1.1. Compliance with these Rules is an essential condition for registration, accreditation, access to venues, continued participation in the Event and participation in future activities organised or supported by the Main Organiser, the Organising Partners or relevant Rotaract structures.

1.2. The Main Organiser, the Host Organising Committee, designated volunteers, security personnel, venue representatives and competent authorities may take any reasonable and proportionate measures necessary to ensure the safety, order, integrity and proper conduct of the Event.

2.1. Participants must behave respectfully, responsibly and lawfully at all times. They must comply with these Rules, the Terms and Conditions, the ERIC Events Code of Conduct, Venue Rules, HOC instructions, security instructions and applicable laws.

2.2. Participants must act in a manner consistent with Rotaract values, including friendship, integrity, leadership, diversity, service, mutual respect, responsibility and community spirit.

2.3. Participants must not engage in any conduct that may endanger other persons, disturb the Event, damage the reputation of the Event, affect the image of Rotaract, interfere with the work of the organisers or create risk for the Main Organiser, the Organising Partners, volunteers, suppliers, venues or other Participants.

2.4. Participants must follow the official programme, attend activities punctually, respect access times and comply with logistical instructions. The Main Organiser is not responsible for any consequences arising from a Participant’s delay, absence, failure to follow the programme or failure to be present at the indicated meeting point or time.

2.5. Participants remain solely responsible for their own conduct, belongings, travel documents, visas, insurance, health condition, personal safety, compliance with entry and stay requirements in Romania, and any personal expenses not expressly included in their participation package.

3.1. REM Transylvania 2027 is intended to be a safe, respectful and inclusive environment. Harassment, discrimination, intimidation, threats, violence, retaliation, hate speech, bullying, humiliation, stalking, unwanted physical contact, unwanted sexual attention, offensive language or behaviour, and any form of abusive or inappropriate conduct are strictly prohibited.

3.2. Participants may not harass, discriminate against or target any person on grounds including, but not limited to, gender, gender identity or expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, nationality, religion, political opinions, language, club affiliation, district affiliation, technology choices or any other personal characteristic.

3.3. Sexual language, sexual imagery, inappropriate jokes, offensive comments, unwanted advances or conduct of a sexual nature are not acceptable in conference venues, workshops, parties, social activities, transport, accommodation spaces, online groups or any other Event-related context.

3.4. Retaliation against any person who reports a violation, supports a complainant, cooperates with an investigation or raises a safety concern is strictly prohibited and will be treated as a serious breach of these Rules.

3.5. The Main Organiser may take immediate measures against any Participant whose conduct is considered unsafe, offensive, discriminatory, harassing, disruptive or incompatible with the Event, including warning, removal from an activity, suspension of accreditation, exclusion from the Event, notification of authorities and refusal of refund.

4.1. The Participant may not bring prohibited items to any venue or Event Location, including, but not limited to, weapons of any kind, ammunition, knives, sharp or blunt objects that may be used to cause injury, pyrotechnic materials, fireworks, flares, explosive or flammable substances, illegal drugs or substances, controlled substances, hazardous chemicals, drones or other flying devices or any other object which, in the reasonable opinion of the Main Organiser, venue staff, security personnel or competent authorities, may endanger persons, affect public order, damage property, interfere with the proper conduct of the Event or breach the rules of the relevant venue.

4.2. Smoking, including classic cigarettes, electronic cigarettes, vaping devices, is permitted only in areas where smoking is expressly allowed by law and by the relevant venue. Smoking in hotel rooms, conference rooms, buses, indoor venues, corridors, elevators, restrooms, non-smoking areas or any other prohibited space is strictly forbidden.

4.3. Alcohol consumption is permitted only in areas and at times authorised by the venue, by the Main Organiser and by applicable law. Participants must comply with all venue policies, house rules, security instructions and legal restrictions regarding alcohol.

4.4. The consumption of alcoholic beverages brought from outside official Event venues, partner venues or authorised Event Locations is strictly prohibited, irrespective of whether such beverages are intended for personal consumption or for sharing with other Participants. By exception, Participants may bring alcoholic beverages originating from their country of residence within the Country Booth.

4.5. The use, possession, distribution, sale, offering, facilitation or promotion of illegal drugs or substances is strictly prohibited. Participation in the Event or any component of the Event while under the influence of illegal drugs or excessive alcohol is strictly prohibited.

4.6. Any breach of this section may result in refusal of access, removal from the venue, confiscation or removal of prohibited items where legally permissible, cancellation of accreditation, exclusion from the Event without refund, notification of competent authorities and recovery of any damages, costs, penalties or losses caused by the Participant.

5.1. The Main Organiser, venue staff, security personnel or competent authorities may perform reasonable access checks, identity checks, accreditation checks and, where legally permitted, checks of personal belongings, bags or luggage before granting access to Event Locations.

5.2. Any Participant who refuses to comply with access checks, security procedures, identification requirements or venue instructions may be refused entry or removed from the relevant venue or from the Event without refund.

5.3. The Main Organiser may restrict access to certain areas, including technical areas, backstage areas, accommodation floors, storage spaces, staff areas, supplier areas or other operational spaces. Unauthorised access to restricted areas is prohibited and may result in immediate exclusion.

5.4. The Main Organiser may refuse access to or remove any Participant who appears intoxicated, aggressive, unsafe, unable to comply with instructions, in possession of prohibited items, in breach of these Rules or otherwise unsuitable to attend the relevant activity safely.

6.1. Participants staying in accommodation arranged in connection with the Event must comply with the rules of the relevant hotel or accommodation unit, including rules regarding check-in, check-out, quiet hours, smoking, room occupancy, access cards, visitors, security, noise, cleanliness, damage, use of facilities and payment of incidental expenses.

6.2. Participants must not change rooms, exchange accommodation places, invite unauthorised guests into rooms, access rooms assigned to other Participants or use hotel facilities in breach of hotel rules or HOC instructions.

6.3. Participants are responsible for maintaining their rooms and shared spaces in proper condition. Any damage, missing item, cleaning cost, smoking penalty, noise penalty, key/card replacement cost, minibar charge or other cost imposed by the hotel as a result of the Participant’s conduct shall be borne exclusively by the responsible Participant.

6.4. If damage occurs in a hotel room and the person directly responsible is not immediately identified, all Participants assigned to that room may be held jointly and severally liable towards the Main Organiser and/or the hotel, without prejudice to their right to recover amounts internally from the person actually responsible.

6.5. If damage occurs on an accommodation floor, corridor or common area and the person directly responsible is not identified, the Main Organiser may attribute responsibility to the Participants, room group, national delegation or identifiable group that had access to or control over the relevant area at the relevant time, based on available evidence, witness statements, hotel records, CCTV information where lawfully available, access logs, staff reports or other relevant information.

6.6. The Main Organiser is not responsible for personal belongings left in hotel rooms, common areas, venues, buses or any Event Location. Participants are responsible for securing their own belongings and are encouraged to maintain appropriate personal insurance.

7.1. Participants must comply with the instructions communicated by the Main Organiser regarding meeting points, departure times, bus allocation, transport routes, safety rules and conduct during transfers.

7.2. Participants who fail to be present at the indicated time and location may lose the right to use the relevant transfer, without refund, compensation or alternative transport being owed by the Main Organiser.

7.3. In buses, cars, shuttles or other transport vehicles used in connection with the Event, Participants must behave responsibly, wear seatbelts where available, avoid disturbing the driver, refrain from damaging the vehicle, comply with the rules of the transport provider and follow HOC instructions.

7.4. Any damage, cleaning cost, delay cost, penalty or charge imposed by a transport provider as a result of a Participant’s conduct shall be borne by the responsible Participant. If the responsible person is not identified, the Main Organiser may attribute responsibility to the group, delegation or Participants assigned to the relevant vehicle or section of the vehicle.

8.1. Country Booth activities are intended to promote cultural exchange, friendship and intercultural understanding. Participants must ensure that their booth, materials, food, beverages, decorations, flags, music, games and presentations comply with these Rules, venue rules, safety requirements and applicable law.

8.2. Any items brought for the Country Booth, including beverages, food, decorations and cultural materials, remain the responsibility of the Participants and Country Representative of the relevant country or delegation.

8.3. If a Country Booth causes damage, stains, breakage, cleaning costs, penalties, safety incidents or other losses, the Participants involved and, where applicable, the relevant national group or delegation may be required to cover all resulting costs.

9.1. Participants must treat with maximum care all goods, spaces, installations, equipment and property belonging to or used by the Main Organiser, the Organising Partners, venues, hotels, suppliers, sponsors, volunteers, other Participants, public authorities or any third party.

9.2. It is strictly prohibited to damage, destroy, remove, misuse, steal, alter, soil, mark, move without permission, tamper with or interfere with any goods, furniture, decorations, equipment, vehicles, hotel property, venue property, technical equipment, sound systems, lighting systems, signage, badges, wristbands, accreditation materials, rented items, cultural materials, Country Booth materials, public property or private property.

9.3. Participants are also prohibited from encouraging, assisting, covering up, concealing, failing to report or refusing to cooperate in relation to any damage caused by another Participant.

9.4. Each Participant is personally and fully liable for all damage, loss, cleaning costs, repair costs, replacement costs, penalties, administrative fees, supplier charges, hotel charges, venue charges, transport provider charges, legal costs and any other direct or indirect costs caused by their acts, omissions, negligence, intentional conduct, breach of these Rules or breach of Venue Rules.

9.5. The obligation to pay damages applies irrespective of whether the damage was caused intentionally, negligently, under the influence of alcohol or drugs, during a party, during transport, in accommodation, during Country Booth activities, in public areas or during any other Event-related context.

9.6. The amount due may be established based on invoices, supplier claims, hotel statements, venue reports, repair estimates, replacement value, cleaning charges, penalties imposed by third parties, photographs, witness statements, CCTV footage where lawfully available, access records, HOC reports or any other relevant evidence.

9.7. The Main Organiser may require immediate payment, reimbursement, security deposit, written acknowledgement of debt or any other reasonable measure necessary to secure payment for damages. Refusal to pay or cooperate may result in exclusion from the Event without refund, refusal of access to future activities, notification to Rotaract/Rotary structures, notification to authorities and legal recovery proceedings.

9.8. Where the person directly responsible for damage is identified, that person shall be solely responsible for covering the damage, without prejudice to the liability of any other person who participated in, encouraged, assisted, concealed or failed to report the incident.

9.9. Where damage occurs in a hotel room, all Participants assigned to that room may be held jointly and severally liable if the directly responsible person is not identified within a reasonable time.

9.10. Where damage occurs in a shared accommodation area, hotel floor, venue section, bus, transfer vehicle, Country Booth area, party area, table, group area or other identifiable space, and the directly responsible person is not identified, the Main Organiser may hold jointly and severally liable the Participants who had access to, occupied, used, controlled or were assigned to the relevant area at the relevant time.

10.1. Country Representatives have an organisational duty to cooperate with the Main Organiser, the HOC, venues, hotels, suppliers and security personnel in preventing damage, identifying persons responsible for damage and ensuring that damage-related costs are paid by the responsible Participants.

10.2. If damage is reported in connection with Participants from a specific country delegation, the relevant Country Representative must, without delay:

• a) communicate with the Participants from their country or delegation in order to identify the persons who were present in the relevant place and at the relevant time;
• b) communicate to the HOC the names and contact details of the Participants who caused, witnessed or may have information about the damage;
• c) assist the HOC in obtaining a written statement or acknowledgement from the responsible Participant and in ensuring that payment is made before the Participant leaves the Event.

10.3. Country Representatives must not encourage silence, collective concealment, false statements, intimidation of witnesses or refusal to cooperate. Any such conduct may itself be treated as a serious breach of these Rules.

10.4. If the responsible Participant is not identified because the relevant group, delegation or Country Representative fails to cooperate, refuses to provide information, provides false or incomplete information, or conceals relevant facts, the Main Organiser may impose organisational consequences on the relevant group or delegation, including notification to ERIC and, where appropriate, collective allocation of damage costs to the group involved.

11.1. Breach of these Rules may lead to one or more sanctions, depending on the seriousness of the conduct, the risk created, the damage caused, the Participant’s cooperation and any previous breaches.

11.2. Sanctions may include, without limitation:

• a) verbal warning;
• b) written warning;
• c) request to cease certain conduct;
• d) refusal of access to a specific activity or venue;
• e) temporary suspension of accreditation;
• f) removal from a venue or activity;
• g) cancellation of accreditation;
• h) exclusion from the Event without refund;
• i) refusal of access to future REM, Rotaract or related events, where appropriate and subject to the relevant structures’ decision;
• j) notification to the Participant’s club, district, Country Representative, ERIC or relevant Rotaract/Rotary structures;
• k) notification to competent authorities;
• l) obligation to pay damages, costs, penalties or losses;
• m) legal recovery of unpaid amounts or damages.

11.3. The Main Organiser may apply sanctions immediately where required for safety, order, protection of persons, protection of property, compliance with legal obligations or proper conduct of the Event.

11.4. Exclusion from the Event, removal from a venue, cancellation of accreditation or refusal of access due to breach of these Rules shall not entitle the Participant to any refund, compensation, alternative arrangement or reimbursement of travel, accommodation or other personal expenses.

11.5. The application or non-application of one sanction does not prevent the Main Organiser from applying additional measures or pursuing legal remedies for damages, costs, penalties or losses.

12.1. These Rules supplement the Terms and Conditions and must be interpreted together with them. In case of inconsistency between these Rules and Venue Rules, the stricter rule shall apply where necessary for safety, legal compliance, property protection or proper conduct of the Event. The Main Organiser may update these Rules where necessary for legal, logistical, safety, contractual or organisational reasons. Updated Rules will be communicated or made available through the Event website, official communication channels, accreditation materials or on-site notices.

12.2. If any provision of these Rules is found to be invalid or unenforceable, the remaining provisions shall continue to apply, and the invalid provision shall be interpreted or replaced, to the extent permitted by law, with a valid provision reflecting as closely as possible the intended purpose.

12.3. Participants are expected to act with maturity, responsibility and respect throughout the Event. The fact that a specific behaviour is not expressly listed as prohibited does not mean that it is allowed. Any conduct that endangers persons, damages property, breaches the law, violates Rotaract values, disrupts the Event or affects the rights or safety of others may be sanctioned.