TERMS AND CONDITIONS
Patronage Granted by the IDEAS Research Institute
1. General Provisions
1. These regulations set forth the rules, procedures, and criteria for the IDEAS Research Institute (hereinafter: „the Institute”) to grant patronage.
2. The Institute’s patronage is a form of distinction, recognition, or support for initiatives consistent with the Institute’s mission, objectives, and activities. Patronage is granted to the most significant events of this type, particularly when representatives of the Institute participate as guests or speakers.
3. Patronage is honorary in nature and does not entail any financial, organizational, or logistical obligations.
4. Granting patronage does not imply that the Institute assumes responsibility (in whole or in part) for the course, results, or content produced as part of the project.
5. The Institute’s official contact address, which is the designated address for submitting applications and correspondence regarding patronage, is the following email address: biuro@ideas.edu.pl.
2. Scope and Types of Patronage
1. The Institute may grant its patronage to:
a) scientific, educational, and outreach events,
b) research and development projects,
(c) initiatives that promote the development of science, innovation, and knowledge transfer,
d) publications, contests, and training programs.
2. Patronage may be granted in the form of:
a) honorary patronage of the Institute,
b) substantive sponsorship,
c) institutional sponsorship.
3. A project under patronage should have at least a supraregional scope. In particularly justified cases, it is permissible to grant patronage to a project with a regional or local scope, provided that it guarantees a high level of organization and substance and is deemed relevant to the Institute’s activities and mission.
4. The Institute does not grant permanent patronage. In the case of recurring events, patronage is granted on a case-by-case basis for each individual edition.
5. The Institute may refuse to grant its patronage without giving a reason.
3. Criteria for Granting Patronage
1. Patronage may be granted to initiatives that meet all of the following conditions:
a) are consistent with the Institute’s mission and strategic objectives,
b) are of a scientific, educational, research, or social nature,
c) are characterized by high standards of substance, organization, and ethics,
d) promote the development of research and innovation in areas relevant to the Institute’s activities,
e) do not raise any doubts as to their compliance with the principles of scientific ethics, legal standards, and good communication practices.
2. The Institute does not provide patronage for initiatives:
a) of a political, lobbying, commercial, or marketing nature (intended to promote the products and services of the organizer itself as well as those of its partners),
b) involved in political or ideological disputes, or those that pose a reputational risk,
(c) inconsistent with the principles of scientific integrity and reliability,
d) that are inconsistent with the Institute’s image policy,
e) regarding reports, studies, publications, and other materials, as well as research and scientific projects that are in the process of being developed or whose full content is not available,
f) projects in the early stages of implementation that do not yet have clearly defined objectives or sources of funding.
3. In special cases, the Institute may provide patronage for an event organized by a commercial entity if the event guarantees a high level of substance, is not directly profit-oriented, and is deemed relevant to the Institute’s activities, purpose, and mission.
4. Procedure for Applying for Patronage
1. Applications for patronage must be submitted electronically to the following address: biuro@ideas.edu.pl.
2. The application should include:
a) the name and description of the initiative,
b) the organizer's information,
c) the schedule and location of implementation,
d) a detailed program or description of activities,
e) information about partners, sponsors, and patrons,
f) the proposed form of the Institute's involvement,
g) a promotional plan, including information on how the Institute’s patronage will be presented.
3. The application must be submitted at least 30 days before the planned start date of the initiative.
4. When requesting patronage, the organizer should explain how the planned project relates to the Institute’s scope of activities and areas of expertise. The Institute may request additional information, documents, or clarifications.
5. The decision to grant or deny patronage is made by the Director of the Institute or a person authorized by him or her, and no justification is required. The decision to grant or deny patronage is final and cannot be appealed.
6. The decision is sent to the applicant electronically, to the email address from which the request for patronage was submitted.
5. Obligations of the Entity Benefiting from the Patronage
1. The entity granted patronage agrees to:
a) accurately representing the Institute’s sponsorship in all promotional and informational materials,
b) use the Institute’s current logo in accordance with the brand guidelines and the template provided by the Institute,
c) notifying the Institute of any organizational or programmatic changes regarding the initiative,
d) submit a report on the implementation of the initiative within 30 days of its completion, by sending it to the following address: biuro@ideas.edu.pl,
e) obtain the Institute’s approval for any materials prepared by the Organizer or on its behalf that contain the Institute’s logo and promote its patronage. For the avoidance of doubt, the organizer agrees not to publish in any manner any materials containing the logo or information about the patronage without the Institute’s prior approval.
2. The report referred to in paragraph 1(d) shall include, in particular:
a) a brief summary of the initiative's progress,
b) information on the number of participants and recipients,
(c) an assessment of the initiative’s progress toward its objectives,
d) a description of promotional activities that utilized the Institute’s patronage,
e) visual materials (e.g., photos, promotional materials),
f) an identification of any difficulties, conclusions, and recommendations for the future.
3. The Institute’s logo may be used only in connection with the initiative under its patronage. For the avoidance of doubt, the organizer confirms that all content included in the materials made available to it by the Institute in connection with the granting of patronage constitutes works within the meaning of the Act of February 4, 1994, on Copyright and Related Rights and are and remain subject to the Institute’s economic copyright.
4. In the event of a violation of these Rules and Regulations, the Institute may withdraw its sponsorship.
6. Withdrawal of patronage
1. The Institute may withdraw its sponsorship in the following cases:
a) violations of the Rules and Regulations,
(b) a finding of inconsistency between the declared and actual nature of the initiative,
(c) actions by the organizer that could damage the Institute’s reputation,
d) using the patronage in a manner that is misleading or contrary to its purpose,
(e) failure to submit the report by the deadline specified in §5(1)(d).
2. The Institute shall notify the recipient of the withdrawal of its patronage in writing or electronically.
7. Final Provisions
1. These regulations take effect on the date of their approval by the Director of the Institute.
2. The Institute reserves the right to amend these Terms and Conditions at any time; the current version of the Terms and Conditions is available on the Institute’s website.
3. In matters not covered by these Regulations, the Director of the Institute shall make the decision.
4. The correct contact address for matters related to sponsorships remains: biuro@ideas.edu.pl.