Xsolla Club Third-Party Events Policy

1. Preamble and Definitions

This Third-Party Events Policy (the "Policy") supplement the applicable Xsolla Club Terms and Conditions (the "Club Terms"), which shall continue to apply except to the extent expressly modified herein or in any applicable agreement, exhibit, statement of work, order form, or other written agreement between the Parties relating to the applicable Event. It applies when a community organiser wishes to host its own event at an Xsolla Club location, and it should be read together with the Club Terms and the Xsolla Event Terms and Conditions (the "Event Terms").

For purposes of this Policy:

• "Organiser" means the company, community, or individual that organises, hosts, or operates an Event at Xsolla Club, and any person acting on its behalf.
• "Event" means a workshop, lecture, panel, networking event, meetup, game jam, hackathon, playtesting session, indie showcase, or similar organised gathering that an Organiser holds at the Premises. It does not include events organised by Xsolla.
• "Premises" means the specific Xsolla Club location where the Event is held.
• "Attendee" means an individual attending the Event who has reached the age of majority under the laws applicable to the Event and is, in all cases, at least eighteen (18) years old.

Except where this Policy sets out a rule that is specific to third-party Events, the Club Terms and the Event Terms continue to apply in full to the Organiser, the Event, and the Attendees. This includes their provisions on conduct and Premises rules, security and surveillance, recordings, intellectual property, assumption of risk, limitation of liability, indemnification, data protection, and governing law. This Policy does not repeat those provisions. It relies on them and adds only what is specific to third-party Events. If a term used here is defined in the Club Terms or the Event Terms, that definition applies.

This Policy applies to all Xsolla Club locations. Any terms that depend on the location of the Premises, including the relevant Xsolla contracting entity, governing law and jurisdiction, applicable data protection requirements, and location-specific safety or licensing requirements, may be set out in the rules applicable to that location.

2. Purpose of Third-Party Events

• Xsolla opens the space to the gaming community free of charge, to strengthen brand visibility and community presence.
• Events must be free to attend. Ticketed and paid-entry Events are not permitted.
• Events must be relevant to the game development, technology, or creative industries.
• The space is offered as a community contribution and as complimentary access, not as a paid service. As stated in the Club Terms, no claim about the provision, missed registration, or cancellation of complimentary access can be brought against Xsolla.

3. Event and Organiser Eligibility

• Accepted Event formats include game development meetups, playtesting sessions, lectures, workshops, panel discussions, game jams, indie showcases, and non-commercial pitch or investor events.
• Xsolla will not approve paid or ticketed Events, Events unrelated to games or technology, political or religious Events, Events primarily intended to promote or sell products or services, or Events that would exceed the venue's permitted capacity.
• Organisers must have a verifiable public presence and references. Anonymous or unknown applicants will not be approved.
• Events that conflict with Xsolla values or brand guidelines will be declined.
• Attendee age follows the Club Terms and the Event Terms. If an Event is meant to admit minors, the Organiser must disclose this in advance, obtain written approval from the Community Manager, and put in place any consents or safeguards required by the local law of the Premises.

4. Recognition and Community Alignment

• As a courtesy, Organisers are asked to credit the hosting venue at the Event and on the event listing.
• Xsolla team members may attend Events as part of the community.
• Xsolla may place a branded presence at the space, such as a rollup banner. Organisers should not obstruct it.
• The Organiser may share event-related content or a post-event recap with Xsolla.

5. Venue and Operational Rules

The conduct rules, Premises rules, capacity limits, smoking rules, and substance rules in the Club Terms apply to the Event and to all Attendees. In addition, the following requirements apply to third-party Events:

• The Organiser is responsible for the conduct of all Attendees on the Premises.
• The guest list must be sent to the Community and Event Manager at least 24 hours before the Event.
• A pre-event walkthrough with the Community and Event Manager is required.
• No permanent fixtures, wall adhesives, or structural changes to the venue are allowed.
• External vendors need approval in advance.
• Alcohol may be served only with Xsolla's prior written approval. The Organiser is responsible for ensuring that the service and consumption of alcohol comply with all applicable local laws, including any licensing, age-verification and minimum legal drinking-age requirements applicable at the Premises.
• Recording, live streaming, or broadcasting of the Event needs Xsolla's prior written consent, as set out in the Club Terms, and must be requested in advance.
• The Organiser must inform Attendees that Xsolla may photograph and record at the Premises, and that attendance is subject to the recording and image-use rules in the Club Terms.
• The Organiser is responsible for any damage to Xsolla equipment or property.

6. Cancellation

• If the Organiser needs to cancel an Event, it must notify Xsolla and, wherever possible, at least three business days before the scheduled Event date.
• Xsolla may cancel an approved Event at any time, with or without cause, including in the event of a breach of this Policy, force majeure, or safety or security concerns, and will give as much notice as possible.

7. Liability

Liability, assumption of risk, and indemnification are governed by the Club Terms and the Event Terms and apply to the Organiser and the Event. In addition, the Organiser is responsible for its team, its Attendees, and its vendors during the Event, and indemnifies Xsolla for claims arising from the Event, as provided in those terms.

8. Data Privacy and Attendee Information

Data protection in connection with an Event is subject to the Xsolla's Privacy Policy, the applicable data protection provisions of the Club Terms and the Event Terms, and all applicable privacy and data protection laws, including any location-specific requirements applicable to the Premises.

The Organiser is independently responsible for any personal data that it collects, receives, shares, or otherwise processes in connection with an Event and must comply with all applicable privacy and data protection laws.

The Organiser may process personal data relating to an Attendee only for the purposes disclosed to that Attendee and reasonably necessary to organise, administer, and follow up on the Event, or for another purpose supported by a valid lawful basis.

The Organiser must not:

• (a) sell Attendee personal data;
• (b) disclose Attendee personal data to a third party unless the disclosure is necessary in connection with the Event, permitted by applicable law, and properly disclosed to the relevant Attendee;
• (c) use Attendee personal data for direct marketing without a valid lawful basis and any consent required by applicable law;
• (d) send unsolicited bulk communications in violation of applicable law; or
• (e) otherwise process Attendee personal data in a manner inconsistent with applicable law or the information provided to the relevant Attendee.

By providing a guest list or any other Attendee personal data to Xsolla, the Organiser represents and warrants that it has a valid lawful basis for collecting and sharing the personal data, has provided all notices required by applicable data protection laws and, where it relies on consent, has obtained valid consent from the relevant Attendee.

9. Intellectual Property

Each Party retains all right, title, and interest in its own trademarks, logos, branding, content, and other intellectual property.

The Organiser grants Xsolla a non-exclusive, worldwide, royalty-free licence to use, reproduce, display, publish, and distribute the Organiser's name, trademarks, logos, and materials submitted or approved by the Organiser solely to review, organise, operate, and promote the Event, and for post-Event reporting and archival purposes.

Xsolla may identify the Organiser as the organiser of the Event in Event listings, websites, social media, promotional materials, recordings, and post-Event communications.

The Organiser may identify the applicable Xsolla Club venue as the hosting venue. The Organiser must use the venue's full official name, as provided by Xsolla, in all public-facing materials and must not use abbreviations or alternative names without Xsolla's prior written approval.

The Organiser must not use the Xsolla name, logo, trademarks, or other branding in a way that suggests that Xsolla sponsors, endorses, organises, or is commercially associated with the Event, unless Xsolla has expressly approved this in writing.

Any promotional materials featuring the Xsolla name, the name of an Xsolla Club venue, or any Xsolla logo must be submitted to the Community and Event Manager for review and approval before publication. Any approved use must comply with Xsolla's brand guidelines, and any instructions provided by Xsolla. The Organiser must not alter any approved logo, including its colours, proportions, design, or appearance. Xsolla may provide approved brand assets and applicable brand guidelines upon request.

Any failure by the Organiser to comply with this Section, including any unauthorised use of Xsolla's intellectual property, will constitute a breach of this Policy. In such a case, Xsolla may withdraw its approval of the Event and require the Organiser to correct or remove any relevant materials and immediately cease any unauthorised use of Xsolla's intellectual property.

Except as expressly permitted under this Policy or approved by Xsolla in writing, neither Party may use the other Party's intellectual property. Nothing in this Policy transfers ownership of any intellectual property between Xsolla and the Organiser.

10. Miscellaneous

This Policy and its interpretation, and any disputes that arise hereunder, shall be governed in all respects by the laws of the State of California, USA, without giving effect to any principles that may provide for the application of the law of another jurisdiction.

Regardless of the governing law above, the Organiser must comply with all laws and regulations applicable to the Event, the Premises, and the Organiser's activities. These may include requirements relating to health and safety, fire safety, permits and licensing, alcohol service, data protection, tax, trade and export controls, sanctions, anti-bribery, and anti-corruption.

Xsolla may issue location-specific rules for any Xsolla Club location. Any such rules made available to the Organiser and applicable to the Premises form part of this Policy for the relevant Event.

The Organiser must also comply with all rules and policies applicable to the Premises and the Event, and with any reasonable instructions provided by Xsolla.

Nothing in this Policy excludes or limits the application of any mandatory local law that cannot lawfully be excluded or limited.