The VI3NNA Congress is a curated, invite‑only gathering. To ensure trust, comply with European law and protect participants, the following governance and data‑protection principles apply:

1. Participation & Invitations

• Invite‑only format – the congress is expressly invitation‑only. All attendees must be vetted by organisers; guests proposed by sponsors or partners are subject to approval. Tickets are always required; there are no free tickets. Participants who cannot pay may still attend by contributing content, moderating sessions or acting as ambassadors/partners. Their contributions (e.g., content, time, network) substitute for a cash fee.

• No walk‑ins – due to limited capacity (~160 seats at the main venue)pitch.com, unregistered visitors will not be admitted.

• Ticketing & discounts – ticket prices depend on participant category. Partners or sponsors may receive discounted fees when they contribute significant network access or referrals; these financial arrangements are confidential and will not be disclosed to third parties.

• Invite transfers – invites are non‑transferable; changes require organiser approval.

2. Session Rules & Transparency

• Closed‑door Executive Tracks – Round‑table discussions on day 1 (Liquidity & Capital Efficiency, Regulatory Landscape, AI & Digital Assets, EU vs Global Innovation) are run as closed‑door executive roundtables. These sessions follow Chatham House Rule: participants may share the insights but not attribute remarks to individuals or organisations.

• Publication of outcomes – summary reports (“TrackBriefs”) and the VI3NNA Declaration will synthesize the Track outputs and will be public. These documents are carefully edited to avoid disclosing sensitive or attributable comments.

• Open sessions – Keynotes, fireside chats and main‑stage panels are open to all registered participants and may be recorded or live‑streamed. Organisers will clearly label which sessions are public.

3. Data‑Protection & Privacy

• Legal framework – VI3NNA is operated by webXevents FlexCo (Vienna, Austria) and processes personal data in accordance with the EU General Data Protection Regulation (GDPR) and Austrian data‑protection law.

• Data collected – personal data collected via registration or contact forms may include contact information (name, email, organisation), communication data and technical data such as IP addresses.

• Use & legal bases – data are used to respond to enquiries, administer event participation, send newsletters (with consent) and analyse website traffic. Processing is based on contractual necessity, consent or legitimate interest.

• Retention & security – data are kept only as long as necessary and are protected with appropriate technical and organisational measures.

• Sharing – personal data are not sold. Data may be shared with trusted service providers (e.g., hosting, analytics) under data‑processing agreements, or with authorities when legally required.

• International transfers – transfers outside the EU use Standard Contractual Clauses or equivalent safeguards.

• Rights – participants may access, rectify or erase their data and withdraw consent; complaints can be lodged with the Austrian Data Protection Authority.

4. Photography & Media

• Opt‑out option – VI3NNA will have official photographers and may film public sessions. Participants may opt out of being photographed during registration. Those opting out will receive badges marked “No Photos,” and event staff will respect this by avoiding capturing them in official images or recordings.

• Media use – photos and recordings taken during public sessions may be used for reporting, social‑media posts and promotional material. Individuals will not be identified without consent.

• Third‑party media – external media partners must respect participants’ photo preferences and abide by GDPR requirements.

5. Code of Conduct & Compliance

• Respect & non‑harassment – VI3NNA fosters an inclusive environment. Discrimination, harassment, hate speech or disruptive behaviour are prohibited. Violations may result in removal without refund.

• Confidentiality – participants shall not disclose proprietary or personal information obtained in closed‑door sessions.

• Compliance – participants must abide by Austrian and EU laws, including anti‑bribery, anti‑money laundering and sanctions regulations.

• Conflicts of interest – sponsors and partners must disclose potential conflicts to organisers.

• No solicitation – direct selling or distribution of marketing materials is allowed only in designated sponsor areas.

6. Changes & Contact

VI3NNA may update these protocols; the latest version will be available on the congress website. Questions regarding governance or data protection can be directed to info@vi3nna.com.

This protocol summarises requirements derived from VI3NNA’s official terms, privacy policy and agenda, combined with best‑practice governance guidelines. It intends to provide clear guidance for participants, partners and staff and should be refined in coordination with legal counsel.