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Conference Regulations

General Terms and Conditions for the Provision of Training Services by Agora Konferencje

Chapter 1. Definitions

Whenever the following defined terms appear in these General Terms, they shall be understood as follows:

  1. Organizer – Agora Konferencje Dariusz Hein, based in Poznań, ul. Błażeja 10L/6, registered in the Central Registration and Information on Business Activity of the Republic of Poland, NIP 782‑132‑02‑64, REGON 630298641
  2. Client – a natural person who is not a consumer within the meaning of Art. 221 of the Civil Code, a legal entity or an organizational unit without legal personality, concluding with the Organizer a contract for the provision of training services under the rules set out in these General Terms and in the Training registration form.
  3. Orderer – the natural person(s) authorized to represent the Client and submit the order on behalf of and for the benefit of the Client (e.g. a company board, a proxy pursuant to the registry, an attorney‑in‑fact, etc.).
  4. Participant – the person participating in the Training: either the Client if a natural person, or a natural person designated by the Client in the registration form.
  5. Training – organized or co‑organized by the Organizer:
    • Conference – a conference, congress, meeting or other similar event.

* Article 221 of the Civil Code – A consumer is a natural person entering into a legal transaction with an entrepreneur which is not directly related to their business or professional activity.

Chapter 2. Registration

  1. The condition for registration is that the Client submits a completed registration form to the Organizer electronically via the website, by fax, or by post.
  2. Submitting the registration form constitutes the Client’s acceptance of the terms of participation in the Training as set out in the order and these General Terms.
  3. The Orderer declares they are authorized to represent the Client and submit the order on behalf of the Client. Absent such authorization, the Organizer may charge the Orderer the full cost of the Training.

Chapter 3. Enrollment on the Participants List

  1. Within 3 business days of receiving the registration form, the Client will receive by e‑mail a confirmation of enrollment on the Training list (Confirmation of Participation). The Organizer will provide payment details (bank account number, payment reference, amount).
  2. A binding contract for the provision of the Training services is concluded upon the Organizer’s issuance of the Confirmation of Participation.
  3. After registration, but no later than 5 days before the Training date, the Client will receive “Detailed Information on Participation in the Training,” including venue details, organizational information, or a pro forma invoice.

Chapter 4. Payment for the Training

  1. Payments for the Training may be made in the following ways:
    • by bank transfer to the specified account;
    • based on a pro forma invoice issued before the Training date;
    • based on a VAT invoice issued by the Organizer;
    • in cash during the Training.
  2. If payment is made on the basis of a pro forma invoice, the VAT invoice will be issued within 14 days of receipt of payment or no later than 7 days after the Training. The Client authorizes the Organizer to issue the VAT invoice without the Client’s signature. The invoice will be mailed to the address provided in the registration form.
  3. Failure to pay the pro forma invoice does not constitute cancellation of participation in the Training.
  4. The Participant must include in the payment reference information that allows identification of the Participant and the Training.
  5. The Organizer is not responsible if the payment description does not allow identification of the Participant or the Training.
  6. The Participant must carry proof of payment and present it at the Training Secretariat if requested.
  7. If payment is made on-site before or during the Training, the Participant acknowledges that no discount or fee reduction applies.

Chapter 5. Withdrawal

  1. To be effective, the Client’s statement of withdrawal from participation (contract withdrawal) must be in writing and delivered to the Organizer by post, fax, or email (date of receipt by the Organizer applies).
  2. Submission of a written withdrawal from:
    • the Conference – up to 14 days before the start date, no charges apply. After that date, a handling fee of 50% of the congress fee will be charged.
  3. The balance will be refunded after the end of the Congress.
  4. If a written withdrawal is submitted later than the deadlines in point 2 of this Chapter, or if the Participant fails to appear without prior notice, the Organizer is entitled to the full Training fee.
  5. If the order is placed after the withdrawal deadline in point 2 of this Chapter and the Participant does not attend, the Organizer is entitled to the full Training fee.
  6. If the Participant cannot attend for reasons beyond their control, the Organizer allows another Participant designated by the Client to attend. Such designation must be in writing (letter, fax, email).

Chapter 6. Complaints

  1. Each Client has the right to submit complaints regarding the Training within 14 business days from the Training’s completion date.
  2. Complaints must be submitted in writing by registered mail, fax, or email to the Organizer.
  3. The complaint will be processed within 14 days of receipt by the Organizer.
  4. If additional clarifications are required (legal consultations, external opinions), the processing time may be extended.
  5. The decision on the complaint will be communicated in writing by post or email.
  6. Complaints submitted after the deadline referred to in point 1 of Chapter 7 will not be considered.

Chapter 7. Additional Information

  1. Each Participant receives a personalized certificate of participation after the Training.
  2. The Organizer reserves the right to modify the Training program or change a speaker for substantive reasons.
  3. The Organizer may cancel the Training by the start date for reasons beyond its control, including failure to reach the minimum number of registrations.
  4. In case of cancellation, the Organizer may offer the Client participation in the Training at another date.
  5. In case of cancellation, the Client is not entitled to reimbursement of travel, hotel, or other expenses, except for a refund of the Training fee paid.
  6. No refund of the Training fee will be made if Agora Konferencje is not at fault for the cancellation or postponement (force majeure: epidemics, floods, cataclysms, state of emergency). In such cases, a new date will be offered and the Participant’s payment will apply to that new date. The Organizer is not liable for lost profits or costs incurred by the Participant.
  7. The Organizer declares that materials provided during the Training are protected by copyright. The Client and/or Participant may use them only for personal use. Copying, reproduction, distribution, and other uses beyond those permitted by law are prohibited.

Chapter 8. Final Provisions

  1. These General Terms and Conditions constitute an integral part of the order pursuant to Art. 384 of the Civil Code.
  2. These General Terms do not apply to training services provided electronically.
  3. Any disputes arising from contracts concluded under these General Terms will be resolved by the court competent for the Organizer’s registered office.
  4. These General Terms and Conditions have been in force since 1 April 2014.
  5. Agora Konferencje reserves the right to amend these Terms at any time, provided that the Client’s rights under the version effective at the time of order confirmation are preserved.
  6. For any questions regarding these terms of sale, please contact Customer Service: Agora Konferencje, ul. Błażeja 10L/6, 61‑608 Poznań, tel. 61 842 74 65, email: biuro@agora-konferncje.pl.