General Terms & Conditions: Sustainable Hospitality Challenge
These are the general terms and conditions of Hotelschool The Hague that owns and organises the Sustainable Hospitality Challenge (‘Challenge’).
Hotelschool The Hague is a university of applied sciences, with registered address: Brusselselaan 2, 2587 AH Den Haag, The Netherlands, Tax code: 41150185, Vat Number: NL002871531B01 and is registered in the Chamber of Commerce under number 41150185, hereby represented by one of its directors Mr. Jos Vranken. Enquiries concerning the Challenge should be sent to the e-mail address: sustainablehc@hotelschool.nl.
1.1. Unless otherwise provided in the context, the words and expressions that are capitalized in these General Terms and Conditions are defined words and expressions with the following meaning:
| Challenge | The Sustainable Hospitality Challenge organised by Organiser |
| Impact Track | One of the tracks participants can choose to participate in. The Impact Track focuses on product development |
| Inspiration Track | One of the tracks participants can choose to participate in. The Inspiration Track is meant for participants who want to share/showcase a unique story related to sustainability. |
| Concept/Product | Innovative sustainable hospitality concept, idea, story or product presented by the Team |
| Conference | International hospitality/tourism conference |
| Main Global Event | Live event in which the best Teams will be able to present their Concepts in front of the Jury |
| GDPR | General Data Protection Regulation (Regulation (EU) 2016/679) |
| General Terms and Conditions | The General Terms and Conditions of Hotelschool The Hague that are applicable to the Challenge (Regulation (EU) 2016/679) |
| Intellectual Property Rights | All current and future intellectual property rights such as patents, copyrights, database rights, related rights, trademark rights, registered and unregistered design rights, trade names and know-how and every other intellectual property right, registered or unregistered or able to be registered and regardless of protection in The Netherlands or any other part of the world |
| Jury | Jury of renowned industry professionals selected by Organiser |
| Kick Off | Session that introduces the launch of the Challenge |
| Materials | Materials such as inter alia visualizations, 3D designs or ready-made models, presentations, infographic and illustrations |
| Organiser | The Hotelschool The Hague |
| Participant(s)/Student(s) | The student and/or university participating in the Challenge |
| Personal Data | Any and all personal data within the meaning of the GDPR of the Participant |
| Pre-Qualification Round | Qualification round in which all Teams will present their Concept to the Jury |
| Final Qualification Round | 2nd qualification round in which Teams will present their Concept to the Jury |
| Team(s) | Group of 1-4 Participants |
Article 2. Applicability General Terms and Conditions
2.1. These General Terms and Conditions are applicable on the participation of the Participant in the Challenge and form the complete agreement between Organiser and the Participant. Organiser is at all times entitled to amend these General Terms and Conditions. Provided that the Organiser has informed the Participant in writing of the amended General Terms and Conditions, the Participant agrees to be bound by the amended General Terms and Conditions.
2.2. By participation of the Participant into the Challenge, the Participant declares that notice has been taken of the General Terms and Conditions and that the Participant has received a copy of the General Terms and Conditions. The Participant agrees these General Terms and Conditions are applicable and agrees with the contents of the General Terms and Conditions.
Article 3. Aim and Scope of the Challenge
3.1. The aim of the Challenge is to bring students and young professionals from the disciplines of hospitality, design, architecture and engineering together to develop and present innovative, sustainable concepts for the future of hospitality. All submissions will be evaluated by a jury or renowned industry professionals.
3.2. The Organiser reserves the right to determine the specific theme, focus areas, subtopics, or challenges within the broader sustainability context for each edition of the Challenge. Any additional guidelines, criteria, or requirements related to the aim and scope of that year’s edition of the Challenge will be communicated to Participant through official channels, being email and WhatsApp.
Article 4. Conditions of the Challenge
4.1. Participation in the Impact track, participants must:
- Be enrolled at time of registration AND;
- Following either a Bachelor’s (any field), Master’s (any field, no PhD’s) or vocational (specific to travel, tourism, hospitality or culinary arts) AND;
- Not have participated in a live event of SHC in any previous edition.
In the case of participation in the Inspiration Track, participants must be:
- A currently enrolled student in any field AND/OR;
- A previous participant of SHC (or any of its predecessor challenges since 2014) AND/OR;
- An individual who currently works or does business in the hospitality industry AND/OR;
- A previous travel, tourism, and/or culinary arts student, but currently not employed in the hospitality industry.
4.2. At time of registration, no participant in the Inspiration Track may be above 32 years of age. The Participant is required to provide all necessary information on time as stipulated in the Student Team Information Form or other explicit written communication by Organizer. The Student Team Information Form is the formal registration for a Team to participate in the Challenge.
4.3. The Participant is required to inform the Organizer of their travel details (arrival/departure dates and airport(s), copy of passport (details) and confirmation that the Participant will be allowed to enter the applicable country (e.g. they have/can confirm that they are certain to receive the required visa)) as soon as possible, but latest within 14 days after the announcement of eligibility of being Participant in the Global Main Event.
4.4. The Organiser reserves the right to terminate the involvement of a Participant in the Challenge if a Participant has breached the Terms & Conditions, has conducted plagiarism, has acted in an unlawful way which could harm the Organiser, other students or the Challenge Sponsor or if other students give negative feedback about Participant. The student has the right to terminate their involvement in the Challenge at any given time, provided they inform the Organizer through official channels. If the student terminates their involvement, the Organizer may retrieve any made costs for the student’s involvement from the student. E.g., if booked flights cannot be refunded, the money can be recovered from the student.
4.5. The Organiser reserves the right to determine who will be chosen as a Jury member and on what basis. The exact Jury composition will be shared with the student Teams during the course of the Challenge and is always subject to change. The evaluating and selecting process of the submitted concepts is secretive and done according to the provided Grading Rubric, which is communicated to students through official channels, at the latest 21 days before a deadline.
4.6. The Concepts presented as part of the Impact Track must meet the following criteria:
- Compliance with these General Terms and Conditions and other rules of the Challenge;
- High level of innovation and sustainability;
- True potential for implementation;
- Responding to current issues and challenges facing the hospitality industry;
- Addressing significant global problem areas;
- Unconventional approach to the given topic;
- Meeting the desired case objective (revealed at the launch of the Challenge).
4.7. The Concepts presented as part of the Inspiration Track must meet the following criteria:
- Compliance with these General Terms and Conditions and other rules of the Challenge;
- Should relate to a personal addition to the evolution of sustainable hospitality;
4.8. All students participating in the Challenge must be willing and able to provide the information below which will be treated with the utmost confidentiality and in accordance with the GDPR. In order to be able to book flights, accommodation, conference tickets, and activities organised during all of the Challenge’s activities, the students participating in the Challenge must agree to provide detailed information as follows:
- Personal address, telephone number and e-mail address.
- Valid passport details in order to book flights, including first name, surname, date of birth, passport number and issue and expiration date of the document.
- Visa information if required to travel from country of residence to designated destination.
Article 5. Programme
5.1. The official launch of the Challenge will take place during the Kick Off. The conditions of the Challenge such as the course of events and schedules will also be shared with all Participants ultimately at the Kick Off. Details on the date, time and location of the Kick Off will be communicated to Participant through official channels.
5.2. The Teams will present their Concept or Product during a Pre-Qualification Round and in case of progress to the Final Qualification Round and ultimately to one of the Main Global Events which will be held at an international Conference.
5.3. The Pre-Qualification Round will take place online during the time period as specified by the Organiser. The Pre-Qualification Round offers every Team the opportunity to present their Concept via a pre-recorded video. The best Teams will proceed to the Final Qualification Round.
5.4. The Final Qualification Round will be in a live call via MS Teams with the Organisers. Each team will have the opportunity to perform a 3-minute pitch, followed by a 5-minute Q&A. The best Teams will proceed to one of the Main Global Events.
5.5. The Main Global Events will take place as part the Conference. The Organiser reserves the right to determine the specific location and applicable dates during a later stage of the Challenge. Details on the date, time and location of the Main Global Events will be communicated to Participant no later than 10 days after the results of the Final Qualification round. Each Team that reaches the Main Global Event will receive coaching from industry experts relating to their Concept. During the Main Global Events, the Teams will pitch their Concepts in front of the Jury which consist of industry leaders, investors and c-suite executives in the fields of hospitality, design, architecture or engineering.
5.6. The Organiser reserves the right to adjust the schedule of the events as specified in clauses 5.1. until 5.5. of these General Terms and Conditions throughout that year’s edition.
Article 6. Costs
6.1. The Organiser will covers costs of flights, accommodation, activities which are organized by the Challenge, breakfasts as well as most of the lunch and dinners for all Participants that are officially registered and allowed to take part in the Challenge’s Main Global Events, under the following conditions:
- The costs must be related to the Challenge and required by the Organiser;
- The Organiser books the transportation, accommodation, and restaurants that they perceive as most suitable for the specific Participant (based on their location, age, special needs, and nationality). No special request other than medical (read; allergies, medication, other special needs proven by medical certificate), religious, dietary wishes (vegetarian, vegan) or other significant reasons that affect a person’s life, will be considered;
- The Organiser does not cover extended stays nights, airport transfers, use of transportation or public transport during the Challenge, any costs related to visas, or any other costs related to the extension;
- The Organizer will bear expenses associated with typical student travel circumstances pertaining to their regular educational institution or school premises. However, in the event that a student is engaged in an internship, on holiday, participating in a study abroad program, or has any other reason necessitating deviation from the scheduled timing or location of the Challenge, the Organizer retains the discretion to either deny the student’s coverage of costs or provide partial coverage of costs commensurate with the standard expenditure.
- The Organiser does not provide any insurance coverage for the Participant in case of sickness, cancellations, accidents or quarantines or any other costs.
6.2. Tutors accompanying Participants must cover themselves all costs pertaining to their own flights, accommodation, meals and transportation.
6.3. The Organiser will cover the costs of one (1) tutor per institution for a pass to the Conference as well as for any activities organised by the Organiser in relation to the Challenge.
Article 7. Intellectual Property Rights
7.1. The Organiser shall fully comply with the laws and regulations in respect of the protection of Intellectual Property Rights and refrain from infringing any Intellectual Property Rights.
7.2. All Intellectual Property Rights developed by the Participant and made available by the Participant in relation to the Challenge, will remain at all times ownership of the Participant.
7.3. All Participants declare that:
- The Participant is the sole owner and exclusively entitled to all Intellectual Property Rights to the Concept;
- The Concept is not infringing any Intellectual Property Rights or other rights of third parties and/or conflicts with any applicable legislation;
- The Intellectual Property Rights in relation to the Concept are in no way encumbered by third-party rights, and in particular, no separate consent of any third party is required for the exploitation of the Concept in relation to the Challenge.
7.4. The Participant will be liable, regardless of fault assigned, for any and all breach of clause 7.3. The Organiser cannot be held liable for any damages or costs as a result of a breach of clause 7.3. by the Participant. The Participant will fully indemnify the Organiser from any and all claims in relation to the Concept infringing third party rights.
7.5. If the Concept of the Participant is infringing third party rights such as for instance Intellectual Property Rights – which Organiser can decide for itself, independently and solely taking into regard the specifics of the matter – the Participant and the Team will be immediately removed from the Challenge.
7.6 By participation to the Challenge the Participant agrees to publication of the Concept on the website: https://www.sustainablehospitalitychallenge.com/ and social media channels of Sustainable Hospitality Challenge on Instagram, Facebook and LinkedIn with the purpose of promoting the Teams and the Challenge.
Article 8. Licensing
8.1. The Participant has the right to submit Materials in the Challenge as part of their Concept. Prototypes must be on an appropriate scale to be transported to the locations of the competitions. The following conditions are applicable:
- The Participant grants the Organiser a non-exclusive license to use the Materials of the Concept throughout and following the Pre-Qualification Round, Final Qualification Round and the Main Global Events for an indefinite period of time. The Organiser will use the Materials as part of its presentations, websites and social media channels in order to promote and show the Concepts and/or Participants and to promote the Organiser, partners and sponsors of the Challenge;
- The license is granted free of charge;
- The Participant hereby grants permission to the Organiser to use photographic, film, video and/or digital Materials submitted to the Challenge, made by the Organiser or upon the Organiser’s commission during any of the rounds (Pre-Qualification Round, Final Qualification Round and Main Global Events). The consent of the Participant shall not be limited in time or territory. Among other things, the Organiser shall have the unlimited right to distribute and publish the Materials or parts thereof in the media, and mobile technologies in any form.
- The Participant hereby gives the Organiser its consent to provide sub-licenses of the license to any media publishing articles about the project, to the extent related to the promotion of the Challenge, the Organiser, or the partners of Organiser.
- The licenses as referred to in clause 8.1. sub a shall be granted without territorial restrictions and for an unlimited period.
- The licenses are granted for the following activities:
- Placing on the domestic market and marketing abroad;
- Uploading to computer memory and distribution on computer networks, in particular on the internet and social media, in any technical form;
- Use in whole or in part for promotional and advertising purposes in the form of leaflets, postcards catalogues, programmes, invitations, posters, billboards, city lights, CD, DVD, video;
- Use in any form in the mass media.
Article 9. Data Protection
9.1. Processing of personal data of the Participant is necessary to participate in the Challenge.
9.2. Organiser will process any and all Personal Data of the Participant as referred to in these General Terms and Conditions fully in compliance with the GDPR.
9.3. The Personal Data of the Participant shall be processed only in relation to the participation of the Participant in the Challenge based on the consent of the Participant and/or when processing is necessary for the performance of the agreement between Organiser and Participant. The Personal Data shall be processed by the Organiser and collected via email (sustainablehc@hotelschool.nl) and used to register applications and to book the flights and accommodation for the Participant in Main Global Events.
9.4. The Personal Data shall be processed for the purposes described in these General Terms and Conditions and only for the duration of the Challenge and the period afterwards as required by tax regulations, as well as for the period necessary to defend against possible claims.
9.5. The Personal Data may be processed by processors such as suppliers with which the Organiser collaborates in relation to the Challenge.
9.6. Participants shall have the right to access the content of their Personal Data and the right of rectification, erasure, restriction of processing, data portability, and the right to object are applicable. In addition, Participants shall have the right to withdraw their consent for the processing of its Personal Data. If a Participant withdraws its consent or terminate the agreement the Participant will no longer participate in the Challenge and all Personal Data will be deleted in accordance with clause 9.4.
9.7. Participant shall have the right to lodge a complaint with the competent supervisory authority in relation to a breach of any of the provisions of the GDPR.
Article 10. Liability
10.1. The Organiser shall not be liable for any and all damage or loss of property of a Participant caused by third parties or due to a fault of the Participant, including any travel related damages or lost items during a restaurant, conference, hotel or any other property visit during the Challenge.
10.2. The Organiser shall not be liable for any and all damage suffered by Participants or the property of the Participant caused by force of majeure (weather conditions, fire, explosion, lightning, storm, flooding, power outage independent of the Organiser, effects of administrative decisions).
10.3. The Organiser recommends that the Participants of the Challenge (especially Participants that reach the Main Global Events) to properly insure themselves and their property (carried with them during the event or during the travel to the events) on their own, for the entire time from the moment of departure of their home location until their arrival back to their home location. The Organiser shall not insure the Participant for their participation to the Challenge.
Article 11. Applicable law and competent court
11.1. Dutch law is exclusively applicable to these General Terms and Conditions and the competent court in The Hague is exclusively competent to take notice of any claims arising out these General Terms and Conditions.
April 2025
