Terms & Conditions
FASHIONCLASH Festival 2025
Fashion film program
Parties
A. FASHIONCLASH Foundation, hereinafter referred to as FC.
B. The party receiving this document, hereinafter referred to as the Participant.
Definitions
For the purposes of these Terms & Conditions, the following terms shall have the meaning ascribed to them below:
"Event" refers to Fashion Film Program as part of FASHIONCLASH Festival 2025, taking place in Maastricht, The Netherlands, from 14 to 16 November 2025.
"Participant" refers to the individual or collective (more than 1 person) submitting Work to the Event for consideration.
"Work" refers to the film, video, or other audiovisual material submitted by the Participant for inclusion in the Event.
1. Dates & Participation
1.1 The Event will be held physically in Maastricht, The Netherlands, from Friday 14 November 2025 until Sunday 16 November 2025.
1.2 Submitting a registration for the Event is mandatory via the online platform FilmFreeway. The Event offers two registration categories: Standard and Student.
1.3 By submitting the Work to the Event, Participant expressly grants permission for the Work to be considered for selection and nomination, and agrees that once submitted, the Work cannot be withdrawn under any circumstances.
1.4 FC’s decision to select or reject an application is final. No correspondence will be entered into regarding this decision.
1.5 FC reserves the right to present the Work during the Event without paying any screening fees.
1.6 FC reserves the right, at any time, due to unforeseen circumstances or if the organization of the Event requires it, to change the dates and times of the Event as specified above, the space allocated to Participant for their presentation, its location, the program order, or, in exceptional circumstances, to alter the concept of the Event or to cancel the Event. In any of these cases, FC will take responsibility for informing
Participant of the reason for the changes and, wherever possible, will consider any requests after consultation with Participant. If such changes occur, Participant shall not be entitled to claim any form of compensation for any costs incurred or for any loss or damage suffered as a result.
1.7 Changes to dates and times, as referred to in this article, will not entitle Participant to cancel their application, either partially or entirely.
1.8 The scheduling of public, press, and industry screenings is at the sole discretion of FC.
2. Presentation
2.1 FC is responsible for the overall construction, appearance, and design of the Event.
2.2 FC reserves the right not to present the Work or to present it in a different manner, with the aim of contributing to the overall atmosphere of the Event.
2.3 Participant is not obligated to be physically present at the Event. If Participant wishes to attend, they are responsible for their own travel, accommodation, and associated costs.
2.4 Participant will receive two tickets for their assigned screening during the Event.
2.5 Participant will not receive tickets to other events or programs within FASHIONCLASH Festival 2025.
3. Registration Fee & Payment
3.1 Participation in the Event requires a registration fee, which must be paid via FilmFreeway.
3.2 The registration fee for the Event differs per category—Standard and Student. Both categories offer an Early Bird fee and a Regular fee. This fee is final and cannot be adjusted.
3.3 Participant will not receive any financial compensation for participation in the Event, except for any prize money awarded as mentioned in 4.1.
3.4 If Participant cancels their participation, the registration fee is non-refundable.
3.5 If Participant cancels their participation after 1 September 2025, any costs incurred will be charged to Participant, regardless of the reason.
4. Awards & Prizes
4.1 The Event includes an award worth €1000 for one Participant, decided by an external jury of industry professionals appointed by FC.
4.2 In the event of winning prize money, any additional (international) banking fees are the responsibility of Participant.
4.3 If Participant is nominated for an award, they are invited to be present at the Award Ceremony (exact date and time to be decided) of the Event. Participant will receive a travel reimbursement with a max. of €350 (receipts required). The travel reimbursement is the same for both individual and collective (more than one person) Participants.
4.4. Nominees for the award will be selected and announced by 1 October 2025.
5. Copyright
5.1 FC is the proprietor of all intellectual property rights related to the Event, including the FC brand (name), logo(s), and Event image(s). FC also reserves the right to use all intellectual property of Participant for promotional purposes.
5.2 FC may grant Participant the right to use the brand name, logo(s), and/or Event image(s) for individual promotional use. In such cases, FC may require that the trademarks and/or images be used solely in the form provided by FC. Participant may not use these trademarks and/or images for purposes other than promotion and may not distort them in any way.
5.3 In the event of a breach of the conditions outlined in 5.2, Participant must immediately cease using the trademarks and/or images upon FC’s first request.
5.4 By entering the Event, Participant confirms that they hold all rights and permissions for the submitted Work, including but not limited to music rights, cast, location, broadcasting, design, and distribution rights.
6. Use of Image and Work
6.1 By submitting the Work to the Event, Participant grants FC the right to use the Work, including still images, video clips, and other promotional material related to the Work, for promotional purposes related to the Event, both during and after the Event.
6.2 This includes the right to distribute such images or clips via digital platforms, social media, press releases, websites, and other promotional channels without additional compensation to Participant, unless otherwise agreed in writing.
6.3 Participant acknowledges that FC may photograph or film the Event, including Participant’s presence at the Event, and may use these images and recordings for promotional and archival purposes, including but not limited to marketing materials, websites, and social media.
7. Promotion
7.1 FC is solely responsible for the promotion of the Event and will do its utmost to ensure equal and unbiased promotion of each Participant and their contribution.
7.2 FC will not be held accountable if certain media outlets choose not to cover a Participant’s contribution.
8. Liability
8.1 Neither FC nor any of its representatives, partners, or sponsors will be liable for any damage, direct or indirect, sustained by Participant, their staff, or visitors, including but not limited to operating loss, theft, destruction, or any other cause caused by third parties.
8.2 FC is not liable for indirect and/or consequential damages, including, but not limited to, loss of profits and turnover, for any reason.
8.3 Participant holds FC harmless against any claims by third parties related to the loss of items, regardless of the cause, as long as the loss was caused by Participant, their staff, or their visitors.
8.4 Participant shall indemnify and hold harmless FC from all claims, liabilities, damages, and expenses, including legal fees and court costs arising from claims involving copyright, trademark, credits, publicity, screening, and loss or damage to the submitted Work.
8.5 If Participant wants insurance for the damages mentioned in this article, they must arrange appropriate insurance coverage for themselves for the duration of the Event.
8.6 If Participant wishes to ship items to FC headquarters for the Event, they are responsible for any customs taxes and duties on international packages outside the European Union.
8.7 Participant warrants that in the event of a rights dispute, they shall bear all legal costs incurred by all parties involved
8.8 Participant warrants that they are authorized to commit the Work for screening and indemnifies and holds harmless FC, its sponsors, associates, affiliates, directors, employees, subcontractors, and consultants from any and all claims, liabilities, losses, damages, and expenses, whether consequential or incidental, arising from copyright or trademark infringement and/or loss or damage of the submitted content.
9. Confidentiality and Code of Conduct
9.1 Participant agrees to keep any confidential information disclosed by FC or other parties related to the Event confidential and not to share such information with third parties without prior written consent from FC. This includes, but is not limited to, details about the Event, the selection process, sponsors, and any non-public information shared during the Event.
9.2 If Participant decides to be physically present at the Event, Participant agrees to conduct themselves in a professional and respectful manner throughout the Event. This includes, but is not limited to, respecting other participants, attendees, FC staff, and all Event staff, as well as following all guidelines set by FC regarding behavior during the Event. Any Participant who engages in inappropriate behavior or misconduct may be disqualified or removed from the Event at FC’s discretion.
10. Force Majeure
10.1 FC shall not be liable for any failure or delay in performing its obligations under these Terms & Conditions if such failure or delay is due to causes beyond FC's reasonable control, including but not limited to natural disasters, strikes, civil unrest, war, pandemics, or any other unforeseen event of force majeure.
10.2 In the event of force majeure, FC reserves the right to cancel, postpone, or reschedule the Event or to alter the format of the Event. If the Event cannot take place as planned due to force majeure, FC will notify Participant as soon as possible and will not be held liable for any direct or indirect losses incurred by Participant as a result of the change or cancellation.
10.3 If the Event is cancelled or significantly altered due to force majeure, Participant shall have the right to withdraw from the Event, but will not be entitled to a refund of any fees or compensation for costs incurred.
11. Privacy and Data Protection
11.1 By submitting their Work to the Event, Participant agrees to provide certain personal information to FC, which may include name, contact details, biographical information, and other relevant data.
11.2 FC will process Participant’s personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). Personal data will be used solely for the purpose of organizing and promoting the Event and may be shared with Event partners and sponsors for those purposes.
11.3 Under the GDPR, Participant has the right to correct, and delete their personal data. Participant may also withdraw consent at any time, subject to applicable laws. Requests for data correction, or deletion should be submitted to FC at the provided contact details.
11.4 FC will retain Participant’s personal data only for as long as necessary for the purposes outlined in these Terms & Conditions and in compliance with applicable laws.
12. Subletting
Participant is not permitted to assign or sublet their participation to third parties without obtaining prior written approval from FC. If Participant violates this clause, they will be required to pay FC a non-negotiable fine of €2,000.
13. Sponsors
13.1 FC has partner and sponsor relationships with several media outlets and businesses. Participant is not allowed to make their own sponsorship agreements with companies or organizations regarding the creative Work for the Event unless written permission from FC is obtained. FC reserves the right to require the cancellation of any such sponsorship agreements.
13.2 By entering the Event, Participant assigns all rights, title, and interest in the film and clips to FC, its sponsors, associates, affiliates, directors, employees, subcontractors, and consultants for promotional and advertising purposes related to the Event, in perpetuity and on an irrevocable basis. This may include fulfilling any sponsor-related obligations, subject to the availability of Participant and the sponsor covering all associated costs, including travel and accommodation.
14. Applicable Law and Jurisdiction
14.1 The agreement between FC and Participant, including these Terms & Conditions, is governed by Dutch law.
14.2 Any disputes arising out of or relating to the agreement between FC and Participant must exclusively be brought before the competent court in Maastricht, The Netherlands.
15. General Provisions
15.1 These Terms & Conditions constitute the entire agreement between FC and Participant regarding the Event and supersede all prior agreements or understandings.
15.2 If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
15.3 FC reserves the right to modify these Terms & Conditions at any time. Any changes will be communicated to Participant in writing, and such changes will become effective upon notice.