XRCC ONLINE 2025

Official Terms & Conditions

Updated October 26, 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 Online (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 Online is a fully online XR hackathon running from October 30, 2025 until December 04, 2025.

Key Dates:

  • Registration Period: September 30, 2025 (4:00 pm CET) – November 15, 2025 (11:45 pm CET) (“Registration Period”).

  • Submission Period 1: October 30, 2025 (9:00 am CET) – November 16, 2025 (11:45 pm CET) (“Submission Period”).

  • Judging Period 1: November 16, 2025 (12:00 am CET) – November 19, 2025 (11:45 pm CET) (“Judging Period”).

  • Finalists Announcement: On November 19, 2025 (5:00 pm CET) (“Finalist Announcement”).

  • Submission Period 2: November 20, 2025 (9:00 am CET) – November 26, 2025 (11:45 pm CET) (“Submission Period”).

  • Judging Period 2: November 26, 2025 (12:00 am CET) – December 02, 2025 (11:45 pm CET) (“Judging Period”).

  • Public Voting Period: November 27, 2025 (12:00 am CET) – December 01, 2025 (11:45 pm CET) (“Public Voting Period”).

  • Winners Announced: On or around December 04, 2025 (5:00 pm CET).

2. Organizer

  • Event Organizer: immersive insiders (uniVRsitas UG), Drakestraße 4a, 12205 Berlin, Germany

  • Partner for Finals in Brussels: UnitedXR Europe (providing discounted tickets and workshop access - third-party terms apply)

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

  • Team sizes are 1-6 people

  • Representative is responsible for distributing any prizes among team members

4. Event Participation Process

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 30, 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

  • Entrants who submit to sponsored tracks must follow track-specific requirements (e.g., Meta SDKs for Meta tracks)

  • Projects that don't meet track requirements won't qualify for that track's prizes

  • Full track requirements available on the Tracks and Prizes and Rules page (accessible after registering for the hackathon)

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

Finalist Selection:

  • 200 participants selected as finalists based on online submissions

  • Finalists announced November 20, 2025

  • Selection decisions are final and not subject to appeal

5. Referral Program

Program Overview: Participants can refer others to XRCC Online to become eligible for Golden Ticket prizes. The referral program runs from registration opening through November 16, 2025.

How It Works:

  • Register for XRCC Online to receive your unique referral link

  • Share your link with potential participants

  • Track your referrals in real-time on the public leaderboard accessible in the Notion Package participants get after signing up

  • Referrals only count when the referred person registers using your unique link OR mentions your name during registration and submits a valid project by November 16, 2025 (11:59 PM CET)

Eligibility for Golden Tickets:

  • Must have at least 5 valid referrals to qualify

  • Valid referrals must be new registrations (no duplicate accounts)

  • Referred participants must submit projects meeting all submission requirements outlined in official rules

  • Referrals verified by registration confirmation and project submission confirmation

  • immersive insiders reserves the right to reject submissions that are clearly spam, placeholders, or bad faith attempts to game the referral system

Winner Selection: Two Ways To Win

  • Top 3 Automatic Winners: The 3 participants with the highest valid referral counts automatically win Golden Tickets

  • 2 Raffle Winners: All participants with 5+ valid referrals are entered into a public raffle for 2 additional Golden Tickets

Raffle Process:

  • Conducted publicly during the November 21, 2025 finalist announcement keynote which will be livestreamed for transparency

  • Winners selected via random number generator

  • No challenges to randomness permitted, results are final and cannot be appealed

  • If technical issues occur during draw, it will be conducted again

Fraud Prevention:

  • Fake, duplicate, or bot accounts will be deleted and not counted

  • Referrers found engaging in fraudulent activity will be disqualified from the referral program

  • immersive insiders reserves the right to investigate suspicious referral patterns

  • Prizes will be clawed back if fraud is discovered after distribution

  • Audit logs maintained for 3 years

Disputes:

  • Real-time public leaderboard serves as official record

  • Referral counts and decisions by immersive insiders are final

  • Participants claiming uncounted referrals must provide proof (registration confirmations and submission confirmations)

  • Disputes must be raised within 3 days of the November 21, 2025 announcement

6. Golden Ticket Prizes

Prize Package: Each Golden Ticket includes:

  • Round-trip flights to Brussels, Belgium from winner's location

  • 3 nights hotel accommodation in Brussels

  • Free ticket to UnitedXR Europe conference

  • Full access to Publishing Workshop during UnitedXR Europe (provided by immersive insiders)

Important Prize Terms:

  • Prizes are non-transferable and have no cash value

  • No cash equivalent or substitution available

  • Winners responsible for all taxes and fees related to prize

  • Winners must already be eligible to attend UnitedXR Europe or be planning to attend

  • Prize value varies based on flight costs and accommodation - €3,000+ (as stated on the website) is an estimate only

Winner Verification Requirements:

Winners must provide within 7 days of notification:

  • Full legal name and residential address

  • Valid passport or ID for flight booking

  • Valid visa for Belgium (showing ability to enter the country)

  • Tax ID number

  • Signed prize acceptance and liability release forms

Prize Fulfillment:

  • Flights and accommodation booked by immersive insiders within 10 days after verification

  • Winners must be flexible on flight times (economy class)

  • Hotel accommodation is standard room, 3 nights during UnitedXR Europe dates

  • Economy class only, reasonable routing (no luxury carriers)

  • Booking must occur within specified dates (no extended stays)

  • No flight changes after booking - missed flights are winner's responsibility

  • immersive insiders not liable for travel disruptions (strikes, weather, etc.)

  • Workshop access provided directly by immersive insiders

  • UnitedXR Europe ticket subject to UnitedXR Europe's own terms and conditions

Prize Restrictions:

  • Winners who cannot travel to Brussels (visa denial, health issues, personal reasons) forfeit prize entirely

  • No transfers to other individuals permitted

  • immersive insiders not responsible for any self-booked travel or expenses beyond the prize package

  • If UnitedXR Europe is cancelled entirely, prize is void

  • If UnitedXR Europe changes dates or format, prize remains valid for modified event

  • If any prize component becomes unavailable, no substitution will be provided

  • immersive insiders is not liable if UnitedXR Europe denies entry to winner for any reason

  • Winners must comply with UnitedXR Europe's terms, policies, and code of conduct

Tax Obligations:

  • Winners are solely responsible for any taxes on prize value

  • Tax treatment varies by country - winners should consult tax advisors

7. Other 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:

  • All 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 90 days of winner verification

  • International winners are responsible for customs/duties

  • Verification documents required before prize distribution

8. 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

9. Data Protection and Privacy

Information We Collect:

  • Registration details and contact information

  • Project files, videos, and documentation

  • Event participation data and feedback

  • Referral program tracking data

  • Winner verification documents (for Golden Ticket winners)

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

How We Use It:

  • Event administration and communication

  • Judging and winner selection

  • Referral program administration and fraud prevention

  • Marketing and promotion (with your permission)

  • Improvement of future events

Data Retention:

  • Project submissions kept for 6 years

  • Referral program logs kept for 3 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

10. 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, see official rules available in the Notion Package accessible after registration]

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

  • Private repository access can be granted for code review

Referral Tracking:

  • Real-time leaderboard provided for transparency

  • Tracking system may experience brief downtime for maintenance

  • Referral counts update automatically but may have brief delays

  • Final counts verified manually before winner announcement

11. In-Person Event Terms

Venue Safety:

  • You participate in the Workshop in Brussels during UnitedXR Europe 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

  • No compensation for damaged or lost personal equipment

12. Event Changes and Cancellations

Our Rights to Modify:

  • Change Event dates or format with reasonable notice

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

  • Modify referral program terms if fraud or abuse detected

  • Cancel Event due to circumstances beyond our control

Your Rights:

  • Notice of significant changes via email

  • No refunds applicable (Event is free to enter)

13. 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

  • Create or encourage fake accounts or duplicate registrations

  • Share referral links through spam or automated systems

  • Engage in any fraudulent activity related to referrals or submissions

  • Share confidential Event information inappropriately

  • Damage venue property or equipment

Consequences:

  • Immediate disqualification and removal from Event

  • Disqualification from referral program

  • Forfeiture of any prizes or recognition

  • Potential legal action for damages

14. Liability and Risk

Your Assumption of Risk:

  • Participation is voluntary and at your own risk

  • Travel to Brussels (for Golden Ticket winners) is at your own 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 (including UnitedXR Europe)

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

Third-party Services:

  • UnitedXR Europe operates independently - their terms and policies apply to their portions of Golden Ticket prize

  • immersive insiders not responsible for UnitedXR Europe's decisions, cancellations, or policy changes

  • Flight and hotel bookings subject to provider terms

Insurance:

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

  • Golden Ticket winners must verify insurance covers international travel

15. 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 German in Berlin, Germany

  • Class action lawsuits specifically waived

15. 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 Online, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.