XRCC: Global 2025

Official Terms & Conditions

Updated September 13, 2025

NO PURCHASE OR PAYMENT NECESSARY TO ENTER OR WIN. A PURCHASE OR PAYMENT WILL NOT INCREASE YOUR CHANCES OF WINNING.

By participating in XRCC: Global (the "Event"), you agree to these Terms and Conditions as a binding contract between you and immersive insiders.

1. Event Overview and Timeline

Event Structure:

XRCC: Global is a hybrid XR hackathon with two phases:

  • Online Phase: October 31 - November 21, 2025

  • In-Person Phase (Finals): December 5-8, 2025 in Brussels, Belgium

Key Dates:

  • Registration Opens: September 2025

  • Online Phase Launch: October 31, 2025 (9:00 AM CET)

  • Online Submissions Due: November 21, 2025 (11:59 PM CET)

  • Finalists Announced: November 21, 2025

  • In-Person Tickets On Sale: November 21, 2025 (immediately after finalist announcement)

  • In-Person Tickets On Sale: November 21, 2025 (immediately after finalist announcement)

  • Finals in Brussels, Belgium: December 5-8, 2025 at Maison de la Poste, Gare Maritime, Rue Picard 7, 1000 Bruxelles, Belgium

2. Organizer

3. Eligibility

Who Can Participate:

  • Individuals 18+ years old as of registration date

  • Teams of eligible individuals (max. 5 people per team)

Who Cannot Participate:

  • Residents of countries where participation is prohibited by law (including Brazil, Quebec, Russia, Crimea, Cuba, Iran, North Korea, Syria)

  • Employees of immersive insiders, sponsors, judges, mentors, and their immediate family members

  • Anyone involved in organizing, judging, or promoting the Event

Team Requirements:

  • Teams must designate one Representative to handle all submissions and communications

  • All team members must register individually

  • Representative is responsible for distributing any prizes among team members

4. Two-Phase Participation Process

Online Phase (October 31 - November 21, 2025)
Registration Requirements:

  • Complete online registration form

  • Agree to these Terms and Conditions

  • Provide accurate contact and eligibility information

Project Requirements:

  • Create an original XR project using any tools/technologies

  • Projects must be newly created after October 31, 2025, except for submissions to the Existing Project track which may use previously developed projects.

  • Submit project description, demonstration video (max. 90 seconds), and supplementary materials

  • All submissions must be in English or include English translations

Judging Criteria:

  • Technical Innovation: Creative use of XR technology

  • Design Quality: User experience and interface design

  • Potential Impact: Benefit to target users/community

  • Presentation Quality: Video and documentation clarity

  • Completeness: How functional is the prototype

In-Person Phase Selection
Finalist Selection:

  • 200 participants selected as finalists based on online submissions

  • Finalists announced November 21, 2025

  • Selection decisions are final and not subject to appeal

Brussels Event Tickets:

  • 100 tickets available for purchase by finalists only

  • First-come, first-served basis starting immediately after finalist announcement

  • Ticket price: [to be announced with finalist results]

  • Non-refundable unless Event is cancelled by organizer

In-Person Phase (December 5-8, 2025)
Requirements for Attendees:

  • Must be one of the 200 selected finalists

  • Must purchase ticket within designated time period

  • Must comply with venue health and safety requirements

  • May need to present valid ID and proof of eligibility

Additional Development:

  • Finalists can continue developing their projects after the November 21st announcement and throughout the period leading up to the Finals event in Brussels

  • Final presentations will be judged by expert panel

  • Awards ceremony on final day (December 8, 2025) in-person in Brussels, Belgium

5. Prizes and Awards

Prize Categories:

  • Track-specific awards (TBA based on final categories)

  • Overall winner recognition

  • Sponsor-specific awards

  • Hardware prizes provided by sponsors (subject to availability)

Prize Terms:

  • Prizes are non-transferable

  • Winners are responsible for all taxes and fees

  • Hardware prizes subject to sponsor availability - no substitution guaranteed if unavailable

  • Prize delivery within 60 days of winner verification

  • International winners are responsible for customs/duties

  • Verification documents required before prize distribution

6. Intellectual Property

Your Rights:

  • You retain ownership of your original work

  • You must own or have permission to use all components of your submission

Our Rights:

  • We get non-exclusive license to display, promote, and share your submission

  • We can use your name, likeness, and project details for Event promotion

  • Promotional rights extend for 6 years after Event conclusion

  • You agree to participation in winner announcements and media coverage

Requirements:

  • Submissions must be your original work

  • No third-party IP violations

  • Open source components allowed if properly licensed

  • You're responsible for any IP claims against your submission

7. Data Protection and Privacy

Information We Collect:

  • Registration details, contact information

  • Project files, videos, and documentation

  • Event participation data and feedback

  • Photo/video from in-person Finals Event in Brussels, Belgium (with consent)

How We Use It:

  • Event administration and communication

  • Judging and winner selection

  • Marketing and promotion (with your permission)

  • Improvement of future events

Data Retention:

  • Project submissions kept for 6 years

  • Personal data deleted within 3 years unless consent given for longer retention

  • You can request data deletion at any time (subject to legal requirements)

GDPR Compliance:

  • You have rights to access, modify, or delete your data

  • We only share data with sponsors as explicitly consented

  • Data stored securely with appropriate protection measures

8. Technical Platform and Services

Platform Availability:

  • We provide an online submission platform but don't guarantee 100% uptime

  • Technical issues near deadlines may result in deadline extensions at our discretion

  • You're responsible for backing up your work

File Requirements:

  • Video submissions: Max. 90 seconds for judging, longer supplementary videos allowed

  • File size limits: [TBA based on platform capabilities]

  • Supported formats: Standard video, image, and document formats

  • Private repository access can be granted for code review

9. In-Person Event Terms

Venue Safety:

  • You participate in the Finals in Brussels at your own risk

  • Must comply with venue safety rules and emergency procedures

  • Event insurance covers venue liability only

  • You're responsible for personal health/travel insurance

Health Requirements:

  • Must meet current Belgium health entry requirements

  • Disclose any conditions that might affect participation

  • Event may be modified for health/safety reasons

Equipment and Facilities:

  • Venue provides basic facilities and WiFi

  • You're responsible for your own devices and equipment

  • Limited testing hardware may be available (first-come basis)

  • No compensation for damaged or lost personal equipment

10. Event Changes and Cancellations

Our Rights to Modify:

  • Change Event dates, format, or location with 30 days notice

  • Convert to online-only format if in-person event not feasible

  • Modify rules, judging criteria, or prize structure before Event starts

  • Cancel Event due to circumstances beyond our control

Your Rights:

  • Full refund if Event cancelled entirely

  • Partial refund if Event substantially changed (online-only conversion)

  • No refund for minor changes or if you can't attend due to personal reasons

11. Prohibited Conduct

You agree not to:

  • Submit plagiarized or non-original work

  • Violate any applicable laws or regulations

  • Harass other participants or organizers

  • Attempt to manipulate judging or voting processes

  • Share confidential Event information inappropriately

  • Damage venue property or equipment

Consequences:

  • Immediate disqualification and removal from Event

  • Forfeiture of any prizes or recognition

  • Potential legal action for damages

12. Liability and Risk

Your Assumption of Risk:

  • Participation is voluntary and at your own risk

  • Travel to Brussels is your responsibility and risk

  • We're not liable for personal injury, property damage, or losses

  • You release us from claims related to Event participation

Our Liability Limitations:

  • Liability limited to direct damages only, maximum of prize value

  • No liability for indirect, consequential, or punitive damages

  • No liability for technical failures, platform issues, or third-party actions

  • Force majeure events (natural disasters, government actions, etc.) excuse performance

Insurance:

  • You're responsible for your own health, travel, and equipment insurance

  • Verify your insurance covers international travel and event participation

13. Dispute Resolution

Governing Law:

  • These terms are governed by German law

  • German courts have exclusive jurisdiction

  • Disputes resolved through binding arbitration where permitted by law

Process:

  • Must attempt good faith resolution before formal proceedings

  • Arbitration conducted in English in Berlin, Germany

  • Class action lawsuits specifically waived

14. General Terms

Entire Agreement:

  • These terms constitute the complete agreement

  • Supersede all prior communications about the Event

  • Can only be modified in writing by organizer

Severability:

  • If any provision is unenforceable, remainder stays in effect

  • Unenforceable provisions are replaced with closest legal equivalent

Communication:

  • Official communications via email to registered address

  • Check spam/junk folders regularly

  • You're responsible for keeping contact information current

Language:

  • These terms available in English only

  • English version controls in case of translation conflicts

Contact Information

For questions about these Terms and Conditions contact:
xrcc@immersive-insiders.com

By participating in XRCC: Global, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.