Registration Terms and Conditions
I FORUMEMS'22
SZKLARSKA PORĘBA, 18-20 MAY 2022.

1.GENERAL TERMS

1.1 The Registration Terms and Conditions, hereinafter referred to as the Terms and Conditions, define the principles of registration for the 1st European Forum for Emergency Medical Services – EMS Karkonosze’22.

1.2 The terms used in the Regulations shall be understood as:

a) Forum: 1^st European Forum For Emergency Medical Services

b) Organisers:

Pogotowie Ratunkowe w Jeleniej Górze z siedzibą w Jeleniej Górze przy ul. Kleofasa Ogińskiego 6,

Związek Pracodawców Ratownictwa Medycznego SP ZOZ z siedzibą w Krakowie przy ul. Łazarza 14,

Europejskie Ugrupowanie Współpracy Terytorialnej NOVUM z siedzibą w Jeleniej Górze przy ul. 1 Maja 27,

Fundacja Instytut Studiów Wschodnich z siedzibą w Warszawie przy ul. Solec 85/33

c) Registered Participant – a person taking part in the Forum

d) Registration – a system that enables the participant to apply to attend the Forum

e) Venue and date of the Forum – Blue Mountain Resort, Szklarska Poręba, ul. 1 Maja 51, 18-20 May 2022

f) Conference Centre – Blue Mountain Resort, Szklarska Poręba

The Forum will include the following events:

a) plenary sessions,

b) panel debates,

c) programme panels: presentations of reports, lectures, discussions.

1.3 The provisions of these Terms and Conditions are an integral part of the registration process and apply to all Registered Participants.

1.4 The official website of the Organizer and the official website of the Forum can be found at www.forumems.eu.

1.5 Contact details of the Organizer:

a) telephone number: +48 75 752 64 62

b) e-mail address: pogotowiejg@999.jgora.pl .

1.6 These Terms and Conditions are available at the headquarters of the Organizer and on the official website of the Organizer.

2. TERMS OF PATICIPATION

2.1 Due to the state of the epidemic referred to in §3, §3.1, only persons fully vaccinated against COVID-19 or unvaccinated persons who have received a negative result of a PCR test or an antigen test for SARS-CoV-2 coronavirus, which was performed not earlier than 48 hours before the commencement of the Forum, or persons who have a recovered status, confirmed by the EU Covid Certificate (UCC), may participate in the 1st European Forum for Emergency Medical Services.

2.2 The terms for the presentation of the applicable certificates confirming the above status to the Organiser can be found during the second stage of registration process.

2.3 The condition for participation in the Forum is a successful registration exclusively via the website www.forumems.eu. The Registration consists of two obligatory stages, which means filling in two different registration forms.

2.4 The first registration stage consists of:

filling in the registration form available on the official website

upon completion of the first stage, i.e. filling in the form referred to above and acceptance of the application by the Organiser, an individual link to the second stage of registration will be generated and sent to the e-mail addresses provided in the first registration form;

the individual link with stage II will be firstly sent to persons invited by the Organiser and to Representatives of Partner Companies.

2.5 The second stage of the registration refers to the organisational issues concerning fees in regards to the organisation of stay at the Forum.

2.6. Completion of stage II is tantamount to acceptance of selected terms of participation in the Forum.

2.7. Failure to complete the second stage of the registration within 7 days from its receipt may be tantamount to removal of the application from the system without any notification to the person concerned.

2.8. After a complete on-line registration, i.e. upon completion of the two registration forms, the registered participant will receive an e-mail containing a confirmation of a successful registration. Lack of any of the above confirmations may mean that the registration failed e.g. due to technical issues of the browser used. In order to successfully complete the second stage of registration, it is necessary to use the latest Chrome, Mozilla or Explorer browser at least in version 10. The obligation to verify this fact rests with the participant of the Forum.

2.9 Due to the limited number of participants, the Organizer reserves the right to refuse to accept an application for participation in the Forum without giving reason.

2.10. The Organizer decides on the closing date of registration.

3. RULES OF CONDUCT IN RELATION TO THE STATE OF THE EPIDEMIC IN FORCE

3.1 Due to the epidemic state declared on the territory of the Republic of Poland as of 20 March 2020 in relation to SARS-CoV-2 infections, the participant of the Forum is obliged to follow the regulations and guidelines of relevant services during the duration of the Forum, in particular: Regulation of the Council of Ministers on the establishment of certain restrictions, orders and prohibitions in connection with the occurrence of an epidemic state of 6 May 2021r. (Journal of Laws of 2021, item 861 as amended), Regulation of the Minister of Health of 20 March 2020 on the declaration of an epidemic in the territory of the Republic of Poland (Journal of Laws of 2020, item 491 as amended), guidelines of relevant Ministers, including the Chief Sanitary Inspector.

3.2 By registering to the Forum, the registered participant acknowledges and accepts that participation in the Forum means potential presence of the registered participant among a considerable number of people, which consequently creates a possibility of spreading and exposing the registered participant to infections, in particular viruses, including those causing diseases – including SARS-CoV-2 virus, microorganisms or bacteria. Therefore, by taking part in the Forum, the registered participant accepts the above risk. In relation to the above risk, the Main Organiser shall provide registered participants during the Forum with safety measures indicated by adequate services and the presence of doctors.

3.3 By registering to the Forum, a participant consents to the transfer of his personal data indicated in the registration form to appropriate services, in particular to sanitary services. Consent is voluntary, but necessary to participate in the Forum. Registered Participant also acknowledges that they may be subject to temperature measurement and verification of health condition.

3.4 A Registered Participant shall be obliged to follow the procedure indicated below.

In case a Registered Participant develops alarming health symptoms such as, but not limited to, fever, cough, shortness of breath and respiratory problems: prior to entering the premises of the Conference Centre, the Registered Participant shall refrain from entering the premises of the Conference Centre, i.e. shall remain in their home or hotel/resort where they are staying, should follow the advice of the Chief Sanitary Inspector/Ministry of Health and immediately contact their doctor or district sanitary and epidemiological station, infectious disease ward, and in the case of deterioration of health call 999 or 112 and report their symptoms.

In the event of a Registered Participant experiencing alarming health symptoms, such as, but not limited to, fever, cough, shortness of breath and breathing problems: during the Forum, i.e. while on the premises of the Conference Centre, the Registered Participant should immediately go to the Forum medical point/centre and inform doctors of the symptoms observed, then follow the instructions received.

On the premises of the Conference Centre, Registered Participants are required to use personal protective equipment as required by law throughout the duration of the Forum, including during panel discussions and accompanying events.

Before entering the Conference Centre, all Registered Participants are required to disinfect their hands with soap and water or alcohol-based agents (min. 60%) according to the posted instructions. Special attention is drawn to the fact that the obligation to disinfect hands with soap and water or alcohol-based disinfectants mentioned above also applies during the Forum, in particular, but not exclusively, before and after eating meals, before and after using  the toilet.

When coughing or sneezing, cover your mouth and nose with a bent elbow or handkerchief, then discard the handkerchief in a closed basket as soon as possible and wash your hands using soap and water or disinfect them with alcohol-based products (min. 60%). Covering the mouth and nose when coughing and sneezing prevents the spread of germs, including viruses. If this rule is not observed, objects, surfaces or persons touched, e.g. when greeting, can easily become contaminated.

Keep a distance of at least 1.5 metres from another person, in particular from a person who is coughing, sneezing or has a fever.

Avoid touching the eyes, nose and mouth. Hands touch many surfaces that may be contaminated with the virus. If you touch your eyes, nose or mouth with contaminated hands, you may be able to transfer the virus from the surfaces to yourself.

Take care of your immunity, in particular get plenty of sleep and a sensible diet.

3.5 Contact details for the District Sanitary and Epidemiological Station in Jelenia Góra, ul. Jana Kasprowicza 17, 58-500 Jelenia Góra, tel: psse.jeleniagora@pis.gov.pl.

4. ADDITIONAL INFORMATION

4.1 Registered Participants receive, among others, a personal identifier that entitles them to move around the Conference Centre premises

4.2 Registered Participants are required to hold the Forum identification badge provided to them throughout their stay in the venues where the Forum programme events are held, and each time they are required to show it at the request of a representative of the Organizer

4.3 Entry to the premises of the Conference Centre, as well as to particular venues where the Forum programme events are held is granted only to registered Forum Participants

4.4 Persons who are unable to present their Forum IDs during their stay in the venues where the Forum’s programme events are held are obliged, at the request of a representative of the Organizer, to leave these venues immediately

4.5 In the venues where programme events of the Forum take place, recording and photographing is prohibited without the written consent of the Organiser

4.6 The Organiser shall not be liable for statements and presentations made during the Forum programme events

4.7 Registered Participant of the Forum bears full responsibility for all their statements and presentations made during the Forum

4.8. The Organizer is not responsible for the personal belongings of Forum Participants that may be lost, destroyed or stolen during the duration of the Forum.

4.9. The participant of the Forum is obliged to cover any costs related to repairing the damage caused by them, which will be incurred by the Organizer in the event of third parties making claims against the Organizer related to damages caused by the Forum Participant

4.10.A participant of the Forum is obliged to comply with the safety, security and fire regulations in force on the premises where the Forum programme events take place, as well as instructions and organisational and technical orders of the Organiser’s representatives.

4.11.The Organiser is responsible for the overall merits of the Forum, which means the proper selection of panellists and moderators for individual discussion panels, subject to point 4.6.

4.12. On the premises of the Conference Centre, the Organiser, identified as “Organizator”, shall have exclusive rights to organisational and management tasks, acting independently or through its representatives. Representatives of the Organiser are understood to be, in particular, companies and individuals cooperating with the Organiser, who have the badge “Obsługa Forum”.

4.13. Registration at the Forum means that the Participant consents to the irrevocable, free of charge, repeated use and distribution of photographs and video materials with their image (taken during participation in the Forum) without the necessity of their approval each time. Consent includes the use, recording, processing, copying and dissemination of photographs and video materials made by means of any medium for an indefinite period of time.

4.14. Registration at the Forum means that the Participant consents to the inclusion of personal data provided in the process of registration (name, surname, position, company, photograph) in the List of Participants of the Forum both in a printed version (List of Participants publication) and electronic version (List of Participants in the electronic information service)

4.15. Registered Participants using the accommodation through the Organiser are required to present an identity document upon check-in. Failure to present the document may result in refusal of check-in.

4.16. By checking-in the Registered Participant accepts the terms and conditions applicable to the hotel.

5. TERMS OF PAYMENT

5.1 Prices and terms of payment for the organisation of the stay at the Forum are visible in the second stage of registration

5.2 After submitting the registration form, the payment for the participation must be made no later than 3 days from the date of its issuance, not later than 5 May 2022. Once the payment is registered in the Organizer’s account, a VAT invoice concluding the sale will be issued and sent to the payer’s postal address.

5.3 The payer is the entity designated by the ordering party. The liability of the payer and the ordering party to the Chief Organiser is joint.

5.4 The fee for the organisation of the stay at the Forum referred to in §5.2 above shall be paid to the account of the Principal Organiser given on the application form, together with the name of the registered participant. The e-mail confirmation of Stage II shall contain a summary of the data entered and the payment made.

5.5 If the payment is not made by the specified date, i.e. by 5 May 2022 at the latest after the registration, the Organiser reserves the right to cancel the registration and not issue the badge authorising the entry to the Conference Centre. From 2 March 2022 the deadline for payment for participation in the Forum is 3 days from the date of registration, from 6 May 2022 the deadline for payment for participation is 1 day, but no later than 13 May 2022.

5.6 In the case of registration before the starting day of the Forum, the Registered Participant is obliged to pay the fee before entering the Conference Centre area. Furthermore, the participant is obliged to present the Organiser with a confirmation of the payment made.

5.7 In case of registration from 4 April 2022. The Main Organiser reserves the right to change the amount of the organisation fee. In such situations, the updated amount of the stay organisation fee will be displayed each time on the registration form of the 2nd registration stage.

5.8 Prices and terms of payment of the participant – Forum Partner shall be agreed individually with the Main Organiser each time.

6. CANCELLATION OF PARTICIPATION AND CHANGES IN REGISTRATION

6.1 Resignation of a participant from the Forum requires written form and must be sent to the e-mail address: pogotowiejg@999.jgora.pl with the subject line: “Rezygnacja”. If the resignation is not submitted by 30 April 2022, the paid fee is not refundable. In the case of unpaid registrations, the Organiser reserves the right to enforce the costs incurred in connection with the organisation of the stay in accordance with the conditions specified in the Registration Regulations

6.2 Any substitution of a participant requires written form and must be sent to the e-mail address:   pogotowiejg@999.jgora.pl with the subject line: “Zamiana uczestnika”. The exchange must be separately registered and confirmed by the Organiser.

6.3. In case of resignation of the participation in the Forum submitted by 30 April 2022, the fee for organizing the stay shall be refunded, within 30 days from the date of closing of the Forum, after the Organizer has received a signed correction invoice

6.4 In case of cancellation of the participation in the Forum submitted after 30 April 2022, the fee for the organisation of the stay is not refundable. In the case of participants registered after 30 April 2022, the right to resign without cost is granted up to 24 hours from the moment of registration. After this deadline, the Organiser reserves the right to enforce the costs incurred for the organisation of the stay in accordance with the terms and conditions set out in the Registration Terms & Conditions, § 5.1

6.5 The Organiser reserves the right to change the date and place of the Forum for reasons beyond their control, in particular due to the occurrence or persistence of force majeure circumstances. In such a case, resignation from participation in the Forum notified to the Organiser within the deadline specified by the latter may be made at no cost. At the same time, the Organiser shall not cover additional costs incurred by the Participant in connection with the Forum.

6.6 Force majeure shall mean in particular: earthquakes, floods, wars, riots, terrorist attacks, revolutions, fires, announced pandemics, epidemics, epidemiological threats or other announced solutions related to preventing, counteracting and fighting infectious diseases, orders of state or/and local government authorities, transport embargoes, announced general strikes, natural disasters.

6.7 The Organizer, referring to social interest, reserves the right to change the date and place of the Forum even despite the absence of factors that could be considered force majeure, in particular when pandemics, epidemics or epidemiological threats have not been announced, orders of state or/and local government authorities have not been issued. In such a situation, §6.5 shall apply accordingly.

6.8 By social interest, the Organiser means in particular actions taken to protect the health and life of participants, organisers and partners of the event.

7. COMPLAINTS

7.1 All complaints should be sent in writing by tracked, priority mail to the Organizer’s address within 14 days from the date of the end of the Forum.

7.2 Complaints sent after the above mentioned term will not be considered.

7.3. Complaints will be considered by the Organizer within 30 days of their receipt, and a response will be sent in writing to the address indicated by the complainant.

8. FINAL PROVISIONS

8.1 The Organiser reserves the right to change the substantive programme of the Forum.

8.2 In the event that the Forum does not take place for reasons attributable to the Organiser, the Organiser will immediately return the amounts paid by the Participants to the bank accounts indicated by them.

8.3. In the event that the Forum is not held for reasons independent of the Organizer, the Participant shall not be entitled to compensation or reimbursement of any fees associated with participation in the Forum, as well as costs of additional services commissioned to the Organizer by the Forum Participants

8.4. the Organiser determines the Forum programme and has the right to make changes in it, also on the day when the Forum takes place, including the right to change the time schedule, order of speeches and change of speakers.

8.5 The Organizer is not responsible for the lack of possibility to participate in the Forum by a participant for reasons beyond the control of the Organizer.

8.6 In case of doubt as to interpretation, the Polish version of the Regulations shall be binding.

8.7. All disputes which may arise in relation to the participation in the Forum shall be settled by a court having jurisdiction over the seat of the Organiser.

8.8. Submitting a registration application from the Forum website signifies acceptance of the provisions of these Regulations as well as adherence to the regulations and any other arrangements made between the Participant and the Organizer.

8.9. In matters not regulated by these Regulations the provisions of the Civil Code shall apply.

8.10. The final interpretation of these Regulations shall rest with the Organiser.

8.11. Personal data of the participants, in relation to the registration to the Forum, are processed according to the provisions of the law in force. The relevant information clauses can be found on the registration forms.