General Terms of Participation

Organizer means the organiser identified on the event page or registration, normally HOLOLIFE Summit OÜ for its own events. 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 Majeure means events beyond a party’s reasonable control (section 13). Party means the Organizer or a Participant, as applicable. Separately signed written agreements take precedence over these Terms where they conflict. Mandatory consumer rights apply throughout, including to cancellation, refunds, liability and disputes.

Manufacturers, producers, service providers, and their authorised representatives may first apply to participate. The Organizer reviews applications and reserves the right to accept or reject any application at its discretion. Accepted applicants may then need to complete registration, choose a package and provide billing details. Approval alone does not complete those steps. Participation is confirmed once the Organizer confirms acceptance, the required registration is complete and any applicable fee is paid, unless separately agreed.

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 EUR penalty, 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.

Photo permissions are separate from agreeing to these Terms and acknowledging the Privacy Policy. One choice covers being photographed and using those images to promote the Event, future events in the same series and Wellnessindustry.io. Another covers AI editing and AI motion graphics for those purposes. Declining either does not prevent participation, and attendance alone is not consent.

Company forms ask for permissions relating to the submitted person or company and the material the representative is authorised to provide. These do not change the representative's personal account permissions or authorise use of unrelated people's images.

You may withdraw permission or request removal of any image of you, including group photos and AI-edited versions, regardless of prior consent. Use Photo permissions or the contact in our Privacy Policy. We review identified images for removal or replacement with a version excluding you and follow up separately for externally published copies.

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. Use of Participant-created material in marketing and communications must stay within the agreed licence and applicable photo permissions. The licence does not override withdrawal or image-removal rights. 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 about their application, registration, attendance, orders and payments. Newsletter marketing requires separate subscription confirmation and can be unsubscribed from at any time. Necessary service messages are separate from marketing. Participants who handle other people’s personal data must comply with applicable data-protection law.

The Organizer may update these Terms and may alter the Event’s name or theme, subject to existing agreements and applicable law. Material changes are reflected by an updated date and notified where required. Updates do not retrospectively expand permissions or remove rights attached to an existing agreement.

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. For business-to-business disputes, failing agreement, the dispute is settled by arbitration at the Arbitration Court of the Estonian Chamber of Commerce and Industry. Consumers retain access to competent courts and applicable consumer dispute-resolution procedures; arbitration is not imposed on them by this clause. Mandatory rights in the consumer’s country of residence are unaffected.

By accepting these Terms in the registration or contracting process, the Participant agrees to the applicable participation arrangements. This acceptance is separate from photo and marketing permissions. Questions: get in touch.