1. Organiser and Scope

The event is organised by OOAK AGENCY Sàrl, with registered seat in Switzerland (the "Organiser").

These Participant General Conditions govern the contractual relationship between the Organiser and each participant in connection with registration for and attendance at events organised by the Organiser.

Certain events or activities may also be subject to additional event-specific rules, eligibility criteria, waivers, or safety instructions, which participants shall be required to accept where applicable.

 

2. Registration and Confirmation

Registration is subject to availability and is accepted on a first come, first served basis.

A registration becomes binding when the Organiser issues a written confirmation of registration or, where the registration flow provides for immediate online payment and acceptance, when the participant completes registration and the applicable fee is successfully processed.

The Organiser reserves the right to refuse or cancel a registration where reasonably necessary, including for capacity, security, compliance, reputational, or organisational reasons. In such case, any participation fee already paid for the refused registration shall be refunded.

 

3. Fees and Payment

Participation fees are those indicated by the Organiser at the time of registration.

Unless otherwise agreed in writing, all participation fees must be paid in full by the deadline stated on the invoice or registration confirmation.

If payment is not received by the applicable due date, the Organiser reserves the right to cancel the registration or deny access to the event until full payment has been received.

Unless expressly stated otherwise, participation fees cover access only to the event elements specifically included in the registered package and do not include travel, accommodation, visas, optional activities, equipment, personal insurance, or any other personal expenses.

 

4. Participant Cancellations

Any cancellation by a participant must be made in writing to the Organiser.

In the event of cancellation by a participant, the following cancellation fees shall apply:

more than 60 days before the first day of the event: 20% of the participation fee remains due

from 31 to 60 days before the first day of the event: 50% of the participation fee remains due

30 days or less before the first day of the event: 100% of the participation fee remains due

no-show: 100% of the participation fee remains due

The Organiser may, at its discretion, agree to a different commercial solution in writing in exceptional cases.

 

5. Substitution of Participant

If a registered participant is unable to attend, a substitute participant may be proposed by written notice to the Organiser.

Any substitution remains subject to the Organiser's prior approval and to the substitute participant meeting any applicable registration or eligibility requirements.

The Organiser reserves the right to refuse a proposed substitution where reasonably necessary for organisational, security, or commercial reasons.

 

6. Programme Changes

The Organiser reserves the right to amend the event programme at any time, including the agenda, speakers, moderators, venue areas, schedule, optional activities, catering format, and other event components, where reasonably required.

Such changes shall not entitle participants to any refund, reduction, compensation, or damages, provided that the event is substantially delivered as planned and any mandatory rights under applicable law remain unaffected.

 

7. Postponement or Cancellation by the Organiser

The Organiser reserves the right to postpone, reschedule, shorten, modify, or cancel the event where reasonably necessary, including for operational, safety, commercial, force majeure, or other circumstances beyond its reasonable control.

If the Organiser cancels the event in full and does not reschedule it within a reasonable period, the Organiser shall refund the participation fee actually paid by the participant. This refund shall constitute the participant's sole financial remedy in relation to such cancellation, subject always to any mandatory rights under applicable law.

The Organiser shall not be liable for any indirect or consequential losses or for any travel, accommodation, subsistence, visa, personal, or other external costs incurred by the participant.

If the event is postponed or rescheduled, the Organiser may decide that registrations remain valid for the new date.

 

8. Travel, Accommodation and Personal Expenses

Unless expressly included in the registered package, participants are solely responsible for arranging and paying for their own travel, accommodation, visas, insurance, optional activity costs, equipment, meals outside the event programme, and any other personal expenses.

The Organiser accepts no responsibility for travel disruptions, hotel cancellations, transport issues, or any arrangements made directly by participants with third parties.

 

9. Participant Information and Dietary Restrictions

Participants are responsible for ensuring that the information they provide during registration is complete and accurate.

Participants should notify the Organiser in advance of any dietary restrictions or special requirements. The Organiser will make reasonable efforts to take such information into account but cannot guarantee that all requests can be accommodated.

 

10. Networking and Limited Sharing of Participant Information

Where an event is intended to facilitate professional networking, the Organiser may share limited participant information only where reasonably necessary for event administration, participant networking, event technology tools, attendee lists, or introductions connected with the event experience.

Unless a broader disclosure is separately authorised by the participant, such information shall be limited to business identification and contact details ordinarily used for professional networking, such as name, job title, company name, business email address, business telephone number, and profile information submitted for the event.

By registering, participants acknowledge and accept such limited event-related sharing. The Organiser does not sell participant personal data to third parties.

 

11. Photography, Filming and Media Use

Photography, filming, and audio or video recording may take place during the event.

By attending the event, participants acknowledge that they may appear in photographs, videos, livestreams, or other recordings captured in connection with the event and that such materials may be used by the Organiser and its affiliated event partners for legitimate promotional, editorial, archival, and commercial communication purposes, in any media and without compensation.

If a participant has a serious objection to such use, the participant must notify the Organiser in writing before the event. The Organiser will make reasonable efforts to accommodate such request where practicable, but cannot guarantee complete exclusion from incidental background capture.

 

12. Conduct and Access

Participants are expected to behave in a professional and respectful manner throughout the event.

The Organiser reserves the right to refuse admission or remove any participant, without refund, where the participant behaves in a manner that is disruptive, unsafe, unlawful, abusive, inappropriate, or contrary to the legitimate interests of the Organiser, the venue, or other participants.

 

13. Liability

Participation in the event and in any related activities is at the participant's own risk.

To the fullest extent permitted by applicable law, the Organiser shall not be liable for any loss, theft, or damage to personal belongings, nor for any indirect, incidental, special, or consequential losses.

The Organiser shall not be responsible for services or acts performed by third parties, including but not limited to hotels, transport providers, activity operators, restaurants, technical suppliers, venues, or venue staff.

Nothing in these Participant General Conditions excludes or limits liability for unlawful intent or gross negligence, or any other liability that cannot lawfully be excluded or limited under applicable law.

 

14. Insurance

Participants remain solely responsible for arranging and maintaining their own appropriate insurance coverage, including health, accident, travel, cancellation, and third-party liability insurance, as applicable.

 

15. Force Majeure

The Organiser shall not be liable for any delay, change, reduction, disruption, postponement, or cancellation resulting from events beyond its reasonable control, including but not limited to severe weather, natural events, epidemic or pandemic situations, government restrictions, strikes, transport disruption, venue issues, technical failures, security concerns, or failure of third-party suppliers.

In such circumstances, the Organiser shall be entitled to make such changes to the event as it considers reasonably necessary.

 

16. Data Protection

The Organiser processes personal data for the purposes of registration administration, payment handling, event delivery, security, participant communications, networking features, media and marketing communications connected with the event, and compliance with legal obligations. The categories of data processed may include registration details, contact information, professional profile information, payment-related information, dietary or accessibility information voluntarily provided by the participant, and event attendance information. Personal data may be shared with service providers, venue operators, event technology providers, affiliated event partners, and other recipients where reasonably necessary for those purposes. Further information regarding the processing of personal data, including applicable retention, participant rights, and contact details, shall be set out in the Organiser's privacy notice, which shall be made available on the website or otherwise at the time of registration.

 

17. Governing Law and Jurisdiction

These Participant General Conditions shall be governed by and construed in accordance with the laws of Switzerland.

Any dispute arising out of or in connection with these Participant General Conditions shall be submitted to the competent courts at the registered seat of the Organiser in Switzerland, subject to any mandatory venue or jurisdiction rules under applicable law.