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Last updated: Octombrie 2025
TERMS AND CONDITIONS TIMIȘOARA MODEL UNITED NATIONS CONFERENCE 2025
Organizer: Association for Representation and Diplomatic Projects
Event: Timișoara Model United Nations Conference 2025
Date of last update: August 2025
1.1 Subject of the Terms and Conditions. This document sets out the terms and conditions applicable to participation in the event “Timișoara Model United Nations Conference 2025” ("TimișoaraMUN" or "Conference"), organized by the Association for Representation and Diplomatic Projects ("Organizer" or "Association").
1.2 Acceptance of the Terms. By registering for participation in TimișoaraMUN, completing the application form, paying the participation fee, or physically attending the event, the Participant confirms that they have read and fully understood this document, acknowledge the Organizational Regulations, accept all provisions without reservation, and undertake to comply with the obligations within this document and the Organizational Regulations.
1.3 Binding Character. This document constitutes a legally binding agreement between the Participant and the Organizer. Failure to comply may result in sanctions, including exclusion from the conference without refund of fees paid.
1.4 Age and Eligibility of Participants. Participants must be between 16 and 25 years of age. Minors (under 18 years) may participate only with written consent from parents or legal guardians. Participants must be enrolled in an educational institution or be recent graduates (within two years).
For the purposes of this document:
3.1 Registration Process. Participation in TimișoaraMUN is conditional upon complete and correct completion of the online application form, provision of requested documents within established deadlines, full payment of the participation fee, acceptance of this document, and confirmation of participation by the Organizer.
3.2 Verification of Information. The Organizer reserves the right to verify the veracity of the information provided by Participants and to request additional documents for confirmation.
3.3 Selection Criteria. Participation may be subject to selection based on previous MUN experience, quality of application and motivation, English language skills, and availability of seats in requested committees.
3.4 Confirmation of Participation. Participation is officially confirmed only after receipt of confirmation from the Organizer, full payment of all fees, and signing of the declaration on own responsibility (sent after confirmation).
3.5 Transfer of Seats. Confirmed seats cannot be transferred to other persons without express written consent from the Organizer.
4.1 Fee Structure. Participation fees include, but are not limited to: conference registration fee, working materials and official documents, lunch and coffee breaks, certificates of participation, and social activities included in the program.
4.2 Payment Methods. Payments can be made by bank transfer, online payment through designated platforms, or other methods communicated by the Organizer.
4.3 Payment Terms. Full payment must be made within the period specified in the confirmation of participation. Delayed payments may result in loss of the reserved place. Partial payments are not accepted without prior consent of the Organizer.
4.4 Refund Policy and Special Circumstances.
4.5 Additional Fees. The Participant is responsible for additional fees for optional services (transport, extra activities), penalties for damage to property or materials, and additional administrative costs (e.g., accommodation).
5.1 General Principles. The Organizer processes personal data in accordance with the General Data Protection Regulation (GDPR) and applicable national legislation.
5.2 Categories of Processed Data. The Organizer may process identification data (surname, first name, ID number), contact data (address, telephone, email), educational and professional data, photos and video/audio recordings, data regarding previous MUN experience, relevant medical information (allergies, medications), and financial data for payment processing.
5.3 Purposes of Processing. Data is processed for organization and conduct of the conference, communication with participants, issuance of certificates and documents, promotion of the event and the organization, fulfillment of legal obligations, and improvement of future events.
5.4 Legal Grounds. Processing is based on performance of the contract, legitimate interest of the Organizer, explicit consent for certain activities, and legal obligations.
5.5 Participant Rights. Participants have the right to information on data processing, access to personal data, rectification of inaccurate data, erasure of data under certain conditions, restriction of processing, and lodging complaints with the supervisory authority.
5.6 Data Retention. Personal data will be retained for a maximum of five years from the end of the conference, except where legislation requires longer retention.
5.7 Data Transfer. Data may be transferred to service providers necessary for the organization of the event, competent authorities when required by law, and official conference partners with participant consent.
6.1 Standard of Conduct. All participants must maintain professional and respectful behavior, adhere to principles of diplomacy and good manners, remain impartial and objective in representing assigned positions, and collaborate constructively in committee debates.
6.2 Prohibited Behaviors. Strictly prohibited behaviors include discrimination based on race, gender, religion, sexual orientation, nationality, or social origin; harassment, intimidation, or physical/verbal aggression; consumption of alcohol or prohibited substances; smoking in conference premises; use of offensive or inappropriate language; disrupting scheduled debates or activities; and violating security and safety rules.
6.3 Dress Code. Participants must adhere to business formal attire during official sessions, smart casual attire for social activities, respect norms of decency and professionalism, and wear the identification badge at all times.
6.4 Use of Technology. Mobile phones must be on silent mode during sessions. Photography and filming are permitted only with explicit consent. The use of laptops and tablets is permitted solely for conference activities. Unauthorized audio/video recording is prohibited.
6.5 Origination of Materials and Plagiarism. All working materials (positions, resolutions, speeches) must be original works. Plagiarism is not tolerated and results in immediate exclusion. Participants must correctly cite sources. The Organizer reserves the right to verify originality, and detection of plagiarism after the conference may result in cancellation of certificates and awards.
6.6 Identity and Information Verification. Participants certify that all information provided is true and correct. Falsifying information leads to disqualification and exclusion. Impersonation constitutes fraud and may have legal consequences. The Organizer may request identity documents for verification.
7.1 Mandatory Declaration. All participants must sign a declaration acknowledging the Organizational Regulations of TimișoaraMUN 2025, confirming understanding and acceptance of the provisions, assuming full responsibility for actions and behavior, participating voluntarily and at their own risk, declaring the absence of medical conditions that could endanger themselves or others, and assuming responsibility for personal belongings.
7.2 Responsibility for Damage. The Participant is fully responsible for any damage caused to Organizer property, venues, or the property of other participants; costs of repairing or replacing damaged property; financial consequences of inappropriate behavior; and medical or other expenses resulting from their own actions.
7.3 Medical Information. Participants must declare relevant medical conditions, inform the Organizers of allergies, medications, or dietary restrictions, ensure they can safely participate in all activities, and carry necessary medications.
7.4 Accuracy of Information. Participants guarantee that all information provided is correct and complete, will immediately notify any relevant changes, will not provide false or misleading information, and will cooperate in verifying information when requested.
7.5 Compliance with Laws. Participants undertake to comply with Romanian legislation in force, local regulations of event locations, international norms of diplomatic conduct, and the Organizer’s internal policies.
8.1 Exoneration of Liability. The Association for Representation and Diplomatic Projects is not responsible for accidents, injuries, or damages suffered by participants; loss, theft, or damage to personal property; inappropriate behavior of participants; consequences of participant actions outside the official program; or damage caused by participants to third parties.
8.2 Specific Limitations. The Organizer does not assume liability for medical problems of participants, interpersonal conflicts between participants, indirect, consequential, or special damages, loss of opportunities or benefits, or emotional or psychological stress.
8.3 Insurance. The Organizer does not provide medical or property insurance for participants. Participants are encouraged to take out their own insurance, and any medical costs remain the responsibility of the participant or their insurance.
8.4 Supervision of Minors. For minor participants, parents/guardians assume full responsibility. The Organizer does not provide individual supervision, and parents are responsible for the behavior of the minor.
8.5 Medical Assistance and Emergencies. The Organizer will ensure access to emergency medical services. Participants are responsible for their own medical expenses. In emergencies, the Organizer will contact emergency services and family. Participants must declare relevant medical conditions upon registration, and the Organizer is not responsible for consequences of failure to disclose.
8.6 Supervision and Care. The Organizer does not provide individual supervision for participants. Adult participants are responsible for their own actions and safety. For unaccompanied minors, the Organizer may designate a temporary supervisor only in emergency situations.
9.1 Use of Materials. The Organizer reserves the right to use any materials, speeches, or content created during the conference, publish and distribute these materials for promotional and educational purposes, edit and adapt content for different platforms, and archive materials for future reference.
9.2 Image Rights. By participating, the participant grants the Organizer the non-exclusive and perpetual right to use their image, permits photography and filming of activities, allows publication of photos on websites, social media, and promotional materials, and permits use of audio/video recordings for documentation.
9.3 Ownership of Content. Speeches, presentations, and documents created become the property of the conference. Participants retain copyright for substantial original contributions. The Organizer may use general ideas and concepts without restriction. Sensitive materials will be treated confidentially.
9.4 Limitations on Use. Participants may not record or photograph without permission, use conference materials for commercial purposes, reproduce or distribute confidential documents, or claim ownership of conference formats and structures.
9.5 Attribution. The Organizer undertakes to properly attribute sources when using specific contributions, respect existing copyrights, avoid detrimental use of content, and maintain ethical standards in the use of materials.
10.1 Right to Modify. The Organizer reserves the right to modify the program, locations, or format of the event; change committees or debate topics; adjust the number of accepted participants; and update regulations and procedures.
10.2 Notification of Changes. Major changes will be communicated at least 15 days in advance. Minor changes will be announced as soon as possible via email and the official website. Participants who do not accept the changes may cancel participation according to the refund policy.
10.3 Event Cancellation. In the event of complete cancellation, participants will be notified immediately, a refund of fees paid minus administrative costs will be offered, the Organizer is not responsible for collateral expenses (transportation, accommodation), and an attempt will be made to reschedule the event when possible.
10.4 Last Minute Changes. For emergency changes, communication will use all available means. Participants must regularly check for updates. The Organizer’s decision in emergencies is final, and no compensation is offered for minor inconveniences.
10.5 Adaptation to Special Circumstances. The event may be adapted to comply with health regulations, government restrictions, safety requirements, or technical/logistical limitations.
11.1 Confidential Information. Participants have access to confidential information, including committee strategies and debate plans, personal information about other participants, internal logistical and organizational details, and communications between organizers and participants.
11.2 Confidentiality Obligation. Participants undertake to keep sensitive information confidential, avoid disclosing personal information of other participants, use information only in the conference context, and respect embargoes on certain information.
11.3 Data Security. The Organizer implements technical and organizational security measures. Participants must protect their own devices and passwords. Attempts to gain unauthorized access to Organizer systems are prohibited, and any security incident must be reported immediately.
11.4 Use of Social Media. When using social media, participants must respect the privacy of other participants, avoid posting photos without consent, use official event hashtags, and avoid postings that could harm the conference’s reputation.
11.5 Waiting List and Selection. Registrations are accepted on a first-come, first-served basis. Once capacity is reached, participants are placed on a waiting list. Free spots are allocated chronologically with at least seven days’ notice. Waiting list spots cannot be reserved through advance payments.
11.6 International Agreements and Visas. For international participants, the Organizer may issue invitation letters only after the registration process is complete. The Organizer is not responsible for obtaining visas. No refunds are offered for participants who do not obtain visas, except as provided in section 4.4. International participants must ensure they have the necessary documentation for entry into Romania.
12.1 Types of Sanctions. Possible sanctions for regulation violations include verbal or written warnings, temporary exclusion from specific activities, permanent exclusion from the conference, bans from future events, and requests for compensation for damages.
12.2 Sanctioning Criteria. Sanctions depend on the severity of the violation, impact on other participants, intention and frequency of violations, cooperation in remediation, and participant history.
12.3 Sanctioning Procedure. The Organizer investigates the situation, hears the participant involved, consults relevant committee chairpersons, makes the final decision, and communicates the sanction with reasons.
12.4 Immediate Exclusion. Immediate exclusion applies to physical aggression or serious threats, sexual harassment or severe discrimination, consumption of prohibited substances, behavior endangering safety, or forgery of documents or information.
12.5 Financial Consequences. Exclusion does not entitle participants to a refund of fees. Participants are liable for damages caused, additional penalties may apply, and administrative costs are borne by the participant.
13.1 Definition of Force Majeure. Force majeure includes unforeseeable and unavoidable events such as natural disasters, public emergency situations, pandemics or epidemics, armed conflicts or acts of terrorism, and general strikes or transport blockades.
13.2 Effects of Force Majeure. In force majeure situations, the Organizer may cancel or postpone the event without penalty, substantially modify the conference format, change the location or implementation method, or limit the number of participants or activities.
13.3 Notification and Communication. Participants will be informed as soon as possible. Available options will be communicated, compensatory measures explained, and an alternative action plan established.
13.4 Responsibilities of the Parties. In force majeure events, the Organizer is not liable for indirect damages, participants are not entitled to additional compensation, both parties will collaborate to find solutions, and contractual provisions are temporarily suspended.
13.5 Recovery Measures. The Organizer will attempt to reschedule the event under similar conditions, offer participants credit for future events, proportionally refund fees for services not provided, and maintain continuity of relations with participants.
14.1 Internal Resolution Procedure. Disputes related to this document are initially resolved through direct discussion between involved parties, mediation by Organizer representatives, consultation with relevant committee chairs, and seeking amicable solutions in the spirit of diplomatic collaboration.
14.2 Competent Jurisdiction. If a dispute cannot be resolved amicably, it will be resolved by competent courts of Romania, in accordance with Romanian law.
14.3 Applicable Law. This document is governed by Romanian law, including the Romanian Civil Code, the Law on Associations and Foundations, the General Data Protection Regulation (GDPR), and other applicable regulations.
14.4 Alternative Solutions. The parties may agree to alternative dispute resolution methods such as commercial arbitration, professional mediation, conciliation through the Chamber of Commerce, or other mutually accepted methods.
14.5 Complaint Deadlines. Complaints related to the event may be filed during the conference. Post-event complaints must be filed within 30 days. Refund requests must follow the deadlines in section 4.4. Limitation periods are those provided by Romanian law.
15.1 Modification of the Terms. The Organizer reserves the right to modify this Agreement by notifying participants at least 15 days in advance for major modifications, publishing the updated version on the official website, respecting acquired rights of participants who have already paid the fee, and maintaining balance between rights and obligations.
15.2 Validity of the Clauses. If a provision is declared null or ineffective, the rest of the document remains valid, the null clause will be replaced by a valid provision with similar effects, the Parties will negotiate a fair solution, and the general purpose of the agreement will be maintained.
15.3 Entire Agreement. This document, together with the completed Application Form, Conference Organization Regulations, Self-Declaration, and related policies, constitutes the entire agreement between the parties and supersedes prior understandings.
15.4 Official Communications. All official communications will be made through the participant’s official email specified in the application, the official conference website, the designated online platform for participants, and announcements during the event.
15.5 Languages of the Document. The Romanian version prevails in case of disputes. Translations into other languages are for informational purposes only, and interpretation follows the Romanian legal system. Technical terms align with international UN Model practice.
15.6 Entry into Force. This document enters into force on the date of signature by the participant and remains valid until complete conclusion of the conference and fulfillment of all mutual obligations.
15.7 Notifications and Updates. The Organizer reserves the right to update information on the official website, conference program, and social media platforms without further notice. Participants must regularly check official updates and announcements. Failure to consult the updated information does not exempt participants from responsibilities. Official communications take priority over unofficial information.
15.8 Compliance with Romanian Legislation. Participants must comply with Romanian legislation throughout their stay. Violation of Romanian laws may lead to exclusion from the conference and legal action. The Organizer will cooperate with Romanian authorities in case of investigations. Foreign participants must comply with immigration conditions.
15.9 Contact. For any questions related to this document, participants may contact the Organizer through official channels.
BY CHECKING THIS AGREEMENT, THE PARTICIPANT CONFIRMS THAT they have read and understood all provisions of these Terms and Conditions, accept all obligations and responsibilities stipulated, participate voluntarily and at their own risk in the event, and understand and accept the limitation of liability of the Organizer.
Version: 1.0 · Last updated Octombrie 2025
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