Terms and conditions

Terms and Conditions

  • 1. GENERAL PROVISIONS
  1. The Italian-Polish Defence and Dual Use Forum (hereinafter referred to as the “Forum”) is organised by the Embassy of Italy in Warsaw, the Italian Chamber of Commerce and Industry in Poland and ITA – Italian Trade Agency, with the strategic support of Leonardo S.p.A.
  2. The Forum will take place on 28 October 2026 at Verte Hotel, Warsaw, Podwale 3A, 00-252 Warsaw.
  3. These Terms and Conditions govern registration for and participation in the Forum.
  4. Any person whose registration has been accepted and confirmed by the Organisers shall hereinafter be referred to as a “Participant”.
  5. By registering for the Forum, Participants confirm that they have read and accepted these Terms and Conditions and agree to comply with the organisational and safety instructions provided by the Organisers and the venue.
  6. The Organisers reserve the right to modify the programme, schedule, format, speakers, panellists, participants or other elements of the Forum whenever organisational or other circumstances make such changes necessary.
  7. The Organisers cannot guarantee the participation of any specific person, institution or company, nor the inclusion of any particular presentation, discussion or topic in the final programme.
  8. Participation in the Forum does not guarantee that a Participant will obtain specific business contacts, commercial opportunities, knowledge, information or other results.
  9. In the event of circumstances beyond their reasonable control, the Organisers reserve the right to postpone, relocate, modify or cancel the Forum. Any relevant changes will be communicated to registered Participants using the contact details provided during registration.
  • 2. RULES OF PARTICIPATION
  1. Participation in the Forum is free of charge.
  2. The Forum is intended in particular for representatives of:
  1. large enterprises and prime contractors;
  2. small and medium-sized enterprises and mid-cap companies;
  3. startups and scale-ups;
  4. military forces and military organisations;
  5. defence institutions, ministries, public authorities, agencies and procurement bodies;
  6. clusters, associations and chambers of commerce;
  7. universities, research centres and technology organisations;
  8. financial institutions, investors and advisory organisations;
  9. media;
  10. other organisations operating in or connected with the defence, aerospace, security, space, dual-use technology, research and industrial sectors.
  1. The Organisers may also invite other persons, companies or institutions whose participation is considered relevant to the objectives of the Forum.
  2. Registration must be completed through the online registration form available on the Forum website. All mandatory fields must be completed accurately and in full.
  3. Each person wishing to attend the Forum must submit an individual registration form. Representatives of the same company, institution or organisation must register separately.
  4. Submission of the registration form does not automatically guarantee participation in the Forum.
  5. The Organisers reserve the right to verify each applicant’s profile and to accept or reject a registration, particularly in view of the professional nature of the Forum, the relevance of the applicant’s profile and the limited number of places available.
  6. Registration is considered complete only after the applicant has received an official confirmation at the email address provided during registration.
  7. Registration is personal and may not be transferred to another person without the prior approval of the Organisers.
  8. Participants are required to provide accurate and up-to-date information. The Organisers reserve the right to cancel a registration if the information provided is incomplete, incorrect, misleading or inconsistent with the professional profile of the Forum.
  9. If a confirmed Participant is no longer able to attend, they are kindly requested to inform the Organisers as soon as possible by contacting the Forum Secretariat.
  10. Confirmed Participants may attend the sessions and networking activities indicated in the official Forum agenda, subject to any specific organisational requirements or capacity limitations communicated by the Organisers.
  11. The Organisers reserve the right to refuse admission to or remove from the Forum any person whose behaviour is disruptive, unsafe, unlawful or contrary to these Terms and Conditions, the professional nature of the event or the instructions of the Organisers and venue staff.
  • 3. MATCHMAKING AND NETWORKING ACTIVITIES
  1. Participants may indicate during registration whether they wish to take part in the matchmaking and networking activities organised as part of the Forum.
  2. Participants requesting to take part in matchmaking may be required to provide a short description of their company, institution or organisation, together with information regarding their activities, sectors of interest and position in the value chain.
  3. The information provided may be used by the Organisers to assess the Participant’s profile, identify potential business or institutional connections and prepare the matchmaking and networking activities.
  4. Relevant professional information may be shared with other selected Participants when necessary to facilitate meetings and networking opportunities.
  5. The Organisers will make reasonable efforts to create relevant connections between Participants. However, participation in the matchmaking activities does not guarantee:
  1. a specific number of meetings;
  2. meetings with particular companies, institutions or individuals;
  3. the commercial or institutional relevance of every proposed connection;
  4. any specific commercial, financial or professional outcome.
  1. The format, timetable and organisation of the matchmaking and networking activities may be modified according to the number and profiles of registered Participants.
  2. Participants are responsible for assessing independently any information, proposal, organisation or person encountered during the Forum. The Organisers shall not be responsible for any agreements, negotiations or business relationships entered into between Participants.
  • 4. PERSONAL DATA PROTECTION
  1. Personal data provided through the registration form will be processed in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation – GDPR) and other applicable data protection legislation.
  2. The controller of the personal data collected through the registration form is:

Włoska Izba Handlowo-Przemysłowa w Polsce
Italian Chamber of Commerce and Industry in Poland
ul. Pańska 98, lok. 9
00-837 Warsaw, Poland

  1. Questions concerning the processing of personal data may be sent to:

sekretariat@cciip.pl 

  1. Personal data will be processed for the following purposes:
  1. managing registration for and participation in the Forum;
  2. verifying and confirming Participants’ professional profiles;
  3. communicating organisational information and updates relating to the Forum;
  4. organising matchmaking and networking activities, where requested by the Participant;
  5. ensuring the proper organisation, security and administration of the Forum;
  6. complying with applicable legal obligations;
  7. pursuing or defending legal claims, where necessary.
  1. Depending on the specific purpose, personal data may be processed on the basis of:
  1. the Participant’s consent, pursuant to Article 6(1)(a) GDPR, where consent is specifically requested;
  2. the necessity to take steps at the Participant’s request and to manage participation in the Forum, pursuant to Article 6(1)(b) GDPR;
  3. compliance with legal obligations, pursuant to Article 6(1)(c) GDPR;
  4. the legitimate interests of the controller and the Organisers in properly organising, administering and promoting the Forum, pursuant to Article 6(1)(f) GDPR.
  1. The provision of data marked as mandatory in the registration form is necessary to process the application and manage participation in the Forum. Failure to provide such data may make it impossible to complete the registration.
  2. Personal data may be made available, to the extent necessary, to:
  1. the other Organisers of the Forum;
  2. IT, hosting and registration service providers;
  3. companies supporting the organisation and logistics of the Forum;
  4. professional advisers, legal advisers and other authorised service providers;
  5. public authorities or other entities where disclosure is required by law.
  1. Service providers processing personal data on behalf of the controller shall act on the basis of appropriate data processing agreements, where required under Article 28 GDPR.
  2. Professional information provided for matchmaking purposes may be shared with selected Participants to facilitate meetings and networking opportunities.
  3. Personal data will be stored only for as long as necessary to organise and manage the Forum, complete any related follow-up activities, comply with applicable legal obligations and establish, exercise or defend possible legal claims.
  4. Where personal data is processed on the basis of consent, the Participant may withdraw that consent at any time. Withdrawal of consent shall not affect the lawfulness of processing carried out before the consent was withdrawn.
  5. Each Participant has the right, where applicable, to:
  1. access their personal data;
  2. request the rectification of inaccurate or incomplete data;
  3. request the erasure of their data;
  4. request restriction of processing;
  5. object to processing;
  6. request data portability;
  7. withdraw consent at any time where processing is based on consent;
  8. lodge a complaint with the President of the Personal Data Protection Office in Poland.
  1. Personal data will not be used to make decisions based solely on automated processing that produce legal effects or similarly significantly affect Participants.
  2. If personal data is transferred outside the European Economic Area, the controller will ensure that the transfer is carried out in accordance with the GDPR and subject to the safeguards required by applicable law.
  • 5. PHOTOGRAPHY AND AUDIOVISUAL RECORDING
  1. Photographs, video recordings and audio recordings may be taken during the Forum for documentation, information, communication and promotional purposes connected with the Forum and the activities of its Organisers.
  2. Such materials may be published through the Forum’s and Organisers’ websites, social media channels, newsletters, publications and other communication materials.
  3. By attending the Forum, Participants acknowledge that photographs or recordings may be taken in the event venue, particularly in relation to general views of the Forum, panel discussions, presentations and networking activities.
  4. Where required under applicable law, the Organisers will obtain separate consent for the use of an identifiable Participant’s image.
  5. Participants may contact the Forum Secretariat if they have questions or concerns regarding the use of their image.
  • 6. FINAL PROVISIONS
  1. Participants are responsible for their personal belongings during the Forum. The Organisers shall not be liable for any loss, theft or damage, except where such liability cannot be excluded under applicable law.
  2. Participants must comply with all applicable laws, venue regulations, health and safety requirements and instructions issued by the Organisers or venue staff.
  3. The Organisers reserve the right to amend these Terms and Conditions where necessary. Any material changes affecting registered Participants will be communicated using the contact details provided during registration.
  4. The current version of these Terms and Conditions will be available on the official Forum website.
  5. Matters not covered by these Terms and Conditions shall be governed by applicable Polish law.
  6. These Terms and Conditions enter into force on the date of their publication on the official Forum website.

Last updated: September 2026