General terms for sessions, heats and facilitator training (draft)

1. Scope and definitions

These general terms apply to every quote, booking and agreement for Humanity Games sessions (in-house and open), local heats, commissioned tracks or games, and facilitator training offered by Humanity Solutions.

• Humanity Solutions (“we”, “us”): the organiser of Humanity Games and the contracting party, KvK 71110178, Hamerstraat 67D, 2512 CX The Hague.
• Client: the organisation or person that accepts our quote.
• Host: a client that hosts a local heat.
• Participant: a person who takes part in a session, heat or training.
• Assignment: the session, heat, commission or training described in the quote.
• Quote: our written offer for an assignment.

If a quote or signed agreement differs from these terms, the quote or agreement prevails. A client’s own general terms do not apply unless we accept them in writing. Legal review

2. How a booking is made

A booking is made only when the client accepts our written quote in writing (email is enough), or when we send a written confirmation.

This website has no online payment or checkout. Its forms only prepare an email in your own email app.

A quote is valid for 30 days unless it states otherwise. Proposal

3. Prices

Prices are on request and set in the quote. They are in euros and excl. VAT unless the quote says otherwise.

The quote states what is included, such as preparation, facilitation, materials and the written debrief, and any travel or venue costs.

Prize money in a local heat is not part of our fee (see Local heats).

4. Invoicing and payment

We invoice as set out in the quote. The payment term is 14 days from the invoice date. Proposal

For heats, commissions and training, the quote may set out payment in instalments. Proposal

If an invoice is paid late, statutory commercial interest applies after a written reminder (Dutch Civil Code, art. 6:119a). Legal review

5. Cancellation and refunds by the client

Cancellations must be made in writing. Periods are counted to the agreed date of the session, or to the start date of the heat or training.

• 30 days or more before: free of charge; anything already paid is refunded in full. Proposal
• 29 to 14 days before: 50% of the fee is due. Proposal
• Less than 14 days before: 100% of the fee is due. Proposal

Rescheduling: the client may move the date once, free of charge, up to 14 days before, subject to availability. Proposal

Costs already made with third parties for the assignment that cannot be cancelled, such as venue or travel, may be charged at cost. For commissions, work already done is charged pro rata. Proposal

6. Cancellation or changes by Humanity Solutions

If we have to cancel or move an assignment, the client chooses: a full refund of the amounts paid for that assignment, or a new date at no extra cost.

We tell the client as soon as possible. Any further claims are limited as set out under Liability.

7. Participant numbers and changes

The quote states the number of participants included.

The client confirms changes in participant numbers in writing no later than 7 days before the date. Proposal Increases are subject to availability and may change the price. Decreases after that point do not reduce the fee. Proposal

Replacing one participant with another person is free of charge.

8. Client responsibilities

Unless the quote says otherwise, the client:

• provides a suitable venue, power, internet and any equipment listed in the quote;
• keeps its site safe and tells us and the participants its house and safety rules;
• for local heats, arranges and pays for local permits, site access and insurance for field activities;
• allows physical robots only under its own site rules and with its permission (sessions use simulated or kit robots by default);
• makes sure participants follow safety instructions and the code of conduct in the draft rules;
• confirms that it may share any information or data it provides for the assignment.

9. Local heats

The host sets and pays any prize money. Prize money is separate from our organising fee.

The host’s insurance covers field activity at its sites and its own staff. The heat agreement sets out who arranges and insures field work, test sites and permits.

Teams are scored under the published rules. Hosts have no scoring vote.

10. Facilitator training

The content, materials and any certification of facilitator training are set in the quote.

The right to run Humanity Games sessions, to use the name and materials, and any related fees are set out in a separate licence agreement. Attending training does not by itself grant a licence. Legal review

11. Intellectual property

Humanity Games session materials, formats, scoring rubrics, the rules and the name remain with Humanity Solutions. The client may use materials handed over in the assignment for its own internal purposes. Legal review

Teams and participants keep ownership of their own ideas and solutions, in line with section 9 of the draft rules.

For commissions, ownership of and licences to the track or game that is built are set out in the agreement. Legal review

12. Photos and recordings

Photos, video and audio of participants are made and published only with their consent. The client does not record a session for publication without the consent of the participants and of Humanity Solutions.

13. Privacy

We process personal data under the GDPR as described in our privacy notice. If a client shares participant data with us, we agree in writing what is needed for the assignment. Legal review

14. Liability

Our total liability for an assignment is limited to the amount invoiced for that assignment, except in case of intent or gross negligence. Legal review

We are not liable for indirect or consequential loss, such as lost profit. Legal review

We are not liable for damage at the client’s or host’s site, to its equipment, or arising from field activity, permits or physical robots, which are the client’s or host’s responsibility under these terms. Legal review

For consumers, these limits apply only as far as the law allows.

15. Force majeure

Neither party is liable for failing to perform because of circumstances beyond its reasonable control, such as illness of the facilitator when no replacement is available, extreme weather, government measures, or failure of a venue or supplier. In that case the client receives a new date or a refund of the amounts paid for the part not delivered. Legal review

16. Complaints

Please send complaints in writing to connectwithus@humanitysolutions.net within 14 days after the assignment, with a clear description. Proposal

We confirm receipt and aim to respond in substance within 14 days. Proposal A complaint does not suspend payment of the part of an invoice that is not disputed.

17. Governing law and competent court

These terms and every agreement under them are governed by Dutch law. Disputes are submitted to the competent court in The Hague, unless mandatory law provides otherwise. Legal review

18. Consumers (open sessions)

These terms are written for business clients. If consumers buy tickets for an open session, their statutory consumer rights apply and prevail over these terms. Legal review

A ticket is for a leisure service on a specific date, so the 14-day right of withdrawal does not apply (Dutch Civil Code, art. 6:230p(e); Consumer Rights Directive, art. 16(l)). This will be stated clearly before purchase. Legal review

If we cancel or move an open session, the consumer chooses between a full refund and a free transfer to another date. Prices for consumers will be shown incl. VAT.

19. Changes to these terms

We may change these terms. The version that applies is the one in force when the quote is accepted. Legal review