Conference Rules and Regulations

The following rules and regulations serve as the basis for the organization of the State Forest Conference 2025 in Spain (hereinafter, the “Conference”), to be held in the Segovia Forest District, from June 3 to 6, 2025. It defines the rights and obligations of its participants.

These Regulations have been published on the conference website.

Any changes to the regulations will be made public by posting them on the Conference website.

The organizer of the Conference is the Regional Ministry of Environment, Housing and Territorial Planning, Junta de Castilla y León, located at C/ Rigoberto Cortejoso, 14, 7th floor.  Postal Code: 47014 Valladolid, Spain.

The logistics of the Conference are handled by the Environment Society of Castilla y León, SOMACYL.  Calle Cañada Real, 306, 47008, Valladolid, Spain. https://somacyl.es/

Media coverage of the Conference is provided by the Environment Society of Castilla y León, SOMACYL.   Calle Cañada Real, 306, 47008, Valladolid, Spain.

The objective of the Conference is to promote sustainable forest management solutions in the public utility forests of Castilla y León, as well as in the forests owned by the Junta de Castilla y León, especially in the context of the functions that the forests of the Autonomous Community fulfill in relation to mitigating climate change.

Participation in the Conference is free for all Participants.

Accommodation and transportation costs to the designated hotel, where the conference will be held, are the responsibility of the participants.

Participation in the Conference is open to employees of organizations and members of EUSTAFOR, staff of the EUSTAFOR Office in Brussels, specialized forestry members of the European Commission, technical staff of the Junta de Castilla y León, as well as any other individuals with technical-forestry expertise specifically invited by the Organizer.

The number of participants in the Conference is limited to approximately 150/200 attendees maximum.

No more applications for participation will be accepted after this number of attendees is reached.

All participants must register, always before the start of the Conference, on June 3, 2025, to confirm their attendance at the Conference.

The method of application and registration, as well as information regarding deadlines for submitting applications and registration times on the day of the Conference, will be provided on the Conference website.

Applying for participation implies acceptance of these Rules and Conditions.

Applications must be submitted by completing the registration form available on the Conference website.

Any potential attendee to the Conference who has already registered may withdraw their participation at any time.

In any case, the withdrawal must be communicated, in writing, to the organizing committee’s email sfc2025@somacyl.es as far in advance as possible.

Under no circumstances will the Regional Ministry of Environment, Housing and Territorial Planning of the Junta de Castilla y León, or the Environment Society of Castilla y León (SOMACYL), be held responsible for any amounts potentially incurred by the person who withdraws from participation, and it is the withdrawing person’s responsibility to meet all potential contractual obligations they may have assumed with third parties (airlines, train tickets, hotels, tourist services, restaurants, etc.).

The Organizer reserves the right to cancel the Conference in case of unforeseen circumstances or force majeure.

The Organizer is not responsible for the Participant’s belongings that may be lost, destroyed, or stolen during the Conference.

The Participant agrees to comply with the requirements of these Rules and Conditions, as well as to abide by the safety regulations and the organizational and technical instructions and orders of the Organizer’s representatives during the Conference.

Participants assume full material responsibility for any damage they cause to the Conference facilities.

The entity responsible for the processing of data is the Regional Ministry of Environment, Housing and Territorial Planning, Junta de Castilla y León.

The personal data of the Participants will be processed, among other uses, to create a list of attendees that will serve as the basis for the accounting of possible transactions related to the course of the Conference and/or for the presentation of possible claims.

By registering, the Participant consents to the processing of their personal data in order to facilitate the organization and logistical preparation of the Conference, as well as to improve the efficiency of the Conference.

This includes the creation of a list of Participants for the addition of contact telephone numbers to a Whatsapp group that will be created for the exclusive use of the Conference and will only be active during the Conference.

Participants have the right to access their personal data, rectify it, and request its deletion.

The provision of personal data is voluntary but necessary for participation in the Conference.

With the Participant’s consent, the data collected may be stored in one or more databases maintained directly or indirectly by the personal data administrator.

By registering, Participants implicitly consent to the Organizer being able to carry out photo sessions and online broadcasts.

Participation in the events is linked to consent for the use of each Participant’s, Speaker’s, and Presenter’s image in informational and promotional materials.

Anyone who does not provide such consent is obliged to inform sfc2025@somacyl.es of this fact no later than 2 days before the date of the Conference, in which case the Organizer reserves the right to modify or cancel the participation in the Conference of the person in question.

The Organizer reserves the right to make changes to these Regulations at any time and without prior notice.

Issues not regulated by these Regulations shall be governed by the relevant provisions of the Civil Code.