Rules and Regulations

I. REGISTRATION

1. The registration of the participants is carried out exclusively from 19.04.2010 to 11.09.2010 by filling in online the Conference Registration Form which is available on www.iatefl.org.pl link register. The auxiliary registration instruction both in English and Polish is placed on the same website. We cannot guarantee that participants registered after 31.07.2010 will receive any conference packs or access to all conference events provided (e.g. Evening Entertainment). Registration is not possible during the conference except for payment for the previously registered participants and after informing the organisers.

2. The binding date for the registration fee (both IATEFL member and non-member) is the date of payment / bank transfer to the IATEFL account. In case of early registration but later bank transfer (as defined by IATEFL in Registration on-line), the participant is obliged to settle an amount in accordance with the relevant period of time (early/late).Registration fee is determined by the date of payment/ bank transfer to IATEFL account. Should lower charge be paid by mistake, the participant is obliged to replenish the IATEFL account with the balance (See table no 1).

Table no 1

REGISTRATION	early (payment by 20.06.2010)	late (payment by 31.07.2010)	Payment upon arrival (registration till 11.09.2010)
IATEFL Members	260 PLN	320 PLN	420 PLN
Non-IATEFL Members	320 PLN	380 PLN	420 PLN
Exhibitors	260 PLN	320 PLN	420 PLN

3. The guests taking part in the conference are:

• speakers,
• exhibitors,
• participants.

Their status division is reflected in the amount of registration fee and the type/colour of the badge. Exhibitors are not entitled to take part in lectures and they pay a lower registration fee without membership fee for the next year (a lower registration fee in the registration form). The choice of registration is binding and cannot be changed during the conference.

4. After having registered online the last page should display a message: "Registration completed successfully" and the confirmation should reach you within 24 hours to the e-mail address submitted during logging. Lack of confirmation means that the registration has not been completed successfully due to computer system failure or other technical problems.

THE PARTICIPANT OR A PERSON PERFORMING REGISTRATION ON HIS/HER BEHALF IS OBLIGED TO CHECK IF THE CONFIRMATION HAS BEEN RECEIVED.

5. Should you resign from participation in the conference, the reimbursement depends on the resignation date. In certain cases you may not receive any reimbursement at all (See table no 2). The organizers must be informed about the resignation by e-mail and they must be given all the details necessary to make the return money transfer (if applicable). The costs incurred due to the reservation of the accommodation in hotels are not borne by the organizers (point 19).

Table no 2

Cancellation of registration	Refunds of participation fee
before 22.08.2010	80% of registration fee
after 22.08.2010	no refunds

II. PAYMENTS AND INVOICES

6. The payment must be made until the day declared during registration. You should have the proof of payment on arrival at the conference or confirm the payment by e-mail to the organiser – Wyższa Szkoła Gospodarki in Bydgoszcz.

7. ‘Payment title’ should be succinct and provide key information: the participant’s first name and surname and, if possible, admission fee or/and lunches or/and breakfasts or/and Evening Ent. or/and accommodation DS1. (Do not write the following: ‘19th Conference of Teachers of English in Bydgoszcz on 17-19.09.2010; participation of Mr/Ms’). In case of a larger number of participants and diverse requirements concerning accommodation/meals, e-mail correspondence is necessary in order to provide the organisers with full particulars concerning both the participants’ personal details and booking specifications.

8. Should any inaccuracies concerning payment arise, the organisers must know the exact date of the money transfer and the payment title. Otherwise, pinpointing the payment will be impossible.

9. Invoices are written out on the basis of the data provided online by the participant. The information on what and who the invoice concerns is provided by the system automatically, so do not add your personal details unless the name of the company actually contains the participant’s name.

10. Each participant receives a receipt in a Conference Pack. The Participant is obliged to check the contents of the Conference Pack. Lack of the receipt should be reported to the Conference Office.

11. In case of a receipt for more than five people issued for one company, it is possible to issue one combined receipt. It is also possible to split one participant’s Conference payment into two organisations. However it is always required to contact the Conference organizers via e-mail and provide full data (name, address, tax ID).

12. ALL CHANGES IN THE RECEIPTS AS WELL AS ISSUING COPIES ARE POSSIBLE UNTIL 31 October 2010 AT THE LATEST. ANY FURTHER CHANGES WILL ON NO ACCOUNT BE TAKEN INTO CONSIDERATION.

III. DURING THE CONFERENCE

13. Each participant is obliged to register at the registration desk from 17-19 September 2010r. Participation in the Conference will not be possible without fulfilling registration procedures.

14. Each Conference participant is entitled to receiving Conference materials. It is possible to collect them on check- in. The Conference Pack includes a badge, certificate of attendance, receipt, luncheon vouchers (if applicable) and Evening Entertainment details. Other inserts of the Conference Pack depend on our sponsors. Any difficulties in receiving the Conference Pack at the "registration desk" may result from some iaccuracies between the order and payment made. If this is the case, it is necessary to contact the Conference Office. Following these regulations ensures hassle-free registration within a few minutes.

15. Each participant is obliged to carry his/ her own badge to attend the Conference. Under no circumstances is any Conference Participant allowed to hand over their own badge to unauthorized parties.

IV. ACCOMMODATION

16. Accommodation at DS (Dom Studenta - Hall of Residence) is bookable online and payable in advance. As with the registration fee and meal costs, cheques should be made out to IATEFL account. Please note that you will need to call at the Conference Centre on arrival to collect a receipt before you can check in.

17. Due to the non-exclusive use of the halls of residence, WSG Bydgoszcz does not accept responsibility for any undue noise or disturbance from students at night time. In extreme cases a change of room is possible.

18. The accommodation on students’ campus has been arranged mainly in double rooms. Unless you specify your preferred roommate, you will be paired with a randomly chosen same-sex participant.

19. Booking accommodation in a hotel is done individually by a participant without involvement of WSG. The password ‘IATEFL’ guarantees a lower price negotiated by WSG Bydgoszcz. It is your own responsibility, however, to make the booking and payment to the hotel account.

V. SPEAKERS

20. The speaker is obliged to register online by 20 June 2010 as specified in the online speaker’s form. This concerns submitting the topic, abstract, personal details and providing equipment requirements (e.g. OHP, multimedia projector etc.) (See table no 3). The organisers will not provide the required equipment (in particular on site) if the deadline is not met. Please note that laptops will not be provided.

21. The speaker must reconfirm their participation in the IATEFL conference in the first week of September, i.e. by 11 September 2010.

22. The speaker must both submit the speaker’s form and register as a regular participant which is the condition of the conference participation.

Tabe no 3 (Speakers)

Procedure	Deadline
Speaker’s online registration with requirements (equipment, room) Submission of proposals	by 20.06.2010
Registration (ordinary) for a speaker	by 20.06.2010

VI. EXHIBITORS / ADVERTISERS

23. The Exhibitor is obliged to notify the Conference Organiser about his/her interest in renting a specified exhibit space by 20.06.2010, according to the guidelines in the online Exhibitors Form (See table no 4).

24. The rented stand shall be used exclusively by the Exhibitor who applied for it in the Exhibitors Form.

25. The construction of the stand may commence after 8.00 a.m on 17.09.2010. In case of Exhibitors preferring booth stands, where the construction is more time consuming, construction teams may be allowed to commence earlier prior to Organiser’s consent.

26. The space assigned to the Exhibitor is of specified earlier size, number and location and cannot be changed under any circumstances. The time limits for the stand construction and extension are set in an appropriate form. Requirements for electricity and other media, desk and chairs should be specified in the application form within the set time limit, as later changes will not be feasible (See table no 4).

27. Each Exhibitor is obliged to register as a participant by filling in the online Registration Form, apart from Exhibitors Form. It is a prerequisite to participate in the Conference.

28. Each Advertiser is obliged to comply with the dates specified for the registration of particular forms of advertising. Materials to be included in the Conference Programme or Conference Packs received after the deadline (See table no 4) will not be used. The Organiser is not liable and responsible for faults and failures of delivery services, couriers and situations beyond its control. The binding date is the date of receipt of the materials, the duty of verification lies with the Advertiser.

29. Each Exhibitor has the right to store promotional materials, books, etc in the space provided during the Conference dates 17-19.09.2010. The Organiser shall not be held liable for the stored materials, and especially for the materials sent before and after the Conference intended for the exhibit stands, but not used by the Organiser as part of the Conference Packs. The venue of the Conference is different to the Organiser’s headquarters. Transport of the above mentioned materials is not possible and is beyond the scope of the Organiser.

Table no 4 (Exhibitors)

Procedure	Deadline
Applications for the stand including requirements	by 20.06.2010
Advertisements to be included in a conference programme	by 01.07.2010
Sponsorship Opportunities	by 01.07.2010
Sending of materials for conference packs	do 01.09.2010

VII. GENERAL RESOLUTIONS

30. The authority to organise the 19th IATEFL Conference to be held in Bydgoszcz between 17 - 19 September has been vested in The Foreign Languages Centre, Wyższa Szkoła Gospodarki.

31. Every participant should primarily get familiar with the rulebook and accept the above regulations. Admission to the conference means that one agrees to abide by them.

32. The regulations are in force since April 1st 2010 till they are withdrawn. The organisers, however, reserve the right to alter them.

33. Details concerning the conference venue, board, accommodation, and the like are to be found on www.iatefl.org.pl

Should you have any queries the organisers can be contacted on weekdays between 8.30 - 12.00 at:
e - mail: conference2010@iatefl.org.pl
telephone: 00(48) 52 567-07-31
otherwise contact IATEFL authorities at: www.iatefl.org.pl