Terms & Conditions for Circular Hotspot and Circular Hotspot NXT Local Organizers
Terms and conditions apply to all local organizers.
Communication about the Circular Hotspot (NXT) Event can only take place after the Terms and conditions of this Partnership agreement have been signed by the local organisers.
0. Definitions
“Circular Hotspot Event”
A “Circular Hotspot Event” refers to an international circular economy event organized under the Circular Hotspot framework, hosted by a local organizer in a specific city, region, state, or country. It is not a conference, but a global annual gathering in a local setting, aimed at shaping and accelerating the local circular economy.
A Circular Hotspot Event brings together governments, enterprises, industries, innovators, academia, investors, and communities to showcase, strengthen, and scale circular practices, initiatives, policies, and collaborations. It functions as an international platform for knowledge exchange, matchmaking, diplomacy, visibility, and creation of new business and policy partnerships that contribute to the transition towards a circular economy.
Each Circular Hotspot Event reflects the local context while contributing to global circular progress and international collaboration.
“Circular Hotspot NXT Event”
A “Circular Hotspot NXT Event” refers to a follow-up edition of a previously hosted Circular Hotspot Event, organized in a country, region, or city that has already hosted a Circular Hotspot Event before.
Circular Hotspot NXT Events are intended to continue and strengthen the momentum, collaborations, visibility, and circular transition initiated through earlier Circular Hotspot Events. They provide former host locations with the opportunity to revisit, expand, and further develop their circular ecosystem and international positioning.
Unless otherwise stated, Circular Hotspot NXT Events follow the same principles, objectives, and international positioning as Circular Hotspot Events.
“Circular Hotspot (NXT) Event ”
“Circular Hotspot (NXT) Event(s)” refers collectively to both Circular Hotspot Events and Circular Hotspot NXT Events.
Where these Terms and Conditions, agreements, or related documents refer to “Circular Hotspot (NXT) Event(s)”, such references shall apply equally to Circular Hotspot Events and Circular Hotspot NXT Events unless explicitly specified otherwise.
Circular Hotspot (NXT) Events can be organized at the city, regional, state, or national level.
“Circular Hotspot B.V.”
“Circular Hotspot B.V.” refers to the private organization established in the Netherlands that oversees and supports the global Circular Hotspot (NXT) Event platform and movement, previously carried out by Holland Circular Hotspot.
Its mission is to accelerate the transition towards a circular economy globally by connecting stakeholders, fostering international collaboration, and supporting the development and visibility of circular initiatives, businesses, and ecosystems. Circular Hotspot B.V. provides the strategic guidance, framework, international positioning, brand and communication kit, and brand identity for Circular Hotspot (NXT) Events worldwide. This ensures that each event aligns with the Circular Hotspot overall brand and characteristics, delivers impact, international visibility, and long-term value.
“Local Organizer”
Circular Hotspot (NXT) Events are organized by local organizers under the strategic guidance and framework provided by Circular Hotspot B.V. “Local Organizer” refers to the legal entity, organization, institution, government body, consortium, or other authorized party selected and approved by Circular Hotspot B.V. to organize and host a Circular Hotspot (NXT) Event in a specific city, region, state, or country.
The Local Organizer is responsible for the local planning, coordination, financing, execution, stakeholder engagement, and delivery of the Circular Hotspot (NXT) Event in accordance with the applicable agreement, Terms and Conditions, and the framework and guidance provided by Circular Hotspot B.V.
1. Brand & Communication Compliance
Local organizers agree to fully align with the Circular Hotspot identity.
Local organizers must:
- Use the official Circular Hotspot logo and visual assets
- Follow Brand and communication Manual and utilize brand and communication kits provided by Circular Hotspot B.V. If local organizers develop any new material, which is not covered by the Brand and communication Manual, it must be first submitted for Circular Hotspot B.V.'s approval before distribution to ensure alignment with branding.
- All locally designed materials should be submitted at least three working days before use to allow time for review, if immediate response is required Circular Hotspot B.V. will aim to respond not later than 24 hours.
- Place the Circular Hotspot B.V. logo on the event’s website and all other website- related communication and promotion material as indicated in the Brand and communication Manual
- Include Circular Hotspot (NXT) boilerplate provided in the Brand and communication Manual on your website and press release materials.
- Align with Circular Hotspot B.V. on the date of the event
- Local organizer must join regular meetings with Circular Hotspot B.V. generally planned every month. Partners will agree on a mutually agreed meeting schedule after the kickoff meeting.
2. Presence and Role of Circular Hotspot B.V. at the Circular Hotspot (NXT) Event
In line with the long-standing tradition of the Circular Hotspot events, Circular Hotspot B.V. members play a key role in the official opening and closing of the event, as well as in announcing the next host location.
To facilitate this, local organizers are responsible for covering (i) accommodation and (ii) airfare costs to ensure the participation of at least two Circular Hotspot B.V. representatives at the event.
Circular Hotspot B.V. members will:
- Co-open the event
- Facilitate the election of the next host country for Circular Hotspot Event
- Close the event, including the announcement of the future Circular Hotspot Event winner during the event
- Expand the event's reach internationally.
Local organizers must ensure that this role is clearly integrated into the official programme.
3. Circular Hotspot (NXT) Event Partnership Fee
Through the Circular Hotspot Partnership Package, organisers gain access to a proven event framework, international branding, strategic guidance, and tools that significantly reduce preparation time and increase sponsor attractiveness.
Local organizers are required to pay a fixed partnership fee of €5,000 (approx. $5,400 USD, VAT excluded) to Circular Hotspot B.V. for provision of
- Design adaptation kit (logos, communication templates and promotion materials, booth backdrop etc.)
- Guidebook and guidance
- Global outreach, promotion and media publicity through channels of Circular Hotspot B.V. & partners
- Endorsement by our brand & partners
- Consultation sessions
Payment conditions: the signed partnership agreement serves as a contract. The first installment (50%) shall be invoiced three months after the official announcement of the Circular Hotspot (NXT) Event. The second installment (remaining 50%) will be invoiced a month before the host’s Circular Hotspot (NXT) Event. Payment should be processed within 10 working days.
4. Financial Model
Local organizers are responsible for the financial viability of the event and can secure revenue streams via tickets, sponsorships, partnerships or in-kind contributions. Circular Hotspot B.V. does not provide direct funding.
Circular Hotspot B.V. will support Local organizers with providing guidance on funding mechanisms. In addition, Circular Hotspot B.V. can issue a Letter of Authorization confirming that the event is officially recognized as part of the Circular Hotspot Event global series.
Circular Hotspot B.V. can facilitate the involvement of international sponsors that enhance the event’s visibility, credibility, and overall value, while also supporting the attraction of additional aligned sponsors. Sponsors introduced by Circular Hotspot B.V. will be positioned within the highest sponsorship category offered by the local organizer.
Circular Hotspot B.V. and the Local Organizer shall jointly agree on an appropriate and proportional contribution — financial and/or in-kind — from sponsors introduced by Circular Hotspot B.V. to support the Local Organizer and the delivery of the Circular Hotspot (NXT) Event.
Both parties will make an effort to explore mutually beneficial add-on that fit with the objectives of the Circular Hotspot event and bring additional value to both local organiser and Circular Hotspot B.V. (e.g. trainings, workshops, learning expeditions, match making, ...)
5. International Partners
Circular Hotspot B.V. may introduce to Circular Hotspot (NXT) Events partners aligned with its mission. In such cases, Circular Hotspot B.V. reserves the right to include one session within the international programme block to showcase international stakeholders or incorporate them in other sessions. These international and interactive sessions add value and can result in creation of new ideas, inspiration, and most of all, stimulate international collaboration.
Therefore, local organisers agree to:
- Exempt partners introduced by Circular Hotspot B.V. from participation fee or any other related fees
- Provide appropriate visibility and space for Circular Hotspot B.V. and its partners within the programme. This international session can be in a form of panels, onsite or online showcases, pitching sessions, or interactive matchmaking activities
- Provide a physical booth for partners where this format is considered more suitable for their participation
6. Programme Requirements & Event Quality
Local organizers must follow the Circular Hotspot guideline book provided by Circular Hotspot B.V.
Guidance and guidebook developed by Circular Hotspot B.V. will accelerate event preparation, reduce development costs, improve event quality, and attract stakeholders and sponsors faster.
The guideline ensures:
- High-quality, circular, and impactful programming
- Strong stakeholder engagement
- Long-term value beyond the event
A typical impact driven programme would include the following core and mandatory elements:
- A duration of two to three days
- Circular-by-design event approach
- Discussions and panels on concrete, actionable topics
- Networking sessions
- Showcases of local and international circular initiatives and businesses
- Incorporated local experiences
- Inclusive engagement
- International participation
- Matchmaking of different forms (including speed dating, AI-powered matchmaking, pitching, activity based networking, ...)
Strongly recommended elements:
- Site visits
- Workshops
- Waiver for participation fee for young people, NGO’s and previous Circular Hotspot Organisers
Any deviation from the guidelines including on duration, format and programme elements must be agreed in advance with Circular Hotspot B.V.
Access to media outputs and reports: The Local organizer agrees to share with Circular Hotspot B.V. relevant event-related materials, including media outputs, photographs, videos, publications, and promotional content generated in relation to the Circular Hotspot (NXT) Event.
In addition, the Local organizer shall provide Circular Hotspot B.V. with relevant event reports, impact summaries, evaluations, attendance data, and other reasonable documentation related to the organization and outcomes of the event. Local organizer agrees to carry out event evaluations or feedback collection using evaluation templates or forms provided by Circular Hotspot B.V., where applicable.
Elections: Local organizers must ensure venue and time for the election of the next Circular Hotspot Event host (typically held the day before the event opening in person and online). Other than securing and preparing the venue, elections are organized and facilitated by Circular Hotspot B.V., with support from the local organizer in disseminating the call for open applications across the continent.
*Elections are not applicable for Circular Hotspot NXT Event.
7. Mission Alignment
Local organizers must ensure that the event reflects the core values of Circular Hotspot framework:
- Circularity
- Inclusivity
- Collaboration
- Clear and positive impact
