Rules of Cooperation

European City of Science Rules of Cooperation

TABLE OF CONTENTS:

Basic information
Forms of cooperation
Rules and regulations
Chapter 1 General rules
Chapter 2 Procedure to grant the title of ‘Official event of the European City of Science Katowice 2024’
Chapter 3 Procedure to grant the patronage of the European City of Science Katowice 2024 (accompanying event status)
Chapter 4 Procedure to take up cooperation as a partner
Chapter 5 Procedure to take up cooperation as a sponsor
Chapter 6 Rules for sharing the logo of the European City of Science Katowice 2024 as part of the undertaken form of cooperation
Appendix – guidelines
Chapter 1 Main programme assumptions
Chapter 2 Scientific cooperation guidelines
Chapter 3 Accessibility guidelines
Chapter 4 Environmental guidelines
Registration form

Basic information

As a result of the efforts undertaken by the City of Katowice and the academic community of the public universities in Katowice, Katowice became the first Central and Eastern European city to receive the title of the European City of Science.

The title is awarded by EuroScience (European Association for the Advancement of Science and Technology) and the activities carried out within the title’s framework are supported by the European Commission.

The title holders and units responsible for the activities resulting from Katowice receiving the title are: the City of Katowice and the University of Silesia in Katowice acting as the technical and programme leader of the Academic Consortium Katowice City of Science formed by the following universities based in Katowice:

Karol Szymanowski Academy of Music in Katowice,
Academy of Fine Arts and Design in Katowice,
Academy of Physical Education in Katowice,
Silesian University of Technology,
Medical University of Silesia in Katowice,
University of Economics in Katowice,
University of Silesia in Katowice (leader).

Contact with regards to cooperation: emn@us.edu.pl

Forms of cooperation:

Forms of cooperation as part of the European City of Science Katowice 2024 (ECSK 2024)

Events and initiatives (one-time cooperation)

For entities

(continuous cooperation)

Type of

cooperation

Official event (main programme)

Patronage (accompanying event)

Partner

Sponsor

Type of involvement

in ECSK 2024

I would like to organise an official ECSK 2024 event

as part of the main celebrations programme

I would like for my initiative to have ECSK 2024 patronage

and for it to be entered

into the accompanying events schedule

I would like for my initiative to become an official ECSK 2024 partner

I would like to involve my company and provide financial support for the implementation of ECSK 2024 tasks

Obligation

I will adhere to the programme assumptions and scientific cooperation, accessibility,

and environmental guidelines

I will adhere to the programme assumptions and accessibility

and environmental guidelines

I will adhere to the programme assumptions and scientific cooperation, accessibility,

and environmental guidelines

I will adhere to the programme assumptions

and contractual agreements on cooperation

Benefits

I will use:

official ECSK 2024 promotional channels

ECSK 2024 logo

ECSK 2024 audience communication channels

I will use:

ECSK 2024 logo

I will use:

official ECSK 2024 promotional channels

ECSK 2024 logo

ECSK 2024 audience communication channels

I will use:

official ECSK 2024 promotional channels

ECSK 2024 logo

ECSK 2024 audience communication channels

Applying method

Rules specified

in the rules of cooperation (chapters 1 and 2)

Rules specified

in the rules of cooperation (chapters 1 and 3)

Rules specified

in the rules of cooperation (chapters 1 and 4)

Rules specified

in the rules of cooperation (chapters 1 and 5)

Official event of the European City of Science Katowice 2024 – receiving this title results in the event being entered into the main ECSK 2024 celebrations programme and enables the use of the ECSK 2024 logo, as well as the promotion by the entities running ECSK 2024. To receive the title of an official ECSK 2024 event, the conditions specified in the guidelines (appendix) and the rules specified in the rules of cooperation (chapters 1 and 2) must be fulfilled.
Patronage of the European City of Science Katowice 2024 – the patronage is granted to initiatives and events accompanying the main ECSK 2024 celebrations and allows, among other things, the use of the ECSK 2024 logo and for the initiative to be entered into the ECSK 2024 accompanying events schedule as an ‘ECSK 2024 accompanying event/initiative’. The rules regarding applying for patronage are specified in the rules of cooperation (chapters 1 and 3).
Partner of European City of Science Katowice 2024 – title granted to institutions supporting and implementing tasks of the European City of Science Katowice 2024, which are not City of Katowice units or members of the Academic Consortium Katowice City of Science (chapters 1 and 4).
Sponsor of the European City of Science Katowice 2024 – title granted to business entities and others who provide financial and organisational support for the tasks of
ECSK 2024 (chapters 1 and 5).
All forms of cooperation are governed by the rules for sharing the ECSK 2024 logo as set out in Chapter 6 of the Rules and Regulations.

RULES AND REGULATIONS OF COOPERATION

CHAPTER 1

General Rules

European City of Science Katowice 2024 (ECSK 2024) title holders are: City of Katowice, and the University of Silesia in Katowice.
The Rules and Regulations determines the rules of cooperation for institutions, entities, initiatives, and events seeking to undertake cooperation as part of ECSK 2024 and within the framework of the available forms of cooperation.
The aim of cooperation is to support the transformation of the city and the region based on science
and innovation, among others, through the organisation of scientific and popular science, culture, sporting, educational, technological, artistic, and social events and initiatives.
To establish a selected form of cooperation, please submit an electronic application available on the website (link to the form).
The application should be filled in diligently and accurately. Failure to follow the established procedure will result in the application not being processed.
Submitting the form is equivalent with accepting the terms of cooperation and these rules and regulations.
The applications are processed by the Committee. The mode of the establishment and operation of the Committee shall be governed by separate rules and regulations.
Applications are considered on a year-round basis; however, it is required to submit an application at least 21 days prior to the event.
The decision regarding the cooperation is communicated in writing.
Points of contention are settled by the ECSK 2024 Programme Council, with the opinion of a university associated in the Academic Consortium Katowice City of Science, which has the greatest competence in a particular field or area of cooperation, being crucial.
The cooperation concerns local, regional, national, or international undertakings organised in Poland or online.
The submitted events should take place between 1 April 2023 and 20 December 2024.
In the case of a change in the date or cancellation of the event, the organiser is obliged to submit a written statement on this fact no later than 3 working days prior to the planned change.
The Committee does not consider commercial and marketing initiatives and events conducting donation collection, with the exception of those which are particularly useful for social development.
The submitted events should guarantee a free entrance for the participants. In special situations, the Committee may decide for ECSK 2024 to take up cooperation with undertakings with paid participation if they guarantee a high level of content, are not aimed directly at profit for the organiser, and are considered particularly useful for social development.
The submitted events should fulfil the scientific cooperation, accessibility, and environmental guidelines specified in the appendix.
The event/initiative must be organised with respect for human rights, dignity, and academic values.
Events organised as part of the City-Region-Academia Stream should be planned and organised in an environmentally friendly way, as so-called eco-events taking into account the minimisation of negative impacts on ecosystems, by:
– event planning in accordance with sustainable development guidelines,
– utilising pro-environmental solutions and materials,
– using energy from renewable sources,
– segregating and recycling waste,
– introducing educational activities and segments,
– supporting local community,
– promoting sustainable transport,
– involving participants in eco-friendly/pro-environmental activities.
Taking up a chosen form of cooperation with ECSK 2024 does not constitute a declaration of financial or organisational support for the event. The cases of financial or organisational support will be governed by separate agreements.
In cases of actions carried out by a partner entity that can negatively impact the public perception of ECSK 2024 and organisers, the Committee may issue a decision on immediate termination of cooperation, which will be communicated to the partner as soon as possible. The decision is final and the partner is not entitled to an appeal or any claim regarding this matter.
In the case of termination of cooperation, each further application of the partner entity concerning taking up cooperation will not be considered.
Termination of cooperation imposes an obligation on the partner entity to remove information about the cooperation with ECSK 2024 and to remove the trademarks from all information and promotional materials related to the project.
The organiser shall be obliged to provide a summary on the course of the event no later than 14 days from the event date. It should be done via the form available on the website.
In the case of any questions regarding a selected form cooperation, contact us under the following e-mail address: emn@us.edu.pl

CHAPTER 2

Procedure to grant the title of
‘Official event of the European City of Science Katowice 2024’

Applying for the title of an ‘Official event of ECSK 2024’ takes place on general terms.
The official events of ECSK 2024 are entered into the main ECSK 2024 celebrations programme, thus making them known to the European Commission.
The official events of ECSK 2024 are promoted by the organisers through the official promotional channels and can receive organisational support from the ECSK 2024 title holders.
The status of an official ECSK 2024 event may be granted to events in which cooperation with at least one university that is part of the Academic Consortium Katowice City of Science has been undertaken with regards to the programme or organisational area.
The status of an official ECSK 2024 event might be granted to events, initiatives, conferences, and other events, which will implement the ECSK 2024 programme assumptions and scientific cooperation, accessibility, and environmental guidelines.
The official ECSK 2024 events can receive financial or organisational support from the organisers and sponsors under separate agreements.
An official ECSK 2024 event can use the ECSK 2024 logo in accordance with the rules specified in the Chapter 6 of these rules and regulations.

CHAPTER 3

Procedure to grant the patronage of the European City of Science Katowice 2024
(accompanying event status)

Applying for the patronage takes place on general terms.
ECSK 2024 can take patronage over the initiatives and events, which are not included in the main ECSK 2024 celebrations programme.
ECSK 2024 patronage is equivalent with the statues of an accompanying event to the main ECSK 2024 celebrations. It is not required for events under the patronage of ECSK 2024 to fulfil all programme assumptions and scientific cooperation, accessibility, end environmental guidelines.
An event under the patronage of ECSK 2024 should:

be open to the local community, understood as offering free participation to residents and other interested parties,
be promoted on European level, e.g. though social media, providing promotional materials also in English, etc.
have a scientific aspect and address issues related to the ECSK 2024 thematic routes, i.e.:
1. Climate and Environment,
2. Health and Quality of Life,
3. Industries of the Future,
4. Social Innovation,
5. Industrial and Cultural Heritage,
6. Creation and Criticism.
Obtaining ECSK 2024 patronage does not constitute a declaration of financial or organisational support for the event from ECSK 2024 title holders. The cases of financial or organisational support will be governed by separate agreements.
An event taking place under the patronage of ECSK 2024 can use the ECSK 2024 logo in accordance with the rules specified in the Chapter 6 of these rules and regulations.

CHAPTER 4

Procedure to take up cooperation as a Partner

Applying for the title of a Partner takes place on general terms.
The title of an ECSK 2024 partner is a distinction granted to institutions to emphasise the special and continuous nature of cooperation.
Partner cooperation is directly related to the issue of transformation of the city and the region based on modern education and innovations.
Any institution which proposes a cooperation programme in line with the ECSK 2024 programme assumptions and obtains approval from the title holders can become a partner.
Obtaining the title of a partner does not constitute a declaration of financial or organisational support from ECSK 2024 title holders.
The foundation of the partnership’s operation shall be the partnership agreement specifying the scope of cooperation and the responsibilities of each partner, as well as the possible financial arrangements.
Information on the partnership and the initiatives and events resulting from the partnership agreement shall be promoted in the official ECSK 2024 channels, i.e. though, among others:
1. publishing information in social media and websites,
2. placing a relevant information in the ECSK 2024 event calendar,
3. optional active participation of ECSK 2024 representatives in the organisers’ events.
ECSK 2024 partner undertakes to:
1. design tasks in accordance with the programme assumptions and scientific cooperation, accessibility, and environmental guidelines,
2. consult activities undertaken as part of the partnership with ECSK 2024 organisers,
3. inform in promotional materials about the ECSK 2024 partner status after previous approval,
4. provide prominent space for the ECSK 2024 logo in promotional materials and online channels, in accordance with the guidelines set out in the ECSK 2024 Brandbook.
The partners undertake to provide the necessary information on an ongoing basis for the proper implementation of the cooperation and to act in good faith
with respect for their distinctiveness and good name.
ECSK 2024 partners can use the ECSK 2024 logo in accordance with the rules specified in Chapter 6 of these rules and regulations.

CHAPTER 5

Procedure to take up cooperation as a Sponsor

The terms and conditions of cooperation as a Sponsor, together with the offer to Sponsors, will be determined on an individual basis. Parties interested in taking up this form of cooperation are asked to contact: joanna.muller@us.edu.pl

CHAPTER 6

Rules for sharing the logo of the European City of Science Katowice 2024

ECSK 2024 logo is shared by the trademark holder, i.e. the City of Katowice.
ECSK 2024 organisers (i.e. the City of Katowice and the universities associated in the Academic Consortium Katowice City of Science), events and initiatives with the status of an ‘official ECSK 2024 event’, as well as events under the ‘ECSK 2024 Patronage’ and other entities who are Sponsors or Partners are entitled to use the ECSK 2024 logo.
Entities cooperating with ECSK 2024 cannot share the ECSK 2024 logo to other parties without the trademark holders’ knowledge.
ECSK 2024 logo is shared free of charge.
ECSK 2024 logo is legally protected. The use of the ECSK 2024 logo without the Committee’s consent will incur criminal liability as provided for by the relevant legislation.
The consent for the use of the ECSK 2024 logo is granted for a specified period of time and relates to the scope indicated for each cooperation form (Event, Patronage, Partner or Sponsor status).
The Committee reserves the right to control the manner of use of the ECSK 2024 logo.
The Commission reserves the right to immediately withdraw permission for the use of the logo if the entity grossly violates the image of when or the organisers.
Upon receiving the approval for the use of the ECSK 2024 logo, the entity implementing the selected form of cooperation with ECSK 2024 is obliged to:
1. comply with the graphic requirements contained in the EMNK 2024 Brandbook (any alteration to the logo is prohibited),
2. receive the Committee’s permission for the placement of the ECSK 2024 logo in its own information and promotional material. Designs bearing the EMNK 2024 logo should be sent to the following email address for approval before being made public: emn@us.edu.pl
3. in the case of events – to send photo or/and video documentation from the event for promotional and archiving purposes to emn@us.edu.pl no later than 48 after the event concludes.
4. submit a report on the implementation of the cooperation with detailed information on the areas of use of the EMNK 2024 logo.
ECSK 2024 logo can be used for:

the implementation the ECSK 2024 programme assumptions,
cooperation of the local, scientific, institutional, business communities,
as well as local, regional, national, and European media representatives,
increasing the involvement of residents and the scientific community in solving local problems,
strengthening the ability to raise funds for investment plans in regional science,
building city’s identity based on science and academic image,
increasing the tourist attractiveness of the city and region internationally,
increasing the influence of science and education on all spheres of life,
increasing university’s visibility in the international arena.
implementing the Horizon Europe programme for 2023-2024 – increasing participation
and strengthening the European Research Space (Horizon — WIDERA)
implementing the 6 European Commission priorities for 2019-2024 and implementing the European Commission Strategies research and innovation strategy for 2020-2024,
implementing the New European Bauhaus (NEB) concept,
implementing the EU Biodiversity Strategy for 2030 under the name of ‘Bringing nature back into our lives’,
implementing the UN Sustainable Development Goals 2030,
implementing the Erasmus+ priorities.

11. The ECSK 2024 logo shall not be used in publications and materials thatviolate the law, equality, good practices, and religious feelings.

APPENDIX – GUIDELINES

Chapter 1 Main programme assumptions

The general aim of the tasks carried out under the title ECSK 2024 is to transform the city and the region on the basis of modern science and innovation.
The central idea of the ECSK 2024 is ‘Science will give us future’.
ECSK 2024 thematic routes:
1. Climate and Environment
2. Health and Quality of Life
3. Industries of the Future
4. Social Innovations
5. Industrial and Cultural Heritage
6. Creation and Criticism
Building the ECSK programme for 2023-2024 in accordance with the following TWDZ/CCEC basic assumptions*:
1. Create
2. Cooperate
3. Experience
4. Change
Guidelines for tasks and events designed for the ECSK 2024 celebrations:
1. application of the principle: think globally, act locally,
2. accessibility (architectural, language, financial, technological, care for
  inclusion and equality aspects, etc.)
3. equality (popular science language, common access, common communication, etc.),
4. sustainable development (using and creating resources in a way that takes into account environmental impact),
5. European dimension (international promotion, participation of foreign audiences and guests, translation of materials, cooperation with foreign scientific centres, participation/creation of international cooperation networks, etc.),
6. interdisciplinary character,
7. pro-activeness and openness in dealing with problems (e.g. leading discussions on problems
  and challenges, seeking dialogue, seeking solutions through public and
  expert consultation)
8. comprehensive, widespread, and clear contact with science,
9. responsible and purposeful design of tasks/events/projects (e.g. by planning and determining how the proposed task will influence the transformation of the region).
Implementation of European strategic guidelines:
1. Implementing the Horizon Europe programme for 2023-2024 – increasing participation
  and strengthening the European Research Space (Horizon — WIDERA)
2. Implementation of 6 European Commission priorities for 2019-2024 and implementation of the European Commission Strategies research and innovation strategy for 2020-2024:
  1. Environment and climate / European Green Deal
  2. Our digital future / A Europe fit for the digital age
  3. Jobs and the economy / An economy that works for people
  4. Protecting citizens and values / A stronger Europe in the world
  5. Europe in the world / A new push for European democracy
  6. Democracy and rights / A new push for European democracy
3. Implementation of the New European Bauhaus (NEB) concept based on three values:
  1. sustainable development (from climate targets to circular economy, zero pollution, and biodiversity),
  2. aesthetics (including experience quality and style),
  3. integration (including diversity, equality for all, accessibility and affordability). Green Science Zone as a laboratory of the New European Bauhaus.
4. Implementation of the European Commission’s Biodiversity Strategy for 2030 called ‘Bringing nature back into our lives’.
5. Implementation of the UN Sustainable Development Goals for 2030.
6. Implementation of Erasmus + Programmes: inclusion and diversity; digital transformation; environment and fight against climate change; participation in democratic life, common values and civic engagement.
7. Events shall be designed for the following audiences:
  1. residents of the region by group (programmes for children, schools, adults, seniors, families),
  2. tourists and foreign audiences of major events (scale: region-country-Europe-world),
  3. the academic community (a programme for each group in the academic community),
  4. regional, national, and international bodies from the world of science, culture, art, and science communication establishing cooperation with the Academic Consortium Katowice City of Science and the City of Katowice,
  5. the business and economic environment,
  6. opinion leaders and media,
  7. public institutions and non-profit entities,
  8. fauna and flora.

Chapter 2 Guidelines for scientific cooperation

Official ECSK 2024 events and partnerships should be related to the thematic routes defined in the programme assumptions.
Events run by institutions and entities other than universities should, at the application stage, demonstrate cooperation with the scientist(s) in order to reliably implement the programme assumptions and document scientific quality.
Local initiatives should take place with the participation of science world representatives.
In points of contention resulting from the selected form of cooperation, the EMNK 2024 title holders will turn to a selected university of the Academic Consortium Katowice City of Science
for an opinion on the selected field or area.

Chapter 3 Accessibility guidelines

NOTE: The following guidelines are a set of selected horizontal recommendations, the fulfilment of which will result in an event becoming more accessible to people with disabilities. Please note that people with disabilities also have the right to participate fully
in every event organised as a part of ECSK 2024. At the same time, each accompanying event may be of different nature, be organised in different conditions, or make use of different media, venues, services, etc. Therefore, before organising it, it is worth examining
what needs to be done in order for a person with a given disability (e.g. deaf, blind, in a wheelchair, mute, with intellectual disabilities, etc.) to be able to participate in the event. The following catalogue is certainly not exhaustive. It constitutes a recommendation and should be used where possible by the event organisers.

More examples of concrete solutions and hints can be found at

https://www.funduszeeuropejskie.gov.pl/strony/o-funduszach/fundusze-europejskie-bez-barier/dostepnosc-plus/dobre-praktyki/#Twoja%20droga%20do%20dost%C4%99pno%C5%9Bci,
as well as in the ‘Guides, standards, tips’ section.

Architectural accessibility:
1. providing barrier-free horizontal (corridors, alleys, passageways, walkways)
  and vertical (stairs, floors) passageways, ensuring that there are no objects or furniture that may impede mobility,
2. installing devices or technical solutions to allow a person in a wheelchair or on crutches to access all areas where the event is taking place,
3. providing information on the layout of the rooms where the event is taking place not only visually but also by voice (e.g. a person providing information and directing to the venue). Placing visual information at an appropriate height so that it can be read by wheelchair users. Consideration should be given to appropriate font, information size and contrast, and ensuring that there is adequate lighting for the information,
4. allowing access to the event for a person using an assistance dog,
5. at least one toilet should be accessible to disabled customers, i.e.
  in particular enable a person in a wheelchair to use it independently,
6. ensuring that emergency evacuation procedures address the evacuation of people with disabilities – who is responsible for this, under what rules, etc.
Additional guidance on architectural accessibility:
1. prepare places intended for wheelchair users (e.g. in the audience area). It is best to place them in several different areas of the hall so that the person
  with a disability has a choice. The places should allow viewing of the entire event,
2. when planning an exhibition, it is worth remembering that materials (exhibits) should be presented in such a way that they are easily visible to people of different sizes, including children and people in wheelchairs,
3. provide parking spaces for people with disabilities in the vicinity of the building
  where the event takes place,
4. ensure that a person with a disability can receive assistance during the event.
Information and communication accessibility – ensuring contact with the event organiser and registration/enrolment for the event using means of communication support as referred to in Section 3(5) of the Act of 19 August 2011 on sign language and other means of communication or by using remote online access to the interpreter service through websites and apps.
Additional guidance on communication:
1. use plain language, e.g. in invitations to specific events, at the registration stage,
2. provide interpreting services for the event into Polish sign language,
3. provide subtitles and/or audio description in video materials,
4. prepare audio description, which is one way of conveying missing information to blind people. Audio description is added where the visual layer is important and where there is sufficient space for it.
Digital accessibility – all documents relating to the event, e.g. flyers, invitations, posters, multimedia materials, etc., should be uploaded to the website and should be readable with a screen reader.
Additional guidance:
1. Accessibility needs to be ensured regardless of where the content is posted. This applies to platforms such as Facebook, YouTube, Instagram, Vimeo, Twitter, and others. Most of these platforms allow, among others, subtitles to be uploaded to the video,
2. an alternative text (text description) should be provided for the graphics posted on the website. This does not require describing all the details of the graphic, but only the informational context,
3. if a recording of an event is published online, care should be taken to include subtitles for the deaf and audio description for the blind.

Chapter 4 Environmental Guidelines

Submitted events should minimise negative environmental impacts.
Do not use single-use plastic (eliminate plastic cups and cutlery, plastic containers at catering, plastic water bottles, etc.).
Waste segregation should be ensured.
It is recommended to avoid artificial and cut plants as decoration.
It is recommended to provide access to drinking water dispensers or water in glass bottles.
For catering, it is recommended to provide access to vegetarian and/or vegan meals.
During official ECSK 2024 events it is recommended to promote the use of public transport and the city’s cycling infrastructure, in particular the City Bike.

Events and initiatives organised as part of the ECS Katowice 2024 Celebrations