Terms &
Conditions Open Call

1. Contracting parties and scope

ExhibitX BV, operating under the name Box Apollo (hereinafter also referred to as "Box Apollo"), organises the open call under the name "Open Call — open all year round" (hereinafter also referred to as the "Open Call"). These General Terms and Conditions for Participation in the Open Call (hereinafter the "Terms") govern the participation requirements and the rights and obligations of persons participating in the Open Call (hereinafter also the "Participant" and collectively the "Participants"), as well as the rights and obligations of Box Apollo.

2. Formation of the participation agreement

2.1 Email

Participation in the Open Call requires sending an email with a document as described on the website to marloes@boxapollo.nl.

2.2 Formation of the agreement

An agreement between Box Apollo and persons eligible for participation is formed by sending an email to marloes@boxapollo.nl with the intention of making a submission for the Open Call.

2.3 Consumer protection

The Terms and Conditions can be viewed and printed on this page prior to the formation of the agreement. Box Apollo retains the text of these Terms and Conditions and makes them available to the Participant via the website. Participation in the Open Call is free of charge.

3. Participation conditions

3.1 General conditions

Legal entities registered with their national Chamber of Commerce or equivalent organisation, and natural persons who are at least 18 years of age and fully legally competent, may participate.

3.2 Rights

Participants must hold all necessary rights to the submitted plan, in particular:

• Copyright to their own images and texts as author or photographer
• Rights to distribute and publish images and texts created by other persons
• Rights to depicted objects or trademarks, or the right to distribute these

3.3 Additional restrictions

The following persons are excluded from participation:

• Persons employed by ExhibitX BV (Box Apollo)
• Family members of these persons

4. Participation rules

4.1 Open Call period

The Open Call starts on 14 April 2026 at 10:00 CET and remains open on a continuous basis. Submissions may be made by email at any time.

4.2 Announcement

Participants whose project has been selected will receive notification from Box Apollo at the email address with which the plan was submitted. Box Apollo will contact selected participants to discuss possible collaboration opportunities. A separate agreement between Box Apollo and the Participant is required for each exhibition, experience, or further use of the selected plan.

4.3 Prohibited content

Participants may not submit plans that are contrary to applicable law, infringe the rights of third parties, are infected with malware (e.g. viruses, Trojan horses, spyware, etc.) or contain hate speech, discriminatory, immoral, violent, inhumane, pornographic or sexually explicit content.

5. Grant of usage rights

5.1 The Participant grants Box Apollo a non-exclusive, irrevocable, non-sublicensable, worldwide right to use the submitted plan for the purposes of the Open Call, in particular to store the submitted plan for the selection process. Submitted plans will not be used by Box Apollo for any other purpose and will not be shared with other Participants. The Participant may at any time submit a request for the removal of the submitted plan.

5.2 Any further use of selected plans requires the conclusion of a separate agreement between Box Apollo and the Participant.

6. Warranties and liability of the participant

6.1 Ownership of rights

The Participant warrants that all necessary rights are held exclusively by them and/or that permission has been obtained from third parties for the use.

6.2 No infringement of rights

The Participant warrants that the submitted plan does not infringe the rights of third parties, in particular:

• No copyright of third parties without permission
• No rights of depicted persons without permission
• No trademark rights or other intellectual property rights without permission

6.3 Liability for infringements

6.3.1 The Participant indemnifies Box Apollo against all claims arising from the infringement of rights caused by the submitted plan.

6.3.2 The indemnification covers in particular: (a) claims by third parties for damages, including material and immaterial damages, (b) claims for injunctive relief, (c) claims for information and accounting, and (d) the costs of necessary legal defence, including court and legal fees.

6.3.3 The obligation to pay damages only applies if the infringement is the result of intent or negligence on the part of the Participant. The Participant is not obliged to pay damages if the infringement results from instructions given by Box Apollo.

6.3.4 The Participant undertakes to support Box Apollo in defending against claims by third parties and to provide all necessary information and documents.

7. Liability of Box Apollo

7.1 Limitation of liability

Box Apollo is not liable for (a) technical problems during the submission of the plan caused by interruptions to the internet connection, server failures or maintenance beyond Box Apollo's control, (b) loss of data during transmission as a result of technical problems not attributable to Box Apollo, and (c) unauthorised access by third parties to submitted plans, provided that Box Apollo has taken reasonable security measures.

7.2 No liability for force majeure

Box Apollo is not liable for damages caused by force majeure, including natural disasters, war, terrorist attacks, strikes or government orders.

7.3 No liability for content submitted by participants

Box Apollo is not liable for the content of submitted plans, in particular for their legality, quality or suitability for a specific purpose. Responsibility lies solely with the Participant.

7.4 No liability for availability of website and email

Box Apollo does not guarantee the uninterrupted availability of the website or submission by email. Brief interruptions due to technical problems or maintenance are reserved.

7.5 Exceptions to the limitations of liability

The above limitations of liability do not apply (a) to damages arising from injury to life, body or health, (b) to damages arising from intentional or grossly negligent conduct by Box Apollo or its legal representatives, (c) to damages arising from the breach of essential contractual obligations (primary obligations) where the achievement of the purpose of the contract is jeopardised; in this case liability is limited to the typical, foreseeable damage.

8. Dispute resolution

Box Apollo is not willing and not obliged to participate in dispute resolution proceedings before an arbitration board. Participation in such proceedings is voluntary and not binding on either party. Should a dispute arise, mediation may first take place, followed where appropriate by referral to the regular courts.

9. Final provisions

9.1 Written form

Amendments and additions to these Terms and Conditions must be made in written form. This also applies to amendments to this written form clause itself.

9.2 Severability clause

If individual provisions of these Terms and Conditions are or become invalid, the validity of the remaining provisions shall remain unaffected. The invalid provision shall be replaced by a valid provision that serves the economic purpose of the invalid provision as closely as possible.

9.3 Applicable law

Dutch law applies. For participants residing or established abroad, Dutch law applies unless mandatory international regulations or mandatory laws of the country of the participant's habitual residence take precedence.

For all disputes arising from this agreement, the competent court is located in Haarlem, the Netherlands.