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Regulations for Fan Convention Pyrkon

PYRKON 2019 FAN CONVeNTION – REGULATIONS

  1. Each participant of the Pyrkon 2019 Fan Convention (hereinafter referred to as “Pyrkon”) by buying or receiving a ticket or an entrance pass accepts these regulations and at the same time undertakes to comply the terms and conditions of these regulations.
  2. All participants of Pyrkon are obliged to read, accept and follow the contents of these regulations. Failure to do so cannot be the basis for any claims against the “Druga Era” Fantasy Club Association (hereinafter referred to as the Convention Holder) and/or his members.
  3. Participants who do not comply with the regulations may be removed from Pyrkon’s premises without a refund for the ticket or entry pass and other possible costs.
  4. The regulations are available:
  • on the following websites: www.pyrkon.pl, www.eventim.pl,
  • at the ticket office,
  • in the information booklet.
  1. Pyrkon is held at the Poznan International Fair at 14 Głogowska Street – eastern and northern entrances, as well as the halls: 3, 3A, 5, 6, 7, 7A, 8, 8A, 10, 14, 15 and the premises around them (hereinafter referred to as PIF), on April 26-28, 2019.
  2. Participants of Pyrkon can stay on the premises of PIF within the following hours:
  • halls 3, 3A of the PIF: from 10:00 am on Friday until 17:00 on Sunday, unless information at the entrance to the hall states otherwise;
  • halls 5,6C of the PIF: from 14:00 to 21:00 on Friday, from 10:00 to 21:00 on Saturday and from 10:00 to 16:00 on Sunday, unless information at the entrance to the hall states otherwise;
  • halls 6A and 6B (Games Room): from 10:00 on Friday to 18:30 on Sunday, unless information at the entrance to the hall states otherwise;
  • hall 7A of the PIF: from 10:00 on Friday until 18:30 on Sunday, unless information at the entrance to the hall states otherwise;
  • hall 7: from 10:00 to 24:00 on Friday, from 9:30 to 24:00 on Saturday and from 9:30 to 18:30 on Sunday, unless information at the entrance to the hall states otherwise;
  • halls 8, 8A of the PIF: from 10:00 to 22:00 on Friday, from 10:00 to 22:00 on Saturday and from 10:00 to 18:00 on Sunday, unless information at the entrance to the hall states otherwise;
  • hall 10 of the PIF (Convention Office) from 10:00 on Friday to 18:00 on Sunday, unless information at the entrance to the hall states otherwise;
  • hall 11 of the PIF: from 10:00 on Friday to 18:00 on Sunday, unless information at the entrance to the hall states otherwise;
  • halls 14 PIF: from 14:00 on Friday until 18:30 on Sunday unless information at the entrance to the hall states otherwise;
  • hall 15 PIF: from 14:00 to 24:00 on Friday, from 9:30 to 24:00 on Saturday and from 9:00 to 18:00 on Sunday, unless information at the entrance to the hall states otherwise;
  1. Holders of one-day tickets may stay at Pyrkon’s premises until 6:00 a.m. of the following day or – in the case of Sunday tickets – until the end of Pyrkon.
  2. A presale ticket is subject to being exchanged for a badge.
  3. Only participants holding a badge entitling them to do it may stay on the premises of Pyrkon.
  4. Each participant is obliged to carry their badge in a visible place. Deliberate removal, tearing or other damage done to the badge  may result in not being allowed to enter the premises of Pyrkon, or being removed from them. In the event of accidental damage or loss of the badge, one should report to the ticket office in order to purchase a new ticket.
  5. Participants without the badge  on them will be shown out by the security team. The Convention Holder or persons acting on his behalf (including security works and volunteers) have the right to check the ID of the badge holders in the event of a suspected illegal use or violation of these Regulations. It is forbidden to pass your own badge to other persons in order to use it. In the case of unauthorized use of the badge, the Convention Holder has the right to retrieve the badge and prohibit the person who used it, as well as the Participant who passed it on to an unauthorized person from further participation in Pyrkon. The Participant has no right to claim a refund of the amount paid for the ticket.
  6. At the premises of Pyrkon, a participant may be asked to produce the contents of their luggage by the Convention Holder and the subordinate services.
  7. The Convention Holder is liable for the damage caused to the participants in accordance with the regulations provided in the act on mass event safety. The Convention Holder is not liable for damage on the Participants caused by third parties or due to the Participant’s fault. The Convention Holder is not liable for damage to the Participant’s property caused by a force majeure (e.g. fire, explosion, thunderstrike, storm, flooding) or by third parties or due to the Participant’s fault.
  8. Medical aid
  • On the premises of Pyrkon there’s an emergency medical assistance point, operated by paramedics and EMTs, who will provide medical healthcare in line with their professional qualifications.
  • Health benefits provided on the premises of Pyrkon are emergency assistance in nature. Health benefits in the field of emergency assistance are provided at the accident site or at medical points designated by the convention holders;
  • Those who suffer from chronic diseases, allergies and etc., are obliged to have their own medication on them and to have valid information about their health condition, disease, and any problems regarding potential treatment.
  • The injured and the sick treated at the emergency medical assistance points will be required to present an ID and/or passport and/or school ID.
  • Medical assistance points do not provide deposit services and are not liable for the participants’ valuables.
  • If the examined participant’s condition p a justified suspicion that their physical injuries or medical problems could be caused due to committing a crime, the paramedic providing medical assistance will report to the convention holder, who will notify the police.
  • In justified cases, the injured participant may be transported to a healthcare facility.
  1. Throughout the duration of the event underage participants are required to have on them and be able to present at entrance the parent’s or legal guardian’s consent to participate in Pyrkon with his contact details. The consent form template is available on the following websites: www.pyrkon.pl [do pobrania tu], www.eventim.pl.
  2. The Convention Holder is not responsible for the items left unattended or lost. Cloakrooms are available within Pyrkon’s premises, where participants can leave their coats.
  3. It is forbidden (except for the situation described in point 18) to enter Pyrkon premises while carrying:
  • any weapons, as defined in the current Weapons and Ammunition Act;
  • ammunition for the above-mentioned weapons;
  • melee weapons, except for: knives, training weapons with blunt edges, and so-called safe LARP weapons – all if they are carried in a manner safe for other participants
  • explosives and pyrotechnic materials;
  • toxic, malodorous or flammable substances.
  1. Pneumatic weapons (ASG, paintball) may be carried onto Pyrkon’s premises if it is permanently or temporarily unable to launch bullets
  2. During Pyrkon, it is forbidden to point weapons, weapon replicas or any other dangerous tools at other participants of Pyrkon, unless they consented to it (e.g. while posing to photos).
  3. Pyrkon’s participants are obliged to keep its premises- both inside and between the PIF buildings- clean and tidy.
  4. On the premises of PIF alcohol consumption is allowed only in specified and designated places. It is forbidden to consume and bring alcohol inside any other hall.
  5. It is strictly forbidden to smoke within Pyrkon’s premises outside designated areas where smoking is allowed.
  6. It is forbidden to possess and use any drugs and psychotropic substances within Pyrkon’s premises, except in the situations described in point 21.
  7. Participants under the influence of alcohol, other drugs or psychotropic substances may be removed from Pyrkon’s premises.
  8. Each participant must behave properly and follow the decisions of the Convention Holder. Any complaints against the decisions of the Convention Holder may be submitted to the convention’s Directors – their decision is final. In the case of an argument between Pyrkon’s participants, the determining authority is the Managing Director, whose decision is final.
  9. The Convention Holder is not liable for the damage caused by participants. The perpetrators are liable (therein financially) for any damage.
  10. Night-time accommodation is available only in halls 3 and 3A of the PIF. The number of sleeping spaces in the halls is limited and the convention holders do not guarantee that there will be space for all the participants to fit.
  11. Curfew is imposed in specified areas in the sleeping hall between 12:00 a.m. and 7:00 a.m. Those who sleep in the sleeping halls, are required to behave in good manners and keep the place – and themselves – clean and tidy.
  12. People who host program events (hereinafter referred to as Lecturers) are obliged to leave the lecture rooms in the condition no worse than the condition in which they found them. In the event of gross damage to the room upon it being passed on, the Lecturers are obliged to immediately notify the Convention Holders.
  13. In the event of failure to comply with their own obligations, participants eligible for discounted tickets for organizing program events are obliged to pay the surcharge on the ticket equal to the discount.
  14. Prizes in the contest, which are official program events take the form of vouchers functioning as the convention’s currency (the so-called PyrPounds), that may be exchanged at the prize stand. The currency not used will not be exchanged for money.
  15. Those who help prepare and run Pyrkon cannot participate in the contests and tournaments that are held during the convention. In addition, if a contest or a tournament is organized by entities or organizations other than the Convention Holder, the representatives and employees of such entities and organizations cannot participate in the contests and tournaments organized during Pyrkon.
  16. On the premises of Pyrkon it is not permitted to duplicate any products protected by copyright and trade their illegal copies.
  17. The Convention Holder is not liable for and does not identify with the opinions expressed by the Participants (including the Lecturers) during the convention.
  18. It is strictly forbidden to conduct political activities within the premises of Pyrkon, in particular election campaigns and political canvassing. Those, who do not comply with this rule, will be removed from the premises of the convention without a right to a refund of the value of the ticket and other possible claims.
  19. Each participant present at the premises of Pyrkon and the FIP expresses his consent to have pictures of him taken free of charge and videos recorded by an entity entitled by the Convention Holder, as well as to have his physical likeness captured, reproduced and used free of charge for the sake of promoting Pyrkon Fan Convention.
  20. Each participant must treat other participants with respect. Physical or verbal abuse might result in being removed from the convention, having their badge taken and reporting the abuser to the authorities. The full description of the regulations against harassment can be found on the following website: www.pyrkon.pl
  21. Persons with a valid disability certificate from the poviat disability evaluation board at a moderate or significant level (in case a participant is in possession of a certificate issued by a different entity, equivalent certificates apply, in the case of persons under 16, a certificate of disability applies, in the case of foreigners, a disabled parking card is valid) have the right to enter the Convention grounds with a carer.
  22. It is forbidden to bring animals to Pyrkon. The ban does not apply to guide animals for disabled people.
  23. If a participant who made the reservation for a program event fails to show up at least 7 minutes before the scheduled commencement, his reservation is automatically canceled.
  24. The regulations for the return of the purchased tickets will be available when purchasing tickets at the ticket counters and on the www.eventim.pl website.
  25. All advertising materials the presence of which at the convention has not been agreed upon with the Convention Holder shall be removed from the Pyrkon grounds together with the persons distributing them. These people will be charged with the cost of remedying any damage caused as a result of their actions.
  26. Conducting any commercial, service, entertainment, information and promotional activities (which also applies to advertisements on vehicles), etc. at Pyrkon grounds, including the PIF grounds, is possible only after obtaining the Convention Holder’s consent, at the stands and hours designated by him and on terms specified in a separate agreement and in the Exhibitors’ Regulations.
  27. The regulations and the ticket purchase schedule are determined in attachment no. 2 to the Regulations.

In the event of failure to comply with the above Regulations, the Convention Holder may remove the person violating the Regulations without reimbursement of the participation costs incurred, and impose a contractual penalty of ten times the rate provided for in the exhibitors’ price list, for a minimum size stand, but not more than PLN 6,000.00.W

  1.  There are separate zones in Pyrkon having their own regulations. The zone regulations regulate their functioning in the scope not included in these regulations. In the event of controversial situations, the zone regulations are superior to the general regulations.
  2.  The Program of Pyrkon published on the Pyrkon website is a tentative program prepared by the Convention Holder according to his best knowledge. The Convention Holder reserves the right to change the Pyrkon program in case of unforeseen random events. Changing the Pyrkon program due to unforeseen random events cannot be the basis for any claims against the Convention Holder and/or its members. In particular, it cannot be the basis for returning the equivalent of the price of the ticket or pass.
  3.  The Convention Holder informs that due to the large number of participants it may not be possible to participate in certain program events if all seats in the lecture hall are occupied. The inability to participate in a program event due to the lack of free space in the room cannot be a basis for any claims against the Convention Holder and/or members of the organization. In particular, it cannot be the basis for returning the equivalent of the price of the ticket or pass.
  4.  Due to the large number of participants attending Pyrkon, the Convention Holder provides every person who pre-purchased a ticket with the option to make reservations at a maximum of 4 program events in accordance with the Regulations for Booking Seats at Lectures, available on the Pyrkon website.
  5.  The Convention Holder ensures the safe conduct of Pyrkon only if all participants comply with the Regulations, the Act on the safety of mass events and the Polish law.
  6.  In matters not covered by these Regulations, the provisions of the Act on the safety of mass events and the PIF regulations shall apply.
  7.  The Convention Holder reserves the right to change these Regulations without previously notifying the potential attendees and Speakers.
  8.  Information on the processing of personal constitutes Attachment no. 1 to these Regulations.

Attachment no. 1 to the Regulations of the PYRKON 2019 Fan Convention.

  1.  The administrator of your personal data is the Druga Era Fantasy Club Association with its registered office in Poznań (61-131), ul. Kaliska 22a/23, registered in the National Court Register under no. 0000207209. Below, you will find information regarding the processing of your personal data in connection to the execution of the contract concluded with you and for the sake of its proper execution.
  2.  The personal data is processed based on the consent, on the basis of the legally justified interest of the Administrator in order to execute Pyrkon, for the sake of ticket sales, registration of speakers and participants, as well as for the sake of contacting you in the event of such a necessity as well as to consider possible complaints or redress. The scope of the data collected is: name and last name, date of birth, order number, e-mail address, and in the case of exhibitors who are natural persons also the PESEL number and correspondence address, and in the case of persons conducting business activities also their identification data (the tax identification number – NIP, bank account number) for the purpose of settlements of the obligations concluded and the fulfillment of legal and tax obligations resulting from legal provisions.
  3.  Providing the data is voluntary. However, failure to provide the data prevents the registration of the participant and thus the handling of the order.
  4.  Your personal data may be transferred to our partners in order to be able to properly execute the contract. This applies to entities that provide us with IT or accounting services, companies dealing with claims, intermediaries in the ordering of courier services, postal operators, courier companies, entities servicing printing or online payments, as well as security services. The personal data of exhibitors may be transferred outside the EEA, to trusted partners providing internet services and possessing appropriate security certificates (Privacy Shield). Exhibitors will be informed accordingly about such cases.
  5.  As data Administrator, we provide you with the right to access data, request rectification, deletion or limitation of their processing. You may also utilize the right to submit an objection to the processing of data to the Administrator and the right to transfer data to another data controller. In the case of a voluntary consent, you have the right to withdraw your consent for processing at any time, which does not affect the lawfulness of the processing, which was executed on the basis of the consent before its withdrawal.
  6.  You have the right to lodge a complaint regarding the processing of personal data to the President of the Office for the Protection of Personal Data.
  7.  Personal data will not be transferred to third countries or international organizations.
  8.  The administrator does not perform automated data processing or profiling.
  9.  In matters concerning personal data, please contact us at the following e-mail address: daneosobowe@pyrkon.pl

Attachment no. 2 to the PYRKON 2019 Fan Convention Regulations. The rules and schedule for ticket sales

The following rules for ticket sales apply during Pyrkon 2019:

  1.  Three-day passes to pyrkon shall be sold at three price thresholds:
  • purchased by February 28th 2019 – special bundle –  229PLN or normal ticket – 99 zł
  • purchased by March 31st 2019 – 99 PLN
  • purchased from April 1st 2019 until the commencement of Pyrkon as well as at ticket counters during the Convention – 119 PLN
  1. Only 3-day passes are available for purchase via the websites of Pyrkon 2019, Eventim and in brick and mortar sales points specified on the Pyrkon 2019 website. The regulations for the return of the tickets purchased during the presale period are determined in the sales regulations of the specified entities.
  2. The special bundle includes:
  3.  a 3-day pass
  4.  a special Pyrkon t-shirt
  5.  a separate entrance to the Convention grounds
  6.  a Pyrkon Jumbo dice
  7.  an additional token for registering to program events
  8. Each ticket purchased during the presale period must be exchanged for a participant’s badge at the stand located at the Poznań International Fair near the Eastern Entrance (coming from ul. Głogowska and the Poznań railway station):

within the following deadlines:

  • on Thursday 25.04.2019 between 9:00-19:00;
  • on Friday 26.04.2019 from10:00 a.m. 24 hours a day until Sunday 28.04.2019 at 15:00.
  1. At the ticket exchange point, where tickets are exchanged for badges you will also be able to collect the contents of the special bundle.
  2. A ticket purchased during the presale period entitles you to:
  3.  reserve spots at 4 program events in accordance with the regulations for the reservation of places at lectures.
  4.  access a separate entrance to the Pyrkon grounds,
  5.  receive a unique gadget (announced at a later date)
  6.  in the case of a special bundle, to collect the contents of the bundle.
  7. During Pyrkon, you will be able to purchase tickets only at designated ticket counters of the Poznań International Fair at the Northern Entrance (coming from Bukowska street) within the following dates:
  • on Thursday 25.04.2019, from 9:00-19:00
  • on Friday 26.04.2019, from 10:00 24 hours a day until Sunday 28.04.2019, at 15:00.
  1. The prices of the tickets purchased after April 1st 2019
  2.  Normal (for the participants who are over 13 years old on the day of the purchase):
  • 3-day pass 26.04-28.04.2019                              119 PLN
  • 1-day pass for Friday 26.04.2019             49 PLN
  • 1-day pass for Saturday 27.04.2019              69 PLN
  • 1-day pass for Sunday 28.04.2019              39 PLN
  1. b) for children between the ages of 6 and 12, who have had their 12th birthday on or before the day of the purchase of the ticket:
  • 1-day pass for Friday          26.04.2019              25 PLN
  • 1-day pass for Saturday          27.04.2019              35 PLN
  • 1-day pass for Sunday          28.04.2019              25 PLN
  1. Free admission to the event is available to children up to 6 years of age, who have had their 6th birthday on the day of admission to Pyrkon 2019 and carers of people with disabilities. A carer of a disabled person can collect a pass in the above-mentioned locations only in the company of a disabled participant who he is taking care of.
  2. All complaints regarding  the special bundle, in particular services and goods comprising it, should be directed exclusively and directly to the Convention Holder, who bears full responsibility in this respect, within 14 days of receipt of the bundle.
  3. The tickets are subject to a return, except for the tickets purchased within the presale period for reasons specified in the regulations, made available by the entity through which the tickets were purchased within the presale period.
  4. The return of the tickets purchased within the presale period via the Pyrkon website is possible in case Pyrkon 2019 is cancelled or the date or location of Pyrkon 2019 is a and should be requested within 30 days after an announcement is made on the Pyrkon 2019 website regarding the cancellation, change of the date or time of Pyrkon 2019.
  5. The sales of the tickets within the presale period to a person who is not of age (who has not had her 18th birthday before the commencement of Pyrkon 2019) requires a parent/legal guardian’s consent to be attached. The template for the consent is made available on the Pyrkon 2019 website.
  6. The sales of a ticket to a person who is not of age (who has not had her 18th birthday before the commencement of Pyrkon 2019) requires a parent/legal guardian’s consent to be presented, if the parent or legal guardian does not accompany the person. The template for the consent is made available on the Pyrkon 2019 website.