Event terms&conditions

Terms and Conditions of Participation in the Responsible Incentive Travel Day 2026 event

General provisions

1.1. These regulations define the rules for registration and participation in the Responsible Incentive Travel Day event – hereinafter referred to as the “event”, organized by the SITE Poland Association [hereinafter referred to as the “organizer”] on 24.04.2026 at the Radisson Collection Warsaw hotel.

1.2. The event is addressed to incentive agencies and other stakeholders of the incentive travel market. Due to the limited number of places, the organizer reserves the right to refuse confirmation of participation, giving priority to entities closely related to the incentive travel sector.

1.3. Participation in the conference is possible only after prior registration via the online form available on the website or sent by the organizer via e-mail.

https://responsible-incentive-travel-day-2026.sf-conference.com/forms/registration

1.4. Due to the limited number of places, a maximum of two persons [hereinafter referred to as “participant”] from one agency/organization may register for the event.

1.5. The conference, addressed to the MICE tourism industry in Poland, will be conducted entirely in Polish and does not provide translation into English.

Registration

2.1. Registration for the event begins on 06.03.2026 and lasts until 10.04.2026 or until all places are filled.

2.2. To register for the event, the participant must complete the registration form available on the event website:

https://responsible-incentive-travel-day-2026.sf-conference.com/forms/registration

2.3. Confirmation of registration, and thus acceptance of participation by the organizer, will be sent to the e-mail address provided by the participant.

2.4. The number of places is limited; therefore, the organizer reserves the right to select applications and give priority to participants who are members of the SITE Poland Association and/or closely related to the incentive travel industry.

Eligible participants

3.1. The conference is intended in particular for the following categories, participant profiles and segments of the tourism market in Poland:

Members of the SITE Poland Association
Representatives of Polish Incentive Agencies and DMCs offering outbound and inbound incentive tourism services
Representatives of travel agencies acting as tour operators
Client representatives responsible in their organizations for commissioning and organizing incentive travel as well as events and conferences in Poland
Representatives of city and regional Convention Bureaus,
Speakers and panelists participating in the event
Representatives of the MICE industry press and media partners
Event partners (number of participants according to the sponsorship offer)

3.2. In case of any doubts whether participation should be accepted, the participant is requested to contact the organizer by e-mail before registration at: kontakt@responsible-incentivetravelday.pl

AI Workshop

4.1. Practical workshops using AI are organized as part of the Laboratorium Twórców program of the Poland Convention Bureau/POT.

4.2. The number of participants is limited, and the training is addressed to selected categories of participants.

4.3. The workshop is intended for individuals who already have contact with this topic and possess intermediate knowledge or participated in the SITE Poland workshops on 04.09.2025.

4.4. The workshop aims to provide practical support for participants in mastering the most useful generative AI tools, including creating effective prompts for sustainable offers based on the SITE Poland Sustainable Incentive Tourism Manifesto.

4.5. The following categories of participants may take part in the AI Workshop:

Members of the SITE Poland Association
Representatives of city and regional Convention Bureaus
Representatives of Polish DMCs specializing in inbound and incentive tourism
Employees of Polish incentive agencies and MICE agencies with incentive departments registered in the official register of tourism event organizers

4.6. Participation in the entire morning session of the conference is required in order to take part in the AI workshop. More information about the workshops:
https://responsible-incentivetravelday.pl/warsztaty-ai/

Changes and cancellation of registration

5.1. Resignation from participation and any changes must be submitted in writing and sent to: kontakt@responsible-incentivetravelday.pl

5.2. A participant may cancel participation in the event without incurring any costs no later than 10.04.2026 by sending an e-mail to the organizer.

5.3. In the case of cancellation from 11.04.2026 or failure to inform the organizer, the participant will be charged the costs indicated in points 5.5–5.6.

5.4. The participant may designate a replacement person from the same organization, provided that the organizer is informed of the change by e-mail no later than 22.04.2026 by 17:00.

5.5. In the case of written cancellation received from 11.04.2026, the participant will be charged a fee of PLN 400 gross.

5.6. In the case of failure to inform the organizer and not appearing at the event (no show), the participant will be charged a fee of PLN 600 gross.

5.7. By accepting the terms of these event regulations, the participant agrees to be charged the cancellation fees described above.

5.8. In the event that the event is canceled by the organizer, participants will receive a full refund of the registration fee, if such fee was paid.

Processing of personal data

6.1. The controller of the personal data of event participants is the SITE Poland Association with its registered office at ul. Puławska 457, 02-844 Warsaw.

6.2. Personal data will be processed solely for the purpose of organizing and conducting the event, in accordance with applicable personal data protection laws.

6.3. By registering for the event, the participant agrees to the transfer of their contact details to the event partners and to receive promotional newsletters from the organizer.

6.4. The participant has the right to access their personal data, correct it and request its deletion.

Consent to use image

7.1. By registering for the event, the participant consents to the use of their image by the event organizer for promotional, advertising and informational purposes, including publication on the website, social media and other materials promoting the event.