GENERAL TERMS AND CONDITIONS OF BUSINESS AND PARTICIPATION – VULCANUS FESTIVAL

(version 1.0 – valid from 02/12/2025)

I. GENERAL PROVISIONS

  1. These General Terms and Conditions of Business and Participation (hereinafter: the “Terms”) regulate the use of the Vulcanus Festival website, registration, participation, cooperation, and attendance at all editions of the Vulcanus Festival, a closed B2B hospitality event.

  2. The Vulcanus Festival is a professional B2B event, intended exclusively for companies, sole traders, and their authorised representatives operating within the hospitality, food & beverage, equipment, and related industries.

  3. These Terms apply together with the General Terms & Conditions of the SmoothieBarmen Agency, under whose umbrella the Vulcanus Festival project operates.

  4. In the event of any inconsistency, the following hierarchy shall apply:

    • Individual Participation Offer

    • These Terms of Cooperation

    • General Terms & Conditions of the SmoothieBarmen Agency

  5. By submitting an application, accepting an offer, making a payment, or participating in the Event, the Participant confirms that they have read, understood, and fully accepted these Terms and all related general terms.

II. ORGANISER

  1. The organiser of the Vulcanus Festival is:

Novus Vita Distribution d.o.o.
Jamine 14, 10090 Zagreb, Croatia
OIB: 73873166602

  1. The Vulcanus Festival is organised as a project within the SmoothieBarmen hospitality agency ecosystem.

III. DEFINITIONS

  1. Festival / Event – a closed B2B hospitality festival organised under the Vulcanus Festival brand.

  2. Organiser – Novus Vita Distribution d.o.o.

  3. Participant – any legal or natural person participating in the Event.

  4. Partner – a company or brand participating as an exhibitor, sponsor, distributor, or collaborator.

  5. Local Event Host – a licensed or authorised partner in a specific country who organises a local edition of the Vulcanus Festival under the Brand Owner’s standards, supervision, and branding, based on a separate cooperation, licence or franchise agreement.

  6. Guest – an invited representative of a hospitality business (hotel, bar, restaurant, catering, F&B management).

  7. Participation Offer – a written commercial offer defining participation scope, pricing, services, and conditions.

III-A. INTERNATIONAL EVENTS AND LOCAL EVENT HOSTS

In the case of Vulcanus Festival editions organised outside the Republic of Croatia, the Event may be organised and operated by an authorised Local Event Host.

A Local Event Host is a legal entity that has been granted the right, under a separate written agreement, to organise and operate a local edition of the Vulcanus Festival in a specific territory, using the Vulcanus Festival brand, concept, and know-how.

The Local Event Host acts operationally in its own name and on its own responsibility, while strictly adhering to the standards, guidelines, and instructions defined by the Brand Owner and Master Organiser.

IV. APPLICATION AND CONTRACTUAL RELATIONSHIP

  1. Applications for participation may be submitted via online forms, email, or other official communication channels.

  2. Submission of an application does not constitute a binding agreement.

  3. A legally binding contractual relationship is established only when:

  • the Participation Offer is confirmed in writing, and

  • the agreed advance payment is received by the Organiser.

  1. The Organiser reserves the right to refuse applications without providing justification, particularly in cases of limited capacity or incompatibility with the Event concept.

V. PARTICIPATION RULES AND RESPONSIBILITIES

  1. The Event follows a closed B2B concept; aggressive sales activities, public promotions, or retail sales are not permitted unless explicitly agreed.

  2. Partners are responsible for:

  • their personnel, equipment, and materials

  • compliance with safety, sanitary, and legal regulations

  • any damage caused by their staff or equipment

  1. The Organiser may exclude any Participant who breaches these Terms or disrupts the Event.

VI. PRICES, PAYMENTS AND CANCELLATION

  1. Participation fees and packages are defined individually in the Participation Offer.

  2. All prices are stated in EUR and exclude VAT unless explicitly stated otherwise.

  3. Invoices are issued in accordance with Croatian tax and accounting regulations.

  4. Unless otherwise agreed:

  • cancellations more than 45 days before the Event may be refunded or transferred

  • cancellations 15–45 days before the Event may be charged up to 50%

  • cancellations within 14 days before the Event are charged 100%

  1. In the event of force majeure (weather conditions, governmental measures, safety issues), the Organiser reserves the right to reschedule the Event or transfer payments to a future edition.

VII. LIABILITY AND INSURANCE

  1. Participation in the Event is at the Participant’s own risk.

  2. The Organiser shall not be liable for:

  • loss or damage to property

  • personal injury

  • indirect or consequential damages

  • loss of profit or business opportunities

  1. Participants are advised to arrange appropriate insurance for equipment, personnel, and liability.

VIII. INTELLECTUAL PROPERTY AND MEDIA RIGHTS

  1. The Vulcanus Festival name, logo, concept, formats, visual identity, communication templates, and operational know-how remain the exclusive property of the Brand Owner.

  2. Local Event Hosts acquire no ownership rights and may use the brand and materials solely for the duration and scope defined in their agreement.

  3. Participants grant the Organiser a non-exclusive, royalty-free right to use:

  • names, logos, trademarks

  • photographs and video recordings made during the Event

for the purposes of Event documentation, promotion, marketing, and future editions of the Festival.

  1. Any objection to media usage must be submitted in writing prior to the Event.

IX. PERSONAL DATA PROTECTION (GDPR)

  1. Personal data is processed exclusively for purposes related to:

  • Event organisation and logistics

  • communication before and after the Event

  • B2B follow-up, newsletters, and related professional communication

  1. Data processing is conducted in accordance with applicable data protection regulations.

  2. Participants may request access, correction, or deletion of their personal data at any time in accordance with applicable law.

X. AMENDMENTS AND FINAL PROVISIONS

  1. The Organiser reserves the right to amend these Terms at any time.

  2. The version published on the official Vulcanus Festival website shall be considered final and legally binding.

  3. These Terms are governed by the laws of the Republic of Croatia.

  4. Any disputes shall fall under the jurisdiction of the competent court in the Republic of Croatia, unless otherwise agreed in writing.