Events, tickets and scanning

Registration and conclusion of the contract

• The contract for participation is concluded when registration is confirmed and, for paid events, when the payment is booked.
• The registration form collects the data needed to admit you and to issue a badge: first and last name, email address and, at industry events, also organisation and job title.
• Consents required at registration are collected separately, each with its own text. We store the version of the terms in force at the moment of registration - so it is clear what exactly you agreed to.
• Capacity may be limited. Once it is reached, registration moves to a waiting list and released places are allocated in order of application.
• At events with participant screening, registration is an application - we send confirmation after review. We take no payment until then.

Tickets and packages

• A ticket is personal and admits one named person. Entitlements depend on the ticket or package type and are described at purchase.
• Transferring a ticket to another person is possible until the moment stated in the event description - write to us and we will change the attendee details. Reselling a ticket at a profit is not permitted.
• Partner and exhibitor packages have separate terms, including the number of passes, the scope of exhibition space and the rules for using exhibitor tools.
• Discount codes and invitations have their own validity period and usage limit, shown when they are applied.
• The commercial layer - prices, invoices, the right of withdrawal and refunds - is in the subscriptions and purchases document (/regulamin-subskrypcji-i-zakupow).

The QR badge

Once your registration is confirmed you receive a badge with a QR code. The code is your pass - treat it like a personal ticket.

• The code contains no personal data. It is a random identifier that only points to your registration on our side.
• Do not post the code on social media. Anyone who scans it may try to enter the event in your name.
• A printed badge shows the details you provided for display - usually name and organisation. The printed scope is visible before the event and can be limited.
• We will reissue a lost badge at the registration desk after confirming your identity; the previous code then stops working.

Access control and scanning at the gate

We scan the QR code at the entrance and at designated checkpoints. The basis is performance of the participation contract and our legitimate interest in safety and attendance reporting.

• We record: the participation identifier, the checkpoint, the direction (in or out), the time and the result of the scan. We do not record the device camera image.
• Checkpoints may operate in access control mode (deciding on admission) or purely as presence measurement for a zone.
• A repeated scan within a short interval is recognised as a duplicate and creates no new entry - this prevents artificially inflated attendance figures.
• Some zones have a capacity limit set by safety rules; once it is reached the gate refuses entry until a place is freed.
• Scanning devices run on a credential bound to a SINGLE event, with a narrow scope, expiring and revocable. An intercepted credential does not open another event.
• We delete access control records once the event settlement closes, unless a specific record is evidence in an ongoing matter.

Scanning at partner booths - here you decide

Partners and exhibitors may scan badges at their booths. This is NOT the same as access control: a booth scan leads to your contact details being passed to another entity, which becomes their separate controller.

That is why passing on a contact requires your separate consent, given at the moment of the scan. Without consent the partner receives no contact details.

• The consent is recorded together with the scan: the partner sees in their own report whether they may use the contact or not.
• A scan without consent stays in the partner's report as the bare fact of a booth visit - no name, no email, no phone. The partner accounts for the number of visits, not for your data.
• Consent given to one partner does not extend to the others. Every booth is a separate decision.
• Consent given on site cannot be withdrawn on our side with effect towards the partner - from the moment of transfer the partner is the controller of your data. You then direct a withdrawal of consent and your other GDPR rights to them; on request we will provide their contact details.
• We do not sell attendee lists. A partner receives only the contacts collected at their own booth and only with the attendee's consent.

Recordings, photographs and streaming

• We state before the event that it will be recorded, streamed or photographed, and remind you on site.
• Recording general shots of the room takes place on the basis of our legitimate interest in documenting and promoting our statutory activity.
• An individually featured image - a portrait, an interview, a question from the floor in shot - is used on the basis of separate consent.
• You may ask not to be included in our materials. At recorded events we designate a zone free of image capture.
• Participants may record only with the organiser's consent. At meetings held under the Chatham House Rule, recording and publishing material that would identify a speaker is prohibited (/regulamin-klubow-dyskusyjnych).
• Speakers and panellists receive separate information about the scope of recording and its use before they take the floor.

On-site rules and safety

• Follow the instructions of the organiser, venue staff and emergency services. In an emergency the evacuation instruction prevails over the programme.
• Wear your badge visibly throughout. Sharing it with another person results in withdrawal of admission with no refund.
• Bringing dangerous objects and attending while intoxicated or under the influence of drugs are prohibited.
• We do not tolerate harassment or discriminatory behaviour. Event staff take reports of such behaviour; we respond on site.
• The organiser may refuse admission or remove a participant who breaches the rules. Where removal follows a breach, the fee is not refunded.
• The venue may have its own rules - they apply in parallel.

Changes, cancellation of the event and withdrawal

• The programme, speaker list and timings may change. Non-material changes do not give rise to a refund.
• A material change - a different date, a different city or a fundamentally different format - entitles you to withdraw with a full refund. We notify you of such a change promptly.
• If we cancel an event, we refund the fee in full or - with your agreement - move it to another date. The choice is yours.
• We are not liable for incidental costs you incur (travel, accommodation) beyond the liability arising from mandatory provisions of law.
• Please cancel your attendance as early as you can - a released place goes to someone on the waiting list. The refund conditions for cancellation on your initiative are in the subscriptions and purchases document and in the refund policy (/zwroty-i-reklamacje).
• A reminder: for tickets to an event with a specified date there is no statutory 14-day right of withdrawal (Article 38(1)(12) of the Polish Consumer Rights Act). This does not limit our contractual money-back guarantee or your rights where the service does not conform with the contract.

Attendee data

• We process registration data to perform the participation contract, and scan data for access control, safety and event settlement.
• The attendee directory and meeting matchmaking features are optional. You set the visibility of your event profile yourself and can switch it off.
• We keep attendee data for as long as needed to settle the event and handle complaints; access control records are deleted once settlement closes.
• Full description of processing: the privacy notice (/polityka-prywatnosci) and the data processing policy (/polityka-przetwarzania-danych). Exercising your rights: /rodo.

Contact

Registration, tickets, venue accessibility and specific attendee needs: office@neweuropeanstrategies.com. Please tell us about accessibility needs as early as you can - most can be met if we know about them before the event.