Terms of participation in the Warsaw 2023 event
Information on how to register is provided on the conference website. Registration will only be confirmed upon receipt of payment in full. If full payment has not been received by 5th June 2023, a supplement of £50 will be added to the delegate fee.
Registration for the conference can be completed in person at the event itself, upon payment of the delegate fee plus the £50 surcharge. However, if the maximum delegate capacity is reached, the organisers reserve the right to refuse additional registrations.
If any short-term sale rates / ‘happy week’ promotions are announced, they are applicable only if paid within the specified deadline.
The registration fee includes:
- attendance at all sessions during the conference
- a delegate pack containing the relevant documents and materials upon arrival at the event
- refreshments during the conference
The registration fee does not include any travel and accommodation costs, which have to be arranged and paid directly by delegates.
Confirmation / Payment Receipt
A ‘Confirmation / Payment Receipt’ will be sent by email after the organiser has received a fully completed registration form and the appropriate payment in full.
Participants will be required to present this ‘Confirmation / Payment Receipt’ at the check-in desk at the conference as proof of their registration and payment.
Methods of Payment
Registration fees must be paid in GB Pounds (£).
Payments can be made using a credit/debit card, or bank transfer. Credit cards will be charged in GB Pounds (£). When paying by bank transfer, all bank fees and money transfer costs must be pre-paid by the sender. Please indicate your participant registration number and name as a reference on all bank transfers and communications.
Registration Name Change
If a participant is unable to attend, an alternative participant may attend in their place, providing they qualify for the same fee. However the alternative participant should inform the organisers by email ([email protected]) at least 10 days prior to the conference, and bring the receipt confirming payment of the appropriate participant fee for the original delegate with them to present at the check-in desk for the conference.
Notification of cancellation must be made in writing and sent to KAC•Communications by email ([email protected]). The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The following policy applies to all refunds:
- If written notification of cancellation is received up to 45 days prior to the start of the event, 80% of the registration fee will be refunded
- If written notification of cancellation is received up to 15 days prior to the start of the event, 50% of the registration fee will be refunded
- We regret that no refunds will be made for cancellations received fewer than 15 days prior to the event. After this date however, an alternative participant can be named to replace the original (please see also the previous section relating to alternative participants)
- The cancellation will not be effective until a written acknowledgement from KAC•Communications is received
- Credit will not be given for non-attendance at the event, or early termination of attendance
In the case of over-payment or double payment, refund requests must be made in writing and sent to KAC•Communications, by email ([email protected]) no later than 15 days after the conference start date. Refunds will be sent after the close of the conference and will be made in the same form as the original transaction. For original payments made by bank transfer, the cancellation notification must indicate a bank account to which a refund may be remitted. Any bank charges incurred in providing a refund will be deducted from the sum refunded.
Cancellation of the Conference
In the event that the conference cannot be held, or is postponed due to events beyond the control of the conference organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.
Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.
Modification of the Programme
The conference organisers reserve the right to modify the programme, which is published as an indication only.
Lost Name Badges
The conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge. If a participant loses or misplaces their name badge, a handling fee of £20 will be charged for a new name badge. Once a new name badge is produced, the lost badge will become invalid.
It is the sole responsibility of the participant to take care of their visa requirements. Participants who require an entry visa must allow sufficient time for the application procedure and should contact an appropriate embassy, or consulate to determine the requirements and timing of their visa applications.
If a participant is refused a visa, the registration fee minus a handling fee of £15 will be refunded after the conference, providing the visa was applied for in good time and proof is shown that a visa could not be granted even though all requested documents were submitted. The conference organisers will not directly contact embassies and consulates on behalf of visa applicants.
Letters of Invitation
For participants requiring a letter of invitation, such letters will only be issued once a delegate is registered for the conference and payment in full has been received.
The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to their attendance at the conference are the sole responsibility of the participant.
Filming and Audio Recording
The conference organisers welcome commercial and non-commercial media coverage of the event including film, photographic, and audio recording. However, filming and audio recording (excluding photography using small equipment such as mobile phones) in the session rooms is only by express permission of the organisers and should be done in an unobtrusive manner that does not impede the proceedings for participants.
Unless otherwise agreed in writing, copyright in all images and recordings in the session rooms becomes joint copyright of the person, or organisation making the recording and the conference organisers. No film, images, or audio-recordings taken anywhere in the conference venue may be used in any commercial advertisement without the agreement of the organisers and those who appear in such media.
The organisers are aware of the need for good research. However, no participant may use attendance at the conference as an opportunity to collect data directly or indirectly, overtly or covertly on participants, or the event without the express permission of the organisers and the informed consent of subjects.
Data Protection and Sharing of Contact Details
KAC•Communications will collect and store all personal data for the preparation and execution of the event. Data protection is warranted in accordance with relevant data protection legislation in the European Union.
In order to facilitate border entry and visa applications, the organisers will share contact details of delegates with Polish authorities as required by law.
In addition, the organisers periodically share contact details of participants with third parties, that may then use these details to contact participants regarding activities at the conference or other communications that may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate on the registration form.
The conference organisers shall be held liable in the framework of a duty of care according to statutory provisions. The liability of the conference organisers - for whatever legal reason - shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The participant shall take part in the conference at their own risk. Oral agreements shall not be binding if these have not been confirmed in writing by KAC•Communications.