Abstract & presentationsubmission terms.

These Terms set out the rules for submitting scientific abstracts and delivering presentations during the 1st International Interdisciplinary Congress on Cancer & Sexual Health (ICCSH 2027), including the mutual rights and obligations of the Organizer and persons submitting abstracts, in particular the rules governing review, the licence to Materials, the use of likeness (image), the conflict-of-interest declaration, and the requirements of scientific research ethics.

The following terms used in these Terms shall mean:

Congress

the 1st International Interdisciplinary Congress on Cancer & Sexual Health (ICCSH 2027), held on 21–23 October 2027 at the Mieczysław Karłowicz Philharmonic in Szczecin.

Organizer / Controller

MEDCONGRESS GROUP sp. z o.o., KRS 0001237036, NIP 5253087146, REGON 544567895, the organizer of the Congress and the controller of personal data within the meaning of Article 4(7) GDPR.

GDPR

Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC.

Copyright Act

the Polish Act of 4 February 1994 on Copyright and Related Rights (consolidated text, Journal of Laws of 2025, as amended).

Submitting Author

the natural person who submits the Abstract via the form on the Congress website, designated as the corresponding author, responsible for communication with the Organizer and for the truthfulness of the representations made during submission. The Submitting Author may also be a Co-author.

Co-author

any natural person, other than the Submitting Author, indicated in the submission as an author of the Abstract, who has made a substantial intellectual contribution to the content of the Abstract in accordance with the ICMJE authorship criteria.

Authors

collectively, the Submitting Author and the Co-authors.

Abstract

a structured (IMRaD) submission of a scientific, research, clinical, or review work for presentation at the Congress, comprising the title, abstract body, the Introduction, Material and Methods, Results and Discussion sections and, optionally, Limitations and References, as well as the theme, keywords, optional comments, session type, presentation language, list of authors, and attachments (up to 5 files per abstract in PDF, PNG, JPEG, or TIFF format).

Presentation

an oral presentation (ORAL session) or a poster presentation (POSTER session) of an Abstract accepted by the Scientific Committee, delivered or presented during the Congress by the designated presenting author.

Materials

the Abstract, presentation, poster, slides, textual, graphic, audio, and audiovisual content related to the Presentation, including audio and video recordings of the Presentation, irrespective of the form of fixation, constituting works within the meaning of Article 1 of the Copyright Act.

Scientific Committee

the body appointed by the Organizer, responsible for the review and qualification of Abstracts.

Book of Abstracts

a publication (in printed and/or electronic form) containing the accepted Abstracts together with the Authors' conflict-of-interest declarations.

Image (Likeness)

the likeness of a natural person within the meaning of Article 81 of the Copyright Act, fixed in particular in photographs and audio and video recordings of the Congress.

Themes

Abstracts must fall within the interdisciplinary thematic scope of the Congress concerning sexual health in oncology. During submission, the Submitting Author selects one leading theme from the following:

SEXUAL_HEALTH_IN_ONCOLOGY

Sexual health in oncology

UROLOGICAL_GYNECOLOGICAL_ONCOLOGY

Urological and gynaecological oncology

FERTILITY_PRESERVATION

Fertility preservation (oncofertility)

PSYCHOSEXUAL_ASPECTS

Psychosexual aspects

SURVIVORSHIP_QUALITY_OF_LIFE

Survivorship and quality of life

HORMONAL_THERAPIES_SEXUAL_FUNCTION

Hormonal therapies and sexual function

INNOVATIVE_TREATMENTS

Innovative treatments

The Organizer reserves the right to reassign an Abstract to another theme or session if the content of the Abstract better corresponds to a different thematic scope, after prior notice to the Submitting Author.

Session type

The Submitting Author indicates the preferred session type:

ORAL

Oral presentation

POSTER

Poster presentation

The final decision on the form of presentation rests with the Scientific Committee. The Committee may qualify an Abstract for a form other than that indicated by the Submitting Author (e.g., an Abstract submitted as oral may be accepted as a poster).

Abstract and attachment format

Title

concise descriptive title (no fixed character limit)

Abstract body

up to 300 words

Introduction

up to 800 words

Material and Methods

up to 1000 words

Results

up to 1000 words

Discussion

up to 1000 words

• Attachments (up to 5 files per abstract) are uploaded via the form and stored in the Organizer's cloud infrastructure (Cloudflare R2, EU region).
• Abstracts that do not meet the formal requirements (exceeding limits, incorrect format, missing required fields) may be returned to the Submitting Author for correction or rejected without substantive review.

Language requirements

• The primary language of the Congress is English. The Abstract (in particular the title, body, and keywords) should be prepared in English.
• The Submitting Author indicates the presentation language — the language indicated by the submitter; the Congress language is English.
• The Organizer does not provide translation of Abstracts or language proofreading.

By submitting the Abstract and accepting these Terms, the Submitting Author makes — on their own behalf and, to the extent specified below, on behalf of all Co-authors — the following representations, the truthfulness of which is a condition for the acceptance and review of the Abstract:

• Originality. The Abstract is an original result of the Authors' work, has not been previously published in a manner contrary to the Congress policy, is not concurrently submitted for publication in a manner conflicting with the grant of the licence referred to in §5, and does not contain content infringing copyright, related rights, or any other third-party rights.
• No infringement of third-party rights. The content of the Abstract and the Materials, including all elements used therein (quotations, figures, tables, photographs, data), does not infringe intellectual property rights, personal rights, or other third-party rights, and in respect of elements originating from third parties the Authors hold appropriate consents or rights to use them.
• Co-author consents. The Submitting Author has obtained the consent of all Co-authors to the submission of the Abstract, to their designation as authors, to the grant of the licence referred to in §5, and to the other representations and acts covered by these Terms; the Submitting Author is authorized to act on behalf of the Co-authors in respect of the submission.
• Basis for transferring Co-authors' personal data (Article 14 GDPR). The Submitting Author represents that they have a legal basis and the right to transfer to the Organizer the personal data of the Co-authors (academic title, first name, last name, affiliation, e-mail address, telephone, presenting-author status) and that they have informed the Co-authors of the transfer of their data to the Organizer, of the purpose and scope of the processing, and of the rights available to them, in accordance with the information obligation referred to in Article 14 GDPR, or have enabled the Organizer to fulfil that obligation.
• Compliance with research ethics. To the extent that the Abstract concerns research involving humans, the Authors have obtained the approval of the competent bioethics committee (and, where required, the informed consent of study participants), and the research was conducted in accordance with the WMA Declaration of Helsinki. To the extent that the Abstract concerns research involving animals, the research was conducted in accordance with Directive 2010/63/EU of the European Parliament and of the Council of 22 September 2010 on the protection of animals used for scientific purposes, and the relevant national provisions.
• Conflict-of-interest declaration. The Submitting Author has submitted a complete and truthful conflict-of-interest declaration for all Authors, in accordance with §7. Submitting a conflict-of-interest declaration is mandatory for every submission, irrespective of whether a conflict exists.
• Accuracy of data. All data and information provided in the submission are true, current, and complete.

Making a false representation may result in the rejection or withdrawal of the Abstract in accordance with §8 and entails the liability of the Submitting Author under general principles of law.

Submitted Abstracts are subject to substantive evaluation by the Scientific Committee. The review may be conducted in an anonymous (blind, without disclosing the Authors' identity to reviewers) or open manner, at the discretion of the Scientific Committee.

The Scientific Committee evaluates Abstracts in terms of compliance with the Congress themes, scientific value, originality, methodological soundness, and compliance with formal and ethical requirements.

Each Abstract is assigned a status:

PENDING_REVIEW

Submission accepted, awaiting review

ACCEPTED_ORAL

Accepted for oral presentation

ACCEPTED_POSTER

Accepted for poster presentation

REJECTED

Rejected

The Submitting Author is informed of the change of status by e-mail to the address provided in the submission (transactional messages: abstract-accepted, abstract-accepted-poster, abstract-rejected).

No appeal is available against the substantive decision of the Scientific Committee (including the decision to reject an Abstract or to qualify it for a form of presentation other than that indicated). The decisions of the Scientific Committee are final.

Acceptance of an Abstract for presentation may be made conditional upon the Author's fulfilment of formal requirements, including the registration of at least one of the Authors (the presenting author) for the Congress and the payment of the applicable registration fee, in accordance with the Terms of Usage and within the registration deadlines and fee tariffs announced on the Congress website.

Upon submission of the Abstract and acceptance of these Terms, the Submitting Author and — to the extent of their creative contribution and on the basis of the consents referred to in §3(3) — the Co-authors grant the Organizer (Controller) a non-exclusive, royalty-free, territorially and temporally unlimited licence to use the Abstract, the Presentation, and the other Materials.

The licence referred to in paragraph 1 covers the following fields of exploitation (Article 50 of the Copyright Act):

a) as regards fixation and reproduction — production of copies of the Materials by any technique, including printing, reprographic, magnetic-recording, and digital techniques, in particular publication of the Abstract in the Book of Abstracts in printed and electronic form;

b) as regards the trading in copies on which the Materials are fixed — placing on the market, lending, or hiring out copies of the Book of Abstracts and other media containing the Materials;

c) as regards dissemination in a manner other than that specified in (b) — public performance, exhibition, display, screening, playback, and making the Materials available to the public in such a way that anyone may access them at a place and time of their choosing, in particular:

• publication of the Abstract and Materials on the Congress website (iccsh2027.org) and on the Organizer's social-media channels,
• audio and video recording of the Presentation and the publication and making available of such recordings,
• making the Materials available to Congress participants (including in electronic form, e.g., in an app or attendee area),
• indexing the Abstract in scientific and bibliographic databases, where such indexing is provided for by the Organizer.

The licence includes the right to exercise derivative rights to the extent necessary to publish the Materials, including editorial correction, typesetting, formatting, and translation of titles and metadata, without interfering with the substantive content of the Abstract, and with respect for the Authors' moral rights.

The Authors retain the economic and moral copyright to the Materials; the grant of the licence does not transfer copyright to the Organizer.

No remuneration. The grant of the licence and the delivery of the Presentation are made free of charge. The Authors are not entitled to any remuneration or fee for the grant of the licence, the presentation, or the publication of the Materials, with the exception of invited (keynote) speakers, whose remuneration, if any, and the reimbursement of costs are governed by a separate agreement or separate arrangements with the Organizer.

The Organizer is not obliged to use the Materials (to publish, record, or present them); the grant of the licence does not create any obligation of exploitation on the part of the Organizer.

The author presenting the Presentation consents to the free-of-charge fixation and dissemination of their Image and voice fixed during the Congress, in particular in photographs and audio and video recordings of the Presentation and accompanying events.

The consent covers the dissemination of the Image for the purposes of:

• documenting the course of the Congress,
• promoting the Congress and future editions of the event,
• preparing and publishing post-Congress materials,

in the fields of exploitation corresponding to the scope set out in §5(2) (in particular publication on the Congress website, on the Organizer's social media, and in printed and electronic materials).

Consent to the dissemination of the Image may be withdrawn at any time by sending a statement to info@iccsh2027.org. Withdrawal of consent takes effect for the future and does not affect the lawfulness of the dissemination of the Image in materials already disseminated before the Organizer received the statement of withdrawal, nor materials whose withdrawal from circulation is impossible or excessively difficult (e.g., a printed run already distributed).

In accordance with Article 81(2) of the Copyright Act, no authorization is required for the dissemination of the image of a person constituting only a detail of a whole, such as a gathering or a public event, which applies in particular to photographs and recordings of congress halls and auditoriums.

Submitting a conflict-of-interest declaration is mandatory for every submitted Abstract, given the medical and sponsored character of the Congress. The obligation applies to all Authors.

The declaration covers in particular:

• the sources of funding for the research that is the subject of the Abstract (grants, subsidies, institutional funding, industry funding),
• the financial and personal relationships of the Authors with entities whose products or services may be related to the content of the Abstract, including pharmaceutical companies and medical-device manufacturers (employment, consultancy, lecture fees, equity, patents, travel funding), in accordance with the ICMJE standards and the INFARMA Code,
• a declaration of no conflict of interest, where none of the above applies.

The Authors' conflict-of-interest declarations may be published together with the Abstract in the Book of Abstracts and disclosed during the Presentation (e.g., on an opening slide), in accordance with the good practices of medical congresses.

Concealing a material conflict of interest constitutes a breach of these Terms and may result in the rejection or withdrawal of the Abstract in accordance with §8.

Research involving humans. Research whose results are presented in the Abstract, if conducted with the involvement of humans, must comply with the WMA Declaration of Helsinki and must have obtained the approval of the competent bioethics committee. At the Organizer's request, the Author shall provide confirmation of the bioethics committee's approval.

Research involving animals. Research conducted with the involvement of animals must comply with Directive 2010/63/EU and the relevant national provisions on the protection of animals used for scientific purposes.

Scientific integrity. The following are prohibited: plagiarism, data fabrication (making up data or results), data falsification (manipulating data, results, or the research process), and other breaches of scientific integrity. Authorship of the Abstract should meet the ICMJE authorship criteria.

Sanctions. Where plagiarism, fabrication, or falsification of data, concealment of a material conflict of interest, or the making of false representations referred to in §3 is established, the Organizer is entitled to:

• reject the Abstract at the review stage,
• withdraw the Abstract (including from the Book of Abstracts and from electronic materials) at any stage, including after its acceptance or publication,
• cancel or refuse to admit the Presentation,
• report the breach to the Author's home institution and, in justified cases, to the relevant authorities or scientific societies.

The controller of the personal data of the Authors (the Submitting Author and the Co-authors) is the Organizer — MEDCONGRESS GROUP sp. z o.o., KRS 0001237036.

The personal data of the Authors (in particular: academic title, first name, last name, affiliation, e-mail address, telephone, presenting-author status, and data contained in the Abstract and in the conflict-of-interest declaration) are processed for purposes related to the organization of the Congress: conducting the review, qualification, and publication of Abstracts, communicating with the Authors, publishing the Book of Abstracts, and documenting and promoting the Congress.

The legal bases for processing include in particular: Article 6(1)(b) GDPR (acts related to the Author's participation in the Congress), Article 6(1)(c) GDPR (legal obligations, including tax and accounting obligations), Article 6(1)(f) GDPR (the Controller's legitimate interest, including the organization, documentation, and promotion of the Congress and the establishment and defence of claims), and — as regards image and other consents — Article 6(1)(a) GDPR.

With respect to the personal data of Co-authors that the Organizer obtains from the Submitting Author, the information obligation is fulfilled in accordance with Article 14 GDPR. The Submitting Author is obliged to inform the Co-authors of the transfer of their data to the Organizer (see §3(4)).

The Organizer has not appointed a Data Protection Officer. All matters concerning the protection of personal data, including the exercise of the rights of data subjects, may be directed to info@iccsh2027.org.

Detailed information on the processing of personal data, including retention periods, recipients of data, transfers of data, and the rights of data subjects (the right of access, rectification, erasure, restriction of processing, objection, data portability, and the right to lodge a complaint with the President of the Personal Data Protection Office), is contained in the Privacy Policy and in the document concerning data processing available at /data-processing.

Data are not transferred to third countries outside the European Economic Area. The Organizer's technical infrastructure (hosting, attachment storage, e-mail) is located within the European Union / EEA; the e-mail provider is Zoho Corporation B.V. (the Netherlands, EU data centre, smtp.zoho.eu).

The Organizer reserves the right to amend these Terms for important reasons, in particular in the event of a change in the law, a change in the rules of organizing the Congress, or a change in the technical infrastructure. The Authors will be informed of an amendment to the Terms by publication of the amended text on the Congress website and, in the case of material changes affecting submissions already made, also by e-mail. Submissions made before the amendments take effect are governed by the provisions of the Terms in force at the time of submission, unless the amendment is more favourable to the Author or results from mandatory provisions of law.

In matters not regulated by these Terms, the provisions of Polish law apply, in particular the Civil Code and the Act on Copyright and Related Rights.

These Terms are governed by Polish law. Any disputes arising from these Terms shall be settled by the common court having local jurisdiction over the Organizer's registered office, subject to mandatory provisions on the jurisdiction of courts, in particular those concerning consumers.

In the event of any discrepancy between the Polish and English versions of this document, the Polish version prevails.

These Terms enter into force on 8 June 2026.