Participant Registration Regulations for the Conference Organized by the Polish Society of Optometry and Optics on November 14–16, 2025 in Łódź

 

§ 1. General Provisions

1.1. These Regulations constitute the basis for organizing the CLINICAL OPTOMETRY POLAND 2025 Conference, organized by the Polish Optometric Association (PTOO), headquartered in Poznań (61-047), ul. Warszawska 98A, entered into the National Court Register maintained by the District Court for Poznań – Nowe Miasto and Wilda in Poznań, 8th Commercial Division of the National Court Register, under KRS number: 0000042244, NIP: 7791634353, REGON: 630888609. The event will take place on November 14–16, 2025 at the Ambasador Premium Hotel in Łódź. These Regulations are available on the official website www.cop.edu.pl (hereinafter referred to as the Conference Website) and set out the rights and obligations of its participants. Any amendments to the Regulations will be publicly announced on the Conference Website.

1.2. These provisions are an integral part of the registration for the Conference and are binding for all Participants.

 

§ 2. Participation in the Conference

2.1. Conditions for participation in the Conference include:

2.1.1. Submitting a registration form via the Conference Website or the free CLINICAL OPTOMETRY POLAND 2025 mobile app available for Android and Apple iOS devices.

2.1.2. Payment of the fee in the amount and by the deadline specified by the Organizer on https://cop.edu.pl.

2.1.3. Costs of participation, accommodation, and travel are covered by the Participant.

2.1.4. Upon request, the Organizer will issue an invoice (billing details must be provided in the registration form).

2.1.5. The registration deadline is November 10, 2025. Registration after this date will not be possible.

2.1.6. The number of participants is limited.

2.1.7. Each Participant will receive a certificate of attendance.

2.1.8. On the day of the event, a ticket with a personal QR code (digital or printed) must be presented. In its absence, an ID will be required for verification. Each participant will receive a personalized badge required for participation.

2.1.9. QR codes on badges will be scanned to confirm attendance, distribute conference materials, and permit marketing communication from sponsors and exhibitors via email.

2.1.10. Underaged may participate only with written consent from a legal guardian or when accompanied by an adult.

2.1.11. Registration implies acceptance of these Regulations.

 

§ 3. Fees

3.1. Fees are published on https://cop.edu.pl.

3.2. The payer (invoice recipient) is the entity ordering services related to participation.

3.3. Failure to pay the fee by the specified deadline authorizes the Organizer to cancel the registration without any liability.

3.4. Payment methods include the AutoPay system (linked to the registration form), PayPal, or direct bank transfer, as instructed in the registration confirmation.

3.5. Discounts may be granted to members of the Polish Society of Optometry and Optics, the Polish Society of Orthoptics, guests, and students.

 

§ 4. Withdrawal / Complaints / Refund Policy

4.1. Participants may withdraw by submitting written notice. Refund policy complies with the Consumer Rights Act of May 30, 2014, Article 27.

4.2. Refund conditions:

a) For cancellations received more than 45 days before the Conference: 50% of the fee is retained.

b) For cancellations received 44 days or fewer before the Conference: no refund.

4.3. A substitute participant may be appointed up to 20 days before the event, subject to confirmation by the Organizer.

4.4. Refund inquiries should be sent to info@cop.edu.pl.

4.5. Refund requests will be processed within 48 hours.

4.6. Complaints related to canceled sessions or workshops should be sent to info@cop.edu.pl.

4.7. Complaints will be reviewed within 72 hours.

4.8. If a complaint is upheld, the Organizer may issue a refund in whole or in part in the form of a voucher for future PTOO events (conference, networking dinner, or paid workshops—itemized).

 

§ 5. Organizer’s Liability

5.1. The Organizer will make every effort to ensure the Conference is held as described on the official website.

5.2. The Organizer may alter the schedule, including timing and order of presentations, even on the day of the event.

5.3. Schedule changes do not entitle participants to any compensation.

5.4. The Organizer reserves the right to cancel the event due to force majeure. In such cases, no compensation or refund will be issued for registration or additional services. Participants will be promptly notified of any rescheduling.

5.5. The Organizer is not responsible for loss, damage, or theft of personal belongings.

5.6. Conference content is for educational purposes only. The Organizer is not liable for any consequences of using the information shared.

5.7. If the event is canceled due to reasons solely attributable to the Organizer, full refunds will be issued to the provided bank accounts.

 

§ 6. Participant’s Responsibilities

6.1. Participants must comply with these Regulations, safety rules, and instructions from the Organizer and hotel staff.

6.2. At the hotel premises, the following are prohibited:

a) The sale or use of drugs (including all substances listed in the Act on Counteracting Drug Addiction of July 29, 2005, as amended).

b) Possession of firearms or other dangerous items.

6.3. Participants are financially responsible for any damages they cause on the premises.

 

§ 7. Personal Data Protection

7.1. The data controllers are:

• Polish Society of Optometry and Optics (PTOO), ul. Warszawska 98A, 61-047 Poznań, KRS: 0000042244, NIP: 7791634353, REGON: 630888609
• KOJ Adam Koj, ul. Powstańców Śląskich 1c, Kadłub, 47-100 Kadłub, NIP: 7561434248, REGON: 532178602.

7.2. Data will be processed for the purposes of the Conference, including participant lists and payment settlements.

7.3. By registering, the Participant consents to data processing for Conference purposes.

7.4. Participants have the right to access, correct, or request deletion of their data. Providing personal data is voluntary but necessary for participation.

7.5. The Organizer may use an external service for registration.

7.6. With consent, data may be stored in databases maintained by the data controller.

7.7. Photographic and video recording may occur. By attending, Participants grant consent for their likeness to be used in promotional and informational materials.

 

§ 8. Copyright

8.1. Recording, copying, or distributing Conference content is strictly prohibited.

8.2. All content is presented by copyright holders or with their permission.

8.3. Educational materials may be distributed only with the creator’s consent and in accordance with copyright law (Act of February 4, 1994).

 

§ 9. Final Provisions

9.1. The Organizer reserves the right to amend these Regulations.

9.2. Any matters not covered herein will be governed by the provisions of the Polish Civil Code.

9.3. These Regulations come into force on June 30, 2025.