These Terms and Conditions govern the rights and obligations of the Organizer, the customer, and the participant concerning the registration and participation in the professional conference “EuroCarto 2026” (further details and updates are available on the official website at https://eurocarto2026.org).
The professional conference “EuroCarto 2026” (hereinafter referred to as the “Conference”) is organized by the Czech Cartographic Society, a registered association (Česká kartografická společnost, z.s.), Company ID: 49371525, with its registered office at Thákurova 7, 166 29 Prague 6, Czech Republic, registered in the Register of Associations maintained by the Municipal Court in Prague under file no. L 4739, represented by doc. Zdeněk Stachoň, President (hereinafter referred to as the “Organizer”).
For communication regarding registration, the Conference organization, or contractual matters, the Organizer may be contacted at info@eurocarto2026.org.
Definitions For the purposes of these Terms and Conditions:
- The customer is the natural or legal person (e.g., an institution, university, or company) who purchases and pays for the registration fee (hereinafter referred to as the “Customer”).
- The Participant is the individual physically or virtually attending the Conference, presenting, or submitting an abstract (hereinafter referred to as the “Participant”).
If an individual purchases the registration fee for themselves, they act as both the Customer and the Participant.
I. Registration
Detailed information regarding the Conference, the application process, and all important dates and deadlines are published on the website at https:// eurocarto2026.org/registration/. The Participant registers for the Conference by filling out and submitting the electronic registration form available at this address. A binding legal relationship (contract) between the Organizer and the Customer arises on the date this registration form is successfully submitted.
Upon payment, a confirmation of payment / invoice will be delivered electronically to the Customer. Delivery of the service (registration confirmations and related materials) will occur electronically via email within 7 days after successful payment confirmation by the payment gateway.
The registration fee must be paid electronically in Euros (EUR) or Czech Koruna (CZK) no later than 14 days prior to the Conference. The Organizer is not a VAT payer; therefore, all listed registration fees are final and without VAT. If the registration fee is not credited to the Organizer’s account within the specified time limit, the registration shall be cancelled.
II. Shipping and Payment
Payment for the ordered registration may be made using the payment gateway of ComGate Payments, a.s.. Basic information about the payment process is available for both card payments and bank transfers. All information about the payment process can be found at the link below: https://www.comgate.cz/en.
Contact details for ComGate Payments, a.s., which may be contacted in the event of complaints or payment-related issues:
ComGate Payments, a.s.,
Gočárova třída 1754/48b,
Hradec Králové,
Czech Republic,
Web: https://www.comgate.cz/en/online-payments
Email: platby-podpora@comgate.cz,
Tel: +420 228 224 267
After successful payment, the registration confirmation will be sent to the email address provided.
III. Abstract Submission
The submission of abstracts and full-text articles for the Conference is managed exclusively through the EasyChair platform. Authors are required to follow the submission guidelines published on the Conference website at https://eurocarto2026.org/registration/.
These terms apply to all materials submitted (including via the EasyChair platform) and presented within the Conference. This includes, but is not limited to, abstracts, full-text articles, presentations (e.g., in PDF or PPT format), posters, and any audio or video recordings of the presentations (hereinafter collectively referred to as „Contributions„).
IV. Intellectual Property, Licensing, and Consent to Recording
Authors retain full copyright to their Contributions.
1. Grant of License and Conference Proceedings
By submitting any material or agreeing to present at the Conference, the author (Participant) grants the Organizer and the public the right to publish and redistribute the Contributions under the Creative Commons Attribution 4.0 International License (CC BY 4.0). This license permits anyone to copy, redistribute, remix, transform, and build upon the material for any purpose, even commercially, provided appropriate credit is given to the original author. The full text of the license is available at https://creativecommons.org/licenses/by/4.0/deed.en.
Accepted abstracts for EuroCarto 2026 will be published in a special issue of the Abstracts of the International Cartographic Association Series. Selected abstracts will be invited to a full paper submission for a special issue of selected cartographic journals. The Organizer explicitly reserves the right to exclude any submitted paper or abstract from the Conference Proceedings and the Conference program if the respective registration fee is not paid in full by the stipulated deadline.
2. Consent to Recording and Distribution
By participating in the Conference and presenting their contribution, the Participant (speaker) grants the Organizer explicit consent to make audio and video recordings of their presentation. The author agrees that this recording may be published by the Organizer (e.g., on the Conference website or video platforms) and further distributed under the aforementioned CC BY 4.0 license. If a speaker does not wish to be recorded, they must inform the Organizer in writing at least 14 days prior to the Conference.
3. General Recording of the Event
The right to make general film, video, and television recordings of the Conference is reserved. Participants captured in such general crowd recordings may be published without further notice or financial compensation. Participants must follow the instructions of the Organizer and event staff.
4. Participant’s Warranties
By submitting the materials, the Participant as an author guarantees that they are the original creator, that the work (including any embedded images, graphs, or software) does not infringe upon the copyrights of any third parties, and that they possess the full right to grant the license specified above, including in cases where the Contribution constitutes an employee work (i.e., the author confirms they have obtained any necessary consent from their employer to grant this license).
V. Cancellation Policy
The registration fee varies depending on the sales conditions specified on the website https://eurocarto2026.org/registration/.
In the event that the Conference is cancelled by the Organizer, the registration fee shall be refunded to the Customer in full within 30 days from the announcement of the cancellation.
In the event that the Conference is cancelled or prevented from taking place due to force majeure (e.g., natural disasters, war, pandemic, government restrictions), the Organizer shall inform the Participant and the Customer without undue delay. In such an event, the Organizer reserves the right to retain 15 % of the registration fee to cover nonrefundable administrative and preparatory costs incurred. The remaining part of the fee shall be refunded to the Customer.
If the registration is cancelled by the Participant or the Customer up to and including 30 days before the start of the Conference, a 10% cancellation fee of the registration fee will be charged; in all other cases, the registration fee is non-refundable.
It is the sole responsibility of the Participant to ensure that all travel and visa requirements are met in a timely manner. Failure to obtain a travel visa does not constitute a valid ground for a refund outside the standard Cancellation Policy.
VI. Complaints Procedure and General Provisions
This Complaints Procedure governs all complaints related to registration fees purchased via eurocarto2026.org. The registration fee is non-refundable, except in cases expressly stated in these Terms and Conditions.
After payment via the payment gateway, a confirmation of payment / invoice will be issued.
In the event that the Conference is cancelled by the Organizer, the registration fee shall be refunded in full within 30 days from the announcement of the cancellation. In the event that the Conference is cancelled or does not take place due to force majeure, the Organizer shall inform the Participants without undue delay, and refunds will be processed to the Customer subject to the 15 % administrative retention fee as specified in the Cancellation Policy.
The Organizer reserves the right to change the date, venue, and the program of the Conference (including the substitution or cancellation of speakers) due to organizational or unforeseen reasons. In the event of a substantial change to the Conference date or venue, the Customer has the right to cancel the registration under the same cancellation conditions as in the case of a Conference cancellation.
In the event of complete cancellation of the Conference, the Participant/Customer for whom the Organizer has contact details will be notified in writing that the Conference has been cancelled. The Organizer shall not be liable for failure to deliver such notification if it is not possible to notify the relevant party in this manner or if the notification is delivered with a delay not caused by the Organizer.
In the event of complete cancellation of the Conference (excluding force majeure), any Customer who has duly paid the registration fee shall have the registration fee refunded to the account from which the payment was received by the Organizer.
VII. Right of Withdrawal from the Contract
Pursuant to Section 1837 point j) of Act No. 89/2012 Coll., Civil Code, withdrawal from the purchase of the registration fee in accordance with Section 1829 of the Czech Civil Code (withdrawal within 14 days without giving a reason) is not possible, as this concerns a contract for leisure activities, and the performance (participation in the Conference), to which the registration fee entitles the Participant, is provided on a specific date or within a specific period.
VIII. Data Protection
The collection and processing of the Customer’s and Participant’s personal data are governed by a separate document, the Privacy Policy, which is available on the Conference website.
IX. Final Provisions
Any disputes arising from or in connection with the contract governed by these Terms and Conditions shall be governed by the laws of the Czech Republic, without regard to its conflict of law principles. The competent courts of the Czech Republic shall have exclusive jurisdiction to resolve any such disputes.
These Terms and Conditions enter into force on 20th February 2026 and may be amended or updated in accordance with applicable legislation.