Register

Terms & Conditions

Terms & Conditions of Participation in the EPA ZZPF Conference

EPA General Assembly & European Founding Conference, 15–16 October 2026, Novotel Katowice Centrum and online

§ 1. General provisions
  1. These Terms & Conditions (the „Terms”) set out the rules of participation in the EPA General Assembly & European Founding Conference held on 15–16 October 2026 at the Novotel Katowice Centrum, with an online broadcast on 16 October 2026 (the „Conference”), including registration rules, the amount and method of payment of fees, cancellation and refund rules, and the complaint procedure.
  2. The organiser of the Conference is the Trade Union of Pharmacy Employees (Związek Zawodowy Pracowników Farmacji, ZZPF), with its registered office in Warsaw (00-867), ul. Jana Pawła II 27, Tax ID (NIP): 5223098180, National Court Register (KRS): 0000690692 (the „Organiser”), in cooperation with the Institute of Healthcare Management at Lazarski University as co-organiser of the project.
  3. Participants register via the registration form available on the website www.gaepazzpf.org (the „Website”).
  4. The rules for processing Participants’ personal data are set out in a separate document – the Privacy Policy, available on the Website.
  5. Participation in the Conference is conditional on reading and accepting the Terms during registration.
§ 2. Definitions
  1. Organiser: the Trade Union of Pharmacy Employees (ZZPF).
  2. Participant: a natural person who has registered for the Conference via the Registration Form.
  3. Registration Form: the electronic form available on the Website, used to register for participation in the Conference.
  4. Fee: the fee for participating in the Conference, the amount of which depends on the Participant’s category, as set out in § 4.
  5. On-site attendance: participation in the Conference on 15–16 October 2026 at its venue (Novotel Katowice Centrum), in accordance with the Conference programme, including the rules of access to closed and open sessions.
  6. Online attendance: participation in the second day of the Conference (16 October 2026) via the online broadcast.
§ 3. Conditions of participation and registration
  1. A Participant in the Conference may be any person who completes the Registration Form and – if required for the given Participant category – pays the Fee in accordance with § 4 and § 5.
  2. Registration via the Registration Form is mandatory for all Participants, regardless of the category of participation and the Fee assigned to it – including for persons entitled to participate free of charge (e.g. ZZPF members, EPA members). Failure to register makes participation in the Conference impossible, even in the case of free participation.
  3. On-site registration is limited by the number of available places. Acceptance of an application is decided by the order in which applications are received and – for paid categories – by timely payment of the Fee.
  4. Participation in the second day of the Conference (16 October 2026) is open, subject to the limited number of on-site places; online attendance on that day takes place on the terms set out in § 4.
  5. The Organiser has the right to verify a Participant’s status entitling them to a given rate (e.g. membership of ZZPF or EPA, student status) on the basis of documents presented during registration or on site before entering the Conference. If entitlement to the reduced or free rate is not confirmed, the Organiser may require payment of the difference up to the standard rate before issuing the participant’s badge.
§ 4. Participation fees

The amount of the fee for participating in the Conference depends on the Participant’s category:

Participant category

Fee

ZZPF members

free participation

EPA members

free participation

Students

PLN 50

Other pharmacists and medical professionals

PLN 150

Online attendance (day 2, broadcast)

PLN 50

  1. The online attendance fee (PLN 50) covers access to the broadcast of the second day of the Conference and applies regardless of the Participant’s organisational affiliation, unless the Terms or separate arrangements made by the Organiser provide otherwise.
  2. The Organiser reserves the right to introduce additional participation categories or change the amount of fees for new registrations, which does not affect the amount of fees for registrations already confirmed.
§ 5. Payments
  1. The Fee must be paid within the time limit indicated on the Website during the registration process, no later than before the day of the Conference.
  2. Payment is made by bank transfer or via the electronic payment operator indicated on the Website.
  3. Registration in a paid category is deemed effective once the Fee is credited to the Organiser’s bank account or a payment confirmation is received from the payment operator.
  4. Failure to pay the Fee within the indicated time limit may result in cancellation of the registration.
§ 6. Withdrawal from participation and refunds
  1. A Participant may withdraw from participation in the Conference at any time by sending a withdrawal notice to the e-mail address: zzpf@zzpf.org.
  2. On-site attendance: due to the limited number of places, hotel/conference bookings already made, and costs incurred by the Organiser in connection with organising the Conference (catering, the venue, materials), the on-site attendance Fee is non-refundable once paid, regardless of when the withdrawal is made. However, the Participant may, at no additional cost, transfer their registration to another person – after notifying the Organiser of such a change no later than 3 business days before the day of the Conference.
  3. Online attendance: the online attendance Fee is refundable in case of withdrawal notified no later than 3 business days before the day of the broadcast (16 October 2026). Withdrawals notified later are non-refundable, due to the preparation of broadcast access for registered Participants.
  4. The Fee is refunded within 14 days of receipt of the withdrawal notice, to the bank account from which the payment was made, or in another way agreed with the Participant.
  5. Pursuant to Article 38(12) of the Polish Act of 30 May 2014 on Consumer Rights, a Participant who is a consumer is not entitled to the statutory 14-day right of withdrawal, because the service concerns participation in an event for which the agreement specifies a particular day or period of performance. The withdrawal and refund rules set out in this section constitute independent rights granted to Participants by the Organiser, separate from the statutory right of withdrawal.
§ 7. Change of date, format, or cancellation of the Conference
  1. The Organiser reserves the right to change the date, programme, or format of the Conference (e.g. moving to an online-only format), or to cancel the Conference, for reasons beyond its control, including force majeure or administrative decisions.
  2. If the Conference is cancelled, Participants are entitled to a full refund of the Fees paid.
  3. If the date of the Conference is changed, the Participant may withdraw from participation and receive a full refund of the Fee paid, or keep their registration for the new date.
  4. The Organiser will inform Participants of any changes referred to in this section without delay, using the contact details provided in the Registration Form.
§ 8. Complaints
  1. A Participant may file a complaint regarding the organisation of the Conference, registration, or payments to the e-mail address: zzpf@zzpf.org, within 14 days of the end of the Conference or of the event giving rise to the complaint.
  2. The complaint should include: information identifying the Participant (first name, surname, e-mail address given at registration), a description of the subject of the complaint, and the expected way of resolving it.
  3. The Organiser will handle the complaint within 14 days of its receipt and will inform the Participant of the outcome at the e-mail address indicated in the complaint.
§ 9. Intellectual property rights and conference materials
  1. Conference materials, including presentations, programme content, and recordings of the online broadcast, are protected by the copyright of the Organiser, the co-organiser, or the speakers, and may be used by Participants solely for their own, non-commercial purposes, unless the Organiser decides otherwise.
  2. The rules on recording and using Participants’ image during the Conference (photographs, recordings, broadcast) are set out in the Privacy Policy.
§ 10. Personal data
  1. The controller of Participants’ personal data is the Organiser. The rules for processing personal data, including the purposes, legal bases, retention periods, and Participants’ rights, are set out in the Privacy Policy available on the Website.
§ 11. Final provisions
  1. In matters not regulated by these Terms, the provisions of Polish law apply, including the Civil Code and – with respect to Participants who are consumers – the Act on Consumer Rights.
  2. The Organiser reserves the right to amend these Terms for important reasons (e.g. a change in the law, or a change in the format or scope of the Conference). Amendments to the Terms do not affect the rights of Participants who registered before the amendments came into force, with respect to registrations already confirmed.
  3. The current version of the Terms is published on the Website.
  4. The Organiser and the Participant will try to resolve any disputes arising from these Terms first through negotiation, and, failing agreement, before the court having jurisdiction under the general provisions.
  5. The Terms enter into force on the day of their publication on the Website.