Terms & Conditions

Participant Contract

The present contract is concluded between a person who applied for a chair, delegate, or faculty member position at international annual student conference PragueMUN 2023, which is to be held from January 29th to February 2nd, 2023 offline, (hereinafter referred to as the Conference) and was officially accepted (hereinafter referred to as the Participant) and the student organization Model United Nations Prague z.s. with headquarters in Jaurisova 515/4, Michle, 140 00 Prague 4, represented by its elected board (hereinafter referred to as the Organizer).

The subject of the present contract is participation in the Conference.

1. Eligibility

In order to be eligible forparticipating in the Conference, the Participant must:

• reach the age of 18 by the moment of applying to the Conference
• be enrolled at universityas a student of bachelor, master or doctor program (not applicable to faculty members). Exceptions are possible only for recent graduates at Secretariate's discretion.
  

Exception for the age requirement can be considered by the Organizer, based on Participant's expertise.

2. Duties of the Organizer  

• The Organizer undertakes to proceed an application within 14 days after having it received and notify the Participant about further steps in case they were accepted or about rejection.
• The Organizer undertakes to provide the Participant all the necessary information with regards to organization, preparation, schedule, and any changes to it in a timely manner.

3. Duties of the Participant

The Participant undertakes to:

• provide full and truthful personal information requested in a respective application form for the purposes of arranging the Conference
• adhere to the rules of conduct established for the duration of the Conference
• treat the Organizer’s team, supporting staff, chairs, other participants and guests of the Conference with respect and dignity
• actively contribute to debates and discussions at the Conference sessions
• use English as the only official language of the Conference, both in the course of sessions and social events
• obey the Czech law during their stay in Prague in the course of the Conference and refrain from any violations of law, criminal actions as well as illegal consumption of drugs
• ensure 75% attendance at the sessions (minimum 6 out of 8) in order to be entitled to obtain a certificate of participation

The Participant waives their right to claim any damages associated with losses, injuries or incidents in the course of the Conference to the Organizer and further bears in mind that the Organizer is not responsible for the Participant’s personal belongings.

4. Chair Participation Fee

For the Participant accepted for a role of a Chair at the conference (hereinafter referred to as the Chair), a contribution fee of 735 CZK (~30 euro) is required due to the current high inflation. The contribution fee is to ensure the functioning of the conference. The accommondation, lunches during the conference, transportation within Prague and participation to all socials are all covered by the Organizer. However, the additional expenses associated with travelling to Prague is to be covered by the Chair at their own expenditure.

Solely for the purpose of ensuring smooth preparation process and avoiding last-minute cancellations, the Chair will be asked to pay a refundable deposit of 1225 CZK (~50 euro). The deposit will serve as a guarantee of timely fulfillment of the Chair’s duties prior to the Conference and will be fully refunded during registration on the first day of the Conference.

5. Delegate and Faculty Member Participation Fee

Regarding COVID-19, we are obliged to ask all of our guests to follow the regulations provided by the government of the Czech Republic, as well as other recommendations provided by health organisations. That includes wearing a mask or other protective gear, using disinfectant, and taking proper hygiene measures as well as social distancing. We in turn will be following further precautions regarding disinfection and upholding health standards to make your experience safe and enjoyable.

As far as the application fee goes, we're working hard to ensure that the maximum amount of your money can be returned in case PragueMUN 2023 has to go online. So far, we are able to return 60% of the first wave application fee and we will let you know if this percentage goes higher as we need to cover for venue deposits and other related costs and the pandemic definitely doesn't help. We thank you for understanding and we appreciate your support.

As PragueMUN 2023 offers the possibility of a hybrid conference, the Participation Fee for the online committees establishes the universal one: 10 euros (~250 Kč).

The Participation Fee for delegates who wishes to join the offline committees and the socials in Prague varies by three waves . During the first wave, starting from October 17th until November 7th, the delegate will pay in total 90 euros (~2250 Kč). This fee contains not only offline conference participation (including lunches and coffee breaks for 4 days), but also social activities as of welcoming reception, restaurant and club night in Prague.

During the second wave, starting from November 8th until December 7th, the delegate will pay in total 95 euros (~2375 Kč).

During the third wave, starting from December 8th until December 31st, the delegate will pay in total 100 euros (~2500 Kč).

The fee for faculty advisor is 70 euros (~1 750 Kč). This fee includes all lunches, coffee breaks, and social activities. The faculty advisor is requested to fill the same delegate's application due to food preferences.

The Participant will be accommondated in Hotel Olšanka. The Participant can choose either double room or triple room. The accommodation fee is however not included in Participation Fee. For the four nights, the price is 108,5 euros (~2713 Kč).

6. Payment policy

1. The Participant must transfer their payment within 15 days after having received an invoice. Payment is to be effected in CZK and transferred directly to the bank account, details of which will be specified in an invoice. Additional expenses associated with a bank transfer or other bank charges are to be covered by theParticipant. In case the Participant fails to pay an invoice within the given period of time, their application gets declined automatically.
2. No cash payments areaccepted before or during the Conference.
3. No refund is possible irrespective of reasons for not coming to the Conference (e.g. visarejection, personal circumstances, etc.). Replacement, however, is a subjectfor consideration of the Organizer.

7. Committee and Country Allocation

1. Committee and Country will be finally assigned to the Participant solely after the Organizer receives payment to its account.
2. The Participant must not represent their country of origin, citizenship or residence.
3. Committee and Country preferences submitted by the Participant in the application do not serve as a guarantee of a respective assignment.
4. Committee and Country assignment is a subject to change by way of exception under certain circumstances.

8. Additional services rendered

1. When requested via a respective application form, the Organizer will additionally arrange for theParticipant a public transport ticket for the whole period of the Conference duration. These services are not included in the participation fee and are to be paid additionally. The price for a 5-day ticket is 13 euro (~325 CZK).
2. If the Participant requires a Schengen visa to come to Czech Republic, the Organizer provides them with an Invitation Letter. An Invitation Letter can be provided explicitly after all payments have been duly effected against an invoice sent.The Participant undertakes to cover all expenses associated with dispatch of original documents via postal services if needed. The Organizer can’t guarantee, however, that a Schengen visa will be granted, therefore, all risks associated with applying for a Schengen visa are borne by the Participant.

9. Ownership of conference materials

1. The Organizer proclaims its ownership of all the materials elaborated and (or) published before and in the course of the Conference, i.e. Study Guides, Conference Handbook, promo materials, photographs, etc.
2. The Participant gives their consent to usage of photographs taken by the Organizer in the course of the Conference for further promotional purposes. No renumeration is offered in this case.

GDPR compliance

The annual international conference Prague Model united Nations 2023 held from 29th January to 2nd of February 2023 offline (hereafter referred to as PragueMUN 2023) is organized by the student organization Model United Nations Prague z.s. with headquarters in Jaurisova 515/4, Michle, 140 00 Prague 4 (hereafter referred to as the Organizer).

All personal data acquired during the application process for PragueMUN 2023, will be processed under Regulation (EU) 2016/679 (General Data Protection Regulation) lawfully, fairly and in a transparent manner; will be collected for specified, explicit and legitimate purposes; and will not be further processed in a manner that is incompatible with those purposes.

The purposes of processing Applicant’s data are restricted solely to the purposes of arranging PragueMUN 2023 and will be stored by Organizer on respective shares till the 31st of April 2024. Personal data will be erased prior to the specified date upon the Applicant’s request.

The categories of personal data concerned are: Name, Surname, Date of Birth, Citizenship, Country of Residence, Document ID, Email, and University of Studies.

Applicant will be asked to provide their motivation and previous experience, which will be used only for the purposes of assigning a role (a country and a committee) at PragueMUN 2023 to them.

Particular Applicant’s personal data, naming Document ID, Name, Surname, and Date of birth will be disclosed to third parties in case Applicant requires accommodation for a period of staying in Prague to be arranged for them by Organizer.

By submitting Application, the Applicant gives their consent to Personal data to be processed. According to art. 7 GDPR the Applicant has the right to withdraw their consent at any time as well as to restrict its processing. This will, however, inevitably cause rejection/suspension of an application, since assuring Applicant’s participation at PragueMUN 2023 without their particular personal data is not possible.