TERMS AND CONDITIONS

Organiser

Definitions

A. Organiser – Refers to GaySpiritFriends, the organisation responsible for hosting the event, including its volunteers, agents and contractors.

B. Event – Refers to the International Gay Retreat, the Intimate Connection Weekend or any other event organised by GaySpiritFriends.

C. Participant(s) – Refers to any individual who has signed up and confirmed their participation in the event.

Applicability of Terms and Conditions

  1. These terms and conditions apply to all participants attending the event.

  2. By confirming your participation, you acknowledge and agree that these Terms and Conditions are governed by European Union law, and more specifically by Dutch law.

Participation

  1. Participants must be at least 18 years old to attend the event.

  2. Participants shall abide by the Organiser’s safety instructions and Code of Conduct.

  3. Code of Conduct – We expect all participants to behave respectfully and professionally towards others at the event. Any behaviour deemed inappropriate or unsafe by the Organiser will not be tolerated and may result in the participant being asked to leave the event without a refund.

Liability and Health Precautions

  1. Participants acknowledge and assume all risks associated with travel, including but not limited to health risks, accidents and unforeseen events.

  2. Participants are encouraged to obtain comprehensive travel insurance covering health, trip cancellation and personal liability.

  3. The Organiser shall not be liable for any loss, injury or damage to persons or property during the event, except where such liability cannot be excluded by mandatory Dutch law (e.g. personal injury caused by negligence).

  4. Participants must disclose any pre‑existing medical conditions and take necessary precautions. The Organiser is not responsible for any health‑related issues that may arise during the event. All medical information disclosed by participants will be treated confidentially and processed in accordance with the GDPR.

  5. Participants are advised to adhere to applicable health guidelines and exercise caution to prevent the spread of infectious diseases, including but not limited to COVID‑19. It is the responsibility of each participant to observe personal hygiene, follow recommended safety protocols and inform the event Organiser immediately if they exhibit symptoms related to infectious diseases. The Organiser reserves the right to take any necessary measures to ensure the health and well‑being of all participants. This may include asking the participant not to take part in the event, to refrain from certain activities, or to leave the event altogether.

Right of Portrait

The Organiser does not take photographs during the event.
Participants are free to take photographs only during breaks, free time or in public areas of the venue, subject to the conditions below.

  1. Consent for participant‑taken photographs

    • Before photographing any other person, a participant must obtain explicit verbal consent from that person.

    • If a person refuses, the participant must not take the photograph or must delete it immediately.

  2. Use of participant‑taken photographs

    • Participants may use their own photographs for personal purposes.

    • Any public distribution (e.g., posting on social media, inclusion in promotional material) that shows a recognisable face
      requires the explicit written consent of every identifiable individual depicted.

  3. Ownership & Compensation

    • All photographs taken by participants remain the property of the participants who took them.

    • The Organiser is not entitled to any compensation or royalty for photographs taken by participants.

  4. Data‑Protection Notice

    • Photographs that allow identification constitute special‑category personal data under the GDPR.

    • Because the Organiser does not process such photographs, the Organiser has no GDPR‑based lawful basis for them.

    • Participants are responsible for ensuring that any photographs they take and share comply with the GDPR, including obtaining explicit verbal or written consent as described above.

Personal Data

  1. The Organiser will store and process the personal data provided by the Participant in compliance with the GDPR and the Dutch Implementation Act (UAVG).

  2. The Participant authorises the Organiser to use their personal data solely for sending event‑related information.

  3. The Participant may at any time object to receiving marketing communications by e‑mail. Upon receipt of such objection, the Organiser will promptly cease sending such communications.

Cancellation Policy

  1. The participant may cancel participation in the event. The following costs are associated with cancellation:

    • If cancelled before 31 May 2026, the Organiser charges € 75 to the participant, plus transfer costs for money transfers outside of Europe.

    • If cancelled in June or July 2026, the Organiser charges 50 % of the booking fee.

    • If cancelled in August 2026, the Organiser charges 75 % of the booking fee.

    • If cancelled in September or October 2026, the full amount paid for the event will be charged.

  2. Participation in the event is personal. However, the participant may send a substitute participant who can join, under the following conditions:

    • The participant shall, no later than 15 September 2026, inform the Organiser.

    • The substitute participant shall provide all necessary data for registration to the Organiser.

    • If a substitute is accepted, the Organiser will cancel the original booking and refund the original participant as soon as the substitute’s registration and payment are confirmed.

  3. A cancellation request can be sent by e‑mail to GaySpiritFriends.

  4. The Organiser may, in exceptional circumstances (e.g. force majeure, governmental restrictions, natural disasters), cancel the event. If the event is cancelled, the participant will receive a refund or alternative options.

  5. The Organiser is not liable for any travel, accommodation or ancillary expenses incurred by the participant, regardless of the reason for cancellation.

Applicable Law

  1. These Terms and Conditions and any agreement entered into between the participant and the Organiser are subject to European Union law and Dutch law.

  2. Any dispute arising from these Terms and Conditions shall be submitted exclusively to the competent courts of the Province of Limburg, the Netherlands.

Heerlen, 1 January 2025

GaySpiritFriends
Chamber of Commerce no: 50098136
The Netherlands
info@gayspiritfriends.com