AI<>BA Conference – Katowice 2024

AI<>BA CONFERENCE TERMS AND CONDITIONS

 

I. General provisions

  1. The following regulations apply to the participants of the AI<>BA Conference which will be held on October 22 and 23, 2024, both at the venue (The Silesian Museum in Katowice, Poland) and via online streaming.

  2. These Terms and Conditions set out the rules of participation in the Conference, including the rules of Participants’ registration, methods of payment, and rules during the Conference.

  3. Each Participant is obliged to comply with the provisions of these Regulations.

II. Definitions

Whenever the terms defined hereunder are used in this AI<>BA conference terms and conditions, they should be understood as follows:

a) Organizer – the Silesian Startup Foundation based at Kaczyniec Street 9, entered to the Register of Associations kept by the District Court for Gliwice, X Commercial Division of the National Court Register under the KRS number: 0001023998, NIP: 6312711599, REGON: 524712858.

b) AI<>BA Conference (Conference) – an event carried out by the Organizer on the 22-23 of October 2024 in the Silesian Museum in Katowice (hereinafter: On-site) and simultaneously carried out online, using a dedicated internet platform (hereinafter: Online).

c) Participant – a person entitled to participate in the Conference in person and/or online depending on the purchased ticket following the terms specified in the Terms and Conditions.

d) Registration – actions undertaken by a Participant to register for the Conference by filling out the Registration Form.

e) Registration Form – the form that is placed on the conference website allowing registration for participation in the conference.

f) Ticket – a document received from a Ticket Platform after the registration which confirms Participant participation in the Conference.

g) Ticket Platform – an application that enables Participants to purchase a Ticket to the Conference. The provider of the solution is Meeting Application Sp. z o.o., a company under the laws of Poland with a registered office at Św. Antoniego Street 15, 50-073 Wrocław, entered to the Register of Entrepreneurs kept by the District Court for Wrocław – Fabryczna in Wrocław, VI Commercial Division of the National Court Register under the KRS number 0000433314 and NIP number: 8992738060.

h) Application – an application that enables Participants to get the most important information about the Conference and match with others during the Conference. The provider of the solution is Meeting Application Sp. z o.o., a company under the laws of Poland with a registered office at Św. Antoniego Street 15, 50-073 Wrocław, entered to the Register of Entrepreneurs kept by the District Court for Wrocław – Fabryczna in Wrocław, VI Commercial Division of the National Court Register under the KRS number 0000433314 and NIP number: 8992738060.

i) Terms and Conditions – This set of terms and conditions of participation in the AI<>BA Conference.

j) In-person Participation – personal, physical participation of the Participant in the Conference, at the location of its organization.

k) Online Participation – participation of the Participant in the Conference by using the Online Platform.

l) Online Platform – an application that allows the Participant to participate in the Conference through a mobile phone or desktop.

m) Website – a conference website where all information about the Conference is published that is available at www.aibaconference.com.

III. Terms of Participation

  1. Participants may participate in the Conference either On-site or Online. 
  2. The condition for participation in the Conference is to have a Ticket that will be sent as an e-mail to the Participant after the complementation of the Registration.
  3. In the case of Participants under 18 years old, the condition for participation in the Conference is not only having a Ticket but also the written consent of a parent or legal guardian to participate in the Conference or participation in the Conference under the care of a parent or legal guardian.
  4. The Conference is not limited to the Participants from Poland; however, Organizers do not issue any documents to foreign entities constituting the basis for obtaining a visa or other eligibility by such persons.
  5. The number of In-person Participants is limited to 900. The order of registration decides the possibility of participation in the Conference. Organizers reserve the right to terminate the In-person Registration earlier if the limit of available places is reached.
  6. The number of Online Participants is unlimited. 
  7. Registration for participation in the Conference constitutes a gratuitous, unlimited in time, quantity, and territory, consent for gratuitous use, processing, replication, and multiple dissemination of the Participant’s image perpetuated on photos and videos made during the Conference, for purposes of Conference communication, promotion and advertisement, without the need of every-time consent. The above consent encompasses all forms of publication in particular dissemination in television, press, and the Internet, including the Conference Website, open services, services with limited access, and social media channels, like Facebook, Twitter, Instagram, YouTube, etc.
  8. By registering for the Conference, the Participant agrees to the processing of his/her data by the Organizer to organize and conduct the Conference. Additionally, the Participant consents to process the Participant’s data in the Application (name, surname, and organization) by the Organizer and the Application, in particular for communication between the Organizer and the Participant and communication between Participants. 

IV. Rules of Registration and Ticket Purchase

  1. Registration must be done electronically (online) on the Registration Form available on the Conference Website.
  2. Registration may be performed by a person who is the Participant or by someone who registers another person as the Participant (one Participant may buy up to 5 Tickets).
  3. Registration is available from July 5th, 2024 to October 21st, 2024.
  4. Registration requires from the Participant the following:
    a)
    a device with access to the Internet;
    b) an email account;
    c) an updated web browser such as Microsoft Edge web browser version 40 or higher, Google Chrome version 58 or higher, Mozilla Firefox version 50 or higher, Opera version 44 or higher, or Safari version 9 or higher, installed on the device with cookies activated.
  5. The Organizer as a provider of electronic services is not responsible for any difficulties in using the services, resulting from incorrect configuration of the Participant’s software or hardware, or resulting from problems with the Participant’s hardware or internet connection.
  6. Registration consists of three stages:
    a)
    filling in the Registration Form, 
    b) accepting the Terms and Conditions and providing consent regarding personal data processing and use of the image,
    c) purchasing the Ticket through the Ticket Platform. 
  7. Registration Form requires entering the Participant’s data, i.e. the name and surname, email, job experience, and company name.
  8. During the Registration, the Participant will be asked to choose whether he/she wants to participate in the event online or offline.
  9. The Registration is completed and confirmed after the payment is processed through the Ticket Platform.
  10. All information about the Tickets is published on the Website. The price list contains gross Prices, specified in Polish currency. 
  11. The Organizer reserves the right to freely determine the prices of Tickets for the Conference. Ticket prices may vary due to the date of their purchase or the type of tickets.
  12. The Ticket price does not include costs that the Participant is obliged to cover, including the Participant’s travel costs to the Conference, the Participant’s accommodation and food, or other costs incurred by the Participant in connection with participation in the Conference.
  13. The Organizer reserves the right to provide Participants with discounts and promotions for the Conference tickets. Tickets at lower prices may be available to the Participants after fulfilling certain conditions which will be indicated by the Organizers.

V. Rights and obligations of organizers

  1. The Organizer reserves the right to close the registration for the Conference as soon as the maximum number of In-Person Participants is reached. This right applies to the limitations of the venue. 
  2. The Organizer reserves the right to prevent the entrance of a person who has not applied via the Registration Form in accordance with these Terms of Participation rules. 
  3. The Organizer assures Participants to make every effort to organize the Conference according to the highest standards.
  4. The Conference Agenda (hereinafter also referred to as Agenda) will be published on the Conference Website and in the Application. Organizers reserve the right to make changes to the Agenda. All changes will be announced on an ongoing basis at the same address. Such changes are not a basis for the reimbursement of all or part of the charges in case of canceling the participation by the Participant. 
  5. In the case of Fortuitous Events, the Organizer allows a possibility of changing the assumptions of the Conference organization, including the date and the manner of its conduct, in a manner not regulated by these Terms and Conditions. In such a case, the Organizer is obliged to inform Participants about the changes via electronic mail sent to the address indicated by the Participant in the Registration Form within 7 days. Within 14 days of notification of the change, the Participant may resign from participation in the Conference.
  6. The Organizer is not responsible for securing any property of the Participants, including its theft, damage, or destruction during the Conference.
  7. The Organizer is not responsible for the consequences of the Participant’s failure to comply with the rules referred to in these Terms and Conditions.

VI. Rights and obligations of participants

  1. After the purchase of the Ticket, it is forbidden to exchange Tickets or transfer them to another Participant.
  2. The Participant has the right to withdraw from the agreement concluded off-premises or at a distance. This right is exercised by submitting an appropriate statement to the e-mail address: tickets@meetingapplication.com within 14 (fourteen) days from the day of agreeing, whereby to meet the deadline it is sufficient to send the statement of withdrawal before the deadline.
  3. The Organiser shall send the Participant a confirmation of receipt of the declaration of withdrawal from the agreement. The confirmation is sent immediately to the email address of the Participant given in the Registration Form.
  4. The Organiser shall refund the Price using the same method of payment used by the Participant unless the Participant has explicitly agreed to a different method of refund that does not incur any costs for the Participant.
  5. Full reimbursement of the Ticket price will be made if the Participant withdraws the agreement 14 (fourteen) days before the Conference. After that, due to the financial obligations with subcontractors, withdrawal is no longer possible.
  6. Only Tickets purchased at the full price can be returned. The Organizer reserves the right not to accept the request for the reimbursement of Tickets purchased at the promotional price.
  7. In case of unforeseen circumstances that lead to the cancellation of the conference, all Online ticket holders will be offered a full refund.

VII. Rules during the conference – in-person attendance

  1. Participants are obliged to execute all commands of Organizers who hold adequate IDs.
  2. During the Conference check-in, the Organizer has the right to verify the Participant’s identity.
  3. Participants cannot address others, including, speakers, partners, and organizers, in a manner that violates their dignity or is contrary to general principles of social coexistence.
  4. Participants are obliged to behave in a manner that does not disturb other Participants.
  5. Participants shall bear full responsibility for any damages he/she made during the Conference at the venue.
  6. The Organizer reserves the right to remove a Participant from the Conference if he/she breaks the rules of this Terms and Conditions. In such a case, no claims of the Participant are due, in particular, the claim of reimbursement of the Ticket cost.
  7. Participants are obliged to wear the ID issued by the Organizer in a visible place during the whole Conference. IDs will be checked at the entrance to the Conference venue. Organizers reserve the right to remove any person without an ID.
  8. It is forbidden to enter and reside at the Conference under the influence of drugs or intoxicants or in a state of insobriety (amount of alcohol in blood exceeding 0,5 per mile or leading to exceeding this amount). 
  9. Without the written consent of the Organizer, it is prohibited to film and record the course of the Conference by Participants.

VIII. Rules during the conference – online attendance

  1. Online streaming of the Conference will happen through the YouTube platform.
  2. Online Participation in the Conference requires a properly configured computer or another device with access to the Internet. 
  3. The Organizer as a provider of electronic services is not responsible for any difficulties in using the services, resulting from incorrect configuration of the Participant’s software or hardware, or resulting from problems with the Participant’s hardware or internet connection.
  4. Online Participants shall not take actions that could destabilize the operation of the Website and the services provided by the Organizers or third parties providing services to the Organizers. 
  5. Online Participants shall not attempt to gain access to resources, services, or data to which she/he has no rights. It is not allowed to use automated tools that send data to the Organizer’s servers, third parties providing the service to the Organizer or downloading data from the servers.
  6. Online Participants will have the right to comment during the event. It is prohibited to address others in a manner that violates their dignity or is contrary to general principles of social coexistence.
  7. The Organizer reserves the right to block Online Participants who behave inappropriately or disturb others in participating in the Conference. In such a case, no claims of his Participant are due, in particular, the claim of reimbursement of the Ticket cost.
  8. The Organizer reserve the right to block the participation of a Participant who violates the provisions of the Terms and Conditions. In the event of blocking, the Participant shall not be entitled to any claims against the Organizers, in particular a refund of the Ticket cost.

IX. Personal data processing

  1. The controller of the personal data is the Organizer of the Conference.
  2. The processing of the personal data of Participants is carried out in accordance with the provisions of generally applicable law, and in particular in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016. („GDPR”), as well as in accordance with these Terms and Conditions.
  3. As part of the organization of the Conference, personal data provided by the Participant, such as name and surname, email, job description, and company name will be processed. 
  4. Providing personal data is voluntary, but necessary to participate in the Conference.
  5. The processing of the Participant’s personal data is carried out for the purpose of:
    a)
    proper organization and conducting of the Conference – data shall be stored for the time necessary to assert one’s claims or defend against claims made against the Organizer in connection with the Conference, 
    b) providing only relevant information about the Conference to the Participants,
    c) sharing and using the Application – data shall be stored for the time necessary to use the Application during the Conference,
    d) informing about the course of the Conference in the media, including social media, which constitutes a legitimate interest of the Organizer – data shall be stored by the Organiser for a period of 3 years from the date of collecting such data,
    e) the Organizer’s direct marketing of its own products or services – data shall be stored by the Organizer until the data subject raises an objection or the data subject withdraws consent to receive commercial information,
    f) accounting and/or tax purposes relating to the Organizer’s obligations pertaining to conducting the Conference – for no longer than 5 years counted from the end of the calendar year in which the tax obligation arose.
  6. The Participant shall have the following rights:
    a) the right of access to the personal data provided and the right to obtain a copy thereof;
    b) the right to rectification of personal data;
    c) the right to deletion of personal data;
    d) the right to request restriction of the processing of personal data;
    e) the right to transfer personal data;
    f) the right to oppose the processing of the personal data provided;
    g) the right to file a complaint with a regulatory organ.
  7. The personal data of the Participants may be shared with:
    a) authorized employees and/or contractors of Organizer,
    b) persons or entities providing particular services to the Organizer (accounting, legal, payment services) – in the scope required to provide those services.
  8. Personal data of the Participants may be transferred to the following states outside of EEA: the United States of America. In order to ensure an adequate level of security of the personal data transferred to states in relation to which the European Commission has not issued an adequacy decision, EAD uses standard data protection clauses adopted by the European Commission, referred to in art. 46.2 c) GDPR. The standard clauses are available on the Internet, at the European Commission website (ec.europa.eu).
  9. Providing personal data by the Participant is not obligatory, however, refusal to provide the personal data will result in the inability to participate in the Conference.
  10. The Participant may withdraw their consent for the Organizer to process his/her personal data at any time by contacting the Organizer via any means of communication. Withdrawal of the consent is possible solely in the scope of processing made based on the consent. The Organizer is authorized to process the personal data of the Participant after withdrawal of their consent if it has another legal basis for the processing, for the purposes covered by that legal basis.
  11. To execute any of the rights referred to above, the data subject may address the request to the Organiser by e-mail to office@silesianstartups.com or by post to the address Silesian Startup Foundation, Kaczyniec 9, 44-100 Gliwice.
  12. Organizers ensure the protection of personal data that it processes. In particular, the Organisers apply appropriate technical safeguards and organizational measures to ensure the protection of the processed personal data, appropriate to the risks and categories of data protected. In particular, it protects the data from being made available to unauthorized persons, from being taken by an unauthorized person, from being processed in violation of the legal provisions, and from being altered, lost, damaged, or destroyed.
  13. As a part of the activity on the Website, information about the time of the request and response, the address of the website from which the end user was redirected to the Website and the type of software used by the end user may also be collected. Such information is used to administer the Website.

X. Personal image usage

  1. The Organizer informs that the part of the Conference may be recorded in a visual, audiovisual, or photographic form. The materials may include the image of the Participants.
  2. Participation in the Conference is equivalent to giving free-of-charge consent to the Organiser for the dissemination and use of the Participant’s image. This consent includes the use of the Participant’s name and surname, job title, and voice, as well as the dissemination of statements made voluntarily by the Participant during the Conference.
  3. The image may be disseminated in any form and by any means. In particular, the image can be disseminated for marketing or advertising purposes, including through the publication of photographs or recordings containing the image in all materials related to the activities of the Organiser.
  4. The image may only be disseminated for information, reporting, and documentation purposes.
  5. The consent shall include the possibility of making the image available on the Internet without any restriction. Consent is granted for an unlimited period.
  6. The Organiser is not liable if the recording and use of the image is done by a third party.

XI. Complaints

  1. Within 14 days of the end of the Conference, the Participants may submit a complaint:
    a) in writing to the following address: Silesian Startup Foundation, Kaczyniec 9, 44-100 Gliwice.
    b) via e-mail: office@silesianstartups.com.
  2. Organizers recommend that the Participant specify in the complaint precise information about the subject of the complaint, including the name and surname of the Participant, correspondence address, e-mail address and telephone number of the Participant, subject of the complaint, date of the Conference, indication of facts justifying the complaint. Providing the above data will help to speed up the complaint reply process. Such an indication is only a recommendation and does not affect the effectiveness of the complaint submission.
  3. Organizers will consider the complaint and respond to it within 14 days of its receipt. If one of the Organisers does not respond to the complaint within the indicated term, it shall be deemed that the complaint is justified.
  4. The answer will be given in the form in which the Organizers received the complaint to the address (e-mail or postal address) provided in the notification.

XII. Contact details

  1. These Terms of Service are available on the Website and at the Organiser’s registered office.
  2. The Organizer reserves the right to change the AI<>BA Conference Terms and Conditions and any change will become effective on the date indicated by the Organizer, at the time of publishing the Terms and Conditions on the Conference website
  3. The law applicable to the obligations under these Terms and Conditions is Polish law. The competent court for matters related to the Agreement shall be the court having jurisdiction over the Organiser’s registered office, whereby this provision shall not apply to the Participant.
  4. In matters not covered by the Agreement, the relevant provisions of Polish law shall apply, including the provisions of the Civil Code and the Consumer Rights Act.

The Terms and Conditions come into force on the 10th of July 2024.