TERMS AND CONDITIONS OF REGISTRATION TO THE 11 TH EUROPE-UKRAINE FORUM March 2018

Transcription

1 TERMS AND CONDITIONS OF REGISTRATION TO THE 11 TH EUROPE-UKRAINE FORUM March GENERAL CONDITIONS 1.1. The 11 th Europe-Ukraine Forum hereinafter called THE FORUM takes place from 13 th to 14 th March in Rzeszów, Poland The FORUM s ORGANISER is the Foundation Institute for Eastern Studies registered in Poland, Warsaw, 85 Solec Str., , TIN , hereinafter called THE ORGANISER During the FORUM, the following will take place: a) plenary sessions b) panel discussions c) thematic blocks: presentations of reports, lectures, round tables 1.4. The Terms and Conditions constitute an integral part of the Registration to the FORUM and all Participants of the Forum are bound by them The official FORUM s website is: Contact details of the ORGANISER: a) Phone number: b) address: forum@isw.org.pl 1.7. The Terms and Conditions shall be available in the ORGANISER's Office and on the ORGANISER s website.

2 2. RULES OF PARTICIPATION 2.1. In order to participate in the Forum a participant needs to register via the internet website The registration consists of two stages First stage of registration consists of: a) filling in the form in fields such as personal and contact details and expressing consent for processing them by the Forum s ORGANISER. b) after completing the first stage and it s acceptance by the ORGANISER, an individual link to the second stage will be generated and it will be sent to the participant s address and/or the point of contact that was indicated in the first stage form. c) the first persons to receive the link to the second stage of registration will be those invited by the ORGANISER and the representatives of companies that are the Forum s partners The second stage of registration covers organisational issues related to booking hotel reservations and organisation fees for staying at the Forum The second stage of registration concerns the individual registration form sent to the participant in form of a link. It has to be completed within 7 days from the date of its receipt. The following information and documents need to be attached: a) a participant s picture for a personal ID badge (JPEG file extension, for example: jan_kowalski.jpg, size 200x280 pixels, the file size should not exceed 2MB, files with extensions.doc,.docx,.pdf will not be accepted); b) the participant's biographical note (optional); c ) hotel reservation (optional); e) a payer s data necessary to issue a pro-forma invoice 2.5. Failure to complete the second stage of registration within seven days may be synonymous with the removal of the registration form from the system without notifying the participant After completing an on-line registration, the following notice will appear on the last page: "Registration Completed" Also, the confirmation will be sent to the addresses given by the participant during the registration. A lack of confirmation may mean that the registration failed due to technical problems. The obligation to verify this fact rests on the participant Due to the limited number of participants the ORGANISER of the FORUM reserves the right to refuse applications to participate in the Forum without disclosing the reasons The organiser decides on the closing date of the registration.

3 3. ORGANISATIONAL TERMS AND CONDITIONS 3.1. Registered FORUM PARTICIPANT receives a personal ID with photo, that entitles to move within the Congress Centre, which is the Forum venue Registered FORUM PARTICIPANT is obliged to carry his ID within the Forum venue and to present the ID on the request of the representative of the ORGANISER Only registered FORUM PARTICIPANTS are allowed to enter the Forum venue Persons who are unable to present their ID at the Forum venue are asked by the ORGANISERS representative to immediately leave the site The ORGANISER has the right to take away an ID if it is being used within the Forum venue by a person other than the registered FORUM PARTICIPANT shown on the ID In facilities where the Forum events are held, logging, recording and photographing without the written consent of the ORGANISER is forbidden The ORGANISER is not responsible for statements and presentations held as part of the FORUM programme events Registered FORUM PARTICIPANT bears full responsibility for all his or her presentations and speeches performed during the Forum The ORGANISER is not responsible for the belongings of the registered FORUM PARTICIPANTS that may be lost, destroyed or stolen during the Forum Registered FORUM PARTICIPANT is obliged to cover all costs related to compensation for damage caused by him or her, which would have to be incurred by the ORGANISER if a third party filed a claim against the ORGANISER related to the damage caused by the FORUM PARTICIPANT Registered FORUM PARTICIPANT is obliged to comply with the health and safety regulations and fire regulations that apply in the facilities where the FORUM events are held as well as the organisational and technical instructions of the ORGANISER s representatives An ORGANISER s representative shall be understood as every person holding a CONFERENCE BADGE saying ORGANISER The FORUM s Partners have been informed by the ORGANISER that they cannot conduct any marketing activities towards the FORUM s Participants that are unethical or violate legal norms and customs Any promotional activities conducted by the Partner must be previously discussed with the ORGANISER.

4 4. TERMS OF PAYMENT 4.1. Prices and terms of payment for participation in the Forum are stipulated in the second stage of registration individually for each Participant The conference fee covers the following: conference materials, conference badge, simultaneous translation, social events After the registration process is completed, the ORGANISER sends to the address indicated in the registration form a pro-forma, which must be paid within 7 days from the date of issuing. After the participation fee is credited on the account of the ORGANISER, an invoice will be issued and sent to the postal address of the payer Payer is an entity designated by the Participant. Both payer and Participant shall be liable jointly and severally towards the ORGANISER According to the second stage of the registration form the fee for the FORUM should be sent to the ORGANISER account. The confirmation of the second stage registration includes a summary of the previously given data Payments by credit card and e-payments will be carried out through DotPay.pl 5. CANCELLATION OF PARTICIPATION and ALTERATIONS in PARTICIPANT S APPLICATION 5.1. Cancellation should be given in writing to registration@isw.org.pl with "cancellation" in the subject line A change of participant must be notified in writing to registration@isw.org.pl with a "participant change" in the subject line. The change requires approval by the ORGANISER. For technical reasons the ORGANISER reserves the right not to change the name of Partner s representative and the right not to change any hotel reservation made after 5 th of March Information about the participant change should include: a) name of the person whose registration is to be cancelled b) personal data of the person to be registered: name, surname, company name, job title, address. New participants must also be registered through the website The accommodation fee shall be returned in full by 13 th of April 2018 if participation in the Forum is cancelled before 28 th February 2018 the latest In case the participation in the Forum is cancelled after the 28 th February 2018, the accommodation fee shall not be returned The ORGANISER reserves the right to change the FORUM s date due to reasons beyond its control. In this case the cancellation may be cost-free. No additional costs incurred by the Participant in connection with the FORUM are covered by the ORGANISER.

5 6. COMPLAINTS 6.1. All complaints shall be submitted in hard copy (by traditional post and registered letter) to the ORGANISER within 7 days from the end of the FORUM Complaints sent after 7 days from the end of the FORUM, shall not be taken into consideration Complaints shall be considered by the ORGANISER within 30 days from receipt. 7. CLOSING REMARKS 7.1. Participants registering after 1 st of March will not have a bio-note in the List Participants 7.2. The ORGANISER reserves the right to modify the content of the programme of the FORUM In case the FORUM is canceled through the ORGANISER s fault, the ORGANISER shall pay back all the fees collected from participants as soon as possible In case the Forum is canceled due to the circumstances beyond the ORGANISER s control, participant are not entitled to any damages or reimbursement of the fees or other expenses incurred The ORGANISER defines the programme of the FORUM and reserves the right to make last-moment changes, including the schedule, order of appearances and list of speakers The ORGANISER is not responsible for the Participant s not attending the FORUM due to force majeure or Participant s own fault In case of discrepancies in interpretation, the Polish language version of the text is the binding one Any disputes arising from the fact of participation in the FORUM will be resolved by the Court appropriate for the seat of the ORGANISER Sending the registration form from the website FORUM is equal to the acceptance of these terms and conditions as well as the observance of the norms and any other arrangements agreed between participant and the ORGANISER In matters not covered by these Terms and Conditions, the provisions of Civil Code will apply Final interpretation of the regulations rest on the ORGANISER According to the Law on Personal Data Protection of 29 August 1997 (Journal of Laws 133 of 29 October 1997, Item. 833) ORGANISER does not distribute, sell or lend your personal data to other people or institutions. The personal data given by the participant (name, address, phone, address) are treated as confidential and used only for the purposes of communication between the participant and the ORGANISER Registration is conducted in compliance with the rules set out by the General Supervisor of Data Protection.