1. Application

The purpose of these Terms & Conditions is to set down the rules governing the participation on the copyright congress of the Association littéraire et artistique internationale, to be held in Prague, from September 19th to the 20th with pre-event reception on September 18th and optional social programme on September 21st, 2019 („the Congress”), organized by ALAI Česká republika, Apolinářská 445/6, 128 00 Prague, ID No.: 01603671 („the Organiser“).

By registering to the Congress, you accept these Terms & Conditions. Except where decided otherwise, these Terms & Conditions applies to all participants to the Congress and to their accompanying persons.

2. Congress Registration

2.1.Registration Fees

Registration Fees are published on the Congress website and may be amended from time to time.


2.2. Terms of Payment

The registration fees and applicable taxes must be paid via credit card using the transactional platform on the registration website. A confirmation of registration to the Congress and to the optional activities, where applicable, will follow receipt of payment.


2.3. Cancellation/Absence

No cancellations are allowed. In case of absence, no paid fees will be returned. We advise that you make an insurance by yourself for such cases.

3. Privacy Policy

3.1. Data Protection

For the purposes of the GDPR, the data controller is the Organiser ALAI Česká republika, which is an association incorporated in Czech Republic, Prague, Apolinářská 445/6. The Organiser is committed to compliance with the GDPR and takes seriously the responsibility of handling personal information. 


Personal data processed by the Organiser may include (but is not limited to) basic personal details including images and provided contact details.


The main purposes for which the Organiser collects and processes your details are:
to process any orders you make (such as Congress bookings); to provide the service or information you have requested (such as Congress registration). The data are processed also by the destination management company Vanadoo s.r.o., Ruská 44/592, 102 00 Prague, Czech Republic.


The Organiser will only process personal data for the purpose(s) for which it was originally acquired and will not process it for any other purpose without the data subject’s permission, unless it is permitted to do so under the GDPR.


You have the right under the GDPR to be given access to personal data held about you by the Organiser. If you wish to access your personal data held by the Organiser, a request should be submitted to contact persons under art. 8.


You also have the right to a copy of the information which the Organiser holds about you, to request that inaccurate information about you is to be corrected, to have your personal data erased or to restrict the use of your personal data.


3.2. Data Sharing

By registering to the Congress, you agree that the Organiser may share your personal data, and any other information you submit in the registration process with the destination management company Vanadoo s.r.o., Ruská 44/592, 102 00 Prague, Czech Republic.

The Organiser will not share your data with third-party organisations for marketing purposes and outside of the EU, unless it is done in compliance with European data protection regulations.


4. Promotional Materials

The Organiser plans to carry out filming, recording and photography at the Congress for unlimited use by any means in particular in its news or promotional material in print, electronic or other media, including the website, webcasting, news reporting, including the use after the congress. By participating in the Congress, you grant the Organiser the right to use these images/videos/recordings for such purposes. You consent to your image and likeness being used without any payment to you. Your participation in discussions is most welcomed and may be recorded and reprinted, including the congress book.

The Organiser will not sell any pictures or authorise any other organisation or third party to use the pictures. The Organiser will not use pictures for any purpose other than promotional purposes. 

If a participant does not want the images/videos/recordings to be used in promotional materials, it is his responsibility to inform the Organiser in writing. The participants will be asked to fill out a feedback at the end of Congress. The Organiser reserves the right to use this material in future promotion, unless otherwise stated by the participant.


5. Program

5.1. Modification of the program

The Organiser reserves the right to modify the program. No refunds can be granted in case of cancellation of speakers, lack of space in the Congress room or any other incidents during the Congress which are beyond the control of the Organiser.


Please note, that the excursion on September 21st 2019 may be amended. Depending on the interest, steam train may be substituted by heritage diesel train or a bus. This is not considered as a reason for termination or fee repayment.


5.2. Copyright

The speaker (author) agrees by making a presentation at the Congress with granting to the Organiser a non-exclusive license to use his or her contribution (i.e. presentation, contribution in electronic form). The speaker is expected to submit in advance an abstract and - not later than 2 months after the Congress - a final version of the contribution (respecting the citation and formatting guidelines provided by the Organiser). If the contribution is not submitted in the electronic form timely, the Organiser is authorised to use for print the edited recorded contribution as presented at the Congress. The license is unlimited in terms of territory, time, numbers and is granted for use by any means of use (such as in a printed book, e-book, online etc.) with the right to grant sublicense or assign the license and with the right to make common editorial changes and to decide about the graphics. The speaker will be provided with the right to make corrections before the contribution is published; the corrections must be made timely (usually not later than in a week, unless provided otherwise), otherwise the Organiser must not take them into account. The Organiser reserves the right not to use the contribution, in particular if the contribution will not pass the peer-review procedure of the publisher of the congress proceedings.


It is the author's responsibility to ensure that all references and citations are correct, and that the contribution does not contain any material that infringes copyright, or is defamatory, obscene or otherwise unlawful or litigious. 


Speakers are asked to provide the Organiser their photograph. By providing the Organiser with the photograph, they agree with its eternal publication (until revoked) on the Organiser’s website, congress printed materials, or congress proceedings; name of the photographer should be submitted with the photography, otherwise it will be treated as anonymous work. The speaker grants to the Organiser a non-exclusive license (but not an obligation) to use such photograph in the same extent as the contribution with the right to further sublicense the photograph or to assign the sublicense; if limitations apply, these will be respected by the Organiser if informed in advance. The speaker agrees to hold the Organiser harmless if the use of the photography infringes upon third party’s copyright.


6. Proceedings from the Congress

Participant who were ALAI members (individual or affiliated to any of the ALAI chapters worldwide) on April 1, 2019 will receive an e-book or printed book with the congress proceedings (as they decide) delivered usually to their national organizations. Other participants (or those members who ordered additional copies) have the option to purchase the book in course of the registration (with guaranteed price) or later (from the publisher). If you purchased your book in course of the registration, it will be delivered online (if you purchased an e-book) or per mail (if you purchased a printed book) not later than in a year from the Congress.


7. Liability

The Organiser is not responsible for any bodily or material damage (including theft) or loss suffered or incurred by participant during the Congress. Each participant is responsible for his or her own insurance in such events.


8. Terms and Conditions of the partners

Your stay at the hotel is governed by the contract with the hotel (you are redirected to the hotel booking in course of the registration) and the Organiser is not involved anyhow in your relationship with the hotel. Any questions, complaints or comments should be directed to the hotel administration.


If you have opted for the visit of the National Theatre or the concert of Prague symphony orchestra, please note this requires formal dress (no jeans, no T-shirts). Terms and conditions of the National Theatre and Prague symphony orchestra apply to your visit of the opera/concert performance. Change of the performance may occur and does not represent a reason for return of the payment, unless the performance is cancelled.


If participating on the excursion on September 21st 2019 you should make yourself familiar with the rules governing your visit of the Karlštejn castle and in particular the Chapel of the Holy Cross (no drinks and snacks, not wheelchair accessible, not recommended for children up to 7 years) which are binding upon you.


Furthermore, you should make yourself familiar with the conditions of carriage on board of heritage trains of the operator Zababa s.r.o. which are legally binding on you. Please note, that no heel shoes or fine clothes are recommended due to ride by a steam train and a walk of up to 2 km in both directions from the train station up to the castle.


9. Contact information

Please contact the Organiser if you have any questions about the Congress or about privacy policy:

  • By e-mail to: Magdalena Zmátlová Varhautová: magdalena@vanadoo.cz

  • Or write to: Vanadoo s.r.o., Ruská 44/592, 102 00 Prague, Czech Republic


10. Governing Laws and Disputes

These Terms & Conditions are governed exclusively by the Czech laws. Any disputes arising hereunder shall be decided solely by the courts of the Czech Republic.


11. Coming Into Force

These Terms & Conditions came into force on March 15, 2019.