RULES OF THE 11^TH INTERNATIONAL FORUM EUROPE WITH A VIEW OF THE FUTURE. PARLIAMENT OF WORD ORGANISED ON 3–4 JUNE 2025 IN GDAŃSK

1. GENERAL PROVISIONS
2. These Rules define the conditions for participation in the 11^th International Forum Europe with a View of the Future. Parliament of Words under the national cultural programme of the Polish Presidency of the Council of the EU, hereinafter referred to as the ‘Event’.
3. The Event is an initiative of the European Solidarity Centre based in Gdańsk and is organised in cooperation with the National Centre for Culture Poland, hereinafter referred to as the ‘Organisers’.
4. The Event Programme is attached as Annex 1.
5. The aim of the Event organised under the national cultural programme of the Polish Presidency of the Council of the EU is to create a platform for dialogue on democracy, solidarity, Europe and shared responsibility for peace in the world.
6. The event will take place on 3–4 June 2025 at the headquarters of the European Solidarity Centre at 1 Solidarności Square, 80-863 Gdańsk; and at the St John’s Centre at 50 Świętojańska Street, 80-840 Gdańsk.
7. The Event is aimed at adults.
8. Participation in the Event is free of charge, with the exception of the concerts accompanying the Event – detailed information can be found in Chapter III of the Rules.
9. There will be an Event App, providing the registered Participants with important information:

• The Participants will receive access to their personal account in an email from the Organisers confirming the admission to the Event.
• The App will be required on 3–4 June 2025 to enter the Event area and collect the badge.

9. During the Event, photos and videos will be taken.
10. EVENT REGISTRATION
11. You can register your participation in the Event online only via the online form posted on the nck.pl website (‘PARTICIPANT’ registration).
12. The Event registration is not transferable.
13. By registering for the Event, the Participants:

• confirm that they have read these Rules and accept their terms,
• provide in the form their name, surname, email address for preparing the list of participants, granting access to the mobile conference app and providing information about registration for the Event,
• undertake to install the Event App, without which they will not be able to register on the first day of the Event or to collect the badge,
• declare their willingness to participate in the panels and accompanying events they have selected, which constitute parts of the Event programme.

4. The Participants may take part in the Event only on-site.
5. Participants attending the Event are required to confirm their attendance on the day of the Event using an individual QR code from the mobile App, and to collect their participation badge at the designated reception point at the European Solidarity Centre and the St John’s Centre.
6. The Participants will receive an email confirmation of participation in the Event and selected parts of the Event programme and information on how to access the personal account in the mobile App.
7. The number of Participants in the Event and in individual events is limited.

• RULES FOR FOR PARTICIPATION IN THE EVENT, THE PURCHASE OF TICKETS FOR TICKETED CONCERTS AND FOR WITHDRAWAL FROM THE PARTICIPATION IN THE EVENT

1. The Participants shall bear their own costs of travel and accommodation.
2. The Participants have the right to withdraw from the participation in the Event and in the panels organised under the Event. Withdrawal from the participation in the Event shall be made via the website or the app.
3. Participation in the concerts accompanying the Event:

• AGA ZARYAN & BIG BAND ŚLĄSKI at the Polish Baltic Philharmonic
  on 3 June at 8.00 pm
• SOUNDING EUROPE. FROM BACH TO PÄRT. MARCIN MASECKI & MARCIN MARKOWICZ on 4 June at 9.00 pm in the Auditorium of the European Solidarity Centre,

takes place independently of the Event registration and is subject to a fee. Tickets for the concerts accompanying the Event can be purchased at: nck.bilety24.pl and bilety.ecs.gda.pl.

1.  
2. In order to enter the Event area, the Participants shall appear in the marked entrance area at the European Solidarity Centre at 1 Solidarności Square and at the St John’s Centre at 50 Świętojańska Street and let the Event staff verify their reservation.
3. Each Participant receives an individual badge enabling them to enter and exit the Event area without the need to re-verify the reservation.
4. The Organisers will refuse admission to the Event area to:
5. unregistered persons,
6. a person who is under a visible influence of alcohol, intoxicants, psychotropics or other similarly acting agents,
7. a person holding weapons or other dangerous objects, explosives, pyrotechnic articles, fire-hazardous materials, alcoholic beverages, intoxicants or psychotropics,
8. a person behaving aggressively, provocatively or otherwise posing a threat to public safety or order.
9. INFORMATION FOR PARTICIPANTS
10. By participating in the Event, the Participants confirm that they have read and accepted the provisions of the Rules.
11. During the Event, the Participants shall follow the instructions of the staff as to how to:
12. Enter the Event area,
13. Take seats,
14. Leave the Event area,
15. Have meals and drinks only in the catering space specially designated by the Organisers.
16. The Event Participants are obliged to comply with any other instructions of the Organisers.
17. The Event Participants and all other persons present in the Event area shall behave in a manner that does not endanger the safety of other persons present at the Event and, in particular, to comply with the provisions of the Rules.
18. RESPONSIBILITY OF THE ORGANISERS
19. The Organisers ensure that they will make every effort to guarantee the Event organisational conditions as described on the Event page.
20. The Event programme is available at: nck.pl and ecs.gda.pl.
21. The Organisers determine the Event schedule and reserve the right to change the Event programme, including on the day on which the Event takes place, including the right to change the time schedule and order of speeches.
22. "Changes to the Event programme (excluding ticketed concerts), as mentioned above, shall not constitute grounds for any claims, including financial claims, against the Organisers.The Organisers reserve the right to cancel the Event in the event of force majeure or accidental causes.
23. The Organisers are not responsible for items belonging to the Participants that may be lost, destroyed or stolen during the Event.
24. The Organisers inform you that the Event will be streamed, and the course of the Event recorded for the purposes of documentation and PR activities of the ESC, the NCC and the Event and the Presidency now and in future years. The image of the persons staying in the Event area may be recorded and then disseminated for documentation, reports, ads and PR activities of the Organisers. By accepting these Rules and entering the Event area, the Participants agree for the Organiser and the Co-Organiser to record their image and then disseminate it repeatedly as part of this documentation, including, free of charge, on websites, social media, in resulting publications and via any other media/information distribution channels in the context of the Event and the Presidency.
25. Smoking is strictly forbidden in the Event area.
26. Participants who do not follow the orders of the Event service in the event of violation of these Rules or who pose a threat to other visitors will be asked to leave the Event area.

• FINAL PROVISIONS

1. These Rules are available at www.nck.pl and www.ecs.gda.pl

2. The Organiser has the right to amend these Rules, in particular due to the need to ensure a proper conduct of the Event and safety of the Event Participants.
3. The Rules enter into force on 6 May 2025.
4. The Organiser is not liable for the effects of force majeure.
5. In matters not covered by these Rules, the provisions of the Act of 23 April 1964 – the Civil Code and other generally applicable provisions of law shall apply.
6. The Information Clause of the Organisers is attached as an annex to the Rules.

INFORMATION CLAUSE OF THE CONTROLLERS - INFORMATION ON THE PROCESSING OF PERSONAL DATA

CO-CONTROLLERS OF PERSONAL DATA

The Event organisers are co-controllers of personal data, i.e.:

1. the European Solidarity Centre in Gdańsk, 1 Solidarności Square, 80-863 Gdańsk, tel.: 0-58 772 40 00, email address: ecs@ecs.gda.pl.
2. the National Centre for Culture Poland with its registered seat in Warsaw at 13 Płocka Street (postal code: 01-231), tel.: 22 21 00 100.

CONTACT DETAILS OF DATA PROTECTION OFFICERS

In all matters related to the protection of your personal data, you may contact the respective Data Protection Officers at the following email addresses:

1. iodo@ecs.gda.pl,
2. iod@nck.pl.

THE PURPOSE OF PROCESSING

The purpose of processing your personal data by the Organisers is to register you for the Event and to enable you the participation in the Event under the conditions specified in the Rules.

THE LEGAL BASIS FOR THE PROCESSING OF DATA

We process your personal data pursuant to Art. 6(1)(c) and (f) of the GDPR, i.e. for the fulfilment of legal obligations incumbent on the Data Controllers and for the implementation of the legitimate interest of the Data Controllers, i.e. the Event Organisers, including the possibility of providing security and service to the Participants and a smooth operation of the Event (including enabling access control, identification of persons, management of registration and panels, as well as, in the event of incidents, ensuring security and an appropriate response).

DATA RETENTION PERIOD

1. The personal data of the Event Participants necessary for them to register and participate in the Event will be processed throughout the entire duration of the Event, i.e. from the moment of submitting the registration form for the Event to the time of completion of the Event or the limitation period of claims – no longer than 30 days from the date of completion of the Event, after which they will be deleted.
2. Personal data in the form of a potentially registered image will be processed throughout the entire period of PR activities concerning the ESC, the NCC and the Event and the Presidency now and in future years.

DATA RECIPIENTS

1. The recipients of your personal data may be the entities authorised to obtain data pursuant to the provisions of generally applicable law and/or the entities that, pursuant to signed contracts for entrusting the processing of personal data, process them on express instructions and to the extent specified by the Controller(s).
2. If your image is posted on the Internet or published via any other media/information distribution channels – an unlimited group of people with access to the aforementioned channels may have access to it.

ENTITLEMENTS UNDER THE GDPR

To the extent specified by the provisions of the GDPR, data subjects are entitled to the following rights:

1. The right to access and obtain a copy of the data,
2. The right to rectify data,
3. The right to erase data,
4. The right to restrict the processing of data,
5. The right to data portability,
6. The right to object to the processing of data.

THE RIGHT TO LODGE A COMPLAINT WITH A SUPERVISORY AUTHORITY

In the event of becoming aware of unlawful processing of your personal data by the Controller, you have the right to lodge a complaint with the President of the Personal Data Protection Office, 2 Stawki Street, 00-193 Warsaw.

THE NEED TO PROVIDE DATA AND CONSEQUENCES OF FAILURE TO DO SO

The provision of personal data is a requirement of the Event Rules and the rules of Registration described in the aforementioned Event Rules. The failure to provide the data will result in the inability to participate in the Event.

TRANSFER OF DATA TO THIRD COUNTRIES

Your personal data will not be transferred to third countries.

AUTOMATED DECISION-MAKING AND PROFILING

The data provided will not serve as the basis for automated decision-making, including profiling.