participant’s information about the withdrawal is received or without undue delay.

3. In the case the Congress have to be cancelled for reasons attributable to the Organizers, the entire Congress fee shall be refunded in full to the Participant within 28 business days from the date the Participant is informed about the cancellation or without undue delay.

4. The Organizers refund the Congress fee to the bank account from which the transfer was made or to the account stated by the Participant.

III. Final provisions and Data Privacy Statement

1. Complaints should be sent by email to iale2025@savba.sk. In order to facilitate the complaint handling process, the Organizers ask to include in the complaint: data that identifies the Participant, the date of the complaint event, reasons for the complaint, and the way the complaint should be resolved as expected by the Participant. The Organizers shall review the complaint and respond by e-mail within 30 days from the date of the complaint submission.

2. Contact with the Organizer is possible at the following postal address: Institute for Landscape Ecology SAS (Ústav krajinnej ekológie SAV, v.v.i.), Štefánikova3,  814 99 Bratislava, Slovakia and by email at iale2025@savba.sk.

3. All Participants are required to treat everyone with respect and consideration, communicate thoughtfully with others and be considerate of views and opinions that are different from their own, in all situations, including oral and written communication, be respectful in their critique of ideas, and critique ideas rather than individuals.

4. The Participant accepts that if the Organizers determine that the Participant breaches the provisions of these General Conditions, Policies and GDPR, the Organizers are entitled to deny the Participant participation in the Congress without warning or refund.

5. All foreign delegates are urged to take personal travel insurance.

6. By registering, you agree that Congress Organizers may communicate with you via email, post or other methods with important messages relating to the Congress.

By registering, you agree that your name, affiliation and country will be included in the Book of Abstracts and in the Congress Programme, and will be published at the Congress website (www.iale2025.sav.sk). Your data will never be sold or shared with external parties.

By registering, you also agree to let the Congress Organizers record and use photo/video material in which you may be included this including in promotional material, whether in print, electronic or other media, including social media and the Congress website.  If you do not wish for your image to be displayed, please let the organizer know in advance to prepare a specific sticker to be added to your badge. Without contradictory instructions from your side, you hereby grant the organizers the irrevocable right to record and use free of charge your image, voice, and name in photographs and videos in which you appear.

The information and personal data collected during the registration process are necessary to provide you with an optimal user experience and networking opportunities during the Congress.
Without this information, we will be unable to properly process your registration.

The recipients of the data are organizers´ staff managing the Congress and the registration process. The data collected will be kept for a maximum of 5 years after your last transaction or activity with us, after which time your data will be cancelled, and financial transactions will be kept for a maximum of 10 years for legal accounting purposes.

By Chapter 3 of the European Regulation 2016/679 with regard to data protection, you have the right to request from organizers, access to and rectification or erasure of your data or restriction of processing concerning your data or to object to processing, as well as the right to data portability. For such, please contact: iale2025@savba.sk (be aware that a proof of identity will be requested during the process via a secure web link).

Applicable Law and Litigation

These Conditions shall be governed and interpreted following Slovak law without regard to any conflicts of laws principles thereof that would require the application of the law of any other jurisdiction. Any disputes arising in relation hereto shall be submitted to the exclusive jurisdiction of the Slovak Tribunal Judiciaries located in Bratislava, Slovakia.

Contact Details

For further information, please contact the Congress Registration Department with the “Contact Us” form or send us an email to: iale2025@savba.sk