XRCC 2026

Official Terms & Conditions

Updated March 18, 2026

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

By participating in XRCC 2026 (the "Event"), you agree to these Terms and Conditions as a binding contract between you and immersive insiders (uniVRsitas UG (Haftungsbeschränkt)).

1. Event Overview and Timeline

Event Structure:

XRCC 2026 is a hybrid hackathon with an online concept phase (qualifiers), and an in-person finals phase in Berlin for selected finalists.

The organizer may adjust dates, deadlines, prize details, or formats with reasonable notice (see Section 12).

Key Dates:

  • Registration Period: March 18, 2026 (5:00 pm CET) – April 16, 2026 (11:45 pm CET) (“Registration Period”).

  • Online Phase: April 9, 2026 (5:00 pm CET) - April 30, 2026 (6:00 pm CET) (“Online Phase”)

  • Project Submission Period: April 9, 2026 (5:00 pm CET) - April 30, 2026 (6:00 pm CET) (“Submission Period 1”)

  • Finalist Judging Period: April 30, 2026 (06:00 pm CET) – May 5, 2026 (11:45 pm CET) (“Finalist Judging Period”).

  • Finalist Announcement: On May 6, 2026 (5:00 pm CET) (“Finalist Announcement”).

  • Public Voting Period: May 6, 2026 (06:00 pm CET) – July 2, 2026 (11:45 pm CET) (“Public Voting Period”).

  • In-Person Finals: June 30, 2026 (10:00 am CET) - July 3, 2026 (11:45 pm CET) (“In-Person Finals”)

  • Finalist Submission Period: June 30, 2026 (10:00 am CET) - July 3, 2026 (1:00 pm CET) (“Submission Period 2”)

  • Winner Judging Period: On July 3, 2026 (1:00 pm - 5:00 pm CET) (“Winner Judging Period”).

  • Winners Announced: On July 3, 2026 (6:00 pm CET).

2. Organizer

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

3. Eligibility

Who Can Participate:

Online Phase:

  • Individuals who are 16+ years old as of the date of registration may participate in the Online Phase, subject to these Terms and any applicable laws.

  • Participants under 18 confirm they have permission from a parent or legal guardian to participate, where required by law.

  • Teams may include eligible individuals, including participants under 18.

In-Person Finals in Berlin:

  • Only individuals who are 18+ years old as of June 30, 2026 may attend and participate in the In-Person Finals in Berlin, due to local legal requirements.

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.

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

Team Requirements:

  • Teams must designate one Representative who is responsible for submissions and communications.

  • All team members must register individually.

  • Team size must comply with the limits stated in official Event documentation.

  • The Representative is responsible for distributing any prizes or reimbursements among team members, where applicable.

4. Event Participation Process

Registration Requirements:

To participate, you must:

  • Complete the official registration process provided by the organizer,

  • agree to these Terms and Conditions, and

  • provide accurate contact and eligibility information.

Project Requirements:

  • Projects must be original work created during the Event timeline, unless a specific track explicitly allows existing work.

  • Submissions must include:

  • a written project description,

  • a demo video (1 min max length),

  • any supplementary materials required by the organizer.

  • Submissions must be in English or include English translations.

  • Sponsor tracks may require specific tools, SDKs, or constraints. If a submission does not meet track requirements, it may be disqualified from that track’s prizes.

Judging Criteria:

Unless stated otherwise for a specific track, judging may consider:

  • 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

The organizer may refine criteria per track.

Finalist Selection:

  • A subset of participants will be selected as finalists for the in-person finals in Berlin based on online submissions.

  • The finalists will be chosen by a committee consisting of organizers, mentors, and judges.

  • Selection decisions are final and not subject to appeal.

  • Finalists must follow additional instructions and deadlines communicated by the organizer.

In-Person Finals (Berlin):

If you are invited as a finalist:

  • You are responsible for ensuring you can travel to Germany, including visas, passports, and any required documentation.

  • You must follow venue rules, safety guidance, and the Event code of conduct (if published separately).

  • The organizer is not responsible for travel disruptions outside its control.

Finals location: The Delta Campus and CODE University, Berlin Neukölln.

5. Referral Program

Participants may be eligible for referral-based prizes (“Golden Tickets”) by referring others to register and submit a valid project during the Online Phase. The organizer will publish the official referral rules and leaderboard details in the Event documentation.

How It Works:

  • After registration, participants may receive a unique referral link.

  • Referrals count only if the referred person:

  • registers using the referral link (or another method specified by the organizer), and

  • completes any requirements defined in the official referral rules (for example: submitting a valid project by the deadline).

  • Referral counts may be shown on a public leaderboard (as a chart with or without exact scores). The organizer’s records are final.

Eligibility and verification:

  • The organizer may reject referrals or submissions that are spam, placeholders, or bad faith attempts to game the system.

  • Fake, duplicate, or bot accounts may be removed and not counted.

  • The organizer may investigate suspicious patterns and disqualify participants from the referral program.

  • Participants claiming uncounted referrals may be required to provide proof (for example: registration confirmations and submission confirmations), as specified in the official referral rules.

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

  • Audit logs maintained for 3 years.

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:

  • Will be announced publicly on May 6, 2026 next to the finalist announcement

  • 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

Disputes:

  • Real-time public leaderboard serves as official record, however the final numbers will be evaluated by immersive insiders after the first project submission to check for valid referrals

  • 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 May 6, 2026 announcement

6. Golden Ticket Prizes

Golden Tickets are referral program prizes. A Golden Ticket is a reimbursement of up to $500 USD to contribute to a winner’s flight and hotel costs for attending the In-Person Finals in Berlin.

How reimbursement works

  • Winners must book and pay for their own travel and accommodation upfront.

  • To receive reimbursement, winners must submit valid invoices or receipts for eligible expenses, following the organizer’s instructions and deadlines.

  • Reimbursement is limited to actual documented costs, up to $500 USD total per Golden Ticket winner.

  • Reimbursements will be paid using the method specified by the organizer. The organizer may require additional information needed to process payment.

Eligible expenses

Eligible expenses are limited to:

  • flight costs, and

  • hotel accommodation costs for the duration of the event.

The organizer may publish additional guidance on what formats, invoice fields, and documents are accepted.

Important Prize Terms:

  • Golden Tickets are non-transferable.

  • The Golden Ticket has no cash value and no cash equivalent.

  • If a winner chooses not to travel, or cannot travel for any reason (including visa denial), no alternative cash payment or substitute prize will be provided.

  • Winners are responsible for any taxes, fees, currency conversion costs, or bank charges related to receiving reimbursement, depending on local law.

  • The organizer may withhold reimbursement if invoices appear fraudulent, altered, or do not meet the documentation requirements.

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 Germany (showing ability to enter the country)

  • Tax ID number

  • Signed prize acceptance and liability release forms

Prize Fulfillment:

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

  • Hotel accommodation is standard room, 4 nights during In-Person Finals 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.)

7. Other Prizes and Awards

Other Prizes, Awards, and Reimbursements (Combined Pool: Up to $20,000)

Pool Overview:

XRCC 2026 may offer additional prizes, awards, and reimbursements across tracks and categories. The total combined value of all prizes and reimbursements across the Event is up to $20,000 (the “Pool”).

The organizer may allocate the Pool across:

  • track-specific prizes

  • overall awards

  • finalist reimbursements

  • other categories announced in official Event communications

Prize and Rreimbursement Terms:

  • Categories, eligibility, amounts, and allocation rules may be announced or updated before the Event ends.

  • Prizes are non-transferable and have no cash value unless explicitly stated otherwise.

  • Reimbursements, if offered, require proof (for example: receipts) and must follow the organizer’s instructions and deadlines.

  • The organizer may cap reimbursement amounts per person or per team, and may restrict reimbursable categories.

  • Hardware prizes or sponsor-provided prizes are subject to availability and may not have substitutions.

  • Prize delivery timing may vary. International recipients may be responsible for customs and duties.

  • The organizer may require identity verification before issuing any prize or reimbursement.

  • Winners and recipients are responsible for any taxes, fees, or reporting obligations required by local law.

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 In-Person Finals at The Delta Campus in Berlin 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 German 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 Berlin 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 The Delta Campus and CODE University)

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

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 2026, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.