EVENT REGULATIONS

INTERNATIONAL OKTOBERFEST 2025

(“Terms and Conditions”)

 

§1

GENERAL PROVISIONS

 

  1. These Regulations set out the detailed rules for the organisation, conduct and participation in the INTERNATIONAL OKTOBERFEST 2025 Event (hereinafter: the “Event“).

 

  1. The organiser of the Event is:

 

  1. Polish-German Chamber of Industry and Commerce with its seat in Warsaw, 87 Grzybowska Street, 00-844 Warsaw, entered in the Register of Entrepreneurs and in the Register of Associations, Other Social and Professional Organisations, Foundations and Independent Public Health Care Institutions kept by the District Court for the City of Warsaw in Warsaw, XII Economic Division of the National Court Register under KRS no.: 0000093438, having tax identification number (NIP): 5261029063, and REGON number: 010998491.
  2. British-Polish Chamber of Commerce. with its registered office in Warsaw, 37 Zielna St., 00-108 Warsaw, entered in the register of entrepreneurs and in the register of associations, other social and professional organisations, foundations and independent public health care institutions kept by the District Court for the Capital City of Warsaw in Warsaw, XII Economic Division of the National Court Register under KRS no.: 0000803344 , holding tax identification number (NIP): 5252800783 (hereinafter: “Organiser“).

 

  1. The Event will not constitute a mass event in the meaning of the act of 20 March 2009 on mass event safety (i.e. Journal of Laws of 2023, item 616) and has the nature of the so-called closed event, to which only persons authorised by the Organiser have access.

 

  1. The event will take place on 5 September 2025, from 17.30 to 24.00, on the premises of Wrocław Golf Club in Wrocław, at 2 Golfowa Street, 55-114 Kryniczno (hereinafter: “Wrocław Golf Club“).

 

  1. These Regulations apply on the premises of Wrocław Golf Club for the duration of the Event, to all persons participating in the Event, regardless of their nature, i.e. participants, security services, entities providing services at the Event, unless otherwise specified in the agreements concluded separately with these entities for the proper conduct of the Event.

 

  1. The Regulations specify the conditions of participation and rules of behaviour of persons present at Event, including:

 

  1. admission of a person to the Event;
  2. the obligations of the participant of the Event;
  3. Prohibitions to be observed by the participant of the Event;
  4. the rights of participants of Event;
  5. rules of responsibility of persons, including participants of Event, for behaviour against the law, including in relation to breaking the provisions of these Regulations.

 

  1. These Regulations do not exclude the application of the Wrocław Golf Club Facility Regulations, which persons staying at the Wrocław Golf Club during Event are obliged to obey.

 

§2

RULES OF PARTICIPATION IN THE EVENT

 

  1. Participants of the Event are the employees and business partners of the Member Companies as defined by the Organizer’s statute (hereinafter: “Member Companies“), persons invited by the Member Companies and other participants, provided that the Organizers confirm their participation in a positive response (hereinafter: “Participant“). The Event is open to a person who, after submitting the Application Form to the Organiser, has received a positive response confirming participation in the form of a named invitation (hereinafter: “Named Invitation“) received by post or e-mail.

 

  1. Participation in the Event is subject to registration via the form available on the event website www.io-wroclaw.com.pl.

 

  1. Due to the limited number of participants in the Event, pre-booking of the invitation and participation will be determined on a first-come, first-served basis. The organisers will immediately inform those who are unable to participate in the Event despite their willingness to do so.

 

  1. Confirmation of participation shall be a registered invitation (hereinafter: a “Registered Invitation“) received by post or e-mail.

 

  1. The named Invitation shall entitle only the Participant named therein to participate in the Event. The Registered Invitation may not be transferred to another person.

 

  1. Due to a limited number of places, a positive response confirming participation will be decided on a first-come, first-served basis.

 

  1. Should the limit of places in the Event be reached, the Organiser will immediately inform the persons who have expressed their wish to participate in the Event but have not been qualified, of the lack of places.

 

  1. Persons who do not have a Registered Invitation will not be able to participate in the Event, subject to paragraph 9 below.

 

  1. The Organiser reserves the right to admit persons without a Personal Invitation to the Event in justified cases.

 

  1. The cost of participation in the Event is specified in the Application Form and is as follows:

 

  1. participation at no cost – applies to 2 persons from a company that is a Member Company within the meaning of the Organiser’s Articles of Association;
  2. participation at a cost of PLN 400 + VAT for one named Invitation – applies to all other persons.

 

  1. The limits on the number of persons participating in the Event described in paragraph 10 a) above do not apply to the sponsors of the Event and their invitees.

 

  1. The bank transfer details of the fee for participation in the Event will be included on the VAT invoice received as a result of requesting additional named Invitations.

 

  1. The Participant shall pay the fee as soon as the VAT invoice is received, but no later than by the deadline indicated on the invoice.
  2. Failure to pay the fee for participation in the Event as referred to in §2.10 by the deadline specified on the VAT invoice shall be deemed a resignation by the Participant from the participation in the Event.

 

  1. Filling in and sending the Application Form is tantamount to the Participant’s willingness to participate in the Event and confirming that he/she is familiar with and accepts these Rules and Regulations.

 

  1. The Participant may cancel his/her participation in the Event, of which he/she is obliged to inform the Organiser up to 3 working days before the date of the Event.

 

  1. If the Participant fails to inform the Organiser about his/her absence within the aforementioned deadline, the Organiser reserves the right to charge the Participant with the amount of the fee for participation in the Event referred to in §2 item 10.

 

§3

COURSE OF THE EVENT

 

  1. The Organizer provides the Participants of the Event with access to all events taking place during the Event.

 

  1. The Organiser is entitled to make any changes in the organisation of the Event, including changes to the programme (both artistic and time-related) without notice or compensation.

 

  1. During the Event, persons authorised by the Organiser and holding personal badges will collect business cards from Participants interested in keeping in touch with the Organisers and receiving information about their activities. The handing over of one’s business card is voluntary and any business card handed over should contain only publicly available data, which the Participant certifies by the act of handing over his/her business card to the Organiser.

 

  1. It is prohibited to bring or possess during the Event:

 

  1. weapons or other dangerous objects,
  2. explosives
  3. pyrotechnic products,
  4. flammable materials,
  5. alcoholic beverages,
  6. intoxicants, psychotropic or similarly acting substances.

 

  1. It is forbidden to bring animals into the Event site.

 

  1. It is forbidden to vandalize and destroy the Wrocław Golf Club facility and its surroundings, the buildings situated thereon, as well as any devices located in the Event’s area.

 

  1. The Event Organizer may refuse admission and stay at an Event to persons:

 

  1. under the influence of alcohol, intoxicants, psychotropic drugs or other similarly acting substances,

 

  1. possessing weapons or other dangerous objects, explosives, pyrotechnic products, flammable materials, alcoholic beverages, intoxicants or psychotropic substances and other similarly acting substances,

 

  1. behaving aggressively, provocatively or in any other way posing a threat to the safety or order of the Event,
  2. refusing to be inspected (to check their authorisation, to check their ID, to check the contents of their bag or clothes),

 

  1. Participants of Event and any other persons, who are in the area of Event, are obliged to comply with the orders of security and information services of the Organizer. Refusal to comply with these orders may constitute the basis for excluding the Participant from the Event.

 

  1. Participants of Event may be subjected to inspection by authorised security service at the entrance to Event and during its duration. The control may concern, in particular, the Participants’ compliance with the orders referred to in §3 sect. 4 of these Regulations.

 

  1. It is forbidden for the Participants to bring cameras, camcorders and other audio-visual devices into the Event’s area and to use cameras, camcorders and other audio-visual devices for commercial purposes during the Event, including, in particular, taking photographs or recording other Participants.

 

  1. During the Event, the Organizer reserves the right to provide photographic services for the Event.

 

  1. The Organizer is not responsible for the Participants’ belongings which are lost, destroyed, left or stolen during the Event.

 

§4

PROMOTIONAL ACTIVITIES

 

  1. Each Event Participant can take part in promotional actions and a competition of knowledge about the activities of Organizers and sponsors of the Event (hereinafter referred to as “Sponsors“).
  2. Participation in promotional activities and the competition is voluntary and free of charge.
  3. The knowledge competition on the activities of Organizers and Sponsors will take place on the main stage. In order to participate, each Participant must collect a Competition participation form at the entrance to the Event. In order to participate in the Competition, it is necessary to submit the form by 8.55 p.m. in the place indicated by the Organiser together with a minimum of three stamps obtained at the Sponsors’ stands, which will be located on the map attached to the Competition form. Only the collection of at least three such stamps entitles one Participant to enter the competition. Each selected entrant, after checking that the competition form meets the requirements, in particular that it contains at least three stamps obtained at the Sponsors’ booths, will be asked one committee question and, if the correct answer is given, the moderator will give (i) a prize in kind and, to the extent specified by the Sponsor (ii) a cash prize to cover tax liability resulting from the prize transfer. A Contest Committee selected by the Organizer and publicly announced by the Entrants will oversee the contest and verify the answers given during the contest
  4. other promotional activities will be conducted by the Sponsors at the place and time designated by the Organiser.

 

§5

PERSONAL DATA

 

  1. The administrator of the Participants’ personal data processed for the purposes of the Event, including the data indicated in the Application Forms and the list of guests to be present at the Event, is the British-Polish Chamber of Commerce. based in Warsaw, 37 Zielna Street, 00-108 Warsaw, entered in the Register of Entrepreneurs of the National Court Register kept by the District Court for the Capital City of Warsaw in Warsaw, under KRS no.: 0000803344, holding tax identification number (NIP): 5252800783.
  2. The data of the Participants of the Event will be processed only for the purpose and to the extent necessary to conduct and document the Event, the main function of which is the integration of the Participants, which is an inseparable part of their usual business activity. The data of the Participants of the Event will also be processed for the purpose of conducting the Competition.

 

  1. The Organiser collects Participants’ personal data:

 

-during the registration and organisation of the Event, -during the Event.

 

  1. Without providing the personal data required in the registration form for the Event or the Competition, it is not possible to submit it to the Organiser and thus register for the Event or receive any other benefits from submitting the form. The provision of other personal data, including during the Event, is entirely voluntary.

 

  1. Personal data shall be processed in accordance with 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 (hereinafter: RODO) and other applicable legislation.

 

  1. The personal data provided by the Participant when registering for the Event (identification data, contact data) is processed by the Organiser, on the basis of Article 6(1)(b) or (f) respectively of the RODO, in order to carry out the registration process and the organisation of the Event. In the case of consent for the transfer of personal data to the Sponsors of the International Oktoberfest 2024, the data is processed on the basis of Article 6(1)(a) RODO.

 

  1. Personal data obtained by the Organiser during the Event (identification data, contact data, image) is processed by the Organiser, on the basis of Article 6(1)(b) or respectively (f) RODO, in order to organise and conduct the Event.

 

  1. The Organiser informs that the Event may be filmed and photographed and the materials from the Event may be disseminated free of charge for promotional purposes, in particular on website and in the Organiser’s social media, without time and territorial restrictions. Any images of the Participants of the Event recorded during the creation of the material will be distributed on the basis of Article 81 of the Act on Copyright and Related Rights, to which the Participant agrees by taking part in the Event.

 

  1. The personal data provided by the Participant may also be processed in order to fulfil the Organiser’s obligations under the law (art. 6(1)(c) RODO) and to protect the Organiser’s rights, including in particular the assertion of claims and defence against claims, as well as for documentation purposes related to settlements with training partners and sponsors (legitimate interest of the administrator – art. 6(1)(f) RODO).

 

  1. The Organiser shall process the Participant’s personal data only for the time necessary to achieve the purposes of their processing indicated in this Information or to fulfil the Organiser’s obligations imposed by law, and if the limitation period for claims arising from these purposes is longer – at most until the expiry of the limitation period.

 

  1. Recipients of personal data may be entities cooperating with the Organiser in the organisation and running of the Event, including partners and sponsors, IT service providers, as well as entities providing accounting, consulting, marketing services to the Organiser.

 

  1. Personal data will not be transferred by the Organiser outside the EEA.

 

  1. Pursuant to the principles set out in the regulations governing the protection of personal data, the Participant has the right to request access to the provided data, their rectification, restriction of their processing, deletion, the right to data portability, as well as the right to lodge a complaint with the President of the Office for Personal Data Protection.

 

  1. In the case of the processing of personal data on the basis of Article 6.1. a) RODO, the Participant has the right to withdraw consent at any time. The withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal

 

  1. In cases where the processing is carried out on the basis of a legitimate interest of the controller (Article 6(1)(f) RODO), the Participant has the right, subject to the limitations provided for in the legislation, to object to the processing of personal data where this is justified by the particular situation of the Participant or where the personal data is processed for direct marketing purposes.

 

  1. The aforementioned rights (in addition to the right to lodge a complaint with a supervisory authority) may be exercised by the Participant by sending an appropriate request to: kontakt@io-com

 

§6

FINAL PROVISIONS

 

  1. The Organiser reserves the right to cancel the Event without prior notice due to reasons for which the Organiser is not responsible. In such a case, the Participant shall be entitled to a refund of the fee paid to acquire the right to participate in the Event referred to in §2.10 of the Regulations.

 

  1. The Organiser has the right to change the date, venue and programme of the Event for important reasons.

 

  1. The Organizer reserves the right to change these Regulations, which will be announced each time on the following website: www.io-wroclaw.com.pl.