Terms and Conditions for EcoBalt2025

1. After the registration form is submitted, it will be reviewed for correspondence to the EcoBalt2025 conference requirements. Once the registration is approved, the applicant will receive an email with payment instructions and bank details.
2. Registration is considered final once the payment has been made.
3. If you do not receive the participation confirmation email, including bank details, by July 18, 2025 (the early-bird abstract acceptance notification deadline) OR September 8, 2025 (the late-breaking abstract acceptance notification deadline), please contact the organizing team at: ecobalt@ftmc.lt.
4. An invoice will be sent via email upon the applicant’s request.

• Full payment is required after receiving confirmation of abstract acceptance and completing the registration form, unless stated otherwise by the organizers.
• All prices listed in the registration form include VAT.
• Proof of student/doctoral status will be requested at the conference registration for participants willing to pay Student Fees.
• Registration fee can be paid only by bank transfer. All bank charges involved in the transactions are paid by the participant.
• Registration fees are due on 19^th of September 2025 for all participants who attend or present during the conference.

Payments must be executed via bank transfer to the following bank account:

Account owner: VMTI Fizinių ir technologijos mokslų centras (Center for Physical sciences and technology)
Company code: 302496128
Address: Savanorių av. 231, 02300, Vilnius, Lithuania
Bank name: LR finansų ministerija
Bank address: Lukiškių st. 2, 01512 Vilnius, Lithuania
IBAN: LT984040063610001691
SWIFT: MFRLLT22XXX
Transfer title: Conference EcoBalt2025 participant fee, Name, Surname

Payments from non-European countries must be executed via bank transfer to the following bank account:

Account owner: VMTI Fizinių ir technologijos mokslų centras (Center for Physical sciences and technology)
Company code: 302496128
Address: Savanorių av. 231, 02300, Vilnius, Lithuania
Bank name: Swedbank, AB,
Address: Konstitucijos av. 20A, 03502 Vilnius, Lithuania
IBAN: LT197300010121903106
SWIFT/BIC: HABALT22

Refunds will be processed after the conference.

The refund options outlined below exclude any additional compensation, including (but not limited to) any costs or losses incurred by the participant due to event cancellation—whether by the participant or the EcoBalt2025 team—such as travel and accommodation expenses. These remain the participant’s responsibility and will not be reimbursed.

Participants wishing to cancel their conference registration must notify the EcoBalt2025 team via email at ecobalt@ftmc.lt.

Cancellations will be processed as follows:

If the EcoBalt2025 team cancels the in-person conference to comply with governmental restrictions, this may occur at any time before the event.

The event agenda may need to be modified or adjusted, including (but not limited to) its content, speakers, or planned activities, at any time before or during the event.

If such changes are necessary, participants will not be reimbursed or compensated. However, we will make every effort to provide equivalent alternatives when possible.

A list of all delegates and speakers will be circulated before the event. This list will include the following personal information: name, email address, affiliation, and country.

Additional details may be anonymized and shared with third parties directly involved in organizing the event, including members of the EcoBalt2025 Organizing Committee, for purposes such as registration, special requirements, or name tag creation.

If you wish to prevent your personal details from being shared for any of these purposes, please contact the EcoBalt2025 team at ecobalt@ftmc.lt.

By registering for our events, delegates and speakers grant permission to the EcoBalt2025 team, its agents and others working under its authority, to film, record or photograph at its events.

These recordings and photographs may be used for promotional, news, online/multimedia, and marketing purposes to promote the organization and its events.

To opt out of recordings or photographs, email ecobalt@ftmc.lt at the time of registration.

EcoBalt2025 is not liable if a participant is unable to attend the event due to travel disruptions.

Participants are responsible for arranging their own accommodation. For more information on accommodation, refer to the Accommodation section on the EcoBalt2025 website.

All participants must ensure they comply with Lithuanian authorities’ requirements before registering, including entry and stay criteria, visa regulations, restrictions, security, safety, and vaccination requirements. For more information, please visit the official Lithuanian website: https://keliauk.urm.lt/en.

EcoBalt2025 welcomes international participants. However, those residing outside the European Union (EU) must ensure they have a valid visa and comply with all immigration requirements before attending the event.

If a participant does not have a visa before registering and is unable to obtain one in time for the event, the cancellation fees outlined above will still apply, as in the case of an event cancellation by the EcoBalt2025 team.

The data and contact information provided through the online registration form will never be transferred, sold, or distributed to third parties, nor will it be used for commercial purposes. It will only be used in connection with the activity for which the participant is registering, and solely for organizational purposes or to inform participants about similar activities.

Whenever we collect personal information, we will do so in a lawful and fair manner. EcoBalt2025 is committed to handling personal data in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR) as of 25 May 2018.

Personal data will be used for event administration and communications, including managing registration and participation, and based on the necessity for EcoBalt2025 to fulfill its obligations as the event organizer.

For any communications after the event, including information about other EcoBalt events or projects, the EcoBalt2025 organizers will request the participant’s consent in advance.

The computerized file in which the data and contact details are recorded is managed by the organizing committee. In accordance with the provisions of the General Data Protection Regulation (EU 2016/679), participants can exercise their rights by contacting the organization at ecobalt@ftmc.lt.

Participants also have the right to lodge a complaint with the State Consumer Rights Protection Service (SCRPS) via https://www.vvtat.lt/en/about-service/541 or https://vvtat.lrv.lt/en/.

These terms and conditions shall be governed by and construed in accordance with Lithuanian law, without applying the rules of international private law regarding the determination of the applicable law.

In the event of a dispute arising in relation to these terms and conditions, or the event to which they apply, the participant and EcoBalt2025 will attempt to reach an amicable settlement. If such a settlement cannot be reached, the dispute will be referred to the courts of Lithuania.

The participant confirms that all co-authors are aware of and agree to this submission. The authors certify that:

• the work is original,
• it does not infringe upon any copyrights or third-party rights,
• any third-party content used has proper permissions, with proof retained.

No changes may be made after submission.

For practical information, please visit the EcoBalt2025 conference page:
https://ecobalt.ftmc.lt/
For additional information about registration, payment, and billing, please contact:
ecobalt@ftmc.lt.