Conference Regulations

I. General Provisions

1. Definitions

• Organiser - Openweb S.C., with registered office at ul. kadm. X. Czernickiego 43a, 81-154 Gdynia, Poland, Tax ID (NIP): 9581760590, Business Registry (REGON): 369117242.
• Conference - CMS Conf 2026, an event organised by the Organiser.
• Participant - Any natural person who has registered for and participates in the Conference, including attendees, speakers, partners, and volunteers.
• Ticket/Pass - A document (electronic or physical) entitling the Participant to attend the Conference.
• Registration - The process of signing up for the Conference, including providing personal data and purchasing a Ticket.
• Venue - Pomeranian Science and Technology Park (PPNT Gdynia), al. Zwycięstwa 96/98, 81-451 Gdynia, Poland, or any other location specified by the Organiser.

2. Language

The official language of the Conference is English. All presentations, materials, and communications will be conducted in English. Participants are expected to have sufficient English language proficiency to participate effectively in the Conference.

3. Scope of Regulations

These Regulations define the terms and conditions for participation in CMS Conf. By registering for the Conference, the Participant accepts these Regulations in their entirety and agrees to comply with them.

II. Registration and Participation

1. Registration Requirements

To participate in the Conference, the Participant must:

• Complete the registration form accurately and truthfully
• Provide all required personal data
• Purchase a valid Ticket or receive an invitation from the Organiser
• Be at least 18 years of age, or if under 18, be accompanied by a legal guardian
• Accept these Regulations, the Code of Conduct, and the Privacy Policy

2. Personal Data

During registration, the Participant is required to provide personal data, including but not limited to:

• Full name
• Email address
• City and country of residence
• Job title and company name (optional)
• Professional background information (optional)

The processing of personal data is governed by our Privacy Policy. By registering, the Participant consents to the processing of their personal data in accordance with the Privacy Policy.

3. Image and Recording Consent

By participating in CMS Conf, you acknowledge and agree that:

• You may be photographed and/or recorded (audio and video) during the Conference
• The Organiser, Openweb S.C., and any entities resulting from the transformation of Openweb S.C.'s conference organisation activities into another form (such as a company, organisation, or foundation) have the right to use, process, reproduce, and disseminate your image and likeness
• Your image and likeness may be published in all media, including but not limited to websites, social media platforms, print publications, television, radio, online platforms, and all other forms of media
• Your image and likeness may be used in all fields of exploitation, including advertising, promotion, marketing, commercial purposes, and any other lawful purposes
• Your image and likeness may be used for promotion of future events organised by Openweb S.C. and any entities resulting from the transformation, reorganisation, or restructuring of Openweb S.C.'s conference organisation activities
• This consent extends to all current and future legal entities that may result from the transformation of Openweb s.c.'s conference organisation activities, including but not limited to companies, organisations, foundations, or other legal entities
• This consent is granted without time limitation and without the need for additional approval or compensation

The rights granted above apply to all photographs, videos, audio recordings, and any other recordings or representations of your image and likeness captured during or in connection with the Conference, and may be used for any promotional, marketing, advertising, or commercial purposes related to CMS Conf or future events organised by Openweb S.C. or its successor entities.

If you do not wish to be photographed or recorded, you must inform the Organiser in writing before the Conference begins. However, please note that this may limit your ability to fully participate in the Conference, as photography and recording are integral parts of event documentation and promotion.

4. Minors

Individuals under 18 years of age may participate in the Conference only under the supervision of a legal guardian. The legal guardian must register on behalf of the minor and accept these Regulations. The Organiser reserves the right to modify this age requirement and to refuse participation to minors without providing a reason.

III. Tickets and Payment

1. Ticket Purchase

Tickets for the Conference are sold exclusively via the external operator EasyTools. By purchasing a ticket, the Participant accepts the EasyTools Terms of Service in addition to these Regulations.

The Organiser delegates the technical handling of ticket sales, payments, and invoicing to EasyTools.

2. Ticket Validity

Each Ticket is valid only for the specific Conference date and venue for which it was purchased. Tickets are non-transferable without the prior written consent of the Organiser. The Organiser reserves the right to verify the identity of the Ticket holder at any time during the Conference.

3. Payment

Payment for Tickets must be made using the payment methods specified on the Conference website. The Organiser reserves the right to refuse payment from certain sources or to require additional verification for security purposes.

4. Ticket Transfer

Tickets may be transferred to another person only with the prior written consent of the Organiser and upon payment of any applicable transfer fees. The new ticket holder must accept these Regulations and provide all required information to the Organiser.

IV. Cancellation and Refund Policy

1. Participant Cancellation

If a Participant wishes to cancel their participation, they must notify the Organiser in writing via email to hello@cmsconf.com.

Refund requests made more than 60 days before the event will be processed based on the Organiser's decision, potentially minus administrative fees.

2. Organiser Cancellation or Changes

The Organiser reserves the right to:

• Cancel the Conference due to circumstances beyond their control (force majeure)
• Change the Conference date, venue, or programme
• Modify the Conference format (e.g., from in-person to online)
• Limit or restrict access to certain parts of the Conference

In the event of Conference cancellation by the Organiser, Participants will be entitled to a full refund of the Ticket price. If the Conference is postponed or the format is changed, the Organiser will offer Participants the option to:

• Attend the rescheduled Conference
• Attend the Conference in the new format
• Receive a full refund

V. Code of Conduct

All Participants are required to follow the Code of Conduct throughout the Conference. Violation of the Code of Conduct may result in immediate expulsion from the Conference without refund, at the discretion of the Organiser.

The Organiser is committed to providing a harassment-free experience for everyone, regardless of gender, gender identity and expression, sexual orientation, religion, disability, physical appearance, body size, race, or technology choices.

VI. Intellectual Property

1. Conference Materials

All materials presented at the Conference, including but not limited to presentations, slides, videos, and documentation, are the intellectual property of their respective authors or the Organiser. Participants may not reproduce, distribute, or use such materials for commercial purposes without explicit written permission.

2. Recording and Photography

Participants are not permitted to record (audio or video) or take photographs of presentations, speakers, or other Conference content without explicit permission from the Organiser and the relevant speaker. Unauthorized recording or photography may result in immediate expulsion from the Conference.

3. Organiser's Materials

All Conference branding, logos, and materials created by the Organiser are the property of the Organiser and may not be used without permission.

VII. Participation at Your Own Risk and Limitation of Liability

1. Participation at Your Own Risk

By participating in CMS Conf, you acknowledge and agree that you participate in the event entirely at your own risk. The Organiser assumes no liability for any damages, losses, injuries, or other harm that may occur during or in connection with the Conference, except as expressly limited below.

You are solely responsible for:

• Your own safety and well-being during the Conference
• The safety and security of your personal belongings
• Your conduct and behaviour during the Conference
• Compliance with all applicable laws and regulations
• Obtaining appropriate insurance coverage

2. Exclusion of Liability

To the fullest extent permitted by applicable law, the Organiser, its employees, agents, partners, and affiliates shall not be liable for:

• Any personal injury, death, or disability
• Loss or damage to personal property, including but not limited to theft, loss, or damage to electronic devices, documents, money, or other valuables
• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, or business opportunities
• Damages resulting from force majeure events, including but not limited to natural disasters, pandemics, acts of terrorism, war, or government actions
• Damages resulting from the actions or omissions of third parties, including other participants, speakers, venue operators, or service providers
• Content of presentations, materials, or statements made by speakers or other participants
• Technical failures, interruptions, or errors in Conference systems or services
• Any decision to cancel, postpone, or modify the Conference

3. Release of Claims

By participating in the Conference, you hereby release, waive, discharge, and covenant not to sue the Organiser, its employees, agents, partners, affiliates, sponsors, speakers, venue operators, and all other persons or entities associated with the Conference from any and all claims, demands, actions, causes of action, suits, damages, losses, and expenses (including legal fees) of any nature whatsoever, whether known or unknown, arising out of or in any way connected with your participation in the Conference.

4. Insurance

Participants are strongly advised to obtain appropriate travel, health, and personal liability insurance for the duration of the Conference. The Organiser does not provide any insurance coverage for Participants. It is your sole responsibility to ensure that you have adequate insurance coverage.

5. Limitation of Liability

To the extent that liability cannot be excluded under applicable law, the Organiser's total liability to any Participant for all claims arising out of or in connection with the Conference shall not exceed the amount paid by the Participant for their Ticket.

This limitation of liability applies regardless of the legal theory on which the claim is based, including but not limited to contract, tort, negligence, strict liability, or any other theory.

6. No Warranty

The Conference is provided "as is" and "as available" without any warranties, express or implied. The Organiser makes no representations or warranties regarding:

• The accuracy, completeness, or usefulness of any information presented at the Conference
• The quality, safety, or suitability of the Conference venue or facilities
• The uninterrupted or error-free operation of Conference systems or services
• The availability of specific speakers, sessions, or content

7. Statutory Rights

Nothing in these Regulations shall exclude or limit the Organiser's liability for:

• Death or personal injury caused by the Organiser's gross negligence or willful misconduct
• Fraud or fraudulent misrepresentation
• Any other liability that cannot be excluded or limited under applicable law

This limitation of liability does not affect your statutory rights as a consumer, to the extent that such rights cannot be excluded or limited by law.

VIII. Prohibited Activities

The following activities are strictly prohibited during the Conference:

• Smoking in non-designated areas
• Consumption of alcohol by minors
• Disruptive behaviour that interferes with other Participants' enjoyment of the Conference
• Unauthorized solicitation, marketing, or distribution of materials
• Violation of any applicable laws or regulations
• Any activity that poses a safety risk to Participants or staff

Violation of these prohibitions may result in immediate expulsion from the Conference without refund.

IX. Data Protection

The processing of personal data is governed by our Privacy Policy, which complies with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

By registering for the Conference, the Participant consents to the processing of their personal data as described in the Privacy Policy, including:

• Registration and participation management
• Communication regarding the Conference
• Networking and matchmaking services (if opted in)
• Marketing communications (with opt-out option)

X. Changes to Regulations

The Organiser reserves the right to modify these Regulations at any time. Significant changes will be communicated to Participants via email or through the Conference website. Continued participation in the Conference after such changes constitutes acceptance of the modified Regulations.

XI. Dispute Resolution

Any disputes arising from these Regulations or participation in the Conference shall be resolved amicably through direct communication with the Organiser. If a resolution cannot be reached, disputes shall be subject to the jurisdiction of the courts of Poland, specifically the courts competent for the Organiser's registered office.

Pursuant to Art. 14 para. 1 of Regulation (EU) No. 524/2013, the European Commission provides an online platform for dispute resolution (ODR). The platform is available at: https://ec.europa.eu/consumers/odr/

XII. Final Provisions

1. Severability

If any provision of these Regulations is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

2. Entire Agreement

These Regulations, together with the Code of Conduct and Privacy Policy, constitute the entire agreement between the Participant and the Organiser regarding participation in the Conference.

3. Contact

For any questions, concerns, or requests regarding these Regulations or the Conference, please contact the Organiser:

Openweb S.C.
ul. kadm. X. Czernickiego 43a
81-154 Gdynia
Poland

Email: hello@cmsconf.com
Website: cmsconf.com