We are Conference4me Team from Poznan Supercomputing and Networking Center (PSNC). Our goal is to provide you (= Conference Organizer) a service that facilitates participation in the conferences and exhibitions.

We reserve the right to update the content of ‘Terms of Service’ and to perform such updates at any time without prior notice regardless of the fact that they remove, modify or add functionality/ies. These updates become effective immediately after posting.

By continuing the use of our service, you warrant that you have read and agree to the most current version of ‘Terms of Service’.

 

Table of Contents

1. Conference4me Service definitions and Disclaimer
1.1. Conference Management Systems
1.2. Packages
1.3. Features
1.4. Materials required for development

2. Payment and pricing

3. Order and schedule
3.1. Demo version
3.2. Availability of mobile agenda
3.3. Branded app initial agenda version rebuilt

4. Cancellation of an agreement

5. Miscellaneous

 

By using our service, you warrant that you have read and agree to use it with regard to our ‘Terms of Service’ and to be bound by them. Your use of the service is at your sole risk. You agree to comply with all local rules regarding online conduct and acceptable content.

Our service or part of it is not allowed to be resold, reproduced, copied or otherwise exploited for any purposes without our prior written permission.  It also may not be used to any illegal purposes.  We grant you a non-transferable limited license to use our service with regard to ‘Terms of Service’. It does not include any resale, data mining, robots, or similar data gathering and extraction tools.

You warrant that all information you provide to us when sending a request form is true and accurate to the best of your knowledge and belief. We are not responsible nor have any intellectual property rights over data that you send to us as materials for the use of the service. By sending them to us you agree to allow others (people who download application with information about your conference) to view and share your data and you hereby acknowledge and warrant that you are entitled to publish such data.

We have the right, but not the obligation, to monitor the content of materials sent to us. The service may provide links to other resources on the Internet. We are not responsible for these resources.

This document along with the ‘Privacy Policy’ constitute the agreement between you and Institute of Bioorganic Chemistry of Polish Academy of Sciences, Poznan Supercomputing and Networking Center (PSNC) and govern your use of our service.

If any provision of these ‘Terms of Service’ is found by a court of competent jurisdiction to be invalid, the parties nevertheless agree that the court should endeavor to give effect to the parties’ intentions as reflected in the provision, and the other provisions of the ‘Terms of Service’ remain in full force and effect.

1.  Conference4me Service definitions and Disclaimer

Conference4me application facilitates participation in the conferences and exhibitions. The service includes importing data prepared by you into the Conference4me. You provide them with our hints and filled in documents templates.

The name of ‘developer’ and ‘seller’ of Conference4me and branded applications is “PSNC”.

If ordered, we support publication of Conference4me and branded applications in the following Mobile Phone Stores: Google Play Store for Android devices, iTunes Apple App Store for iOS devices.

The app is supported for devices with operating system in the following versions: Android 6.0+, iOS 13.0+.

By ordering ‘Business QRcode Cards’ feature, you understand that the Conference Organizer is responsible for creating, managing, storing, printing individual participants QR codes. Conference Organizer also ensure that QR codes are compatible with Vcard v3. Conference Organizer sends sample of prepared QR code to Conference4me for testing purposes 2 weeks before the first day of conference at the latest.

By ordering ‘Live streaming’ feature, you understand that the Conference Organizer is responsible for creating and managing resources used to create streaming. Conference Organizer also provides streaming in compatible form and to do so, Conference Organizer sends sample url of prepared streaming to Conference4me for testing purposes 4 weeks before the first day of conference at the latest.

We do not guarantee that the service will meet your specific requirements or any errors in the service will be corrected. We do not guarantee that the service will be uninterrupted, timely, secure, error-free nor that results obtained from the use of the service will be accurate or reliable.

1.1.       Conference Management Systems

By choosing the specific Conference Management System (hereinafter CMS) as a data import basis for Conference4me, you are aware of it’s (CMS) features limitations and errors (if any). We are not responsible for these problems nor have an obligation to change our service to meet your requirements.

By choosing the Softconf CMS as a data import basis for Conference4me you have to make sure that your Softconf version is compatible (at least V3) with Conference4me importers. We are not responsible for incompatibility problems nor have an obligation to correct our service to meet your requirements.

By choosing the EDAS CMS as a data import basis for Conference4me you have to make sure that your EDAS version is compatible with Conference4me importers. Session codes assigned to sessions while making the agenda schedule must be unique for all sessions during every day of the conference. We are not responsible for incompatibility problems nor have an obligation to correct our service to meet your requirements.

By choosing free instance of Indico CMS as a data import basis for Conference4me you are aware it’s features limitations and errors. We are not responsible for these problems nor have an obligation to change our service to meet your requirements.

You are also aware that our free instance of Indico CMS is not a tool for storing your conference data in particular the only one copy of any conference data.

You are allowed to use our free instance of Indico CMS with signed ‘Order Form’ only up to 1 month after the conference and before the conference only for creation and management of agenda for conference mentioned in ‘Order Form’. Without signed ‘Order Form’ you can use our free instance of Indico CMS only for testing purposes for the maximum test duration of 1 month. At the same time, due to our deadlines policy, you cannot use Indico CMS for testing purposes closer than 2 weeks to the conference start date.
Data stored beyond these time periods or in case of identification usage for a different purposes may be deleted without warning.

1.2. Packages

At this moment our offer divides into packages depending on the desired features and anticipated number of conference participants. Names of these packages are “Basic”, “Basic Pro”, “Unlimited”, “Unlimited Pro”, “Branded App”.

Package “Basic” and package “Unlimited” provide applications only with basic features.

Package “Basic Pro” and package “Unlimited Pro” provide application with basic features and pro features.

“Branded App” package provides application with basic features and pro features. It also includes:

• branded, own app with icon (logo) and splash image. Branded apps have custom icon and name. Also when user starts branded app of conference it starts immediately your conference.
• changes in branded app main layout colors (at the latest 21 days before the conference)
• changes in names of menu items, tabs and other layout parts if these modifications do not damage overall application structure (21 days before the conference at the latest)
• removing menu items (at the latest 21 days before the conference)

Request for any other changes are treated as custom features and modifications which requires additional charge in amount specified separately.

Request sent later than 21 days before the conference are treated as custom features and modifications which requires additional charge in amount specified separately.

1.3. Features

Basic features include:

• Agenda with sessions and presentations available offline
• Possible application content updates whenever Internet is available
• Ongoing view with currently active sessions and presentations
• Timing of agenda adaptable to participant’s device settings (for correct data provision in
  Conftool, Indico, EDAS and Softconf CMS)
• Live streaming for sessions and presentations
• Personalized My Agenda view with calendar sync
• Conference news (delivered via Twitter channel or #hashtag)
• Notes section which lists all notes added by participant
• Push notifications of important information from Conference Organizers (enabled on demand)
• Venue info section: conference location map, plans of buildings, exhibition map
• Hotels info section
• Section for other useful info f.e. travel info, public transport, restaurants, wifi
• List of authors, speakers, session chairs, discussants
• Conference partners / sponsors section
• Web version of agenda for other clients (enabled on demand)
• Integrated search functionality
• 2 mobile platforms (iOS, Android)
• Supported languages: English, German, Spanish, French², Portuguese, Chinese², Polish²

Pro features include:

• Easy search mechanism
• List of exhibitions with description
• Voting for best stand in exhibition
• Clickable maps with exhibition stand location
• Push notifications for important informations from Conference Organizers
• Rating session and presentation with comments
• Chating on sessions and presentations
• Links to surveys about event, feedback, questionnaires
• Anonymous participation statistics to estimate the size of the room

   

  
  In case of ordering “Branded app” package it is also possible to add features mentioned below with additional price that is a topic of email correspondence with our Team.
• Support for Business QRcode Cards (if provided by Conference Organizer in VCard3 format)
• Securely stored and password protected proceedings files (available only for ePapers conference system)
• Password protection (available only for branded app version; digits and letters only)

The features not mentioned above are listed in ‘Detailed Pricing’ we sent you as an attachment to the ‘Order Form’ document or may be a topic of email correspondence with our Team.

Due to restrictive process of Apple Store App Review we do not guarantee that custom changes for branded application added on customer demand will be successfully implemented if these changes will be not in accordance with guidelines for iOS systems.

1.4. Materials required for development

To prepare features for applications in all packages you have to send us Basic Materials with the regard to deadline terms.

Basic Materials for package “Basic”, “Basic Pro”, “Unlimited”, “Unlimited Pro” include:

• access to mobile agenda
• the official logo of the conference (minimum 300 x 300px, PNG or JPG format)

Basic Materials for “Branded App” include:

• access to initial version of mobile agenda
• the official logo of the conference (minimum 300 x 300px, PNG or JPG format)
• title of the application (maximum 30 characters)
• description of the application (maximum 4000 characters)
• squared application icon (minimum size 1024 x 1024px, PNG or JPG format)
• promo graphic for google play store (exact size: 1024 x 500px, PNG or JPG format)

2. Payment and pricing

Our detailed price list is available in ‘Detailed Pricing’ we have sent you as an attachment to the ‘Order Form’ document.

The price stated for our service excludes all taxes and charges (including VAT), unless stated otherwise. The payment is before the conference on the basis of ‘Order Form’. The payment can be done only by wire transfer or PayPal. An invoice will be issued by PSNC within 14 days after receiving correctly filled and signed Order Form. You are responsible for any taxes and for all other charges incidental to purchasing our service. You will pay the Fees in EURO currency.

Payment deadlines depend on chosen package type and are described in part “3. Order and Schedule” of this document. Payment made after described deadlines may not hit our account on time and then mobile agenda will not be published.

Once payment has been received or an agreement for service is signed, PSNC does not offer returns nor refunds.

Our fees do not include any of the third-party fees you incur in connection with using the service.

If we change the pricing for your use of service already in effect, the price under already signed order will remain in force for the period the signed order is effective.

3. Order and schedule

In order to prepare application according to your needs we define terms to provide us with filled  and signed documents (‘Order Form’, ‘Terms of Service’, ‘Detailed Pricing’, ‘Data Processing’), payment and with your Basic Materials:

• 1st deadline which means:
  • for “Basic”, “Basic Pro”, “Unlimited”, “Unlimited Pro” application version at the latest 14 days before the first day of Organizers conference
  • for “Branded App” at least 28 days before the first day of Organizers conference
• 2nd deadline which means:
  • for “Basic”, “Basic Pro”, “Unlimited”, “Unlimited Pro” application version at the latest 7 days before the first day of Organizers conference
  • for “Branded App” at least 14 days before the first day of Organizers conference

If you place an order for our service with “Basic”, “Basic Pro”, “Unlimited” or “Unlimited Pro” package, you are obliged to send the Basic Materials at least 14 days before the first day of your conference (1st deadline). Otherwise we will wait until 7 days before the first day of your conference (2nd deadline) and at the same time update the order charging appropriately to ‘Detailed Pricing’ and suspend any work until you sign updated agreement.

If you place an order for our service that includes “Branded App” package you are obliged to send the Basic Materials for branded app at least 28 days before the first day of your conference (1st deadline). Otherwise we will wait until 14 days before the first day of your conference (2nd deadline) and at the same time we will update the order charging appropriately to ‘Detailed Pricing’ and suspend any work until you sign updated agreement.

Delivering Basic Materials later than 1st deadline before the conference will result not only in suspension of work and additional charges but also we do not guarantee that the application will be ready to download before the conference. This is due to Mobile Phone Stores review process duration which is independent from us. However it will not cancel or terminate your obligation to make a payment that you already owe us if the application is ready but not published.

After Conference Organizer delivers signed documents and Basic Materials, we will give him an access to Conference4me Organizer Panel. Conference Organizer will insert via this Panel all conference data other than these from Basic Materials. It is possible to add there:

• partners with logotypes
• location data
• exhibitions (if ordered)
• venue maps image/s
• plan with marked exhibitions (if ordered)
• Twitter data
• other information (like Venue, Hotels, Transport, Accommodation, etc.)
• link to your external resource with survey (if ordered)

3.1. Demo version

You have a right to request a sample (demo version) of application for the purpose of testing data transfer of programme schedule from your CMS.

Demo version is non-branded app and does not contain any other features but only agenda view. It is available for a limited period of time (1 week).

3.2. Availability of mobile agenda

The conference will be available to download 1-2 weeks before the conference if signed documents and Basic Materials are sent before 1st deadline. Whether you would like to expedite the development process for you, ask us if it is available for your conference.

The conference will be available and maintained 1 month after the conference. Whether you would like to expedite the maintenance process for you, please contact us.

Our free instance of Indico CMS is not a tool for storing your conference data in particular the only one copy of any conference data.

You are allowed to use our free instance of Indico CMS with signed ‘Order Form’ only up to 1 month after the conference and before the conference only for creation and management of agenda for conference mentioned in ‘Order Form’. Without signed ‘Order Form’ you can use our free instance of Indico CMS only for testing purposes for the maximum test duration of 1 month. At the same time, due to our deadlines policy, you cannot use Indico CMS for testing purposes closer than 2 weeks to the conference start date.
Data stored beyond these time periods or in case of identification usage for a different purposes may be deleted without warning.

3.3. Branded app initial agenda version rebuilt

At a time of branded app development, an initial agenda is being hard-wired. This initial agenda is visible as the first agenda version before the automatic app update.

On Conference Organizers’ demand via e-mail we can prepare a single free app rebuild. This rebuild will change initial app agenda into the one that is present in Conference4me Organizer Panel in the moment of receiving this demand.

4. Cancellation of an agreement.

After signing an agreement for service, ordered package can only be upgraded in the means of adding features or higher number of participants.

If we do not receive materials for core/additional features, PSNC does not offer returns nor refunds nor order content modifications after an agreement for service is signed.

We reserve the right in our absolute discretion to refuse to take into account a development request from any user.

We reserve the right to cancel or terminate any order if any verbal, physical, written or other threats or abuse of any PSNC employee will take place. It will not cancel or terminate your obligation to make a payment that you already owe us if we started the development what happens just after receiving signed documents and Basic Materials.

5.    Miscellaneous

These Terms of Service are governed by laws of Republic of Poland.

Any disputes relating to these Terms of Service that are not resolved amicably shall be resolved by the courts of Poznań, Poland. Provisions of United Nations Convention on Contracts for the International Sale of Goods (CISG) shall not apply.