Effective date: 10 August 2026

§1. General Provisions

1. The 13th Global Buddhist Conference (the “Conference”) is organised by the Theravada Foundation (the “Organiser”) and will take place from 6 to 8 November 2026 at the ICE Kraków Congress Centre, Kraków, Poland.
2. The Organiser is the Theravada Foundation, with its registered office at ul. Eugeniusza Szwankowskiego 4A/32, 01-318 Warsaw, Poland, entered in the National Court Register (KRS) under No. 0000464215, Tax Identification Number (NIP): 5223006901.
3. These Regulations form an integral part of the Conference registration process and are binding on all Participants.
4. Participation in the Conference is open to individuals interested in the Buddha’s teachings, regardless of the tradition they follow, their level of meditation experience or their affiliation with any Buddhist community. This includes both practitioners and those with a general interest in the subject matter of the Conference, as well as individuals professionally or personally connected with it and accredited members of the media.
5. The Conference programme includes academic, educational, instructional and practical sessions, including lectures and meditation sessions.
6. The official Conference website is buddha2026.org.

§2. Conditions for Participation in the Conference

1. Participation in the Conference is subject to registration.
2. For the purposes of these Regulations, registration means:
   • properly completing and submitting the registration form;
   • successful verification of the registration by the Organiser;
   • receiving an invitation from the Organiser; and
   • generating a personalised ticket with a unique QR code granting access to the Conference venue.
3. Participation in the Conference is free of charge. A Participant may make a voluntary donation to the Organiser through the designated donation channels. Any such donation supports the organisation of the Conference and is not a condition of participation.

§3. Participation in the Conference

1. Participation in the Conference is open to adults and to children over the age of 12 who have a genuine interest in the subject matter of the Conference and are able to attend lectures attentively and in silence.
2. The participation of a minor who is over the age of 12 requires prior notification by the minor’s parent or legal guardian to the Organiser by email at konferencja-(at)-buddha2026.org. The parent or legal guardian shall:
   1. complete the registration on behalf of the minor and provide the information required for registration;
   2. accept these Regulations on behalf of the minor and acknowledge the privacy notice regarding the processing of personal data;
   3. consent to the generation of a personalised ticket for the minor;
   4. personally supervise a minor who is over the age of 12 but under the age of 16 throughout the minor’s presence at the Conference;
   5. in the case of a minor who is over the age of 16, give prior written consent if the minor is to move around the Conference independently. The parent or legal guardian shall remain responsible for the minor throughout the Conference and shall ensure that the Organiser is able to contact them without delay if necessary; and
   6. bear full responsibility for the actions of the minor and for any damage caused by the minor, in accordance with applicable law and these Regulations.
3. Press accreditation may be obtained by completing the form available on the official Conference website at https://buddha2026.org/en/for-media/.
   1. Applications for accreditation shall be considered individually by the Press Officer.
   2. The number of accreditations is currently not limited. Applicants will be notified of the decision by email no later than a few days before the Conference begins.
   3. Accreditation entitles its holder to access press materials and, where appropriate, to participate in scheduled media activities in accordance with the rules applicable during the Conference.
4. The Organiser may invite Honorary Guests, Speakers, interpreters and other persons involved in the organisation or delivery of the Conference.
5. Attendance at the Conference is limited to persons who have obtained Participant status through registration in accordance with these Regulations and to persons invited by the Organiser.
6. The rules governing the participation of Volunteers are set out in §3a of these Regulations.
7. A Participant may attend selected parts of the Conference, including individual lectures or selected days of the Conference. If a Participant needs to leave the Conference early or leave a lecture while it is in progress, they shall do so in a manner that does not disrupt the Conference, in particular by remaining quiet and minimising any disturbance to other Participants and Speakers.
8. Persons with specific access requirements, including persons with disabilities, are requested to contact the Organiser by email at konferencja-(at)-buddha2026.org before generating their ticket so that appropriate participation arrangements and support during the Conference can be discussed.

§3a. Volunteers

1. The organisation of the Conference may involve Volunteers acting in accordance with the provisions of the Act of 24 April 2003 on Public Benefit and Volunteer Work and the rules established by the Organiser.
2. Volunteers shall comply with these Regulations and with the instructions of the Organiser and the volunteer coordinators.
3. A minor may also act as a Volunteer where permitted by applicable law and where the conditions specified by the Organiser have been met, in particular where the consent of the parent or legal guardian has been obtained.
4. The detailed rules governing cooperation with Volunteers shall be determined by the Organiser.
5. Applying to become a Volunteer does not, in itself, entitle a person to participate in the Conference or to receive a ticket. The Organiser shall decide whether a Volunteer may participate in the Conference, taking into account the Volunteer’s actual involvement and the organisational needs of the Conference.

§4. Procedure for Obtaining a Free QR Code Ticket

1. Approximately six months before the Conference, the Organiser will send two email reminders to persons holding an individual invitation number, asking them to confirm their attendance using the dedicated application.
2. If an invitation is not converted into a QR code ticket within 30 days of the first of these emails being sent, the reservation shall be forfeited. The place shall be allocated to the next person on the waiting list, and the person concerned shall be moved to the end of that list.
3. The deadline for registering interest in attending the Conference is 10 February 2026. After that date, registration will only be possible for the waiting list.
4. Persons on the waiting list will be notified electronically when places become available, in the order in which they registered. The opportunity to generate a ticket under this procedure is available only for the period specified by the Organiser. Failure to generate a ticket within the specified time shall result in the person being moved to the end of the waiting list and the place being allocated to the next eligible person.
5. The Conference ticket includes an individual QR code and organisational information, including information on whether the Participant has requested a simultaneous interpretation headset.
6. The ticket is free of charge, personalised and valid only for the person whose details appear on it. It may not be transferred, resold or lent to another person. In justified cases, the Organiser may permit changes to be made to the ticket at the Participant’s request.
7. The number of available places shall be determined by the Organiser.
8. Each invitation is linked to a single email address used to identify the Participant. Each email address entitles its holder to receive no more than one ticket, unless the Organiser grants an individual exception in justified cases.
9. Each Participant, including a minor registered by a parent or legal guardian, shall receive a personalised ticket with an individual QR code. More than one ticket may be generated using the same email address where the additional tickets are issued for minors under the care of the same parent or legal guardian.

§5. Withdrawal from the Conference

1. A Participant may withdraw from the Conference at any time.
2. Notice of withdrawal shall be submitted in writing or by email to konferencja-(at)-buddha2026.org.
3. A Participant who, after generating a ticket, knows that they will be unable to attend the Conference shall inform the Organiser without undue delay or cancel their participation using the ‘Cancel Registration’ link included in the email confirming generation of the QR code ticket, so that the place can be allocated to a person on the waiting list.
4. When a Participant withdraws from the Conference, any voluntary donation already made shall not be refunded, as it constitutes voluntary support for the Organiser’s statutory activities and does not constitute payment for participation in the Conference. A donation may only be refunded where required under mandatory provisions of applicable law.

§6. Seating

1. In order to ensure safety and the smooth running of the Conference, the Organiser reserves the right to allocate seats in specific Conference rooms.
2. Seating in the conference halls is unreserved. Standing in the halls is not permitted.
3. Where the number of seats in the main conference hall (S1) is limited, the Organiser may give priority to Honorary Guests and may also take into account the order in which Participants registered when allocating seats.
4. Once the main conference hall (S1) has reached capacity, the remaining Participants shall be allocated seats in the additional conference hall (S2), where a live broadcast from the main conference hall will be provided during the principal Conference events, including the opening and closing sessions.
5. A Participant acknowledges that registration for the Conference does not guarantee a seat in any particular conference hall.

§7. Donations and Expenses

1. A Participant may make a voluntary donation to the Organiser through the fundraising campaign conducted on the Zrzutka.pl platform. Information on how to make a donation is available on the Conference website at buddha2026.org and on the Zrzutka.pl platform.
2. Any donation is entirely voluntary, supports the organisation of the Conference and is not a condition of participation in the Conference.
3. Participants shall bear all costs associated with their participation in the Conference, including, in particular, travel, accommodation, meals and any other related expenses.
4. The Organiser does not issue VAT invoices in respect of voluntary donations received.

§8. Complaints

1. Participants may submit complaints relating to the organisation of the Conference within 14 days of the end of the Conference.
2. Complaints shall be submitted in writing or by email to konferencja-(at)-buddha2026.org.
3. The Organiser shall consider the complaint and provide a response within 30 days of its receipt, using the email address provided by the person submitting the complaint.

§9. Personal Data

1. Personal data shall be processed in accordance with applicable law, in particular the General Data Protection Regulation (EU) 2016/679 (GDPR).
2. The Controller of the personal data is the Theravada Foundation, with its registered office at ul. Eugeniusza Szwankowskiego 4A/32, 01-318 Warsaw, Poland, Tax Identification Number (NIP): 5223006901, email: theravada.pl-(at)-gmail.com.
3. Participants’ personal data shall be processed securely and in accordance with applicable law.
4. Participants’ personal data shall be processed for the following purposes:
   1. to conclude and perform the agreement for participation in the Conference (Article 6(1)(b) GDPR), including the administration of registration and the proper organisation of the Conference, for the duration of the Conference and for the period necessary to complete any post-Conference administration;
   2. to comply with the legal obligations to which the Organiser is subject (Article 6(1)(c) GDPR), in particular obligations relating to Conference documentation, the handling of complaints and the retention of data for the period required by law;
   3. to establish, exercise or defend legal claims, including, in particular, claims for payment of the fixed replacement charge for a headset in the event of its damage, destruction or failure to return it (Article 6(1)(f) GDPR), for the applicable limitation period;
   4. to carry out organisational activities connected with the preparation and delivery of the Conference, including Participant registration, communication with Participants, check-in during the Conference, the issue and return of headsets requested by Participants, the issuance of certificates of attendance and the operation of IT systems necessary for the administration of the Conference (Article 6(1)(b) and (f) GDPR); and
   5. to conclude and perform volunteer agreements, including the organisation of volunteer assignments, communication with Volunteers and the maintenance of volunteer time records (Article 6(1)(b) GDPR).
5. The provision of personal data is voluntary but necessary for participation in the Conference. Failure to provide the required personal data, or the provision of inaccurate data, will make participation in the Conference impossible.
6. Personal data may be disclosed to processors acting on behalf of the Controller to the extent necessary for the organisation of the Conference, subject to appropriate safeguards, in accordance with the detailed list processors identified in the Privacy Policy: https://buddha2026.org/polityka-prywatnosci-pl-1.pdf.
7. Data subjects have the right to access their personal data, request its rectification, erasure or restriction of processing, and to object to processing carried out on the basis of the Controller’s legitimate interests. They also have the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), the Polish supervisory authority, if they consider that their personal data has been processed in breach of applicable data protection law.
8. The provisions of this section shall apply, where appropriate, to Volunteers involved in the organisation of the Conference. In the case of minors, all required consents and declarations relating to the processing of personal data shall be given by the parent or legal guardian.
9. Further information on the processing of personal data is available in the Privacy Policy published on the Conference website.

§10. Participation in Meditation Sessions

1. Meditation sessions will be held as part of the Conference in two separate rooms designated exclusively for meditation practice.
2. Silence shall be observed in the meditation rooms and their immediate vicinity. Participants are kindly requested to help maintain this quiet atmosphere in order to support the concentration and comfort of everyone present.
3. Participants are requested to arrive at least 10 minutes before the start of each session in order to take their seats. Once a session has begun, late entry will not be permitted.
4. Due to the large number of Participants, anyone leaving a meditation session before it has ended will not be permitted to re-enter that session.
5. Food must not be brought into or consumed in the meditation rooms. Drinks are permitted only if they are in sealed bottles.
6. Participants are requested to choose their seats in a way that respects the personal space of others, in particular by avoiding direct physical contact with other Participants.
7. Before entering a meditation room, mobile phones and any other electronic devices must be switched to silent mode or turned off.
8. Participants are requested, wherever possible, to minimise movement during meditation sessions and to adopt a stable and comfortable posture conducive to quiet practice.
9. If it is necessary to leave a meditation room during a session (for example, for health reasons), Participants are requested to do so as quietly as possible, with due regard for the comfort of others.
10. Participants are encouraged to leave unnecessary personal belongings outside the meditation room or to place them in a way that will not cause noise.
11. Shoes must be left in the area designated by the Organiser before entering a meditation room.
12. Participation in meditation sessions is voluntary and at the Participant’s own risk. Meditation practice may give rise to individual psychological or physical reactions. The Organiser accepts no liability for any individual physical or psychological reactions arising from participation in meditation sessions, without prejudice to any liability arising under applicable law. Anyone who has concerns about their health should consult an appropriate healthcare professional before taking part.

§11. Conference Headsets

1. When generating a Conference ticket through the dedicated application, the Participant will be asked to indicate whether they require a simultaneous interpretation headset. This information will be linked to the Participant’s individual QR code and personal data. A headset will only be issued if the Participant has indicated that they require one and has accepted these Regulations.
2. Headsets will be issued at check-in on the basis of the Participant list.
3. Participants shall return their headsets at the end of each day, at the same location where they were collected.
4. Headsets are collected each day for charging and preparation for the following day of the Conference.
5. The Organiser reserves the right to modify the procedures for issuing and returning headsets during the Conference where this is reasonably necessary to improve the organisation of the Conference. Participants will be informed of any such changes through announcements made at the Conference or by electronic communication.
6. If a headset is not returned by the end of the Conference, the Organiser will contact the Participant in order to recover it and may request that it be returned by post.
7. Where a Participant intentionally or negligently loses, destroys or permanently damages a headset, the Participant shall pay a fixed replacement charge covering the cost of a new device and its configuration within the system. As at the date of these Regulations, that amount is PLN 2,000.

§12. Liability and Changes

1. The Organiser shall exercise reasonable care in organising the Conference but shall not be liable for any loss or damage arising from circumstances beyond its reasonable control, including, in particular, force majeure, technical failures, administrative decisions or other unforeseen events. The Organiser’s liability shall remain subject to the applicable provisions of law.
2. The Organiser shall not be liable for any interruptions, delays or changes affecting the Conference, including those resulting from technical or organisational reasons or other circumstances beyond the Organiser’s reasonable control.
3. The Organiser shall not be liable for any failure to perform, or improper performance of, its obligations where such failure results from circumstances beyond the Organiser’s reasonable control.
4. The Organiser reserves the right to make changes to the Conference programme, including changes to the Speakers, presentation times or the format of the Conference (for example, from in-person to hybrid or online), and to cancel individual sessions where reasonably justified by organisational, technical or safety considerations or other circumstances beyond the Organiser’s control. Such changes shall not give rise to any claims against the Organiser. Participants attend the Conference at their own risk and in accordance with their health and physical and mental capabilities.
5. The Organiser shall not be liable for any loss or damage caused by other Participants, unless such liability arises under applicable law.
6. Procedure for removing a Participant
   1. The Organiser may refuse admission to the Conference or remove a Participant from the Conference premises if the Participant breaches these Regulations or any safety or venue rules applicable during the Conference. The Organiser’s decision in this respect shall be final. In such cases, the Participant shall have no claim against the Organiser.
   2. The Organiser reserves the right to require a Participant to produce proof of age and to refuse admission where the requirements of these Regulations are not met.

§13. Final Provisions

1. If the Conference is cancelled due to circumstances beyond the Organiser’s reasonable control, including, in particular, force majeure (such as floods, hurricanes, heavy snowfall, armed conflicts, political unrest or decisions of the competent authorities), the Organiser shall not be liable for any costs incurred by Participants in connection with their planned attendance at the Conference, including travel, accommodation or meal expenses. Voluntary donations will not be refunded in the event of the cancellation of the Conference, subject to any mandatory provisions of applicable law.
2. Submission of a registration form constitutes acceptance of these Regulations and an undertaking to comply with them, including any organisational and venue rules established by the Organiser.
3. The Organiser shall not be liable for Participants’ belongings that are lost, damaged or stolen during the Conference, in particular where they have been left unattended, unless the loss or damage results from the Organiser’s fault.
4. Participants shall bear full financial responsibility for any damage they cause to the Conference venue or to accommodation facilities, in accordance with applicable law.
5. During the Conference, the following are prohibited:
   1. carrying on commercial activities directed at Participants, unless the Organiser has given prior consent;
   2. carrying on political or missionary activities, unless the Organiser has given prior consent.
6. Photography and filming during the Conference:
   1. The content presented during the Conference is protected by copyright, and the images and voices of Speakers constitute personal interests protected under Polish civil law.
   2. Audio or video recording of the Conference, and the distribution of such recordings, is prohibited without the Organiser’s prior written consent.
   3. The Organiser reserves the right to restrict or prohibit audio or video recording during selected sessions.
   4. Photography or filming involving monks or nuns without the Organiser’s prior consent is prohibited.
7. During the Conference, the Organiser will produce photographic and video coverage (including, where appropriate, live streaming) for documentary, informational and reporting purposes and, to the extent permitted by law, to promote the Foundation’s statutory activities and future events organised by the Foundation.
   1. Where a Participant appears only as part of a larger scene (for example, a crowd, audience or public gathering), their image may be published without separate consent in accordance with Article 81(2)(2) of the Polish Copyright and Related Rights Act.Such materials will be of a documentary and general nature. The Organiser will not use them in a way that singles out an individual Participant as the main subject or associates their image with their name or other identifying information.
   2. Such materials may, in particular, be published through:
      1. the official websites of the Foundation and the Conference;
      2. social media profiles managed by the Organiser (including Facebook and Instagram);
      3. video hosting platforms (including Vimeo and YouTube);
      4. printed materials (including leaflets, promotional brochures, the Foundation’s annual reports and reports prepared for sponsors); and
      5. newsletters and email communications sent to the Foundation’s subscribers and partners.
   3. The legal basis for processing personal data in the form of a Participant’s image for the purposes described above is the Controller’s legitimate interests pursuant to Article 6(1)(f) GDPR, consisting of documenting its statutory activities and promoting educational and cultural events.
   4. A Participant has the right to object at any time, on grounds relating to their particular situation, to the processing of their image under Article 21 GDPR and on the terms set out in Article 81(2)(2) of the Polish Copyright and Related Rights Act. An objection may be submitted by email to theravada.pl-(at)-gmail.com or in person at the Conference information desk.
   5. Where the Organiser intends to create a portrait photograph, interview or other recording in which a Participant is the principal subject, the Organiser will obtain the Participant’s separate and voluntary consent before creating or using such material.
8. Recordings made by third parties. The Organiser shall not be liable for the recording or dissemination of Participants’ images by persons or organisations acting independently and on their own behalf, including members of the media, Participants, Speakers, sponsors or partners. This does not apply to persons or organisations acting on behalf of, or under the instructions of, the Organiser.
9. During the Conference, Participants shall observe the rules of etiquette applicable when interacting with members of the monastic community (monks and nuns), in particular by showing respect, refraining from physical contact unless justified by the circumstances, and wearing appropriate clothing. Further guidance is available in the FAQ section of the Conference website: https://buddha2026.org/.
10. The following are prohibited on the Conference premises:
    1. bringing onto the premises, possessing or using firearms, ammunition, explosives or other dangerous items;
    2. bringing onto the premises or consuming alcohol or illegal drugs;
    3. remaining on the Conference premises while under the influence of alcohol or illegal drugs;
    4. bringing animals onto the Conference premises, except where permitted by law;
    5. using equipment that may disrupt the Conference (for example, devices emitting bright light or loud sounds).
    Persons who breach these rules may be removed from the Conference premises.
11. The Conference venue is subject to its own internal regulations. These include, among other things, a complete ban on smoking (including e-cigarettes), bringing food onto the premises and consuming food brought in from outside. The full venue regulations are available at https://ae2022.symposium.pl/conf-data/AE2022/files/PL_REGULAMIN_OBIEKTU.pdf.
12. The Organiser reserves the right to amend these Regulations. Any amendments shall take effect no earlier than 7 days after their publication on the Conference website and after registered Participants have been notified by electronic communication. A Participant who does not accept the amendments may withdraw from the Conference by notifying the Organiser by email within 7 days of receiving notification of the amendments. For the purposes of this provision, notification shall be deemed to have been received on the date the email is sent to the email address provided during registration.
13. Matters not governed by these Regulations shall be governed by the laws of Poland, in particular the Civil Code, the GDPR and, in relation to Volunteers, the Act of 24 April 2003 on Public Benefit and Volunteer Work.
14. These Regulations have been prepared in both Polish and English. In the event of any discrepancy between the Polish and English versions, the Polish version shall prevail.
15. These Regulations are available on the Conference website at buddha2026.org.