1. General Provisions  

1. This Regulation sets forth the rights and obligations of Participants in the event “ECR Congress of the Young 2025”, hereinafter referred to as the “Congress”.  
2. The Organisers of the Congress are:  
3. a) the Association named Nowa Polska Organizacja (NowaPL.org), entered in the Register of Associations, Other Social and Professional Organisations, Foundations and Independent Public Health Care Institutions of the National Court Register under KRS number: 0001125861, with its registered office in Warsaw, ul. Techników 28, 02-468 Warsaw, NIP: 5223310390, REGON: 52961717100000; and  
4. b) European Parliament – European Conservatives and Reformists Group, with its registered office in Brussels, Rue Wiertz 60, ZWEIG 02L036, Belgium.  
5. The Congress shall take place in Lublin from 27 November 2025 to 29 November 2025 at the Lublin Conference Centre.  
6. Participation in the Congress is free of charge.  
7. The Congress shall include panel discussions, workshops and lectures on topics related to civil society and the role and development of Poland in the European Union and Europe. The Congress shall be held in accordance with the agenda available on the website https://ecrkongresmlodych.pl/, on the Organisers’ social media channels and at the Congress venue.  
8. The Organisers reserve the right to amend the event agenda at any time without stating reasons.  

2. Conditions of Participation in the Congress  

1. The Congress shall be attended by listeners (passive participants) and speakers, lecturers and workshop leaders (active participants).  
2. Active participants may attend the Congress only upon written invitation from an Organiser and after being provided with this Regulation by the Organiser. The presence of an active participant at the Congress shall constitute acceptance of the provisions of this Regulation.  
3. In order to participate in the Congress as a passive participant, registration must be completed using the dedicated form available on the website https://ecrkongresmlodych.pl/. The Organisers do not provide for any other form of registration.  
4. The conditions for participation in the Congress as a passive participant are:  
5. a) submission of an application via the form available on the website, including acceptance of this Regulation in its entirety;  
6. b) being at least 18 years of age;  
7. c) acceptance of the application by the Organiser, confirmed by sending confirmation of participation to the e-mail address provided in the application.  
8. Upon submission of the application, an individual participant account shall be created for the applicant on the website https://ecrkongresmlodych.pl/.  
9. Due to the limited number of places and organisational constraints, the Organisers reserve the right to refuse qualification for participation in the Congress to any person who submits an application. The decision on qualification for participation in the Congress shall be made in each case by any Organiser. The decision of any Organiser to reject an application is final and no complaint or appeal procedure is provided for.  
10. A passive participant qualified for participation in the Congress shall receive confirmation of registration at the e-mail address provided by them.  
11. The Organisers shall not be liable for the provision of incorrect or untrue data by a participant during registration for participation in the Congress.  
12. Any Organiser may withdraw acceptance of a passive participant’s application or withdraw an invitation issued to an active participant (including during the entire duration of the Congress, also after registration for the Congress or collection of an identifier), if the acceptance or invitation was sent in error (withdrawal on this basis being possible up to 72 hours from acceptance or invitation), if the participant provided untrue or misleading data during registration, if the Organiser was otherwise misled as to the participant’s identity or activities (in particular professional, social or professional), or if any of the Organisers or persons employed by or cooperating with the Organiser submits a reasoned objection to the presence of the given participant at the Congress. Withdrawal of acceptance of an application or invitation shall be effective upon effective communication of the withdrawal to the participant by any of the Organisers. If the person concerned by the withdrawal of acceptance of an application or invitation does not agree with the Organiser’s decision, they may appeal in writing to the Organiser at the e-mail address: kongres@nowapl.org. The appeal shall not suspend the effectiveness of the withdrawal of acceptance of the application or invitation. The Organiser shall consider the appeal without delay and forward its decision to the appellant at the e-mail address from which the appeal was submitted. No complaint or appeal procedure is provided for in respect of the Organiser’s consideration of the appeal.  
13. Persons who do not hold current and compliant status as a passive or active participant of the Congress in accordance with the provisions of this Regulation (including persons in respect of whom acceptance of an application or invitation has been withdrawn in accordance with the provisions of this Regulation) shall be denied entry to the Congress venue, in particular to the building of the Lublin Conference Centre, and in the event that they are present on the aforementioned premises for any reason, they shall be ordered (by any Organiser or its representative, also orally) to leave the building immediately. An order issued by any Organiser or its representative to leave the building due to the lack of current and compliant status as a passive or active participant in accordance with the provisions of this Regulation shall be effective from the moment of the first effective communication of the order.  
14. If the person referred to in paragraph 10 does not agree with the aforementioned order, they may appeal in writing to the Organiser at the e-mail address: kongres@nowapl.org. The appeal shall not suspend the effectiveness of the order and the person shall be obliged to leave the Congress venue immediately until the appeal is considered by the Organiser. The Organiser shall consider the appeal against the order without delay and forward its decision to the appellant at the e-mail address from which the appeal was submitted. No complaint or appeal procedure is provided for in respect of the Organiser’s consideration of the appeal.  
15. In the event of failure by the person referred to in paragraph 10 to comply with the obligation to leave the Congress venue referred to in paragraph 10 immediately, they undertake to pay a contractual penalty for the purpose indicated by any of the Organisers in the amount of EUR 275.00 for each commenced 10-minute period of delay, counted from the moment of the first effective communication of the order to leave the premises. The contractual penalty shall be paid within 7 days of the date of effective delivery to the Participant of the demand for payment.  

3. Provision of Transport and Accommodation to Participants  

1. The Organisers may provide passive and active participants whose place of residence is outside the city of Lublin with accommodation in the city of Lublin and transport from designated assembly points to Lublin and back. Participants may use transport and accommodation free of charge on the terms set out in this paragraph, subject to paragraph 4.  
2. Use of accommodation and/or transport is voluntary, but only passive and active participants who are at least 18 years of age may use them.  
3. The intention to use accommodation and/or transport must be notified to the Organisers via the registration form by marking the appropriate declarations.  
4. The Organisers reserve the right to organise transport subject to the participation in the Congress of a sufficiently large number of persons from a given area of the country. The Organisers shall inform participants sufficiently in advance of the Congress of the cancellation of transport arrangements by e-mail.  
5. Transport shall be organised by means of free travel to Lublin and back in a coach/bus hired by the Organisers.  
6. The Organisers shall not be obliged to bear any costs of transport and/or accommodation of passive participants who have arranged their own travel to the Congress, nor shall they reimburse such costs.  
7. The Organisers may decide to reimburse the costs of transport and/or accommodation of active participants who have arranged their own travel to the Congress. The above issues shall be agreed individually with each interested active participant.  
8. The participant shall receive information confirming the provision of accommodation and/or transport by the Organisers, together with information on the details of the hotel reservation and transport organisation, via the participant’s account on the website https://ecrkongresmlodych.pl/. The participant may also receive the above information by e-mail or telephone.  
9. Any Organiser may withdraw a hotel reservation or a reservation in respect of transport in relation to a participant, in particular if acceptance of a passive participant’s application or an invitation issued to an active participant has been withdrawn in accordance with the provisions of this Regulation, if confirmation of the reservation was sent in error (withdrawal on this basis being possible up to 96 hours from confirmation of the reservation), if the participant provided untrue or misleading data during registration, if the Organiser was otherwise misled as to the participant’s identity or activities (in particular professional, social or professional), or if any of the Organisers or persons employed by or cooperating with the Organiser submits a reasoned objection to the presence of the given participant at the Congress.  

4. Withdrawal from Participation in the Congress; Bearing the Costs of Hotel Reservations  

1. A participant should inform the Organisers of withdrawal from participation in the Congress 4 days before the start of the Congress. The participant shall be obliged to send information on withdrawal to the e-mail address kongres@nowapl.org.  
2. A participant shall be obliged to inform the Organisers of withdrawal from accommodation and transport provided by the Organisers at least 4 days before the start of the Congress. The participant shall be obliged to send information on withdrawal to the e-mail address kongres@nowapl.org.  
3. A participant shall reimburse the Organisers for the costs of accommodation incurred by them if:  
4. a) the Organisers provided the participant with accommodation, but the participant did not use the accommodation and did not inform the Organisers of withdrawal from the hotel reservation in accordance with the second paragraph above;  
5. b) the Organisers provided the participant with accommodation, but the participant used it without participating in the Congress.  
6. In the event of provision by the participant of untrue or grossly misleading data in the registration form, and subsequent failure to use the hotel reservation made on that basis and failure to inform the Organisers of withdrawal from the hotel reservation, the participant shall be obliged to pay a contractual penalty in the amount of EUR 750.00 for the purpose indicated by any of the Organisers. The contractual penalty shall be paid within 7 days of the end of the Congress.  
7. The method of confirming participation in the Congress for the purpose of determining the necessity of possible reimbursement of accommodation costs to the Organisers is as follows: collection of the participant’s named identifier for the event on 27 November 2025, signature on the attendance list upon collection of the identifier on 27 November 2025, and signature on the attendance list before the start of the last day of the event, i.e. 29 November 2025. If a participant participates only in part of the Congress and has received confirmation of accommodation only on selected days, they shall sign upon collection of the identifier on the day of commencement of their hotel stay and shall sign on the attendance list before the start of the day of the event corresponding to the end of their last hotel stay.  
8. The participant shall be obliged to reimburse the costs of the hotel reservation within 7 days of receipt from the Organisers of a demand for payment to the bank account indicated by them. Upon ineffective expiry of the indicated period, statutory interest (for delay) shall be charged on the amount due in accordance with applicable law.  

5. Final Provisions  

1. Submission of a registration application shall constitute acceptance of the provisions of this Regulation and compliance with legal provisions and any other arrangements made between the participant and the Organisers.  
2. Acceptance of this Regulation shall be equivalent to conclusion of an agreement for participation in the Congress as a passive participant.  
3. Submission of a registration application shall also be equivalent to the granting by participants of unlimited consent to the publication of their images recorded during the Congress in the form of photographs and audiovisual recordings on the Internet on the Organisers’ websites, on the Organisers’ channels in online services enabling sharing, editing and live broadcasting (Facebook, YouTube, X) and on social media (Facebook). Representatives of the media (press, radio, television) may also participate in the Congress.  
4. The Organisers shall not be liable for participants’ belongings that may be lost, damaged or stolen during the Congress.  
5. Participants shall bear full material liability for damage caused by them both on the premises of facilities where any activities related to the Congress are conducted, as well as in places of accommodation and means of transport.  
6. Issues related to the protection of personal data are contained in the Privacy Policy; participants shall also be provided with information related to the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (OJ EU L 2016.119.1).  
7. This Regulation shall enter into force on the date of its publication on the website https://ecrkongresmlodych.pl/.  
8. The provisions of this Regulation form an integral part of the application for participation in the Congress and are binding on all participants.