Event Policy

This Event Policy applies to all attendees, speakers, sponsors, press, and staff participating in the Transkribus User Conference 2026 (hereinafter "TUC 2026") organised by READ-COOP SCE and taking place at the University of Passau, Innstraße 41, 94032 Passau, Germany.

By registering for or attending TUC 2026, you agree to comply with this policy in full.

This policy should be read alongside the READ-COOP General Terms & Conditions and the separate Code of Conduct, which applies to all participants.

1. Registration & Tickets

1.1 Ticket Purchase

Tickets for TUC 2026 are available exclusively via the official registration platform. All ticket purchases are subject to these Event Policy terms, which are presented for acceptance at the point of registration.

1.2 Refunds & Cancellations

The following refund schedule applies to ticket cancellations submitted in writing to tuc@transkribus.org:

Tickets are transferable at no charge. To transfer your ticket, please contact tuc@transkribus.org with the replacement attendee's full name and email address no later than 18 September 2026. READ-COOP SCE reserves the right to cancel registrations that violate these terms, without entitlement to a refund.

2. Photography & Filming

2.1 Official Photo & Film Coverage

READ-COOP SCE, or a company commissioned by READ-COOP SCE, will conduct official photo and video recording at TUC 2026. This may include session recordings, interviews, general conference atmosphere footage, and social media content.

By purchasing a ticket to TUC 2026, you are informed that photo and film recordings will take place during the event, and that such recordings may capture your likeness. The legal basis for processing is your consent, which is collected at the point of ticket registration as an opt-in. You may withdraw consent at any time by contacting tuc@transkribus.org.

Recordings may be used for the following purposes:

• READ-COOP SCE and Transkribus official social media channels
• The Transkribus website and blog
• Press and public relations materials
• Internal documentation and reporting
• Future event promotion

All personal data processed in connection with photo and film recordings is handled in accordance with the READ-COOP SCE Privacy Policy and General Terms & Conditions.

2.2 Opt-Out & Visual Identification

Attendees who do not wish to be photographed or filmed by the official photographer(s) may opt out by sending an email to tuc@transkribus.org prior to the event. Opted-out attendees will be visually identified on their name tag at check-in so that photographers and camera operators can recognise and respect their preference. The specific opt-out marking on name tags will be communicated to registered attendees in the pre-event confirmation.

Attendees may also request on the day that specific images of themselves be removed by contacting the event team at the Information Desk. We will make reasonable efforts to comply with such requests.

2.3 Photography by Attendees

Attendees are welcome to take personal photos and videos for non-commercial purposes. When doing so, attendees are expected to act with discretion and to respect the personal rights and privacy of other participants. Identifiable images of other attendees should not be shared publicly without their knowledge. Attendees who choose to post photos on social media are encouraged to use the official event hashtag.

3. Data Protection

The processing of personal data in connection with TUC 2026 — including registration data and payment information — is carried out by READ-COOP SCE as data controller, in accordance with the General Data Protection Regulation (GDPR) and the READ-COOP SCE General Terms & Conditions.

Attendees' rights — including the right to access, rectify, erase, and port their data — are set out in full in the READ-COOP Privacy Policy available at transkribus.eu. For any data protection enquiries relating to TUC 2026, please contact: privacy@transkribus.org.

4. Sponsors & Exhibitors

TUC 2026 welcomes sponsors and exhibitors as valued partners of the conference. All sponsors and exhibitors are subject to this Event Policy and the Code of Conduct in the same way as all other participants.

4.1 Branding & Visibility

Sponsors and exhibitors may display branding and promotional materials only within their designated areas or in accordance with their agreed sponsorship package. Any branding displayed must not interfere with official TUC 2026 or READ-COOP SCE signage.

4.2 Social Media & Communications

Sponsors and exhibitors are welcome to communicate their participation in TUC 2026 via their own channels. When doing so, they are asked to use the official event hashtag and to refrain from statements that could be misread as official positions of READ-COOP SCE or the Transkribus platform.

4.3 Data Collection On-site

Sponsors and exhibitors who collect personal data from attendees at TUC 2026 (e.g. through lead capture, badge scanning, or sign-up forms) are solely responsible for compliance with applicable data protection law, including obtaining valid consent from attendees. READ-COOP SCE is not a joint data controller for any such collection.

4.4 Photography & Filming by Sponsors and Exhibitors

Sponsors and exhibitors conducting their own photography or filming on-site must comply with Section 2 of this policy, including the lanyard-based consent system. Any recordings made by sponsors or exhibitors may not be used for purposes beyond their own promotional activities without the prior written consent of READ-COOP SCE.

5. Liability

READ-COOP SCE accepts no liability for loss, theft, or damage to personal property during TUC 2026. Attendees, sponsors, and exhibitors participate at their own risk and are encouraged to arrange appropriate personal and business insurance cover.

READ-COOP SCE reserves the right to make changes to the conference programme, venue, speakers, or schedule. In the event of significant changes, registered attendees will be notified as early as practicable. READ-COOP SCE's liability in connection with any cancellation or significant change is limited to the ticket price paid.

6. Amendments to this Policy

READ-COOP SCE reserves the right to update this Event Policy prior to TUC 2026. The current version will always be available on the TUC 2026 official event page. Continued registration constitutes acceptance of the current policy.

7. Contact

READ-COOP SCE · Völser Straße 11, 6020 Innsbruck, Austria · tuc@transkribus.org