§ 1 General Provisions
The terms used in these Rules and Regulations are defined as follows:
• Organizer: The organizer of the “Neurology May Meeting” Conference, which will take place on May 17–18, 2025 (hereinafter referred to as the “Conference”), and the Workshops, scheduled for May 15–16, 2025, is EXIMA Solutions Sp. z o.o.
• Personal Data Administrator: EXIMA Solutions Sp. z o.o.
• Participant: A natural or legal person registering for the Conference via the online form available on the website www.wetneuro.pl or by sending an application via email to the Organizer’s contact address listed on the Conference website.
• Participation Confirmation: Payment made via the www.evanea.pl platform.
These Rules and Regulations are an integral part of the Conference registration and apply to all Participants without exception.
§ 2 Participation Rules
1. The “Neurology May Meeting” Conference and Workshops will take place on the date and location specified by the Organizer.
2. Participation in the Conference requires:
• Filling out the online registration form available at https://wetneuro.pl/, or
• Submitting an application via email to the Organizer’s contact address available on the Conference website.
3. The Participant (or an authorized representative) will receive an email confirmation of successful registration, sent to the email address provided in the registration form.
4. At the time of registration, the Participant must have a valid PWZ number (License to Practice Veterinary Medicine)—this requirement does not apply to sponsors, veterinary technicians, or veterinary students.
5. Submitting the registration form constitutes an agreement between the Participant and the Organizer, in accordance with these Rules and Regulations. It also means that the Participant:
• Accepts all provisions of these Rules and Regulations.
• Agrees to comply with all organizational and safety rules established by the Organizer.
• Commits to making the payment for the selected participation package.
6. The Participant (or an authorized representative) must ensure that the registration form is filled out accurately and truthfully.
7. The Organizer is not responsible for any damages resulting from incorrect data entered in the registration form by the Participant.
8. The Organizer reserves the right to close registration early if all available spots are filled.
9. All Conference materials (“Materials”) provided to Participants remain the property of the Organizer (or its partners) and are intended for personal use only. It is strictly prohibited to:
• Copy, distribute, or resell the Materials.
• Make them publicly available in any form.
• Use them in any manner that conflicts with the purpose or scope defined in these Rules and Regulations.
§ 3 Fees
1. Information regarding the participation fees for the Conference is available on the official website: https://wetneuro.pl/.
2. The participation fee must be paid to the bank account specified by the Organizer in the registration confirmation.
3. Payment can be made online or via bank transfer to the designated account.
4. The Organizer reserves the right to change the prices and will inform Participants immediately via the Conference website. However, price changes will not affect Participants who have already registered and paid.
5. Travel and accommodation expenses are the responsibility of the Participant.
6. Failure to pay the required fee by the deadline stated on the website, registration form, or proforma invoice will result in the Organizer canceling the registration without liability.
7. Upon receiving payment, the Organizer will issue a VAT invoice as proof of the transaction.
8. The invoice recipient (payer) must be the entity specified in the registration form.
9. It is possible to transfer a paid registration to another person, subject to individual approval from the Organizer. This must be confirmed in writing via email at biuro@eximasolutions.pl.
§ 4 Cancellation Policy
1. Cancellation requests must be submitted via email to biuro@eximasolutions.pl.
2. The date of cancellation will be considered the date the email is received by the Organizer.
3. The Organizer will confirm the cancellation in writing via email.
4. Participants may cancel their registration up to 60 days before the event, with a refund minus transaction fees(e.g., Paynow fees). Refunds will be processed within 14 days of receiving the cancellation request.
5. Cancellation fees apply as follows:
• 60 to 45 days before the Conference/Workshop → 15% administrative fee
• 45 to 30 days before the Conference/Workshop → 40% administrative fee
• Less than 30 days before the event → No refund
6. Failure to attend the event without formal cancellation does not exempt the Participant from the full participation fee.
7. Refunds will be processed after deducting transaction fees from banks and payment service providers (Paynow).
§ 5 Complaints
1. Any complaints regarding the Conference must be submitted in writing via registered mail with acknowledgment of receipt to the Organizer’s official address.
2. Complaints must be submitted within 7 days of the Conference’s conclusion.
3. Complaints submitted after this period will not be considered.
4. A complaint must include:
• Participant’s full name
• Participant’s address
• Justification for the complaint
5. The Organizer’s decision regarding complaints is final.
§ 6 Personal Data Protection
1. The Administrator of personal data is EXIMA Solutions Sp. z o.o.
2. The Organizer processes personal data provided in the registration form.
3. Legal basis for data processing:
• Consent given by the Participant.
• In the case of marketing purposes, processing is based on the legitimate interest of direct marketing.
4. Retention period:
• Personal data will be stored for 2 years after the event for accounting and documentation purposes.
• If consent is given for marketing purposes, data will be stored until the Participant withdraws consent.
5. Data may be shared with external entities, including partners and sponsors financing the event.
6. Participants have the right to:
• Withdraw consent at any time (withdrawal does not affect the legality of prior processing).
• Access, correct, delete, or restrict processing of their personal data.
• Object to data processing.
• Request data portability.
• File a complaint with the President of the Personal Data Protection Office.
7. Providing personal data is voluntary but necessary for Conference participation.
§ 7 Final Provisions
1. Participants are required to read and comply with these Rules and Regulations.
2. The Organizer reserves the right to cancel, postpone, or modify the format of the Conference/Workshops due to circumstances beyond its control.
3. Any matters not regulated in these Rules and Regulations will be subject to the Polish Civil Code.
4. Changes to the Rules and Regulations:
• Participants who have already registered must review any updates.
• If a Participant disagrees with the changes, they must notify the Organizer via email (biuro@eximasolutions.pl) within 7 days of the changes taking effect.
• If no objection is received, it is assumed the Participant accepts the updated Rules.
5. The Conference is a private event and does not qualify as a mass event under the Act of March 23, 2009, on the safety of mass events (Journal of Laws 2009 No. 62, item 504).
6. The Organizer has the right to modify the Rules and Regulations.
7. If a Participant disrupts the Conference, workshops, or accompanying events, the Organizer reserves the right to exclude them from the event without a refund.
8. Any disputes arising from Conference participation will be settled by the court with jurisdiction over the Organizer’s registered office.
9. These Rules and Regulations take effect upon publication on the Conference website.