1.1. This section sets out the conditions under which individuals may register for the international event ‘REM Transylvania 2027’ and pay, via the website https://remcluj2027.com, the participation fees for the available packages, as well as the general rules applicable to the use of the website, participant registration, confirmation of registrations, the provision of services included in the participation packages, cancellation, non-refunds and the relationship between the participant and the organisers involved.

1.2. The main organiser of REM Transylvania 2027 is the Rotaract Cetățuie Cluj-Napoca Association, with its registered office in Cluj-Napoca, 22 Viilor Street, Block 6D, staircase 1, 4th floor, flat 9, Cluj County, with tax identification number 37765401, hereinafter referred to as the ‘Main Organiser’. The Main Organiser is running the project in partnership with the other six Rotaract associations in Cluj-Napoca involved in the organisation, namely the Rotaract Cluj-Napoca Association, the Rotaract Visio Cluj-Napoca Association, the Rotaract Club Cluj-Napoca Samus Association, the Rotaract Cluj-Napoca Gemina Association, the Rotaract Club Cluj-Napoca Hoia Association and the Rotaract Cluj-Napoca Opera Association, collectively referred to as the ‘Organising Partners’.

1.3. The amounts paid via the website constitute participation fees for the Event organised between 28 and 31 January 2027 and entitle the Participant to benefit from the services, activities and facilities included in the chosen package, subject to the limits and conditions described by the Main Organiser on the website, in this document and in the Rules of Participation. The participation fees do not constitute a commercial activity, and the participation packages do not constitute a commercial tourist package.

1.4. The Event is of an occasional, community-based, educational and non-profit nature, organised in pursuit of the statutory objectives of the Main Organiser and the partners involved. It is organised under the authority of the European Rotaract Information Centre (ERIC) and is intended for a limited group of participants connected to the Rotaract/Rotary community.

1.5. Any accommodation, meals, local transport or activities included in the package are ancillary elements necessary for participation in the conference REM Transylvania 2027. Accordingly, the package falls outside the scope of Government Ordinance no. 2/2018, pursuant to Article 2 paragraph (2) letter b), which excludes packages and linked travel arrangements offered or facilitated occasionally, on a non-profit basis and only to a limited group of travellers. Participation fees are collected to cover the costs of organising and running the Event, and any surplus remaining after these costs have been covered will be used exclusively to fulfil the statutory, community or voluntary objectives of the organisations involved, without any profit being distributed to members, volunteers, participants or third parties.

For the purposes of this document, the terms below shall have the following meanings, unless the context requires otherwise:

‘The Event’ or ‘REM Transylvania 2027’ means the international conference bringing together Rotaract members from Romania and other European countries, including the official activities, conferences, sessions, workshops, and cultural, social, networking, educational, community and logistical activities included in the programme published by the Main Organiser.

‘The Website’ means the official website of the Event, available at https://remcluj2027.com, as well as any subpages, forms, payment modules or integrated platforms for participant registration.

‘Participant’ means the individual who completes the registration form, pays a participation fee, purchases a participation package or attends the Event, including any person who separately purchases a Pre-REM or Post-REM package.

‘Participation package’ means the set of access rights, services, facilities, activities and benefits included in the type of package chosen by the Participant, as described on the website at the time of purchase; the package does not constitute a physical good and does not involve the delivery of products or other tangible items.

‘Participation fee’ means the amount paid by the Participant to register for the Event and to cover the organisational costs associated with the chosen package, including, where applicable, costs for accommodation, meals, access to activities, logistics, local transport, venue hire, technical services, suppliers, identification materials and other costs directly related to the organisation of the Event.

‘Pre-REM’ means the separate event, taking place prior to REM Transylvania 2027 (26–28 January 2027) and organised by the Rotaract Club Satu Mare Association, which may be promoted and purchased via the website as an option distinct from the main REM Transylvania 2027 package.

‘Post-REM’ means the separate event, taking place after REM Transylvania 2027 (31 January–2 February 2027) and organised by the Rotaract Club Sibiu Association, which can be promoted and purchased via the website as a separate option from the main REM Transylvania 2027 package.

‘Terms and Conditions’ means the set of binding rules applicable to participants, published on the website, the acceptance of which is an essential condition for registration, validation of participation and access to the Event.

3.1. Registration for the Event is carried out by completing the form available on the website, selecting the desired package or packages, providing the requested details and paying the participation fee, in accordance with the terms communicated by the Main Organiser.

3.2. By completing the registration form, purchasing one or more participation packages, making the payment or actually attending the Event, the participant declares that they have read, understood and expressly accept this document, the Rules of Participation, the Privacy and Personal Data Protection Policy and the Cookies Policy, as published on the website on the date of registration. Acceptance of these documents is an essential condition for the validation of the registration and for participation in the Event.

3.3. The participant is obliged to provide true, complete, up-to-date and accurate information, including their first name and surname, date of birth, email address, telephone number, address, Rotary Member ID, the club and district to which they belong, as well as any other information reasonably requested via the registration form for the purposes of validating participant status, managing the logistics of the Event and communicating the necessary information.

3.4. The Main Organiser reserves the right to verify the information provided, to request clarification or additional documents, and to refuse or cancel a person’s registration, without any obligation to refund, should the information provided be false, fraudulent or incompatible with the stated conditions of participation, Rotaract membership status or the safety and conduct requirements applicable to the Event.

4.1. Participants may purchase one of the participation packages, depending on the options available on the website at the time of registration. Packages may include, where applicable and within the limits of the description published on the website, access to the conference, educational and cultural activities, social or networking activities, organised local transport, accommodation, meals, identification materials and other facilities strictly related to the running of the Event.

4.2. The Pre-REM and Post-REM packages are optional, are purchased separately and relate to events distinct from REM Transylvania 2027. Pre-REM is organised by the Rotaract Club Satu Mare Association, whilst Post-REM is organised by the Rotaract Club Sibiu Association. The Main Organiser will facilitate, via the website, the collection of participation fees for these events and the forwarding of the necessary data to their organisers; however, it does not become the organiser of Pre-REM or Post-REM.

4.3. Should a Participant purchase a package for Pre-REM and/or Post-REM, the Main Organiser will transfer the relevant participation fee to the organiser of the respective event, in accordance with the terms agreed with that organiser. The Main Organiser shall not be liable for the programme, logistics, accommodation, transport, safety, any changes, cancellations, rescheduling or any other aspect relating to the organisation of Pre-REM or Post-REM, with the exception of its own obligations regarding the administration of the website, the collection and transfer of fees, and the transmission of strictly necessary data to the respective organisers.

4.4. Participation in Pre-REM and Post-REM events may be subject to the rules, conditions, restrictions, deadlines, operational policies and legal documents specific to the organisers of these events, and the Participant is obliged to check and comply with them. Any matters related to the Pre-REM or Post-REM events, including but not limited to cancellations, changes, refunds, or liability, must be handled directly with the respective organisers.

5.1. Participation fees, package types, the currency of payment, what is included in each package and any additional costs will be displayed on the website before the purchase is finalised. The Main Organiser reserves the right to close or change ticket waves and to amend the availability, allocated quantities, content and price of packages for future bookings, without such amendments affecting bookings that have already been confirmed, except where the amendment is necessitated by objective reasons, safety considerations, official requirements or circumstances beyond the Main Organiser’s control.

5.2. Payments shall be made using the methods provided on the website, namely online payment by bank card via a secure payment processor. The Main Organiser does not store and does not have access to the Participant’s full bank card details; these details are processed by the payment processor in accordance with its own policies and applicable legislation. The terms and technical conditions of such platforms may apply in addition to these Terms. The Main Organiser shall not be liable for technical errors, failed transactions, delays, chargeback procedures, rejected payments, currency conversion costs, bank commissions, platform downtime or other malfunctions attributable to the ticketing platform, payment processor, card issuer, bank or electronic communications provider, except where liability cannot be excluded under mandatory law.

5.3. Once the payment has been successfully processed, the Participant will receive an electronic confirmation at the email address provided on the registration form. The confirmation will include the registration details, the package purchased, the payment status, preliminary logistical information and any additional instructions regarding participation.

6.1. Insofar as the legal relationship between the Participant and the Main Organiser would be classified as falling within the scope of Government Emergency Ordinance No. 34/2014 on consumer rights in contracts concluded with traders, the Participant acknowledges that the packages purchased relate to services associated with a specific event, with a specific date or period of performance, which may include, where applicable, accommodation for purposes other than residential, catering/meals, local transport, cultural, social, educational, networking and/or leisure activities.

6.2. In accordance with Article 16(1)(l) of Government Emergency Ordinance No. 34/2014 and given the nature of the Event and its fixed timeframe, participation packages purchased via the website are not subject to the 14-day right of withdrawal.

6.3. Before completing the purchase, the Participant must carefully check the type of package chosen, the dates of the Event, the items included, the terms and conditions of participation, the non-refund policy and the logistical information provided on the website. By completing the purchase, the Participant confirms that they have been informed of the absence of a right of withdrawal for the Event, Pre-REM and Post-REM packages, as well as of their non-transferable and non-refundable nature.

7.1. Participants are obliged to provide true, complete and accurate details, to check the selected package before payment, to read the legal documents published on the website, to comply with the Terms and Conditions of Participation, the Main Organiser’s instructions, the Rules of Participation, the ERIC Events Code of Conduct (as published by the European Rotaract Information Centre), access instructions, venue rules, safety regulations and applicable legal obligations.

7.2. The Participant must be able to present valid identification and proof of a valid Ticket at all times during the Event. The Organiser reserves the right to deny access to the Event or any of its components if such proof cannot be provided upon request.

7.3. The Participant may not bring prohibited items to any venue, including, but not limited to, weapons, pyrotechnics, illegal substances and the others specified in the Rules of Participation or communicated by the Organiser.

7.4. Smoking and the consumption of alcohol are permitted only in areas and at times authorised by the venue and in accordance with applicable local laws and regulations. The consumption of alcoholic beverages brought from outside the official Event venues is strictly prohibited. By exception, Participants may bring alcoholic beverages originating from their country of residence within the Country Booth. The use, possession, or distribution of illegal drugs or substances, as well as participation in the Event or any of its components while under the influence of drugs or excessive alcohol, is strictly prohibited.

7.5. The participant remains solely responsible for their travel documents, personal insurance, visas, compliance with the conditions of entry and stay in Romania, travel to the specified meeting locations, their own conduct and personal belongings.

7.6. The Main Organiser may cancel a registration, suspend accreditation, deny entry, remove a Participant from the Event, refuse access to certain components or terminate the participation agreement with immediate effect, without refund, if the Participant fails to pay or fully complete the registration process on the Website, provides false or incomplete information, breaches these Terms, breaches the Rules of Participation, breaches the ERIC Events Code of Conduct, violates venue rules or safety instructions, endangers other persons, damages property, engages in harassment or discrimination, uses or distributes illegal substances, acts under the influence of drugs or excessive alcohol, or otherwise behaves in a manner incompatible with the safe and respectful conduct of the Event, including if the Participant is subject to a ban or exclusion from Rotaract Europe events, as determined by the European Rotaract Information Centre (ERIC) or any relevant Rotaract authority. The Main Organiser reserves the right to recover any losses, costs or damages caused by the Participant. Moreover, Participans may be required to compensate the Main Organiser, partners, suppliers or third parties with whom contracts have been concluded for the organisation of the Event for any damages caused.

7.7. If the Participant does not attend the Event, arrives late, leaves early or does not use one or more components of the package, including accommodation, meals, transport, workshops, social activities, cultural activities or any other included service, the Participant shall not be entitled to any refund, reduction, compensation or substitution for the unused component, irrespective of the reason for non-use, except where mandatory law provides otherwise.

8.1. The Organiser shall be liable for any damage or loss suffered by the Participant only insofar as such damage results directly from the Organiser’s negligence or wilful misconduct, or that of its volunteers or agents, and only to the extent permitted by applicable law. The Main Organiser shall be liable exclusively for the obligations directly incumbent upon it in connection with the organisation of REM Transylvania 2027, within the limits of this document, the Rules of Participation and the applicable mandatory legal provisions.

8.2. To the maximum extent permitted by law, the Main Organiser’s aggregate liability towards any Participant shall be limited to the participation fee actually paid by that Participant for the relevant package or, where the claim concerns only a component of the package, to the proportionate value of that component. This limitation shall not apply where liability cannot be limited under mandatory law.

8.3. The Main Organiser shall not be held liable for acts, omissions, delays, cancellations, malfunctions or failures attributable to the Participant, third parties, independent suppliers, authorities, transport operators, hotels, payment processors or Pre-REM and Post-REM organisers, except where the law provides otherwise.

8.4. The Participant shall be fully liable for any damage caused to the Main Organiser, the Cluj Organising Partners, volunteers, suppliers, other participants or property used during the Event, arising from a breach of this document, the Rules of Participation or the applicable legal provisions.

9.1. During the Event, photographs and video recordings may be taken by the Main Organiser, the Cluj Organising Partners, designated staff, accredited press, Rotaract Europe or other Event partners, for the purposes of documenting, promoting and archiving the organised activities. The material may be published on the website, on social media pages, in press releases, activity reports, presentation materials, promotional materials or other communication channels relating to the Event and Rotaract activities.

9.2. In the case of overview images, group photographs and material produced during the Event’s public activities, the processing is based on the legitimate interest in documenting and promoting the Event. In the case of individual images, interviews, testimonials or other material in which the Participant is the main subject, the Main Organiser may request the data subject’s express consent, in accordance with the Privacy Policy.

The processing of personal data is carried out in accordance with the Privacy and Personal Data Protection Policy available on the website. For the purposes of organising the Event, the Participant’s data may be disclosed to Rotaract Europe, hotels, service providers, payment processors, IT providers, transport providers, trainers, collaborators, the Cluj Organising Partners, as well as the Rotaract Club Satu Mare Association and the Rotaract Club Sibiu Association, should the Participant purchase packages for Pre-REM and/or Post-REM.

11.1. For any questions, requests or complaints regarding the website, registration for REM Transylvania 2027 or the packages purchased, the Participant may contact the Main Organiser at the email address remcluj@rotaract.ro . The Main Organiser will consider requests within a reasonable timeframe, taking into account their nature and complexity.

11.2. Insofar as the Participant is a consumer and the specific legal relationship falls within the scope of consumer protection legislation, they may, where appropriate, make use of the alternative dispute resolution mechanisms provided by the National Authority for Consumer Protection, without this provision precluding the possibility of direct amicable settlement with the Main Organiser.

11.3. This document is governed by Romanian law. Any dispute shall be resolved, as a matter of priority, by mutual agreement; and, in the absence of such an amicable resolution, disputes shall be referred to the competent courts in accordance with the law.

12.1. These Terms, together with the confirmation of registration, the package description published on the Website at the time of purchase, the Rules of Participation, the Privacy Policy, the Cookies Policy, the ERIC Events Code of Conduct, any applicable Rotaract Europe policies and the official instructions communicated by the Main Organiser, constitute the entire agreement applicable to participation in the Event. In case of inconsistency, these Terms shall prevail, unless a special rule published by the Main Organiser expressly provides otherwise or mandatory law requires a different interpretation.

12.2. The Main Organiser reserves the right to amend this document whenever necessary to comply with applicable legislation, to adapt the registration process, to ensure the smooth organisation of the Event, or to clarify the rights and obligations of participants. The updated version will be published on the website and will take effect from the date of publication, unless a later date is specified.

12.3. In the event that one or more clauses of this document are declared null and void, invalid or unenforceable, the remaining provisions shall remain valid and in force, and the affected clause shall be interpreted or replaced, to the extent permitted by law, with a valid clause that reflects as closely as possible the legal and economic intention of the parties.