GENERAL TERMS & CODE OF CONDUCT

Vintage Swing Festival 2025
Organised by Kulturno Društvo Swing Festival

These General Terms and Conditions, including the Code of Conduct, form an essential and binding part of the registration contract between Kulturno Društvo Swing Festival and the individual who registers for the Vintage Swing Festival 2025 (hereinafter: the “Festival”).
By registering, paying the participation fee, and/or signing at the check-in counter, the participant confirms that they have read, understood, and agreed to these Terms and Conditions. Without such agreement, participation in the Festival is not possible.

1. PAYMENT TERMS

Each participant must pay the registration fee within the stated deadline.
If the fee is not paid before the Festival, the participant must settle it on site before workshops begin, according to the valid price list.
The participant is responsible for all bank transfer costs.

2. PASS CANCELLATION (by participant)

Cancellation is possible at any time by written notice (email to festival@vintage.si).
Cancellation also applies if:
- your dance partner cancels,
- you provided false registration details (e.g. wrong role),
- you cannot attend for any reason (illness, injury, cancelled flight, work obligations, etc.).
Switching to a smaller package is treated as a partial cancellation.

Reimbursements:

Within 10 days of the payment (except in the situation in point 3) – the total amount will be reimbursed after deducting the necessary bank fees.
After 10 days of the payment – only 50% of the sum will be reimbursed, after deducting the necessary bank fees.
If this occurs after 15th of October 2025, we will be making no reimbursements.

In case of force majeure (e.g. positive Covid-19 test, government restrictions), participants may choose between:
- transferring their pass to the next Festival, or
- receiving a 75% refund (25% covers already incurred expenses such as flights, hotels, venues, administration).

Ticket Transfers:

You may transfer your pass to another person of the same pass type, role, and level.
To transfer tickets between individuals, kindly seek approval from the Vintage swing festival team. Please send an email including your intention to sell the ticket, with the intended buyer in cc. Once the buyer is confirmed, they will need to sign up, and no payment will be required.
You can sell your pass but notice, that the price and payment method for giving your pass to someone else is something between you two.
The organisers must be notified, and the new participant must complete registration.
Transfers cannot be guaranteed after 8 November 2025, due to organisational and accommodation arrangements.

Insurance:

The organisers do not provide financial insurance. Participants may independently arrange insurance.

3. ACCOMMODATION CANCELLATION (by participant)

Hotel Evropa

1.10.–14.10.2025 → 30% charge.
15.10.–29.10.2025 → 50% charge.
30.10.–5.11.2025 → 80% charge.
After 6.11.2025 → 100% charge.

Hostel MCC

Until 25.10.2025 → free cancellation.
After 26.10.2025 → 100% charge.

Accommodation may be transferred/sold to another person, but the organisers must be notified and provided with the replacement participant’s details.

4. MEAL CANCELLATION (by participant)

Until 29.10.2025 → free cancellation.
After 30.10.2025 → 100% charge. (Meal tickets may still be re-sold at the Festival entrance if available.)

5. CANCELLATION (by organiser)

If the Festival must be cancelled due to force majeure, participants may choose between:
- transferring their pass to the rescheduled Festival, or
- receiving a 75% refund (25% covers already incurred expenses such as flights, hotels, venues, administration).
The organisers reserve the right to cancel or refuse any registration without justification. In such cases, participants will be fully reimbursed.

6. CHANGES

The organisers reserve the right to change the time, location, price, or content of workshops and evening events.
If there are fewer than 30 participants in a certain level, levels may be merged.
Teacher line-up cannot be guaranteed: illness, travel delays, or cancellations may result in changes. Replacement teachers may be provided, and schedules may be adjusted.

7. CODE OF CONDUCT

Respect & Behaviour

All participants must treat teachers, organisers, staff, volunteers, and fellow dancers with respect and kindness.
Harassment, discrimination, aggression, or inappropriate behaviour will not be tolerated.
Violations may lead to warnings, immediate expulsion without refund, and exclusion from future events.

Health & Safety

Dancing is a physical activity and carries risks. Participation is at your own risk.
Participants are responsible for their own health and safety, as well as the well-being of others.
If you have relevant medical conditions, allergies, or concerns, please notify the organisers in advance.
The organisers and teachers cannot be held responsible for injuries, illnesses, or accidents.

Liability & Valuables

Participants are liable for any direct or indirect damages they cause during the Festival.
The organisers are not responsible for theft, loss, or damage to personal belongings (in venues, accommodation, or elsewhere).
Please take precautions to safeguard your health and valuables.

Wristbands

Each participant will receive a Festival wristband.
Wristbands must be worn at all times as proof of registration and entry to classes and parties.
Lost or damaged wristbands must be reported to the organisers immediately.

Compliance with Laws & Venue Rules

Participants must comply with Slovenian law and the house rules of all Festival venues.
Misconduct or violations may result in exclusion and involvement of local authorities (Celje Police Station or Ljubljana Court of Justice).

8. PHOTOS & VIDEOS

By attending, you consent to being photographed and filmed.
The organisers may use this material for promotional purposes (social media, websites, flyers) without compensation or further approval.
Where photographs are being taken at an event attended by large crowds within a public area, such as a sports event or a festival, the consent of all the attendees is not necessary. Vintage Swing Festival will use photos or videos of the event in which you may appear for promotional purposes (on our social medias, on our web sites, flyers, logos) and waive any rights of compensation or ownership.

9. PERSONAL DATA & PRIVACY

Upon registration, participants provide personal data (name, surname, date of birth, city, country, email, phone number, dance role).
Data will be processed in accordance with GDPR solely for Festival organisation.
Data will not be sold, rented, or shared with third parties.
Participants may request correction or deletion of data by contacting festival@vintage.si.
Data is stored for up to 5 years for contractual purposes and, in line with ZEKom-1, may be used to provide information about future events organised by Kulturno Društvo Swing Festival.

10. VALID LAW & JURISDICTION

These Terms are governed by Slovenian law.
The competent court for disputes is the Ljubljana Court of Justice.

11. ACCEPTANCE OF TERMS

By registering and paying for Vintage Swing Festival 2025, you declare that you have read, understood, and voluntarily agree to these General Terms & Code of Conduct.

Ljubljana, August 2025

General terms and conditions