Terms and Conditions
of the XXIV International Congress of Aesthetic Medicine and Anti-Aging
2–4 October 2026, Warsaw
§1 General Provisions
This document constitutes the Terms and Conditions of the “XXIV International Congress of Aesthetic Medicine and Anti-Aging”, taking place on 2–4 October 2026 in Warsaw, hereinafter referred to as the “Congress”.
Organizer: Polish Society of Aesthetic Medicine and Anti-Aging PTL, ul. Ludna 2/103, 00-406 Warsaw, NIP 7010236972, REGON 142421711, KRS 0000357150.
Organizing Office: Brilliant Group Spółka z ograniczoną odpowiedzialnością, Plac Bohaterów Getta 3/L1, 30-547 Kraków, Tax ID: 6762478890
Personal Data Controller: Polish Society of Aesthetic Medicine and Anti-Aging PTL, ul. Ludna 2/103, 00-406 Warsaw, NIP 7010236972, REGON 142421711, KRS 0000357150.
Participant:
a) A medical doctor / dentist with a valid Medical Practice License (PWZ), registering via the online form at kongres-ptmeiaa.pl (full access to the scientific programme, plenary halls, lecture sessions and exhibition area).
b) A healthcare facility manager / representative of the medical-business sector, registering via the online form at kongres-ptmeiaa.pl (access limited to the exhibition area and business sessions only; no access to scientific sessions reserved for persons authorized to receive advertising of medicinal products).
Participation Confirmation: a message sent by the Organizer in response to a registration submitted via the online form.
§2 Participation in the Congress
Participation in the Congress is subject to a fee. The conditions for participation are completing the online registration form on the Congress website and paying the applicable fee. Only persons who have been registered and confirmed by the Organizer, belonging to one of the groups specified in §1 item 5, may attend the event.
The Participant (or a person acting on their behalf) will receive a registration confirmation to the e-mail address provided in the form.
Submitting the form is equivalent to entering into an agreement with the Organizer under the terms of these Terms and Conditions, accepting its provisions, and undertaking the obligation to pay for the selected participation package.
Submitting the form constitutes consent to sharing the provided e-mail address with entities cooperating with the Organizer under separate agreements, to the extent necessary for the organization of the Congress (including purposes related to accommodation, check-in, catering, payment confirmation, and application access).
Participation in company sessions intended for medical professionals and access to presentations of medicinal products is available exclusively to persons authorized to receive advertising and promotion of such products in accordance with applicable regulations. Registered managers and representatives of the medical-business sector have access to the exhibition area and business sessions.
The Participant (or a person acting on their behalf) undertakes to provide truthful and complete data. The Organizer reserves the right to verify the data and – in the event of any irregularities – to remove the Participant from the list.
Badge: The Participant is required to wear their badge visibly at all times throughout the duration of the Congress (scientific, exhibition and catering areas). Sharing, copying, modifying or using another person’s badge is prohibited. Violations may result in:
immediate exclusion from the Congress without the right to a refund,
invalidation of the participation certificate,
possible notification of relevant authorities/institutions (e.g. medical chambers, employers),
refusal of registration for future editions.
The Organizer may close registrations early in the event that all places are filled.
The Organizer reserves the right to make changes to the programme.
In the event of the Congress being cancelled, the Organizer will notify registered Participants by e-mail no later than 7 days before the scheduled start. In such a case, a full refund of the registration fee will be made to the account specified by the Participant, within 30 business days from the date of cancellation. The refund does not cover additional costs incurred by the Participant (e.g. accommodation, transport), unless these were purchased through the Organizer.
After the Congress, generation of the Participation Certificate requires completing an evaluation survey (link sent by e-mail).
Accommodation (information): Participants may take advantage of preferential room rates at Crowne Plaza The HUB – the venue of the Congress. Details and availability limits are available on the Congress website. Reservations are made independently by the Participant, without the involvement of the Organizer; the accommodation cost is not included in the registration fee. Accommodation cancellations are subject to the hotel’s own policies – the Organizer is not responsible for any financial consequences of such cancellations.
Payments: bank transfer or online payment (via the payment operator indicated on the website).
Failure to pay by the deadline entitles the Organizer to cancel the registration without any obligation to provide services.
Upon payment, the Participant receives a VAT invoice or – in the case of individuals not conducting business activity – a fiscal receipt based on the data provided in the form. Once the document has been issued, it is not possible to change its type or the buyer’s details.
§4 Promotions and Competitions
The Organizer may run temporary promotional campaigns, including competitions, under which a Participant who completes full registration and payment within the designated Promotional Period receives a guaranteed reward.
Participation in a promotion constitutes acceptance of these Terms and Conditions and the detailed promotion rules published in the promotional announcement.
The reward is only granted upon payment being recorded within the Promotional Period.
Tickets purchased during the Promotional Period are non-refundable in the event of the Participant’s withdrawal.
In the event of the Congress being cancelled by the Organizer, rewards granted under promotions are not subject to refund or exchange, provided they have not yet been delivered to the Participant.
The Organizer may terminate or modify the terms of a promotion; this will not affect the acquired rights of Participants who have already met the promotion conditions.
The cancellation date is the date on which the message is received by the Organizer. Confirmation of withdrawal is sent by e-mail.
Refund policy:
by 10 July 2026 – 100% refund,
after 10 July 2026 – 50% refund,
after 10 August 2026 – no refund.
Failure to withdraw and non-attendance at the Congress results in the Participant being charged the full amount.
Complaints against the Organizer must be submitted in writing (by registered mail with acknowledgement of receipt) to the Organizer’s registered address, within 7 days of the end of the Congress.
Complaints submitted after the deadline will not be considered.
A complaint must include the Participant’s full name, correspondence address and justification.
The Organizer’s decision regarding a complaint is final.
§6 Personal Data Protection (GDPR)
The Personal Data Controller is the Polish Society of Aesthetic Medicine and Anti-Aging PTL, ul. Ludna 2/103, 00-406 Warsaw, NIP 7010236972, REGON 142421711, KRS 0000357150.
The Participant has the right to access their data and to receive information about the purpose of processing, categories of data, recipients, planned retention period and rights available under applicable law.
The Participant has the right to request rectification, supplementation, restriction of processing, data portability, and deletion of data in cases provided for by law. The Controller may refuse to delete data where processing is necessary for the establishment, pursuit or defence of legal claims or for compliance with legal obligations.
Legal basis for processing: the Participant’s consent; in the case of entering into a contract – Article 6(1)(b) GDPR; with regard to special categories of data – Article 9(2)(a) GDPR. Providing data is necessary for the conclusion and performance of the contract.
Legal basis for processing data for marketing purposes: voluntary consent, in accordance with the Act on the Provision of Electronic Services and telecommunications law.
Scope of data: first and last name, e-mail address, phone number, correspondence address, Medical Practice License number (PWZ), invoicing details.
Data is stored for the period of use of the service and thereafter – to the extent necessary for accounting purposes (including tax) and the pursuit of claims.
The Controller applies appropriate technical and organizational measures, including transmission encryption and SSL-secured communication during data collection and payment.
Consent to the Use of Image: by completing registration, the Participant consents to the free-of-charge recording and use of their image for training and promotional-advertising purposes in connection with photo and/or video documentation of the Congress by PTMEiAA and Brilliant Group sp. z o.o. The Participant waives any claims in this regard within the aforementioned scope. Withdrawal of consent is possible at any time and does not affect the lawfulness of processing prior to its withdrawal; withdrawal may limit the possibility of participating in recorded events.
Recipients of data may include: the Organizer, the entity providing accounting and administrative services to PTMEiAA, IT service providers (including the congress application provider), as well as providers of transport, accommodation, catering and other services – to the extent necessary for the organization of the Congress.
The Participant may withdraw their consent, which forms the basis for processing, at any time; withdrawal may prevent participation in the Congress.
The Participant has the right to lodge a complaint with the President of the Personal Data Protection Office (UODO).
§7 Liability
The Organizer is not liable for any damage resulting from the Participant providing incorrect, incomplete or outdated data, including where this results in the inability to provide services.
The Organizer is not responsible for items lost, damaged or stolen by Participants during the Congress.
Participants bear full material and legal liability for any damage caused by them on the premises of the Congress venues, at accommodation facilities and during additional activities.
§8 Final Provisions
It is the Participant’s obligation to read these Terms and Conditions.
Matters not covered by these Terms and Conditions shall be governed by the provisions of the Polish Civil Code.
Amendments to the Terms and Conditions and the format of the event: the Organizer reserves the right – in the event of circumstances beyond its control – to cancel, reschedule, change the format/mode of participation, or postpone the Congress, as well as to amend the provisions of these Terms and Conditions. Participants will be notified of any changes promptly by e-mail to the address provided at registration; the current version will be published on the Congress website. Changes take effect 7 days after being posted on the website, unless the notice states otherwise.
These Terms and Conditions come into force on the date of their publication on the Congress website.
