Event Participation Terms

These Event Participation Terms (“Terms”) govern participation in the EBC Warsaw event taking place on 30 September 2026 in Warsaw, Poland (“Event”).

The Event is organised under the community brand Employer Branding Community (“EBC”).

Employer Branding Community is not a separate legal entity.

The responsible organising representative is:

Kateryna Drobot, Private Entrepreneur
Tax ID / RNOKPP: 3165206564
Registered in the Unified State Register of Legal Entities, Private Entrepreneurs and Public Organisations of Ukraine
Registered address: 42 Volodymyra Ivasiuka Avenue, Apt. 18, Kyiv, 04213, Ukraine
Email: info@ebcua.com

In these Terms, “EBC”, “we”, “us” or “the Organiser” refers to Employer Branding Community and its organising representative identified above.

By completing the donation-based registration, accepting a confirmed seat or attending the Event, you agree to these Terms.

The Event is currently scheduled as follows:

• Date: Wednesday, 30 September 2026
• Doors open: 16:30
• Programme: approximately 17:00–21:30
• City: Warsaw, Poland
• Venue: SKELAR
• Address: Al. Solidarności 171, 00-877 Warszawa, Poland
• Format: In-person only

The latest confirmed programme, speakers and practical information are published on the Event website.

Participants must be at least 18 years old.

A person under 18 may attend only with:

• prior written approval from the Organiser;
• any consent or documentation required from a parent or legal guardian;
• compliance with any additional venue requirements.

The Organiser may refuse or cancel an underage registration where these conditions have not been met.

The Event is organised on a not-for-profit, donation-based basis.

There is no conventional ticket price paid to EBC.

A seat is reserved after a qualifying charitable donation has been successfully made through the Children of Heroes campaign form and the attendee registration has been completed.

The planned donation-release levels are:

• First release: from €49
• Second release: from €69
• Final release: from €109

The applicable minimum level is the release shown as available on the Event website and in the Children of Heroes campaign form at the time of donation.

You may choose to donate more than the applicable minimum.

A donation below the applicable minimum does not reserve an Event seat.

One completed qualifying donation reserves one seat.

Venue capacity is limited, and seats are confirmed in the order in which qualifying donations and registrations are successfully completed.

Donations are processed independently through the secure Children of Heroes campaign form by the Children of Heroes legal entity identified in:

• the donation form;
• the applicable privacy policy and donation terms;
• the payment confirmation or receipt.

The donation is made directly to Children of Heroes and is not received or controlled by EBC.

The Children of Heroes terms, privacy policy and donation rules apply to the donation transaction.

EBC does not process payment-card or bank-account details.

A donor may reserve a seat for another person.

The correct attendee details must be entered in the registration form.

The donor is responsible for:

• having the attendee’s permission to provide their information;
• ensuring that the details are accurate;
• informing the attendee about these Terms and the Privacy Policy.

The person named as the attendee is the person entitled to use the confirmed seat.

A registration is confirmed only after:

• the qualifying donation has been successfully processed;
• the attendee information has been submitted;
• the automatic confirmation email has been issued.

The confirmation email serves as evidence of registration.

At the Event, the attendee must:

• be named on the confirmed guest list;
• present the confirmation email if requested.

A payment attempt, incomplete form or unsuccessful transaction does not reserve a seat.

A confirmed seat may be transferred to another person or the attendee information may be amended by emailing:

info@ebcua.com

The request must be received no later than 24 hours before the Event.

The request should include:

• the original attendee’s name and email;
• the replacement attendee’s full name;
• the replacement attendee’s email;
• company and role, where applicable.

A transfer or amendment becomes valid only after written confirmation from EBC.

The Organiser may reject:

• late requests;
• incomplete requests;
• repeated changes;
• requests that create security, capacity or administrative concerns.

A confirmation email may not be sold, resold or transferred informally without EBC approval.

A participant may choose not to attend, but the charitable donation is non-refundable.

No refund is provided where:

• the participant cancels;
• the participant does not attend;
• the participant arrives late;
• the participant is refused entry for breaching these Terms or venue rules;
• the participant fails to request an approved attendee change within the required period.

Where permitted, the participant may instead request a seat transfer under Section 8.

The Organiser may make reasonable changes to:

• speakers;
• panel participants;
• agenda;
• session titles;
• timing;
• running order;
• event formats;
• venue arrangements;
• event partners.

Such changes may be necessary because of:

• speaker availability;
• operational requirements;
• venue requirements;
• safety or security;
• events outside the Organiser’s reasonable control.

A change to an individual speaker, session or programme element does not constitute cancellation of the Event and does not create a right to a donation refund.

If the venue changes, EBC will aim to keep the Event in Warsaw or another reasonably accessible location and will notify confirmed participants.

If the Event is postponed:

• the confirmed registration will normally transfer automatically to the new date;
• EBC will notify participants using the registration email;
• a participant who cannot attend the new date may request a seat transfer to another person.

If the Event is cancelled completely:

• the charitable donation remains with Children of Heroes;
• EBC cannot reverse or refund a donation it did not receive;
• where reasonably practicable, EBC may offer the participant access to a replacement or comparable future EBC event.

Any replacement-event option is subject to:

• availability;
• relevance;
• practical feasibility;
• the terms communicated at the time.

Except where mandatory law requires otherwise, the Organiser is not responsible for:

• travel costs;
• accommodation;
• visas;
• transport;
• lost working time;
• third-party booking fees;
• other personal expenses connected with attendance.

The Organiser is not responsible for delay, postponement, relocation, programme changes or cancellation caused by events outside its reasonable control, including:

• severe weather;
• transport disruption;
• venue unavailability;
• public-health restrictions;
• government action;
• security incidents;
• civil disturbance;
• war or consequences of war;
• power, network or infrastructure failure;
• illness or emergency affecting key participants;
• other comparable events.

The Organiser will make reasonable efforts to communicate material changes promptly.

The Organiser or venue may refuse entry where a person:

• is not on the confirmed guest list;
• cannot provide registration confirmation when requested;
• uses a confirmation issued to another attendee without an approved transfer;
• provides false or misleading registration information;
• breaches venue safety or security rules;
• creates a risk to attendees, staff, speakers or property;
• behaves in an abusive, discriminatory, threatening or disruptive manner;
• appears seriously intoxicated or otherwise unable to participate safely.

Refusal of entry in these circumstances does not create a right to a refund.

All participants are expected to behave respectfully and professionally.

The Event does not tolerate:

• harassment;
• discrimination;
• intimidation;
• unwanted sexual attention;
• threatening behaviour;
• deliberate disruption;
• aggressive conduct;
• unauthorised commercial solicitation;
• conduct that compromises safety or dignity.

Participants must follow reasonable instructions from:

• the EBC organising team;
• venue staff;
• security personnel.

A person who breaches these standards may be removed without refund or compensation.

Concerns may be reported to the event team or to info@ebcua.com.

Professional photography and video recording will take place during the Event.

Materials may be used for:

• EBC websites;
• LinkedIn;
• Instagram;
• newsletters;
• presentations;
• event reports;
• future EBC event promotion;
• community communication.

A participant who does not wish to appear in identifiable close-up content should:

• inform the team at the registration desk;
• request the designated visual opt-out marker or badge.

The Organiser will take reasonable steps to respect this preference in planned close-up content.

Wide-angle crowd footage or incidental background appearances may not always be avoidable.

Named interviews, attributed testimonials and personal quotations will not be published as endorsements without appropriate separate permission.

Presentations, event concepts, branding, visual materials, recordings and other content may be protected by intellectual-property rights belonging to:

• EBC;
• speakers;
• partners;
• photographers;
• other rights holders.

Participation does not transfer any intellectual-property rights.

Participants may take reasonable personal notes and share general event impressions.

Participants may not, without permission:

• record complete sessions;
• stream the Event;
• reproduce full presentations;
• commercially distribute Event materials;
• use EBC branding in a way that implies official endorsement or partnership.

Drinks and light snacks may be provided.

Availability and selection may change.

Unless specifically confirmed in writing, the Organiser does not guarantee:

• a particular menu;
• allergen-free food;
• dietary accommodation;
• uninterrupted availability of all refreshments.

Participants with allergies or other specific requirements should exercise appropriate care and ask venue or catering staff for available information.

Participants are responsible for their own belongings.

To the maximum extent permitted by law, the Organiser and venue are not responsible for loss, theft or damage to personal property unless caused by conduct for which liability cannot legally be excluded.

The Organiser will use reasonable care in planning and delivering the Event.

To the maximum extent permitted by applicable law, the Organiser is not liable for:

• indirect or consequential loss;
• lost business opportunities;
• loss of income or profit;
• travel or accommodation expenses;
• third-party costs;
• losses caused by programme changes or participant non-attendance;
• the independent acts or services of Children of Heroes, payment providers, venue operators or other third parties.

Nothing in these Terms excludes or limits liability where such exclusion is prohibited by law.

Personal data is processed as described in the EBC Warsaw Event Privacy Policy.

The Children of Heroes donation form is governed by the separate privacy policy and terms identified in that form.

By completing registration, the participant acknowledges that the agreed registration details may be shared with EBC for:

• seat confirmation;
• guest-list administration;
• venue access;
• reminders;
• operational Event communication.

These Terms are governed by the laws of Ukraine.

This choice of law does not deprive a participant of any mandatory protection or right that cannot legally be excluded under otherwise applicable law.

The parties should first attempt to resolve concerns directly and in good faith.

Questions, complaints and legal notices relating to Event participation should be sent to:

info@ebcua.com

Please include:

• your full name;
• registration email;
• a clear description of the issue;
• any relevant confirmation details.

The Organiser may update these Terms where necessary because of:

• confirmed Event arrangements;
• changes to the Children of Heroes registration process;
• legal requirements;
• operational or venue changes.

The latest version will be published on the Event website with an updated revision date.

Material changes affecting confirmed participants will be communicated by email where reasonably necessary.