Rules

1. Object of the Regulations

1.1. The organizers of the conference named “Executive Summit” (hereinafter referred to as the “Conference” and “EXS”) are HEX-NET Sp. z o.o., ul. Klimczaka 1, 02-797 Warsaw, Poland, and HEXAGON NETWORK INT LTD, Ealing Cross, 1st Floor, 85 Uxbridge Road, London W5 5TH, United Kingdom (hereinafter jointly referred to as the “Organizer”).

1.2. The Conference – in terms of participant registration – is conducted through the website located at: www.executivesummit.eu (hereinafter referred to as the “Portal”).

1.3. The Conference is held based on the provisions of this regulation (hereinafter referred to as the “Regulations”).

1.4. The Regulations specify the conditions of participation in the Conference. If the conditions of participation are also specified in other documents (e.g., in the description of the Conference, facility regulations), these Regulations supplement the documents and apply to the extent not covered by them. In the event that participation in the Conference and related services are subject to a fee, the aforementioned documents describe the conditions for the performance and settlement of mutual benefits.

1.5. In case of doubt, acceptance of the Regulations is also expressed by participating in the Conference or payment of the fee for participation in the Conference or related services.

1.6. Only adults may participate, unless the Organizer grants individual consent for participation by other individuals. In the event that participation in the Conference is allowed for individuals under the age of 13, their legal guardian is responsible for ensuring compliance with the Regulations.

2. Registration and Participation in the Conference

2.1. Participation in the Conference requires registration of the individual through the registration form. Registration requires filling out the registration form (hereinafter: “Registration Form”) correctly and approving it in accordance with the functionalities of the Portal.

2.2. The Organizer specifies in the registration form, order, or in another way, the requirements and data of the Participant necessary for registration for the Conference, acquisition of the right to participate in the Conference, or to use certain services.

2.3. In the event of registering on behalf of another person and entering third-party data, the person entering this data guarantees that they have obtained appropriate authorization for registration, account creation, or submission of statements required for registration, and is responsible for all consequences of entering data contrary to such authorization. In the case of registering for more than one person, the person registering should submit separate applications for each of them (with a separate account/email address for each person registered for the Conference).

2.4. For certain types of participants, e.g., journalists, exhibitors, guests, speakers, or buyers of VIP/Premium Zone services, the Organizer may provide special registration or access rules to the facilities, particularly involving registration by the Organizer himself or the use of additional identifiers confirming the right to specific services.

2.5. Participant data collected during registration and in connection with participation in the Conference will be processed in accordance with the Organizer’s Privacy Policy, which is an integral part of these Regulations. Each Participant should familiarize themselves with the Privacy Policy available at /privacy/.

3. Rights and Obligations of the Organizer and Participants

3.1. The Organizer ensures participants access to appropriate parts of the venue where the Conference takes place and appropriate forms of participation and contact with other participants, suitable for the nature of the Conference.

3.2. Due to the need to ensure safety, comfort, and the possibility of verifying the rights of participants, the Organizer identifies them, e.g., through individual accounts in the online registration service or personalized identifiers. The Organizer reserves the right to control and verify the participant’s identity and their rights to enter the venue or services related to the Conference, e.g., by requesting the presentation of an identifier. If the Participant did not provide all the required data during registration, refuses to present an identifier, or doubts arise regarding the compliance of their data with the data on the presented identifier, the Organizer is entitled to control and verify the identity in another available way, e.g., by legitimizing the Participant during the Conference.

3.3. The course of the Conference will be documented photographically and through audio/video devices, including possible radio, television broadcasts, or through other means enabling public sharing, so that everyone can access it at a place and time of their choice (e.g., on the Internet). Participation in the Conference is public, therefore, the silhouette or image of the Participant captured individually or as part of a larger whole may be intentionally or accidentally documented photographically, audibly, or cinematically, and materials obtained in this way may be disseminated by the Organizer and representatives of the press for informational and promotional purposes related to the Conference. Regardless of the above, the course of the Conference may also be monitored for security reasons.

4. Rules of Order

4.1. Participants may only move around the premises within the public and clearly marked areas and communication routes, following the instructions of the Organizer and the facility manager.

4.2. Subject to special conditions prevailing in designated parts of the premises where the Conference takes place or individual consent of the organizer, smoking, using electronic cigarettes, and consuming alcohol, blocking communication and evacuation routes, using open flames and gas cylinders, using makeshift electrical installations, bringing chemical substances onto the exhibition grounds, blocking access to fire-fighting equipment, and evacuation routes are prohibited. The Organizer exclusively decides on the conditions and locations where smoking, alcohol consumption, or other aforementioned behaviors may be permitted.

4.3. It is prohibited to bring weapons, pyrotechnic materials, and other dangerous materials into the premises where the Conference takes place, including those that may cause fire, property damage, or harm to the participant’s health or others. This also applies to devices and materials related to assemblies, adaptations, or dismantling, which may involve the use of high temperatures or flammable chemicals. In justified cases, the introduction of the aforementioned devices or materials into the premises will be possible with special permission from the Organizer and the facility manager and provided they are used by persons with appropriate authorization and protection. Except for cases expressly permitted by the Organizer, it is prohibited to move or remove from the premises designated by the Organizer any facility equipment or equipment related to the course of a given Conference.

4.4. The Organizer is not liable for the security of persons and property, therefore, for accidents to persons, theft, or property damage on the premises where the Conference takes place, unless the damages are solely caused by the Organizer or the Organizer has committed to specific security measures in a separate commission.

4.5. The Organizer is entitled to refuse entry to the venue where the Conference takes place or to remove from the premises individuals who are intoxicated or under the influence of other intoxicating substances, individuals who present a third party’s identification, refuse to show identification, or other identity documents, as well as anyone whose behavior involves aggression, violation of social norms, risk to personal property, assets, health, order, or public morality. In the above cases, the Organizer is entitled to report the matter to law enforcement or regulatory authorities. The Organizer is not liable for damages to participants resulting from the non-entry or removal of a person from the venue where the Event takes place; nor is it obliged to refund any fees paid in connection with such participation.

5. Exhibitors

5.1. The right to participate in the Conference as an exhibitor and to reserve appropriate space is acquired based on the appropriate order/contract for services related to the Conference. An exhibitor is a Participant with the right and obligation to use a specified area of the venue or time for presentations for their own informational or marketing purposes.

5.2. The Organizer decides on the location of the exhibition space. Brands, advertising materials, items, and their manner of display within the allotted time or exhibition space require the Organizer’s approval regarding their compliance with the nature of the Conference.

5.3. The exhibitor adapts the space aesthetically and comprehensively, appropriately to the nature of the Conference and the properties of the venue.

5.4. Providing exhibition time or space to other entities requires the Organizer’s consent.

5.5. The exhibitor undertakes to carry out necessary installations, adaptations, and dismantling within the timeframes set by the Organizer and the venue manager where the Conference will take place, provided they do not exceed the period agreed upon in the contract for services related to the Conference. In particular, installations and adaptations must not disrupt the Organizer’s or other participants’ preparations and must be completed before the Event begins, and dismantling must be completed by the end of the last day of participation in the Event. Throughout the contracted period, displays intended for exhibition spaces must be accessible to other Event participants according to their purpose.

6. Final Provisions and Complaints

6.1. The Organizer reserves the right to cancel, shorten, change the date, or schedule/agenda of the Conference in the event of force majeure preventing the Conference from taking place or in the event of a threat to the lives or health of participants. In such cases, the Organizer is not liable for damages to participants resulting from the cancellation or changes in Conference dates, including costs related to transportation or hotel reservations; nor is it obliged to refund any fees/remunerations already paid for package reservations, seats, or other services, to the extent that they cover the Organizer’s already incurred costs.

6.2. Any complaints regarding the implementation of participants’ rights related to participation in the Conference may be submitted to the Organizer in writing or via email to hello@hexagon-network.com, no later than 3 days after the Conference’s conclusion, but no later than 3 days after the occurrence of the circumstances that caused the complaint.

6.3. Any changes to the Regulations will be announced in the form in which they were originally made available to participants, to the extent possible, with a 2-week notice period.