Terms and conditions of Piano Congress

I. Introductory provisions

  1. These Regulations set out the rules for the conduct, organisation and participation in the Piano Congress “Piano – Yesterday, Today and Tomorrow”, hereinafter referred to as the “Congress”, organised by the Stowarzyszenie Polskich Stroicieli Fortepianów under the power of attorney dated 28 October 2018 granted by the Europiano Association based in Zurich (Switzerland), confirmed by the agreement on the organisation of the Europiano Congress and the IAPBT Convention dated 13 November 2021.
  2. The Organizer of the Congress is the Stowarzyszenie Polskich Stroicieli Fortepianów with its seat in Warsaw (00-040) at Warecka 4-6 loc. 40a, registered in the Register of Associations of the National Court Register under the number 0000301615, NIP: 525-244-01-32, hereinafter referred to as the “Organizer”.
  3. The Congress shall be held on 2-4 September 2022, whereby:
    1. 2 September 2022 from 10.00 to 18.00 there is an open music equipment exhibition day
    2. 3 and 4 September 2022 from 9.00 am to 6.00 pm there is a music equipment exhibition open only to attendees who purchase the attendee conference package
    3. 2 September 2022 a gala concert inaugurating the congress will be held
    4. 3 and 4 September 2022 theoretical lectures, demonstrations, panel discussions and practical workshops will be held
  4. The congress takes place in the Universe hall and possibly in additional halls indicated by the organizer, in the Double Tree Warsaw by Hilton hotel, 21 Skalnicowa street, Warsaw.
  5. The Congress is intended for producers, retailers, reeders, equalizers, restorers, distributors, musicians, teaching staff, representatives of cultural events, customers and people interested in music.
  6. The Congress includes theoretical lectures, demonstrations, panel discussions and practical workshops, as well as accompanying events.. 
  7. The detailed programme of the Congress, information about fees and available conference packages are given on the website dedicated to the congress at pianocongress.org and in the Organizer’s advertising and information materials.

II. Organiser’s responsibilities

  1. The Organiser takes care of the safety of the Participants at the Congress venue, in accordance with the relevant legal regulations. The Organiser has selected the Congress venue in such a way that it meets all the requirements stipulated in health and safety and sanitary regulations.
  2. The Organiser ensures that the Congress is conducted in accordance with the previously published programme. The programme of the Congress is available to all interested persons on the website dedicated to the Congress at pianocongress.org.
  3. The organizer is responsible for the high level of the Congress content and for providing lecturers with appropriate qualifications and competencies.

III. Congress participants and registration rules

  1. A participant of the Congress, hereinafter referred to as the “Participant”, can be any natural or legal person for whom the Congress has been prepared in connection with their professional or business activity and who expresses their willingness to participate in the Congress.
  2. In order to participate in the Congress, it is necessary to fill in the registration form and pay the Congress participation fee by the specified deadline.
  3. Registration for the Congress can only be done by completing and sending the online registration form available on the congress website at pianocongress.org in the “Registration” section.
  4. By completing the Congress registration form, the Participant will be asked to choose a conference package. Detailed information on the conference packages are available on the website at pianocongress.org in the “Registration” tab. Failure to select a conference package will result in the Organizer’s refusal to accept the application for participation in the Congress.
  5. The Organiser shall confirm the acceptance of the application for participation in the Congress by e-mail.
  6. Submitting the application form is equivalent to an invitation to conclude the participation agreement for the Congress. The moment the Organiser confirms the application, a contract is concluded between the Participant and the Organiser for participation in the Congress, which results in the obligation to pay the participation fee. Failure to confirm the registration is equivalent to not concluding such an agreement.
  7. By registering for the Congress, the Participant accepts the rules specified in these regulations.
  8. By registering for the Congress, the Participant undertakes to come to the Congress at the time and place specified by the Organiser.
  9. When registering for the Congress, the Participant provides data necessary for issuing an invoice and certificate of participation in the Congress.
  10. The Organiser shall not be liable for the consequences of incorrect or incomplete data provided by the Participant.

IV. Fees and costs

  1. The Congress is a payable event and payment for participation is made in one instalment (no instalments).
  2. All payments from participants must be made no later than 31 August 2022.
  3. Congress participation fees vary depending on the conference package selected at the time of booking. The fees include all benefits included in the description of the respective conference package.
  4. The sale of packages payable in euros will take place according to the following rules:
    1. Pre-sale until 31 March 2022 (price 350 euro).
    2. A proper sale 1 April 2022 – 30 June 2022 (price 400 euro).
    3. Last chance 1 July 2022 – 31 August 2022 (price 450 euro).
  5. The organizer has the right to create a local package offer settled in Polish zloty. Recipients of this offer are exclusively members of the SPSF and people from the broader music community in Poland.
  6. Packages do not include an open bar option or alcoholic beverages. The purchase of alcohol at the hotel is possible by the participants at their own expense.
  7. Information about the Congress fees is available on the website at pianocongress.org.
  8. The Congress participation fee must be paid in full within 7 days from the date of confirming acceptance of the Congress participation application by the Organiser. Failure to pay within the aforementioned time limit results in automatic cancellation of the Congress participation application, without the Organiser having to submit any additional statements in this regard. The date of booking the fee on the Organiser’s bank account shall be decisive for meeting the deadline.
  9. The participation fee should be paid to the following bank account: Stowarzyszenie Polskich Stroicieli Fortepianów, 4-6 Warecka Street, 40a, 00-040 Warsaw, Bank PEKAO S.A. SWIFT code PKOPPLPW, IBAN number: PL 90 12401037 1978 0010 9366 5439.
  10. Cash payments are not accepted.
  11. The Organiser will issue and provide Participants with invoices/invoices as proof of payment for their participation in the Congress.
  12. The Organiser shall refund the fee taking into account p. 4, within 30 days of receiving information about cancellation of participation in the Congress, after the Participant sends a signed copy of the correction invoice.
  13. The costs of any services not included in the conference package shall be borne by the Participants.

V. The Congress

  1. The Congress is conducted by lecturers with appropriate qualifications and competencies. Information about the lecturers can be found on the website dedicated to the congress at pianocongress.org in the “Speakers” section and in the Organiser’s advertising and information materials. The Organiser reserves the right to change the lecturers up to the opening date of the Congress.
  2. The Organiser reserves the right to change the date and/or place of the Congress or to cancel it for important reasons. In such a situation, all Participants will be informed about the change via e-mail. Each Participant has the right to withdraw his/her application for participation in the Congress, and the Organiser undertakes to return 100% of the paid fee within 30 days, counting from the day of receiving the Participant’s statement of withdrawal.
  3. The Organizer reserves the right to cancel the Congress if the number of Participants who have declared their participation in the Congress is lower than the minimum number of participants set by the Organizer. In such a situation, the Organizer is obliged to return to the Participants 100% of the paid fee within 30 days, counting from the date of the information about the Congress cancellation.
  4. The Organizer does not bear responsibility for the cancellation of the Congress if it was caused by reasons beyond the Organizer’s control, such as actions and decisions of state and local administration bodies, strikes, force majeure, which are beyond the Organizer’s control. In such a situation, the Organizer is obliged to return to the Participants 100% of the paid fee within 30 days, counting from the date of the information about the Congress cancellation.
  5. The Organiser shall inform each participant individually about the events described in sections 2, 3, 4 by e-mail.

VI. Course of the Congress

  1. During the Congress, each Participant is obliged to comply with these regulations, observe the Double Tree Warsaw by Hilton hotel regulations available at www.doubletreewarsaw.pl/poznaj-hotel/regulaminy, maintain appropriate personal manners and respect the order and discipline of the Congress, under pain of exclusion from the Congress without the right to a refund of the fee paid, after a previous ineffective warning.
  2. The programme of the Congress consists of international lectures and workshops, events of national associations that are members of Europiano, events of the Europiano Association and the IAPBT, an exhibition of musical equipment and parts.
  3. A side event to the Congress is a workshop on intonation of historical pianos on 5 September 2022, led by Paul Mc Nulty. This event is at an additional cost and includes the right to attend the training.
  4. The congress includes the number of theoretical lectures, demonstrations, practical workshops and panel discussions provided in the programme. It also includes the integration of Participants on 2, 3 and 4 September 2022.
  5. The Congress will be held in English.
  6. The Organiser is not responsible for the Participants’ belongings that may be damaged, lost or stolen during the Congress.
  7. Participants bear full responsibility for damage they cause to the Congress venue, their accommodation (hotel rooms) and the entire hotel premises, as well as for damage to equipment used to conduct the Congress and to practical workshops during the Congress.
  8. It is forbidden to record the course of the Congress with audio- and video-recording devices without the prior consent of the Organiser and the lecturers.
  9. It is forbidden to use the materials obtained by the Participants during the Congress from the Organiser or from the lecturers for commercial purposes, in particular to conduct courses or trainings, without the prior written consent of the Organiser and the lecturers.
  10. The content of the Congress and the materials provided to Participants during the Congress constitute works as defined in the Act on Copyright and Related Rights of 4 February 1994 and are subject to legal protection.
  11. Participants acknowledge that during the Congress the Organizer may record fragments of the Congress in the form of photos, audio or video recordings, which can then be used to summarize the Congress or to promote future editions of the Congress, including those under the name Piano Congress, especially in the form of Internet publications. Therefore, by registering for the Congress, Participants agree that their image may be recorded on the photos/videos for the above-mentioned purposes. The Organiser will take photos and recordings in such a way that they do not present specific Participants, but the event as a whole.

VII.  Personal data of the participants 

  1. The personal data of the Participants shall be administered by the Organiser.
  2. Contact with the Organiser in matters related to the processing of personal data of Participants is possible at the following e-mail address: contact@pianocongress.org.
  3. Detailed regulations concerning the processing of personal data are contained in the consent to the processing of personal data and in the privacy policy available on the Congress website pianocongress.org.

VIII. Policy of returns

  1. The parties provide for a refund only for packages purchased in the pre-sale and sale, if the buyer indicates a desire for a refund by sending a relevant statement to contact@pianocongress.org.
  2. All refunds of congress fees, resulting from the provisions of these regulations, will be made only by bank transfer to the Participant’s bank account.
  3. In the case of cancellation of an order, partial refund of the payment for the Participation packages will be made after deducting
    1. 25% of the package value if cancelled by 31 March 2022.
    2. 50% of the package value if you cancel by 30 June 2022.
    3. no refund for cancellations after 30 June 2022.
  4. In the event of cancellation of a reservation at the Double Tree Warsaw by Hilton, payments are not refundable by the hotel. This applies to room nights purchased via the dedicated link on pianocongress.org.
  5. Any claims regarding this should be made directly to the Double Tree Warsaw by Hilton hotel.

IX. Final provisions

  1. Any disputes that may arise in connection with the participation in the Congress shall be settled by a court with jurisdiction over the Organiser’s seat, unless generally applicable provisions of law provide otherwise.
  2. The Congress is a closed event and as such it does not constitute a mass event within the meaning of the Act of 23 March 2009 on mass event safety.
  3. In matters not covered by these Regulations generally applicable provisions of Polish law apply, including in particular the provisions of the Civil Code.
  4. These Regulations shall enter into force as of the date of their publication on the website dedicated to the Congress at pianocongress.org.
  5. The organizer reserves the right to amend these Regulations. Changes become effective on the date of their publication on the website dedicated to the congress at pianocongress.org.
  6. The provisions of these Regulations are an integral part of the Congress participation application and are binding on all Participants.
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