General Terms of Participation

Organizer means Hololife Summit OÜ, the sole organiser of the event. Event means the event to which registration relates, at the stated venue and dates. Participant means any person or entity registered to attend or take part. Exhibitor and Sponsor mean a company or individual accepted to exhibit or sponsor. Intellectual Property means trademarks, logos, content, recordings, and photographs. Goodie Bags means promotional items provided to attendees, speakers, and VIP guests. Force Majeuremeans events beyond a party’s reasonable control (section 12). Party means the Organizer or a Participant, as applicable. Separately signed written agreements take precedence over these Terms where they conflict.

Manufacturers, producers, service providers, and their authorised representatives may register by submitting an application. The Organizer reviews applications and reserves the right to accept or reject any application at its discretion. Participation is confirmed only once the Organizer confirms acceptance and any applicable fee is paid.

Fees are invoiced in EUR (the primary currency; USD or JPY may be stated on the invoice) and are payable in full by the due date, which is the Event date unless separately arranged. Payment is by bank transfer or credit card (card payments may incur additional transaction fees); the Participant bears all bank and transfer charges. Overdue amounts accrue interest at 16% per annum.

VAT: Exhibitors established in the EU that provide a valid VAT number are invoiced without VAT (reverse charge); EU exhibitors without a VAT number, and others where required, are charged VAT as applicable.

Non-payment: if a fee remains unpaid 7 days before the Event, the Organizer may move the registration to the next event; the original fees plus interest remain owed.

• A Participant may cancel within 7 days of submitting the registration for a full refund. After that, the Organizer retains the fees.
• No refund is issued for cancellations made less than 30 days before the Event.
• If the Organizer cancels the Event, a full refund is issued within 30 days of a written refund request.
• If the Organizer postpones, registrations transfer to the new date; a refund is available if requested in writing by the original event date, or the registration may be exchanged for a future event of equal value.
• Where the Event is affected by Force Majeure, no refund entitlement arises and payment obligations remain; payment dates shift to the rescheduled event.

The Organizer may restrict stand dimensions. The following require the Organizer’s prior approval with at least 45 days’ notice: items over 1,000 kg; structures or decorations taller than 250 cm; two-storey constructions; displaying third-party names; and distributing products away from the stand. Nothing may be attached to the ceiling, pillars, or wall structures. Stands may not be emptied before the official dismantling period; early dismantling incurs a 1,000 EURpenalty, and if an exhibitor fails to dismantle, the Organizer does so at the exhibitor’s expense and is not liable for items lost.

Without the Organizer’s prior permission, the following are prohibited: fire or flame devices (candles, incense, pyrotechnics, fireworks); consumer sticker giveaways; safety-hazardous materials; weapons, explosives, detonators, or fuses; illegal drugs or ingredients; unauthorised health claims (except those approved, e.g. per EFSA); unlicensed medical services; medical devices without required registration; supplement ingredients illegal under local law; and EU novel foods without approval (exhibitable only where registration is pending, with no sales).

Retail sales are permitted unless prohibited. Non-alcoholic tastings are allowed and must comply with local law; take-away is allowed but on-site consumption is prohibited unless pre-arranged; visible inventory storage is not permitted; alcohol may not be served unless expressly pre-approved. Exhibitors are responsible for their own food-safety self-monitoring plan and any local permits.

Revenue sharing (where agreed): the exhibitor keeps electronic records of each sale, price, and tax; all products must be registered at least 14 days before the Event; commission is calculated only after the payment processor settles, on a 14-day term, net of taxes, transaction, and handling fees. The Organizer is not responsible for post-event refunds (handled directly with the customer) and disclaims liability for theft, loss, or lost revenue; the exhibitor insures its own inventory.

Exhibitors must hold liability, property, and personal-injury insurance and are liable for injury or damage caused by their stand, equipment, items, or activities. The Organizer is liable only for damage caused by its own equipment or facilities and is not liable for exhibition items, structures, products, theft, or lost revenue.

General venue lighting is provided by the Organizer; any additional electricity must be ordered from the Organizer and installed only by an Organizer-authorised contractor. The exhibitor is responsible for equipment it brings, and the Organizer is not liable for damage caused by a power outage. Staff and subcontractors must wear visible personal access passes during build-up, the Event, and dismantling; passes may not be sold or transferred without the Organizer’s consent. The Organizer provides fire and general-order security but this excludes the loss of, or damage to, exhibitor goods.

Participants must be at least 18 years old to register or attend; minors must be accompanied and continuously supervised by a legal guardian, and the same age rules apply to staff and subcontractors. Hazardous materials, weapons, and illegal substances are prohibited; the Organizer may inspect belongings where local law permits, and Participants are liable for injury or damage from prohibited items they bring. Participants must conduct themselves respectfully, follow safety instructions, and respect the Intellectual Property of others.

The Organizer owns the recordings and photographs it captures at the Event. By attending, Participants agree that they may be photographed and filmed by the Organizer’s team or contractors while in or near the Event space, and that the Organizer may use such material royalty-free in its operations and promotion. Participants may use publicly available Event materials to promote the Event (no endorsement is implied); any other use, and any sale, requires a separate licence. Personal-data aspects are handled per the Privacy Policy.

Each party retains its pre-existing Intellectual Property. The Exhibitor grants the Organizer a non-exclusive, non-transferable licence to use its logos and trademarks solely to fulfil these Terms and any specific agreement, and the Organizer may request changes or redactions to material that does not align with its PR guidelines. The Organizer may use Participant-created materials in its marketing and communications. Each party ensures that third-party content it provides does not infringe others’ rights.

Each party indemnifies the other against claims and damages arising from its breach of these Terms, its negligent or wilful acts or omissions, or its infringement of intellectual property. Neither party is liable for indirect, incidental, consequential, special, or punitive damages (except in cases of breach of confidentiality, the indemnities, gross negligence, or wilful misconduct). The Organizer’s total liability under these Terms does not exceed the total fees paid by the Participant. Nothing limits liability that cannot be limited under applicable law.

Force Majeure includes power-supply interruptions; fire or facility damage; natural disasters and earthquakes; war or riots; pandemics; a declared state of emergency; the risk of any of these within two months even if not yet occurred; a subcontractor’s force majeure; and strikes, lockouts, or boycotts (including those targeting the Organizer). In such cases the Organizer may cancel or reschedule the Event; no refunds are due, payment obligations remain, and payment dates move to the rescheduled Event.

Personal data is processed in accordance with the GDPR and our Privacy Policy for organising and administering the Event. The Organizer may contact Participants directly by email, phone, or other means; Participants may unsubscribe from non-transactional communications at any time, but transactional communications (attendance, orders, payments) cannot be opted out of. Participants who handle other people’s personal data must comply with applicable data-protection law.

The Organizer may change or amend these Terms at any time, and may alter the Event’s name or associated theme. Material changes are reflected by an updated date above and, where appropriate, notified to Participants.

These Terms are governed by the laws of Estonia. The parties will first attempt to resolve any dispute through good-faith negotiation for 30 days; failing that, the dispute is settled by arbitration at the Arbitration Court of the Estonian Chamber of Commerce and Industry, without prejudice to mandatory consumer-protection rules that may apply.

By registering for or participating in the Event, the Participant confirms they have read, understood, and accept these Terms. Questions: get in touch.