Terms & Guidelines

Please register for the participation in ICYMARE 2021 BERLIN. You will get a proof of registration.

Terms & Conditions

ONLINE REGISTRATION

Online registration will be open in August 2021. Registration and participation at ICYMARE 2021 BERLIN is free of charge. If you wish to support the ICYMARE initiative, we would be glad if you consider donating via our donation page.

Everybody has to register, independent if you present a talk, a poster, or if you are listener at the conference or ICYMARE organization team member.

Presenters please register directly after acceptance of your conference contribution to secure your spot as a presenter in the schedule.

 

Participation at ICYMARE 2021 BERLIN includes

  • Access to the online conference platform
  • Three days of scientific sessions with lots of interesting talks
  • Online poster session
  • Workshop or virtual excursion
  • Your certificate of attendance
  • The chance to meet lots of new people and make some new friends

 

Cancellation

Please cancel your registration to ICYMARE 2021 BERLIN in case you cannot participanty any more.

Conference Platform Guidelines

For Presenters/Speakers

  • The talks/presentations will be streamed in BigBlueButton (BBB) and will not be recorded. Therefore, all listeners/guests will be muted and cameras will be deactivated. After all the presentations, the recording will be stopped and the discussion part will be opened by the host. From then on guest cameras and microphones can be activated by themselves. The chat function in BBB is enabled the whole time.
  • Presentation and discussion language will be English.
  • By presenting, the presenters declare that they hold the copyrights of all figures, tables, music etc. and other information presented and that they grant permission to ICYMARE to advertise it on the ICYMARE homepage and the social media channels. There shouldn’t be any private information or personal data in the presentation.
  • Be aware of personal data in your camera image (e.g., photographs etc. in the background) as well as in your spoken word (e.g., personal information). Presenters and Host should have the camera activated and the microphones muted (only unmute, when speaking).
  • It is not permitted to take screenshots or recordings of the ICYMARE virtual conference.

 

For Guests/Listeners

  • The talks/presentations will be streamed in BigBlueButton (BBB). Therefore, all listeners/guests will be muted and cameras will be deactivated. After the presentations, guest cameras and microphones can be activated by themselves. The chat function in BBB is enabled the whole time.
  • Questions can be asked in the chat function or directly live via camera and microphone. To ask questions with camera and audio, please write in the public chat (e.g., “I have a question” or “I want to say something”). The host will moderate the discussion and then ask the guest to activate camera and microphone. After your discussion contribution, please deactivate both again. Be aware of personal data in your camera image (e.g., photographs etc. in the background) as well as in your spoken word (e.g., personal information).
  •  It is not permitted to take screenshots or recordings of the ICYMARE virtual conference.

 

For Hosts

  • Hosts will moderate an entire session of the ICYMARE virtual conference. Once accepted to host a virtual conference session, they are responsible for the handling of abstracts and presenters as well as for moderating their respective virtual conference session, incl. the discussion part after the presentations. Presentation and discussion language will be English.
  • The talks/presentations will be streamed in BigBlueButton (BBB). Therefore, all listeners/guests will be muted and cameras will be deactivated. After the presentations, guest cameras and microphones can be activated by themselves. The chat function in BBB is enabled the whole time.
  • If hosts show slides during the Online Forum they declare that they hold the copyrights of all figures, tables, music etc. and other information presented and that they grant permission to ICYMARE to advertise it on the ICYMARE homepage and the social media channels. There shouldn’t be any private information or personal data in the presentation.
  • Be aware of personal data in your camera image (e.g., photographs etc. in the background) as well as in your spoken word (e.g., personal information). Presenters and Host should have the camera activated and the microphones muted (only unmute, when speaking).
  • It is not permitted to take screenshots or recordings of the ICYMARE virtual conference.

 

Use of BigBlueButton (BBB)

Here, we inform you about the processing of personal data required to use BigBlueButton for the ICYMARE virtual conference. We use BigBlueButton via our cooperation partner, the University of Applied Sciences Bremerhaven.

Data protection information according to Art. 12 GDPR, German law

Who is responsible for processing my data?

Hochschule Bremerhaven
An der Karlstadt 8
27568 Bremerhaven

Who can I contact if I have any questions about data protection?

You can find more information about the University of Applied Sciences Bremerhaven, details of authorized representatives and other contact options in the legal notice https://www.hs-bremerhaven.de/impressum/

For what purpose should my data be processed?

The processing is necessary for the use of BigBlueButton, a video conference platform, for the implementation of the monthly ICYMARE Online Forum. This includes the streaming of presentations and the subsequent discussion among all participants.

On what legal basis is the data processing carried out?

The processing takes place on the basis of your consent.

Which personal data will be processed when participating in a BigBlueButton video conference?

In the interests of minimal data transfer, the University of Applied Sciences Bremerhaven only processes personal data insofar as this is necessary to provide BigBlueButton and to guarantee its functionality. The specific type of use and the purpose are explained below in the context of the respective application. The processing takes place regularly only due to the predominant interest in the functionality and operational security of BigBlueButton according to Article 6 Paragraph 1 f) of the European General Data Protection Regulation (EU-GDPR).

When using BigBlueButton, different types of data are processed. The scope of the data also depends on what information you provide before or when participating in an online meeting.

Log data

When you visit the BigBlueButton website, data that is technically necessary to display the website to you and to ensure that the site works correctly is collected.

  • Date and time of access
  • Amount of data sent
  • Browser used
  • Operating system used
  • Used IP address
  • Port used

Access to BigBlueButton is stored in log files for two weeks and then deleted. In the event of an attack on the website, the above-mentioned data can be excluded from deletion for reasons of evidence until any illegal act has been clarified.

Information about the participants

According to the function of BigBlueButton, video and audio data and, when using the built-in chat function, also textual information are transmitted to the respective other participants in the same conference.

The personal data of the participating persons are only collected for the duration of the use of BigBlueButton. This personal data is only stored on the server for the duration of the existence of a meeting room.

Transfer of data

Personal data that are processed in connection with participation in online meetings are generally not passed on to third parties, unless they are intended to be passed on.

Please note that content from online meetings, as well as from personal meetings, is often used to communicate information with interested parties or third parties and is therefore intended to be passed on.

Other recipients

The necessary infrastructure for the server https://bbb.hs-bremerhaven.de is provided by the IT infrastructure service point of the University of Applied Sciences Bremerhaven (ZBRV). The data will not be passed on to other recipients.

Your rights as a “data subject”
  • Affected persons have the right to information about the stored and processed data. (Art. 15 EU GDPR)
  • The right to rectification due to incorrect or incomplete data. (Art. 16 EU GDPR)
  • For deletion due to wrongly processed data if data is no longer required to complete the task. The retention periods must be observed. (Art. 17 EU GDPR)
  • To block / restrict processing. This applies, for example, to deletion if this cannot yet be carried out due to retention periods. (Art. 18 EU GDPR)
  • On data portability in accordance with Article 20 EU GDPR, provided that personal data is processed on the basis of consent or by means of automated procedures.
  • On objection in accordance with Article 21 EU GDPR, if a special situation arises for the person concerned.
  • Withdrawal of consent, provided that the personal data has been processed on the basis of the consent of the data subject. The processing carried out until the revocation remains unaffected.

ICYMARE is starting at zero with its conference budget.

We finance the whole conferences by your fees and by financial support by our sponsors and partners.

If you want to become sponsor of ICYMARE,
please contact

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