PARTICIPATION AGREEMENT, ACCESS CONDITIONS, AND AUTHORIZATION FOR THE EXTRAVAGANZA EVENT
Next Gen Circle LLC
Version: 2025.1
Effective Date: April 1, 2025
PREAMBLE
WHEREAS:
Next Gen Circle LLC, a company duly registered under the laws of the State of Texas, with its principal place of business in said state (hereinafter referred to as the “ORGANIZER”), is responsible for organizing and executing the event known as “Extravaganza” (hereinafter referred to as the “EVENT”), which will take place in Houston, Texas, under a hybrid format (in-person and digital);
The EVENT includes, but is not limited to, audiovisual presentations, technology demonstrations, digital clone creation and exhibition, conferences, networking opportunities, and participation from media and strategic partners.
Participation in the EVENT is strictly voluntary, and access to it is expressly conditioned on the full acceptance of the terms and conditions established uniformly and in accordance with applicable laws in the State of Texas and other binding regulations;
These terms form an integral part of this agreement, which is legally valid under current legislation. Acceptance by the PARTICIPANT shall be deemed to occur upon registration, entry, or effective participation in the EVENT through any means enabled by the ORGANIZER;
NOW, THEREFORE, fully aware of the conditions described, the PARTICIPANT agrees to the following terms and conditions, which constitute the full content of this agreement in accordance with the principles of transparency, legality, and informed consent:
1. PURPOSE OF THE AGREEMENT
This contract aims to regulate the PARTICIPANT’s involvement in the EVENT, including terms of access, attendance, image rights, personal data processing, limitation of liability, third-party interaction, and other legal provisions applicable to the EVENT.
2. NATURE OF THE AGREEMENT AND ACCEPTANCE OF TERMS
This document constitutes a legally binding agreement between the PARTICIPANT and Next Gen Circle LLC (the ORGANIZER), and its acceptance is a mandatory condition for participating in the EVENT.
This agreement is governed by applicable legislation such as the Uniform Electronic Transactions Act (UETA, Texas Business & Commerce Code §322.001 et seq.) and the Electronic Signatures in Global and National Commerce Act (E-SIGN Act, 15 U.S.C. §7001 et seq.), which grant full legal validity to the electronic acceptance of such agreements, provided that such acceptance is free, prior, specific, and informed.
By registering for or participating in the EVENT, the PARTICIPANT expresses full consent to the terms herein and acknowledges prior access to the complete content of the agreement before providing electronic acceptance or equivalent affirmative action.
3. SCOPE AND DESCRIPTION OF THE EVENT
The EVENT will be held in Houston, Texas, United States, under a hybrid format (in-person and digital), and will include activities such as conferences, technology demonstrations, digital clone creation and exhibition, sensory experiences, professional networking, and media presence. Participation is voluntary and at the sole responsibility of the individual.
4. ACCESS POLICIES AND GENERAL CONDITIONS
The ORGANIZER reserves the right of admission and continued attendance. Access or stay will be denied to individuals who:
Violate rules of conduct, safety, or respect;
Are under the influence of alcohol or controlled substances;
Disrupt the normal development of the event or endanger other participants.
5. EXCLUSION OF LIABILITY IN NETWORKING CONTEXTS
The ORGANIZER reserves the right of admission and continued attendance. Access or stay will be denied to individuals who:
Violate rules of conduct, safety, or respect;
Are under the influence of alcohol or controlled substances;
Disrupt the normal development of the event or endanger other participants.
6. PSYCHOLOGICAL REACTIONS AND SENSITIVE CONTENT
The PARTICIPANT acknowledges that the EVENT includes advanced audiovisual simulations, technology elements, lights, sounds, and sensory experiences that may be emotionally intense. By signing this agreement, the PARTICIPANT declares:
a) They are participating voluntarily with full awareness of the content;
b) They are in adequate physical and mental condition to participate;
c) They release the ORGANIZER from any claims related to nervous breakdowns, anxiety, panic attacks, or related distress.
7. SAFETY, ACCIDENTS, AND LIABILITY LIMITATION
The PARTICIPANT attends and participates at their own risk. The ORGANIZER will implement reasonable safety measures but is not liable for accidents, falls, loss of belongings, or unforeseen incidents, except in cases of proven gross negligence or willful misconduct.
8. GENERAL LIMITATION OF LIABILITY
he ORGANIZER shall not be liable for material loss, physical injury, emotional responses, or unforeseen events during the EVENT. The PARTICIPANT assumes all risks and personal responsibility.
9. PERSONAL DATA PROCESSING
9.1. Consent for Data Processing
The PARTICIPANT expressly authorizes the ORGANIZER to collect, store, process, and use their personal data in accordance with applicable law, including (but not limited to) the California Consumer Privacy Act (CCPA), the Texas Data Privacy and Security Act (TDPSA), and, where applicable, international principles such as the European Union General Data Protection Regulation (GDPR).
9.2. Purpose of Data Processing
The PARTICIPANT authorizes that their data be used for:
a) Managing registration and access;
b) Sending informational, operational, promotional, and commercial notifications about current and future events;
c) Fulfilling legal, tax, logistical, and safety obligations;
d) Usage analysis and event improvement;
e) Post-event surveys;
f) Capturing photo, video, and audio for promotional and commercial purposes across ORGANIZER’s channels and affiliates.
9.3. Data Categories
This includes identifying data (name, email, phone number, country), contact details, participation history, digital platform interactions (if applicable), biometric, image, and voice data captured during the EVENT.
9.4. Consent for Use of Image and Voice
The PARTICIPANT authorizes the ORGANIZER to capture and use their image and voice through photos, video, and audio recordings, both individually and in groups, for:
a) Promotional, institutional, and commercial materials;
b) Dissemination via social media, websites, press, TV, radio, or print publications;
c) Storage in physical or digital archives by the ORGANIZER and its partners.
9.5. Authorization for Digital Clone Creation and Use
When engaging in activities involving the creation of digital clones, avatars, or hyperrealistic representations of their image, voice, or body movements, the PARTICIPANT expressly authorizes their use for experimental, demonstrative, or exhibition purposes within the context and promotional scope of the EVENT.
9.6. Legal Basis for Processing
Processing is based on:
a) The PARTICIPANT’s explicit consent;
b) Execution of this participation agreement;
c) The ORGANIZER’s legitimate interest in event development and related communications.
9.7. International Data Transfer
Data may be stored or processed on servers in the United States or jurisdictions with adequate protection levels according to international standards.
9.8. Data Sharing with Third Parties
Data may be shared with ORGANIZER’s service providers, strategic partners, and contractors involved in logistics, technology, marketing, or support services, under strict confidentiality agreements.
9.9. Participant Rights
The PARTICIPANT may exercise their rights to access, rectify, delete, oppose, limit, or transfer their data at any time by emailing: [email protected]
9.10. Data Retention
Data will be retained as necessary for the stated purposes or until the PARTICIPANT requests deletion, except where legal obligations require preservation.
10. RECORDINGS IN PRIVATE AREAS
Recording of images, video, or audio in private areas (bathrooms, dressing rooms, administrative offices) is strictly prohibited. Violation will result in immediate expulsion and may be reported to authorities under Texas Penal Code §21.15.
11. INTELLECTUAL PROPERTY AND USAGE RIGHTS
All content presented at the EVENT, including presentations, images, videos, digital clone technology, and informational materials, is the property of the ORGANIZER or its partners, protected by copyright, trademarks, and other intellectual property rights. Participation does not grant the PARTICIPANT any rights to such content.
12. LIMITED RIGHTS ASSIGNMENT
The PARTICIPANT grants the ORGANIZER a free, indefinite, non-exclusive license to use their image captured during the EVENT for institutional, educational, or promotional purposes, as described herein, without implying commercial exploitation of their identity nless otherwise agreed.
13. FORCE MAJEURE AND EVENT CANCELLATION
The ORGANIZER may cancel, modify, suspend, or reschedule the EVENT partially or in full due to force majeure, acts of God, or causes beyond its control, including but not limited to: natural disasters, government restrictions, technical failures, health emergencies, social unrest, or logistical impossibility.
In such cases, the ORGANIZER may notify PARTICIPANTS via the contact details provided during registration.
The PARTICIPANT acknowledges and accepts that access to the EVENT is granted via invitation by the ORGANIZER through partnerships and sponsorships, and does not involve financial compensation from the PARTICIPANT. Accordingly, the ORGANIZER is not liable for any personal expenses incurred by the PARTICIPANT, such as travel, accommodation, meals, technical equipment, permits, or any other direct or indirect costs.
The PARTICIPANT expressly waives any claims for damages, losses, or compensation arising from cancellation, modification, or rescheduling of the EVENT due to uncontrollable circumstances.
14. JURISDICTION AND APPLICABLE LAW
This agreement shall be governed by the laws of the State of Texas. Any disputes arising herefrom shall be resolved before the competent courts of Harris County, Houston, Texas.
15. ACCEPTANCE AND LEGAL VALIDITY
This document is legally binding upon electronic acceptance, by applicable laws. Any unilateral modification by the PARTICIPANT shall be deemed null and void.
16. FINAL PARTICIPANT STATEMENT
The PARTICIPANT hereby declares:
That they have carefully read this entire Agreement.
That they understand and accept its legal implications.
That they sign or accept this document electronically freely, voluntarily, and with full awareness.