Terms and Conditions

The terms&conditions are reated to minimise the posibility of any misunderstandings. If you have any queries regarting these rules, as set forth, please contact us before registering and making a payment for the package.

  1. General
    • The Organizing Committee is working on behalf of Stowarzyszenie Polskich Klubów Rotary ?Dystrykt 2231 Rotary International?, Sienkiewicza 55, 90-009 Łodź, KRS: 0000481209, NIP:  7252072333, REGON: 101703396
    • We reserve the right to make changes to the published program without prior notice. However, you will have no claim against us in respect of such changes, and do not entitle you to cancel your registration.
    • Participants have to be at least 18 years old by the beginning of any booked event.
    • The Organizing Committee will do their best to respect all special requirements indicated in the registration forms, however it cannot be guaranteed that all special arrangements will be available.
  2. Privacy
    • Upon your successful registration you agree:
      • That we may publish your name, country, district and club on our website on the list of participants.
      • That we may publish photos of you taken during the event and the pre- and post-trips via any channel, online and offline such as, but not limited to:
        1. Social Media (Facebook/Twitter/Instagram)
        2. Our website (http://www.eema2017.com.pl/)
        3. The RYE EEMA website (http://www.eema.eu.com)
    • Personal information provided by you during registration will be held in our database, with the exception of any payment details (no information regarding your card details will be recorded whatsoever). Personal information (e-mail, telephone, emergency contact details) will be used to keep you up-to-date with developments of our activities. By making any purchase, you agree to be emailed by the EEMA 2017 team to keep you up to date with the event.
  3. Account Creation
    • In order to create an account you have to confirm that you are at least 18 years old and are of a mature age as defined by Poland and your country?s laws.
    • During the registration for EEMA2017, a Participant should fill out ALL the fields of the form correctly. The Organizing Committee will not be liable for any confusions and inconveniences caused by mistakes a Paricipant made in the registration form.
    • Your account allows you to match your room-mate, provide arrival and departure flight information (these options will be available at a later stage, after the registration waves will be closed and the participants confirmed).
  4. Financial ? Registrations
    • Registration to EEMA2017 is open to all members of the Rotarian family and interested guests who attend Rotary Clubs on a regular basis. Partners are allowed to register as well.
    • The registrations is on the first-come-first-served base. The Organizing Committee cannot guarantee everybody that all offers will be available until the deadline of each phase.
    • The Organizing Committee cannot guarantee availability of a desired sightseeing/fun option for all Participants. Since the capacity of those attractions is limited
    • Event registration will be confirmed only after full reception of the payment.
    • We accept Visa, Visa Electron, MasterCard and Maestro debit and credit cards for the online payment. We recommend the online payment as a quick and safe means of processing the registration. If you encounter any problems with the payment procedure, please contact us via the contact us page.
    • If you do not have a debit or credit card to make online payments, you can opt for bank transfer. Please note that a bank transfer might take a few days to process and your bank usually incurs additional transfer costs.
    • Credit card payments are carried out through SIX Payment Services (Europe) SA Branch in Poland, Simple Str. 68, 00-838 Warsaw. Payments are subject to a surcharge of 2% of the transaction amount added to the final bill after selecting payment by credit card or debit card.
    • All fees associated with bank transfers are your responsibility.
    • In case of a bank transfer, please send us the proof of transfer (i.e. PDF or scan of the transfer confirmation) to make sure that we keep your order from being auto cancelled.
    • In case the Organizing Committee receives less than the full amount due from a Participant, she/he will not be registered for EEMA2017 until the missing amount is paid. The Participant is then obliged to supplement the missing amount according to the updated status.
    • At the time of registration each Participant will be automatically assigned an id-number. This number and name must be given as a title of the bank transfer if this method of payment is chosen.
    • Registrations booked via the bank transfer method will be reserved for a maximum of 3 working days. If payment has not been done during these days and no proof of payment has been sent to us, your reservation will automatically be cancelled.
    • All priceses and costs are expressed in EUR and payment will be made in EUR via our online payment processor or by bank transfer.
    • If your card is not in EUR, your bank will automatically convert your currency to EUR at your bank?s exchange rate for the day that payment is made.
    • During all the parties and the gala, only cash payment will be accepted, in EUR.
    • The Participants will be responsible for all costs incurred during their stay at the hotel such as paid TV, room mini-bar, room service, food and drinks at hotel restaurants and bars charged on the room.
  1. Returns
    • The Consumer, who entered into a distance contract or an off-premises contract has 14 days to return an item, from the confirmation of payment sent via e-mail, without giving a reason and without incurring the costs except the cost defined in Article 33, Article 34(2) and Article 35 of the Act of 30 May 2014 on customer rights (Dz.U.[Journal of Laws] of 2014 No. 824). Consumer may return an item, providing a written statement of withdrawal from the contract.
    • To comply with the 14-days deadline is enough to send a statement before its expiry.
    • After 14 days from confirmation of your payment, no cancellation is accepted, but you are allowed to change the package owner. All the personal information of a substituting Participant should be sent to the Organizing Committee prior to the date of EEMA.
  2. Check-in
    • Every participant must check-in at EEMA 2017 desk upon the arrival. Only checked-in participants have the right to participate in the event.
    • There will be an info and registration point at the hotel. All the information regarding on-site registration and check-in will be emailed to you prior to arrival. During the registration process, you will be provided with a welcome package
  3. Liabilities
    • EEMA will not assume any responsibility whatsoever for any damage or injury to persons or property during the convention. The participants are recommended to arrange their own personal travel and health insurance.
    • The relationship between the EEMA2017 and the participant will be exclusively governed and construed in accordance with the laws of Poland with exclusive competence of the Poland Jurisdiction.
    • EEMA2017 and RYE EEMA shall have no liability for any loss and/or damage that may occur to any of your personal property. EEMA2017 and RYE EEMA will not be liable for any indirect or consequential loss suffered by you; or any loss of profits or loss of business (direct or indirect) suffered by you.
    • EEMA2017 and RYE EEMA will not be liable for any default or delay in the performance of its obligations, to the extent that such default or delay is caused, directly or indirectly, by an event beyond the reasonable control.
    • By completing the registration process and making payment you agree to be bound by these terms and conditions.
    • You will be assigned a hotel room at your arrival. By booking a hotel room you accept that you will be made completely liable for any damage that happens in your room throughtout the duration of your stay.
    • If you exchange rooms internally with other Rotarian without notifying the hotel administration, liability for damages will remain liable for any damages suffered to your original room.
    • In case of any damage, you are personally liable for any possible charges with the hotel administration directly.
    • During the EEMA Conference photos and film documenting the event will be registered.
      Your registration for the Conference means that you agree for free and irrevocable fixation and use of your image by the organizers in the form of photographs and video materials without territorial or time limits.
  4. Rights in materials
    • All copyright and other rights in materials provided to you during or for the purposes of EEMA2017 are the property of EEMA2017 and RYE EEMA.
    • You are entitled to use such materials only for your own personal study. You are not entitled to copy such materials nor are you entitled to use or authorize others to use them for any commercial purposes.