Legal
Terms & Conditions
The document every applicant must accept when applying to TIMUN 2026
Asociația de Reprezentare și Proiecte Diplomatice (ARPD) · Version 1.1
The Organizer reserves the right to change the dates and/or venue of the Conference based on organizational needs or emergency situations, with prompt notice to registered participants (section 10).
1. General Provisions
1.1 Purpose
This document sets out the terms and conditions applicable to participation in "Timișoara International Model United Nations 2026" (hereinafter "TIMUN 2026" or "the Conference"), organized by the Association for Representation and Diplomatic Projects (hereinafter "the Organizer" or "ARPD"), taking place 27–29 November 2026, at British International School of Timisoara; the opening ceremony location will be announced.
1.2 Acceptance of the Terms
This document is the terms and conditions statement that every applicant must read and explicitly accept (by checkbox) when submitting the TIMUN 2026 application form, regardless of the participant's age. Acceptance is mandatory and is a condition for processing the application. For minor participants (under 18), a parent or legal guardian must additionally complete the Parental Agreement, received after confirmation of participation and full payment of the seat (section 3.6), assuming on the minor's behalf the obligations under section 7.
1.3 Binding Character
This document is a binding legal agreement between the Participant and the Organizer, from the moment of acceptance at application. For minors, financial obligations and risk assumption become binding for the legal representative through the Parental Agreement (section 3.6). Failure to comply may result in sanctions, including exclusion from the Conference without refund, per section 12.
1.4 Age and Eligibility
Participants must be aged between 16 and 23 years old, turned by the date of the Conference.
Minor participants (under 18) may apply by having the applicant check acceptance of this document; additionally, a parent or legal guardian must complete the Parental Agreement (section 3.6), assuming on the minor's behalf all obligations described in section 7, including financial liability for any damage caused (section 7.3).
Participants must be enrolled in an educational institution (middle school, high school, or university) or be recent graduates (within 2 years).
The Organizer may, at its own discretion and for good reason, grant individual exceptions to the age limits.
2. Definitions
"Participant" — any person registered as a delegate, chairperson, Press Corps member, volunteer/staff, or observer at TIMUN 2026.
"Applicant" — any person completing the application form, regardless of whether participation is subsequently confirmed.
"Legal representative" — the parent or legal guardian of a minor participant, who completes the Parental Agreement and assumes the obligations in section 7 on the minor's behalf.
"Delegate" — a participant representing a country or international organization within a committee.
"Chairperson" — a participant responsible for moderating committee debates.
"Organizer" / "ARPD" — Association for Representation and Diplomatic Projects.
"Conference" — TIMUN 2026, including official sessions, social activities, and related events.
"Rules of Procedure" — the ruleset governing committee debates (separate document, distributed to each committee).
"Participation Agreement" / "Parental Agreement" — a separate document, sent to the participant (or the parent/legal guardian, for minors) after confirmation of participation and full payment of the seat, formalizing risk assumption, emergency medical authorization, and, for minors, the legal representative's financial commitment (section 3.6).
3. Registration and Participation
3.1 Registration Process
Participation requires: completing the official application form via ARPD's designated platform, explicit acceptance of this document, submission of required documents within set deadlines, full payment of the fee, and confirmation by the Organizer. The online application form is free and does not involve any submission fee; the participation fee is paid afterward, once the application is accepted. Only fully and correctly completed applications are accepted. Applicants must carefully check, before submitting, the email address provided on the form and ensure it is an address they check daily, since most of the Organizer's communications about the application and the Conference will be made by email.
3.2 Verification
The Organizer reserves the right to verify submitted information and request supporting documents, including identity documents, birth certificate, student ID. To confirm the minimum participation age, the Organizer may request an official identity document showing the date of birth, or an official letter signed by a parent or legal guardian confirming the participant's identity and age.
3.3 Selection and Seat Allocation
Participation may be subject to selection (prior MUN experience, application quality, English proficiency, committee seat availability). Applications are processed on a first-come, first-served basis; once capacity is reached, applicants are placed on a waiting list and notified at least 7 days before the event if a seat opens up.
3.4 Confirmation
Participation is officially confirmed only after: acceptance of this document at application, receipt of the Organizer's confirmation, and full payment of the fee. Each participant, or the group leader for delegations registered collectively, will receive electronic confirmation of their registration and will be assisted throughout the process by a member of the Secretariat team, up until the days of the Conference.
3.5 Transfer of Seats
Confirmed seats cannot be transferred without the Organizer's written consent; substitutions must be confirmed at least 7 days before the event.
3.6 Participation Agreement
After confirmation of participation and full payment of the fee, the participant (or the parent/legal guardian, for minors) receives the Participation Agreement — a separate document that must be completed and submitted to the Organizer before the event, as a final condition of attendance. It formalizes risk assumption, emergency medical authorization, and, for minors, the legal representative's financial commitment, per section 7.
4. Fees and Payments
4.1 Fee Structure
The participation fee covers, per the package communicated at registration: access to conference sessions, official working materials, meals included in the program, the certificate of participation, and included social activities. Exact package details are those published in the official registration materials. Transport to/from Timișoara, accommodation, and meals outside the official program are not included and are not provided by the Organizer.
4.2 Payment Methods
Bank transfer, online payment via the designated platform, or another method explicitly communicated by the Organizer.
4.3 Payment Terms
Full payment is due within the period specified in the confirmation of participation. Registration is considered confirmed at the moment payment is made (in full or, where applicable, the first installment agreed with the Organizer); submitting the application form itself does not involve any fee. Late payment may result in loss of the reserved seat. Partial payments require the Organizer's prior consent.
4.4 Refund Policy
Voluntary cancellations:
More than 30 days before the event: 100% refund
20 to 30 days before: 70% refund
15 to 20 days before: 40% refund
Fewer than 15 days before: no refund
Exclusion for breach of the regulations: no refund (section 12.4)
Exceptional circumstances (with supporting documentation):
Serious medical issues: 90% refund, regardless of timing
Visa refusal or delay in processing the visa application (international participants): no refund
Natural disasters in the participant's home region: 60% refund
Death in the family: 100% refund
Refunds are issued to the original payment card. More than 30 days before the event you can cancel and receive a full (100%) refund directly from your account (self-service). Within the other windows above, or for the exceptional cases, submit your cancellation/refund request to the TIMUN 2026 Secretariat (secretariat@arpd.ro) and the applicable amount is refunded to your card. After the deadlines above expire, no refund is granted. Refunds are processed promptly and may take a few business days to appear on your card statement.
4.5 Additional Fees and Damages
The Organizer does not provide and does not include in the participation fee any transport, accommodation, or meals outside the official conference program. Participants are fully liable for the costs of such services (transport, extra activities, accommodation) and for administrative costs arising from participant-requested changes. ARPD does not reimburse or refund any transport expense or other activity outside the conference program; these remain entirely the participant's responsibility. For financial liability regarding damage caused by the participant, see section 7.3.
4.6 Nature of the Payment
The participant understands and confirms, expressly and voluntarily, that the fee paid is a seat-confirmation fee for the Conference and is dedicated entirely (100%) to supporting the TIMUN 2026 project, including its development and implementation, and its related activities, organized by the Association for Representation and Diplomatic Projects. This characterization does not affect the application of the refund policy set out in section 4.4.
5. Processing of Personal Data
5.1 General Principles
ARPD processes personal data in accordance with Regulation (EU) 2016/679 (GDPR) and Romanian Law no. 190/2018 implementing the GDPR.
5.2 Categories of Data Processed
Identification data (name, date of birth, ID/passport series and number)
Contact data (address, phone, email)
Educational data (institution, year of study)
Prior MUN experience
Relevant medical information voluntarily provided (allergies, conditions, medication) — strictly for participant safety during the event
Financial data required to process payment
Photos and video/audio recordings made during the Conference, for promotional and archival purposes (section 9)
For minors: identification and contact data of the parent/legal guardian
5.3 Purposes of Processing
Organizing and running the Conference, communicating with participants, issuing certificates, promoting the event (including through photo/video material, per section 9), fulfilling legal obligations, handling incidents or damage claims (section 7.3), improving future editions.
5.4 Legal Basis
Performance of this agreement (formed at the moment of acceptance at application) — including the use of photos/video recordings for promotional purposes, as part of participating in the Conference, the Organizer's legitimate interest (organization, safety, and promoting the event), explicit consent (optional communications), legal obligations.
5.5 Participant Rights
Information, access, rectification, erasure (within legal limits), restriction of processing, portability (where applicable), objection (within the limits described in section 9.2), and the right to lodge a complaint with Romania's data protection authority (ANSPDCP).
5.6 Data Retention
Administrative data (registration, payments, contact) is retained for a maximum of 3 years after the Conference ends, except where tax/accounting law or an ongoing dispute (including damage recovery under section 7.3) requires a longer period. Photo/video material recorded during the Conference may be retained in ARPD's archive indefinitely, for promotional and archival purposes (section 9).
5.7 Data Transfer
Data may be transferred to service providers necessary for organizing the event (e.g. registration platform, payment processor), competent authorities as required by law, or official conference partners — only with participant notice/consent where required.
5.8 Exercising Your Rights
Requests regarding personal data should be sent to secretariat@arpd.ro.
6. Participant Conduct
6.1 General Standard
All participants must maintain professional, respectful, impartial (in representing their assigned position) and constructive conduct, per the Code of Conduct detailed in the Delegate Handbook / Chair & Press Corps Handbook.
6.2 Prohibited Conduct
The following are strictly prohibited:
Discrimination based on race, gender, religion, sexual orientation, nationality, or social origin
Harassment, intimidation, or physical/verbal aggression
Use, possession, or distribution of drugs / prohibited substances, per Romanian Law no. 143/2000 on preventing and combating illicit drug trafficking and use; any breach results in immediate exclusion (section 12.3) and, where required by law, referral to the competent authorities
Alcohol consumption by minor participants, under any circumstance; adult participants may consume alcohol only during social activities where explicitly permitted by the Organizer, in moderation
Possession or use of weapons or dangerous objects, in any form
Smoking (including e-cigarettes) in conference premises, other than designated areas
Offensive or inappropriate language, disrupting scheduled activities
Violating the venue's security rules
6.3 Dress Code
Business formal attire during official sessions, smart casual for social activities, identification badge worn at all times.
6.4 Use of Technology
Phones on silent during sessions; photographing/filming other participants is allowed only with their explicit consent; laptops/tablets are for conference-related activities only.
6.5 Originality and Plagiarism
All working materials (positions, resolutions, speeches) must be original, with sources properly cited. Plagiarism results in immediate exclusion; detection after the Conference may void certificates and awards.
6.6 Accuracy of Information
Falsifying identity or registration information results in disqualification and a ban from future ARPD events. The Organizer may request identity documents for verification.
7. Liability Declaration and Acceptance at Application
By checking acceptance of this document when submitting the application, the applicant declares the following, under their own responsibility. For minor participants, risk assumption, medical authorization, and financial liability for damages (7.3) become binding for the legal representative exclusively through completion of the Parental Agreement (section 3.6); checking this document by the applicant does not replace this step:
7.1 General confirmations
Has read, understood, and fully accepts this document, as well as the TIMUN 2026 Code of Conduct (Delegate Handbook / Chair & Press Corps Handbook), and commits to complying with them throughout the Conference.
Confirms the participant's actual age.
Participates voluntarily and assumes the ordinary risks associated with a multi-day event involving travel, shared premises, and group activities; for minors, this risk assumption becomes binding for the legal representative through the Parental Agreement (section 3.6).
Declares that the participant has no undisclosed medical conditions that could endanger their own safety or that of other participants, and commits to disclosing any relevant medical information (allergies, conditions, medication) at registration.
Authorizes the on-site TIMUN 2026 Secretariat, and medical personnel if necessary, to seek emergency medical treatment on the participant's behalf if direct consent cannot be obtained in time, and to contact the declared emergency contact as quickly as possible.
Confirms that they understand and accept, expressly and voluntarily, that the fee paid is a seat-confirmation fee, dedicated to supporting the TIMUN 2026 project — including its development and implementation —, per section 4.6.
7.2 Release of the Organizer's Liability
The applicant releases ARPD, the Conference venue, and their staff/volunteers from liability for any injury, loss, or damage suffered by the participant in connection with participation in TIMUN 2026, except in cases of gross negligence or intentional misconduct by the Organizer (see also section 8).
7.3 Liability for Damage Caused by the Participant
The participant is fully liable, including financially, for any damage, destruction, or deterioration caused through their fault to the property of the Organizer, the Conference venue, suppliers, or other participants/third parties, including repair, replacement, or cleaning costs. The corresponding amount is recovered directly from the participant or, if the participant is a minor, in full from the parent or legal guardian who completed the Parental Agreement on their behalf; they are jointly liable with the minor for any such damage, regardless of whether the participant was also sanctioned under section 12. The Organizer may request payment of the damages before issuing final documents (certificate) or separately, including through legal action if necessary.
7.4 Accuracy of Information
The applicant warrants that all information provided is accurate and complete, commits to immediately notifying any relevant changes, and to cooperating in verifying the information when requested.
7.5 Compliance with Laws
The participant commits to complying with Romanian law in force, the regulations of the Conference venue, and the Organizer's internal policies, throughout the event.
8. Limitation of the Organizer's Liability
8.1 General Waiver
ARPD is not liable for: accidents, injuries, or damages suffered by participants, except where caused by the Organizer's gross negligence or intentional misconduct; loss, theft, or damage to personal property; the conduct of other participants; consequences of participants' actions outside the official program.
8.2 Specific Limitations
The Organizer is not liable for participants' pre-existing medical conditions, interpersonal conflicts, indirect or consequential damages, or emotional/psychological stress, except in cases of the Organizer's gross negligence.
8.3 Insurance
ARPD does not provide medical or property insurance for participants; obtaining personal insurance is recommended, particularly for international participants.
8.4 Minors
Parents/guardians assume full responsibility for the minor by completing the Parental Agreement (section 3.6), including financial liability for damages (7.3). The level of supervision of the minor outside official sessions is arranged through direct communication with the Secretariat before the event.
8.5 Medical Assistance and Emergencies
The Organizer will facilitate access to emergency medical services and contact the declared family/emergency contact. Medical costs remain the participant's (or their insurer's) responsibility. Failure to disclose a relevant medical condition at registration exempts the Organizer from the consequences thereof.
9. Intellectual Property and Image Rights
9.1 Photographing and Filming Participants
Participation in TIMUN 2026 implies acceptance that the participant will be photographed and filmed during the Conference. ARPD will use this material for promotional and marketing purposes, including publishing photos and video recordings featuring participants on the website, social media, and other conference promotional materials, as an integral part of the event's promotional activity. Acceptance of this provision is mandatory and is a condition of participating in the Conference; no option to decline photographing/filming during the Conference is available.
9.2 Requests Regarding Published Material
Participants may contact the Secretariat at secretariat@arpd.ro with specific requests regarding a published photo or recording. The Organizer will review each request, without guaranteeing removal of the material, since the use of participants' image for promotional purposes is a condition of participating in the Conference, per section 9.1.
9.3 Conference Working Materials
Speeches, positions, and documents created during the Conference may be used by the Organizer for educational and archival purposes. Participants retain copyright over substantial original contributions; the Organizer does not claim ownership, only a non-commercial usage right tied to the Conference.
9.4 Limitations
Participants may not: record other participants without consent, use conference materials for commercial purposes, distribute confidential documents, or claim ownership of the conference's format or structure.
10. Changes and Cancellations
10.1 Right to Modify
The Organizer reserves the right to modify the Conference dates, venue, program, committees, or number of accepted participants, based on organizational or logistical needs or emergency situations, and to update the applicable regulations. For any reason beyond the Organizer's control, including, without limitation, the venue's internal scheduling, delays in hotel check-in, strikes, or flight or other transport delays, affecting the Conference's arrangements, schedule, or planning, the Organizer has the right to immediately modify the program or any other element of the Conference directly or indirectly related to it. Neither the Organizer nor the participants shall be entitled to any compensation for damages resulting from such changes.
The Organizer reserves the right to change a participant's allocation to a different committee and/or a different represented country than the one initially communicated, for organizational, logistical, or emergency reasons (for example, balancing the number of delegates across committees, other participants' withdrawal, or other conference needs).
10.2 Notification
Major changes (including a change of dates or venue) are communicated as soon as possible, generally at least 15 days in advance where circumstances allow; in emergencies, notice is given as soon as feasible, via email and the Conference's official channels. Participants who cannot accept a major change may cancel per the refund policy (4.4).
10.3 Event Cancellation
If the event is fully cancelled: immediate notification, refund of fees paid minus administrative costs already incurred, no liability for collateral expenses (transport, accommodation); rescheduling will be attempted where possible.
10.4 Adaptation to Special Circumstances
The event may be adapted to comply with health regulations, authority restrictions, or technical/logistical limitations, prioritizing participant safety.
11. Confidentiality and Security
11.1 Confidential Information
Committee strategies, other participants' personal information, internal logistical details, and communications between the Organizer and participants.
11.2 Confidentiality Obligation
Participants must not disclose other participants' personal information and must use information received only in the context of the Conference.
11.3 Social Media
Participants must respect fellow participants' privacy, not post photos of others without consent, and avoid posts that could harm the Conference's reputation.
11.4 Invitation Letters and Visas
For international participants, ARPD may issue invitation letters after registration is finalized and payment confirmed (process detailed separately). The Organizer is not responsible for obtaining visas; no refunds are offered for failure to obtain a visa outside the cases in section 4.4.
12. Sanctions and Exclusion
12.1 Types of Sanctions
Warning, temporary exclusion from specific activities, permanent exclusion from the Conference, ban from future ARPD events, request for damages per section 7.3.
12.2 Procedure
Investigation of the situation, hearing of the participant involved, consultation with the Secretariat/relevant chairs, final decision by the Organizer, communication of the sanction and reasons.
12.3 Immediate Exclusion
Physical aggression or serious threats, severe harassment or discrimination, use/possession of drugs or prohibited substances, possession of weapons, conduct endangering safety, forgery of documents.
12.4 Financial Consequences
Exclusion does not entitle the participant to a refund; the participant (or the parent/legal guardian, for minors) remains fully liable for any damages caused, per section 7.3.
13. Force Majeure
Force majeure includes: natural disasters, public emergencies, pandemics/epidemics, armed conflict or acts of terrorism, general strikes, or transport blockades. In such cases, the Organizer may cancel, postpone, relocate, or substantially modify the Conference without penalty, with prompt notification to participants and, where possible, offer credit toward a future edition or a proportional refund for services not rendered.
14. Dispute Resolution
Disputes relating to this document are first addressed amicably (direct discussion, mediation via the Organizer's representatives). Failing that, jurisdiction lies with the courts of Romania, under Romanian law (Civil Code, Government Ordinance no. 26/2000 on associations and foundations, GDPR). Post-event complaints must be filed within 30 days of the Conference's conclusion; refund requests follow the deadlines in section 4.4.
15. Final Provisions
15.1 Amending the Terms
The Organizer may amend this document with at least 15 days' notice for major changes, publication of the updated version on official channels, and respect for the rights of participants who have already paid the fee.
15.2 Severability
The invalidity of one provision does not affect the validity of the rest of the document; an invalid clause will be replaced with a valid one of similar effect.
15.3 Entire Agreement
This document, together with the completed and accepted application form and, for minors, the Parental Agreement completed by the legal representative (section 3.6), constitutes the entire agreement between the Organizer and the applicant/participant regarding participation in TIMUN 2026.
15.4 Official Communications
All official communications are made via the email provided at registration, the Conference's official channels (website, registration platform), and announcements during the event.
15.5 Language
The Romanian-language version prevails in the event of a dispute. This English version is provided for the information of international participants.
15.6 Contact
For any question regarding this document: secretariat@arpd.ro.
By checking acceptance at application, the applicant confirms having fully read and understood these Terms and Conditions, accepts all stipulated obligations and responsibilities, participates voluntarily, and understands the limitation of the Organizer's liability per section 8. For minors, financial liability for damages (section 7.3) becomes binding for the legal representative through the Parental Agreement (section 3.6).
Last updated: July 2026 · Version 1.1 ·