Weekend with SMA Conference 2023 Terms and Conditions

I. General provisions
Weekend with SMA Conference, hereinafter referred to as the Conference will take place on June 2-3, 2023 at the Boss Hotel located at Żwanowiecka 20 street in Warsaw.
The Conference is organized by the SMA Foundation with its headquarters in Warsaw, at Przy Forciee 10/99 street.
Conference participants include individuals with spinal muscular atrophy, members of their families, caretakers, doctors, therapists, and other individuals professionally associated with health care.
The provisions of this Regulation form an integral part of the Conference participation application and are binding on all Participants. Sending a registration application from the Conference website is equivalent to accepting all provisions of this Regulation, as well as observing the order regulations and any other arrangements made between the Participant and the Organizer.
The official website of the conference can be found at konferencja2023.fsma.pl.
The email address for all matters related to the Conference is [email protected].
II. Registration and cancellations
The condition for participation in the Conference is registration made exclusively through the registration form available on the Conference’s website at konferencja2023.fsma.pl.
The final registratio deadline n is April 30th, 2023. Participants who register after this date may not have the opportunity to take advantage of the full offer of the Conference.
The Organizer reserves the right to change the date and/or location and to cancel the Conference for reasons beyond its control. In the event of a change in location, date or cancellation of the Conference, the Organizer will immediately inform the Participant of this fact via email address provided by the Participant at the time of registration. At the same time, the Organizer does not cover any costs incurred by the Participant connected to change in date or location or cancellation of the Conference.
Upon first entry to the Conference venue, the Participants are required to register their arrival at the Organizer’s welcome desk where they will receive an identification card. For security reasons, individuals without identification cards will not be admitted to the Conference rooms.
III. Programme
During the Conference, plenary sessions, lectures, workshops and medical examinations will take place. Moreover, demonstrations (of e.g. rehabilitation equipment) will be held in designated spaces.
The detailed program of the Conference will be published on the official website of the Conference (konferencja2023.fsma.pl) and will be available on-site during the conference.
The Organizer reserves the right to make changes to the Conference program for organisation reasons and without stating the reason. In the event of such changes, the Participant is not entitled to compensation from the Organizer.
During demonstration shows, exhibitors may send marketing messages to Participants, provided that Participants are informed about it prior to the show.
Speakers and exhibitors are informed by the Organizer that they cannot send messages to Participants that violate legal, ethical or moral standards. At the same time, the Organizer is not responsible for the form and means of communication sent by the exhibitor to the Participants.
Registration entitles all participants to attend all publicly available points of the programme. The Organizer reserves the right to limit selected points of the program in terms of categories or the total number of Participants.
The Participant is obligated to take part in sessions, lectures and workshops in accordance with the program. The Organizer reserves the right to refuse participation in this and any subsequent conferences to Participants who, in an obvious manner, did not come with the aim to take part in the Conference programme.
IV. Conditions of stay
As part of the Conference, the Organizer offers subsidized accommodation on June 2-3, 2023 for each participating group from SMA families.
Subsidized accommodation is intended primarily for people with SMA and their parents/guardians living more than 100 km from the Conference venue or having justified difficulties with travel/access. The organizer reserves the right to refuse subsidized accommodation to persons who do not meet above condition.
As part of the accommodation, the Organizer provides one standard double hotel room. Most rooms have enough space for extra beds. If more than two people are registered by the Participant, the Participant should arrange a bed for them on their own. The hotel does not guarantee the availability of extra beds. If possible, the hotel will provide free linen/bedding for additional guests.
The number of hotel rooms is limited. The rooms will be assigned to Participants on a first come, first served basis.
In the event of all Hotel rooms beeing filled, the Organiser reserves the right to refuse accommodation or to propose an alternative accommodation in the proximity of the Converence venue. The Organiser will try to take each individual situation of each Participant into account, however, the Organiser’s decision on accommodation in a different hotel is final.
In the even of all Hotel rooms being at capacity, Participants attending the conference on their own, may be asked to join other single Participant in a double or bigger room. In such case, the Organiser will reimburse each of the Single Participants half of the accommodation payment.
A participant who wishes to attend the Conference but is not allocated accommodation should arrange their own lodging, without the assistance of the Organizer.
The organizer provides meals and beverages during the Conference for all Participants regardless of the Conference distance from their place of residence.
All travel costs associated with traveling to and from the Conference venue are to be covered by the Participant personally.
V. Childcare
The organizer may provide childcare during the lectures and workshops on June 2nd and 3rd in a designated room suitable for children (playroom). The childcare can be provided by trained volunteers from the Organizer and/or entities collaborating with the Organizer. Using the childcare provided by the Organizer is optional. Care is not considered part of the Conference offer under the Civil Code; parents are responsible for the care of the children.
Child care is only provided during strictly defined hours. At other times, the care is provided by the parent or a delegated person. The Organizer is not responsible for children left without supervision.
The care of children by the Organizer’s staff requires providing the staff with the mobile phone number of the parent/guardian. The parent/guardian is obliged to immediately go to the child’s location upon any phone call from the representatives of the Organizer.
Children who require mechanical breathing support and children with swallowing difficulties can only attend the playroom under the continuous supervision of parents or caregivers who are trained in caring for them. The role of the Organizer’s personnel is only limited to organizing activities/games for children on breathing support and with swallowing difficulties.
During the sessions, lectures, and workshops, except for the parents/caregivers mentioned in item 3, parents/caregivers should not be in the children’s playroom. In case of any doubts about parents being in the room, the personnel organizing the activities will make a decision each time.
The Organizer will make every effort to ensure the safety of the children, but does not assume responsibility for any damages related to the care provided.
VI. Fees
Participation in the Conference is subject to a fee.
Payments for participation can be made through an online platform during the registration process using a credit card, express transfer from selected banks in Poland, or PayPal system
The fee for participation in the Conference is set with the aim of making it accessible to as many Participants as possible and does not cover the actual costs of organizing the event. Participants may voluntarily make an additional contribution to cover a larger portion of their participation costs.
The Organizer will issue invoices for all received payments in accordance with the information provided by the Participants. Invoices will be sent to the email address provided by the Participants.
The participant may withdraw from the Conference at any time. The withdrawal should be made via email to the Organizer’s contact address.
In the case of cancelling participation in the Conference by April 15, 2023, the Organizer will refund the paid amount minus a handling fee of 25 PLN (intended to cover the fees of the payment gateway operator and accounting costs).
In the case of cancelling participation in the Conference between April 15th and April 30th, 2023, the Organizer will return 50% of the paid amount (as per the conditions of the conference center), minus a handling fee of 25 PLN.
In the case of cancelling participation in the Conference on or after May 1st, 2023, the paid fee will not be refunded. We regret to inform that by April 31st, we finalize the booking of accommodations and meals, and thereafter they cannot be cancelled.
Non-SMA individuals, their families, caretakers, or those personally invited by the organizer, may attend the conference on a paid basis. Such attendees are not entitled to free or subsidized accommodation or meals.
VII. Final Provisions
Individuals with special requirements, including dietary or equipment needs, must inform the Organizer via the registration form of such requirements. The Organizer will make every effort to accommodate these needs, but is not responsible for any unfulfilled requests.
Due to the need to ensure a peaceful and smooth course of the Conference, the consumption of alcohol and being under the influence of alcohol is prohibited at the Conference venue grounds daily until 7:00 p.m. during the Conference period.
Participants are fully responsible for any damages caused by themselves in any areas where activities related to the Conference are taking place, as well as in the accommodation locations
The organizers are not responsible for any items belonging to participants that may be lost, damaged, or stolen during the Conference.
The Organizer makes every effort to ensure an uninterrupted course of the Conference, including requiring the conference venue to have backup electrical power. However, the Organizer is not responsible for unexpected events that may obstruct participation in the Conference, such as power outages, power supply failures, internet connection failures, conference equipment breakdowns, elevators and lifts malfunctions.
The Conference program involves recording its course by the Organizer using photographic, film, and other techniques. Participation in the Conference requires consent to the recording and dissemination of one’s image by the Organizer for informational, journalistic, and marketing purposes to achieve the statutory objectives
Participation in the Conference is only possible after Participants have given their consent for the Organizer to collect and process their personal data in accordance with the Personal Data Protection Act of August 29, 1997 (Journal of Laws 133 of October 29, 1997, No. 833) for the purpose of communication between Participants and the Organizer.
Any disputes arising from participation in the Conference will be resolved by the court having a jurisdiction over the Organizer’s seat.
In matters not regulated by this Terms and Conditions, the provisions of the Civil Code apply.