Regulations for participation in the Congress

18th International Congress of PMI Poland Chapter

November 22-24, 2023.

• General provisions

1. PMI PC International Congress, will be held on November 22-24, 2023 at the Airport Hotel Okęcie, located at 24 Komitet Obrony Robotników Street, 02-148 Warsaw.
2. The organizer and the entity responsible for the event is PMI Poland Chapter with its headquarters in Warsaw (02-672), Domaniewska 47/10 Street, NIP 525-227-89-73. 
3. Regulations for participation in the Congress govern:

1. participation in the Congress on November 22-24, 2023, as well as issues related to payment and cancellation of participation,
2. Participation in the Workshop held on November 22-24, 2023, including payment for the Workshop and cancellation of participation.
3. The side event called “PMIthon” is covered by separate regulations available at the following link:
   www.pmithon.pmi.org.pl

1. The event website http://congress.pmi.org.pl/ allows you to learn more about the Congress, register and pay to attend the Congress.
2. Meaning of the names and terms used in the Regulations:
   1. Congress – An event called the 18th International Congress PMI Poland Chapter organized by the Organizer taking place in Warsaw on November 22-24, 2023;
   2. Organizer – PMI Poland Chapter with headquarters in Warsaw (02-672), Domaniewska 47/10 Street, NIP: 525-227-89-73 – the entity responsible for the event;
   3. Regulations – these rules and regulations of the Conference;
   4. RODO – Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016 on the protection of natural persons with regard to the processing of personal data and on the free flow of such data, and repealing Directive 95/46/EC. Official Journal of the EU. L. 2016 No. 119/1;
   5. Speaker – a participant of the Congress who has applied within the Call For Speakers to speak at the Congress and has been selected by the Organizer or has been invited by the Organizer to speak at the Congress and has confirmed his/her participation, participating in the Congress with the right to transmit audio and video through a microphone and to share the camera image or image of his/her computer;
   6. Participant – a person 18 years of age or older with full legal capacity, legal entity and organizational units without legal personality, but able to acquire rights and incur obligations on their own behalf, who, using the system, correctly registered for the Congress and meets the other conditions specified in the current Congress Regulations. 

• Rules for participation in the Congress:

1. 1. Participation in the Congress is based on the completion of the registration form available on the event website http://congress.pmi.org.pl/ and payment of the conference fee. Registration lasts until November 21, 2023 at 11:59 pm.
   2. To participate in the Congress, you must read and accept the Regulations.

• There is a fee to attend the Congress, and the cost of participation includes attendance at lectures, workshops, networking and the “PMIthon” event held during the three-day event (November 22-24, 2023), conference and post-conference materials, coffee breaks and lunch. The current price is listed on the Congress website.  The price does not include cost of any additional services e.g. travel, accommodation and parking. The organizer does not act as an intermediary in organising such services.

1. The amount of the conference fee depends on the date of registration of the Participant and any discounts given to individual Participant or groups of Participants. The final price is determined by the Organizer.
2. The Organizer reserves the right to change the price, which will be announced via the website http://congress.pmi.org.pl/. The price change does not apply to already registered Participants.
3. The participant is required to pay the fee for participation in the Congress within 14 days from the date of registration or no later than the day before the event, i.e. 21.11.2023. If payment is not made by the above deadline, the ticket reservation will be canceled.
4. Promotional and group discounts do not combine.
5. Applications for participation will be accepted until seats run out.
6. The organizer has the right not to allow a participant to participate in the Congress without giving a reason.
7. The Organizer reserves the right to conduct contests and promotional actions, in which prizes will be individual discounts for participation in the Congress or Workshops (individual promotional codes).
8. Participation in the Congress and Workshops must be confirmed by the Participant’s signature on the attendance list during each day of the Congress to ensure PDUs granting or participation confirmation..

• Rules of participation in the Workshop:

1. Participation in the Workshop is based on filling out the registration form available on the event website http://congress.pmi.org.pl/ and paying the fee. Registration lasts until November 21, 2023 at 11:59 pm.
2. To participate in the Workshop, Participant has to accept must read and accept the Terms and Conditions.
3. Information about the Workshop will be updated on the event website.
4. The maximum number of people participating in one Workshop is 10.
5. A participant can sign up for 1 workshop of his or her choice.
6. The organizer reserves the right to change the maximum and minimum number of participants.
7. Changing the Workshop selected by the Participant to another Workshop is possible only if there are still vacancies for the newly selected Workshop by the Participant. 
8. The Organizer reserves the right to cancel the Workshop in case of insufficient number of participants or in any other situation, independent of the Organizer. Participants will be informed about the cancellation of the Workshops by e-mail. If a Participant wishes to change Workshops, he/she will be provided with such an opportunity, with the selected Workshops having available free seats. 

•      Gross cost of participation in the Congress for non-members of PMI

1. For participants registered up to and including 31.08.2023 (Early bird), the price is 2800 PLN gross per person. 
2. For participants registered from 01.09.2023 to 21.11.2023 inclusive (Standard), the price is 3300 PLN gross per person. 
3. Failure to make the payment within 14 days or no later than the day before the event, i.e. 21.11.2023, is the same as cancellation of participation in the Congress. Cancellation of participation in the Congress may be made in the manner specified in point XI para. XI paragraph 2 of the Regulations. 

• Gross cost of participation in the Congress for PMI members

1. For participants registered up to and including 31.08.2023 (Early bird) the price is 2300 PLN gross per person. 
2. For participants registered from 01.09.2023 to 21.11.2023 inclusive (Standard) – 2800 PLN gross per person.
3. Failure to make the payment within 14 days or no later than the day before the event, i.e. 21.11.2023, is the same as cancellation of participation in the Congress. Cancellation of participation in the Congress may be made in the manner specified in point XI para. XI paragraph 2 of the Regulations. 

• Gross cost of participation in the Congress for organizations registering 5 people or more

1. Prices for organizations registering 5 people or more will be determined individually. 
2. Participants applying from one organization are asked to email
   with a group registration requestcongress@pmi.org.pl. 
3. The organizer also allows you to include in your application in the registration system information on treating the application as part of the group application of the organization in the field “NOTES” for the purpose of issuing a summary invoice and applying preferential group discounts. 
4. For group applications (for groups of at least 5 people), each member of the applied group must accept bank transfer as a form of payment.

• Deadlines for making payments for participation in the Congress:

1. A participant who has chosen the form of payment by bank transfer in the online registration system undertakes to make payment within 14 days from the date of receipt of the VAT invoice. 
2. For organizations registering 5 people and more, the deadline for payment of the VAT invoice will be determined individually. 

• Payment terms

1. The participant enters into a contract for participation in the Congress upon registration.
2. The conclusion of the contract is a commitment of the Participant to make payment for participation in the Congress in accordance with point. IV or pt. V or pt. VI of the Regulations.
3. The participant makes payment for participation in the Congress through:

1. make payment by bank transfer (in case of choosing bank transfer as a form of payment in the online registration system). After receiving confirmation of receipt of the application from the Organizer by e-mail, the Participant is requested to make payment by bank transfer according to the following details:
   
   

PMI Poland Chapter

47/10 Domaniewska Street

02-672 Warsaw

mBank S.A.

     Account Number: IBAN: EN 95 1140 1010 0000 2752 6500 1014

Transfer title: “18th International Congress of PMI Poland Chapter”.

1. Online payment processed through the Ticketbutler platform.

1. After confirming the registration by e-mail, the Organizer will send the Participant a VAT invoice by e-mail within 7 days. It is possible to issue a VAT invoice in paper form and send it to the Participant at the address provided. For this purpose, please contact the Organizer at congress@pmi.org.pl
2. At the request of the participant, it is possible to issue a pro-forma invoice.
3. If the payment is not made in accordance with the deadlines indicated in pts. IV, V and VI, the Participant should inform the Organizer by e-mail to congress@pmi.org.pl, indicating the reasons for delayed payment.
4. Failure of the Participant to attend the Congress and failure to cancel in accordance with pt. XI paragraph 2 of the Regulations and payment prior to the event, will entail PMI Poland Chapter sending an invoice and all possible debt collection processes, including entry in the KRD.
5. It is possible to transfer the paid Congress fee to another designated person, after prior agreement with the Organizer and arrangements confirmed by e-mail from the address: congress@pmi.org.pl.

• Responsibility of the Organizer

1. The organizer is not responsible for:

1. Lack of access to the Internet making it impossible to complete the Registration or restrictions on its availability;
2. incurred damages as well as lost profits by the Participant or third parties, which were caused as a result of false data provided by the person making the Registration; 
3. incurred damages as well as lost benefits by the Participant or third parties, which were caused by the cancellation of the Conference by the Organizer due to force majeure (fortuitous events beyond the Organizer’s control).

• Processing of personal data

• The data administrator is PMI Poland Chapter, with its registered office in Warsaw (02-672), Domaniewska 47/10, KRS 0000-167-986, NIP 525-227-89-73, REGON 0155-4342-4.

• Contact details of the data controller: biuro@pmi.org.pl, +48 530 700 457.

1. 1. In connection with data processing, you have the following rights:
      1. revoke consent – if the data is processed on the basis of consent,
      2. access to data – information about what data and for what purpose and for how long it is processed,
      3. Correction, amendment, update of data,
      4. request deletion of data,
      5. Request for restriction of data storage,
      6. filing an objection,
      7. data transfer,

• to file a complaint with the supervisory authority.

• Providing personal data is voluntary, but it is a condition for taking part in the Congress according to the formula in which it will be organized.

• Personal data of Participants obtained for the purpose of the Congress at the stage of registration for the Congress and during the Congress (i.e. name
  and surname, residential address, e-mail address, telephone number, Tax ID, will be processed for the purpose:

1. To organize and conduct the Congress in accordance with the provisions of the By-Laws, including in particular: to create a list of Participants, to send information regarding the Congress agenda and other organizational information, to provide an opportunity to ask questions during the Congress, and thus to achieve the statutory objectives of the Association, i.e. to promote professionalism in project management in business, organizations and academic centers, and to support, adopt and disseminate best practices in project management in Poland, and to stimulate public awareness in this field, (Article 6(1)(f) RODO and Article 6 (1) b RODO),
2. sending via electronic communication means, i.e. e-mail, information (including commercial information) regarding the Organizer’s products and services, in particular those presented during the online Congress, as well as information about future editions of the Congress (Article 6(1)(a) RODO); 
3. Investigate and defend against possible claims (Article 6(1)(f) RODO);
4. Networking, i.e. sharing the participant’s personal data (email and personal number) with third-party companies for the purpose of promotion or establishing contact (Article 6(1)(a) RODO).

The personal data referred to in paragraph 1 above will be made available to persons involved in the organization of the Congress, among others to IT service providers, and will be processed for the period in which the Organizer (administrator) is obliged to retain the data for the purposes of possible control related to the organization of the Congress online, and for the period of limitation of claims resulting from applicable laws. With regard to personal data processed on the basis of consent to receive marketing information, they will be processed until the consent is withdrawn, without affecting the legality of the processing performed on the basis of consent before its withdrawal.

1. Participant’s personal data will be stored on servers located in the European Union.
2. The Participant’s personal data will not be processed in an automated manner nor will it be subject to profiling.
3. The Organizer takes all appropriate security measures in accordance with the law, as well as generally accepted principles to protect the confidentiality of information. Information including personal data is secured adequately to the level of risk it generates. 
4. Data provided for invoicing purposes:
   1. will be processed on the basis of the performance of the agreement concluded between the Organizer and the Participant, the realization of purposes arising from the legally justified interests pursued by the administrator and the fulfillment of the administrator’s obligation arising from claims related to the performance of the agreement and accounting and settlement obligations arising from applicable laws,
   2. will be kept for the time required by applicable regulations, and shared, to the extent necessary, with processors such as accounting.

• Withdrawal from the contract, cancellation of participation in the Congress

1. The participant may withdraw from the contract, without giving reasons, within 14 days from the date of registration. However, the Participant may not withdraw from the contract if the opening of the congress has already taken place, i.e. on November 22, 2023. If the Participant successfully exercises the right to withdraw from the contract, the amount paid by the Participant will be refunded through the same payment channel used to pay for the service.
2. In case of cancellation of participation in the Congress, the Organizer should be notified by e-mail sent to congress@pmi.org.pl with the subject: “Resignation”, providing in it the data of the registered person.  At the same time, in case of resignation not resulting from pt. XI pt. 1 of these regulations:

1. when a Participant cancels participation in the Congress by 31.10.2023, the Organizer shall refund to the Participant 100% of the fee paid. the amount paid being the price of the ticket, with any group discounts, if applicable, whilst purchasing.
2. when a participant cancels participation in the conference from November 01, 2023 to November 13, 2023, the Organizer will refund 50% of the fee of the fee paid. the amount paid being the price of the ticket, with any group discounts, if applicable, whilst purchasing.
3. when the participant cancels participation in the conference after 14.11.2023, the Organizer will retain the entire payment, for the organizational costs incurred.

• Intellectual property

1. The title and program of the Congress, including the website, layout, logos, graphics, photos, audio and video files used to promote the Congress as well as the presentations are vested in the Organizer or a third party (if so designated) and are protected by law.
2. Participants agree to use all materials presented herein only for their own personal use.
3. The aforementioned signs and materials may not be used without the written consent of the Organizer or the third party owner of the rights, in particular, they may not be used in connection with the products or services of third parties in a manner that may mislead potential customers of the Organizer or otherwise harm the Organizer. Copying conference materials and/or recording the Congress online, as well as sharing such materials and recordings, is illegal and subject to criminal liability under the Act on Copyright and Related Rights of February 4, 1994.
4. Neither the Participant nor any third party shall be permitted to remove, cover up, render unreadable, or alter any trademarks, copyright notices, or other proprietary rights notices contained in any materials relating to the Congress.

• Final provisions

1. If you wish to file a complaint for improperly performed service, please contact us by email: congress@pmi.org.pl. The organizer reserves the right to consider the complaint within 14 working days from the day the complaint is received.
2. The final interpretation of the Congress regulations rests with the Organizer.
3. The Organizer reserves the right to change the Terms and Conditions, of which Participants will be notified at the email provided when completing the Congress registration form.
4. It is forbidden to film, record or photograph Congress participants without the permission of the Organizer.
5. The Congress may be recorded and photographed by the Organizer. 
6. Participation in the Congress is tantamount to the transfer to the Organizer of economic copyright to the recordings and photographs, as well as consent to their commercial use in the event:
   1. When a participant is filmed or photographed on the premises;
   2. When the participant voluntarily agrees to be interviewed on camera or pose for a photo.
7. The processing of data during the conference, including through the sharing of recordings and photos, complies with data protection laws.
8. Any disputes concerning the organization of the enrollment shall be resolved by the President of the PMI Poland Chapter, and concerning the implementation of the contract by the common court.
9. Any disputes will be resolved in the case of Participants who are consumers by the competent court of general jurisdiction, while the consumer has the opportunity to use out-of-court ways of handling complaints and claims, in particular, he can:
   1. submit a request for dispute resolution to a permanent amicable consumer court operating under the Trade Inspection,
   2. file a request for mediation proceedings for the amicable settlement of the dispute between the consumer and the Service Provider to the provincial inspector of the Commercial Inspection,
   3. use the assistance of a district or municipal consumer ombudsman or a social organization whose statutory tasks include consumer protection.
10. The provisions of these Regulations are an integral part of the application for participation in the Conference and apply to all participants. 
11. The Organizer has the right to change the place and date of the Congress, of which Participants will be notified by e-mail. 
12. Regulations are available at www https://congress.pmi.org.pl/
13. The Regulations shall come into force as of [18.06.2023]. 

CONSENT TO USE OF IMAGE 

Transfer of image rights 

I, a registered participant of the 18th International Congress PMI Poland Chapter, hereby declare that my registration is tantamount to my consent for the free use of my image provided in the promotional materials and recorded during the event organized by the PMI Poland Chapter Association, hereinafter referred to as “PMI” with its registered office in Warsaw, 47/10 Domaniewska Street, NIP 525-227-89-73. 

This consent applies to the use of my image in promotional materials, on the website and social media – as part of the promotion of the event. 

The consent also includes the use of the photos taken and the recording of the event in other publications issued within the framework of educational programs conducted by PMI and posting on the websites of other PMI educational programs. 

This consent to use of image is not limited in time. Your consent to make a recording of the event and to use your image in accordance with the above scope remains entirely voluntary. The need to obtain the relevant consent arises from the law. 

I know that: 

• I can withdraw my consent at any time by sending an email containing the appropriate request, along with my name, to wydarzenia@pmi.org.pl. 

• Withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal. 

• Provision of data is voluntary but necessary to make the image public. 

• Personal data may be shared with the sponsors of projects in which the captured image will be used, for the purpose of financial control of these projects, based on the legitimate interests of the Association (PMI) and the sponsors, related to the need to control how the funds are spent. 

• I have the right to request access, rectification, erasure or restriction of processing, the right to object to processing, and the right to data portability. The permissibility of exercising individual rights depends on the legal basis for the specific processing. 

• I have the right to file a complaint with the supervisory authority.