ENTRY IN THIS COMPETITION CONSTITUTES YOUR ACCEPTANCE OF THESE OFFICIAL RULES.

1. Binding Agreement

In order to enter the competition, you must agree to these official rules. Therefore, please read these Rules prior to entry to ensure you understand and agree. You agree that submission of a project in the competition constitutes agreement to these rules. You may not submit a project to the competition and are not eligible to receive the prizes described in these rules unless you agree with them.These rules form a binding legal agreement between you and Infomatrix with respect to the competition.

2. Who is eligible?

Any (student) must be enrolled in a secondary school or lower education (at most eighteen years old). Supervisors can be anyone who is older than twenty years old. Student and supervisor are two distinct roles and cannot be merged.

3. Fee

There is an non-refundable project/robot registration fee of 19.90 euro. There is also an entry fee of 99.9 euro per participant (including supervisors). This fee applies only to the finalists of Infomatrix World Finals. This will be used to cover the expenses made by the organisation such as booths, rental equipment, complimentary t-shirts, medals, certificates, other promotional materials and awards. Note that catering and shuttle bus services are no more provided by the organisation or part of the participation fee; however, a paid shuttle bus service will be provided between the hotel and the venue. Catering will also be provided in the school canteen with payment.

4. How to enter?

To enter the competition a supervisor must register an account.

All entries will be deemed made by the authorised account holder of the email address submitted at the time of entry, and the winner may be required to show proof of being the authorised account holder for that email address.

Project Entry

The project must meet the following requirements:

• Entries must be in English.

• Each entrant must provide a project description which should include

  • descriptions on/or sketches of your ideas (images)

  • early stage plans and/or designs

  • iterations of your project during development

  • software/hardware specifications

• Students cannot participate with more than one project.

• Subsequent entries will be disqualified.

• Entries are void if they are in whole or part illegible, incomplete, damaged, altered, counterfeit, obtained through fraud, or late.

• Each project can be represented by a team of maximum two students and a supervisor.

• Projects from previous years cannot be resubmitted unless there is a major change.

• All entries must be received by the deadline of the registration.

5. How are the projects selected for the World Final?

A panel of experts will go through the submitted projects and decide which ones do qualify for the World Final based on the initial criteria posted on the respective category pages on our website. Failure to upload documentation or poor quality of documentation may also result in disqualification as this is the primary means of evaluating the quality of a project. Good documentation should include a description of the project, list of hardware and software used, the name of people involved in the preparation, a timeline of the project, early draft plans, problems faced during preparation and how they have been solved etc.

Qualified projects for the World Final will be announced at www.infomatrix.ro in 10 days following the deadline of the registration.

Projects registered in the Robotics category are directly qualified and expected to show up in the World Final. However, it is the participant’s responsibility to build the robot according to the given criteria. Failure to meet any criteria in this category may result in disqualification of the project. This check will be performed during check-in at the Infomatrix venue.

6. What do I do if my project is qualified for the World Final?

Getting Visa

Please visit this website http://www.mae.ro/en/node/2040 to see if you need a visa for Romania.

Romania is not yet part of the Schengen visa agreement but Schengen Visa holders do not need to get a Romanian visa to visit Romania as long as their Schengen visa allows at least two entries in Schengen space and the number of entries and/ or length of stay has been not exhausted.

An invitation letter will be produced for each attendee qualified for the World Final. Participants are responsible for the accuracy of the information they enter during registration (false information or spelling mistakes) as these may lead to rejection of your visa application. Invitation letters do not guarantee the approval of the visa application. In case an original copy of invitation letter needed to be mailed by post, please send an email at [email protected]

Dress Code

Infomatrix is not just about promoting professional excellence, it also serves to promote intercultural dialogue and cooperation. In this regard, we encourage participants to bring along their traditional costumes to wear during the competition. Explicit dresses are not allowed.

Participants, alternatively, may wear their Infomatrix t-shirt that will be given at check-in at the venue upon their arrival.

Accommodation

Infomatrix has a special discount for its participants at Grand Rin Hotels (****). The prices are as follows:

Single Room – 48€

Double Room – 53€

Prices include breakfast. The hotel does not provide any triple room option. Please visit the website of the hotel at grand.rinhotels.ro for more information.

Shuttle Bus

Infomatrix does not provide any transportation service anymore. Please look at our contact page to see how to go to the venue or to the hotel. However, there will be a shuttle bus service between the hotel and the competition venue with payment. Please note that this service is also not available if you stay in another hotel other than the agreed one (see accommodation section).

Catering

Catering will be provided with payment. Please note that the registration fee does not include catering anymore.

Booth

Each project qualified for the World Final (with the exception of robots) will be assigned a booth. Participants are expected to design their own booth to showcase their project and thus make sure all the materials (e.g. poster, brochure, flyer, local refreshments or anything that can help promote the project and your local culture) are ready before arriving at the venue. Participants must bring along all the hardware and software or any other equipment that they need for their project to work fully.

The venue will be open to public visit. Participants are expected to briefly describe their project to visitors if need be.

Judging

Each team should prepare a presentation for the jury (presentation is a generic term here and does not necessarily refer to a presentation with on-screen slides). The type of presentation is completely up to the team. Each team will be given 15 minutes in total for the entire presentation. This time includes both the presentation time and QA for the jury.

Each team is expected to give out some form of documentation to help the jury to identify their project. The handout should not contain repetitions or prolongations. It should be concise and focused on the subject, and not having omissions. Participants can use any of the materials mentioned above (posters, brochures etc.) to serve this purpose.

A jury assistant will contact you to set the date and the time for the delivery of your presentation. Please be prompt. If you are unable to present at the set day/time, contact your jury assistant to reschedule.

Jury rooms are open to everybody to visit. Anyone can monitor the judging of any project at any time they wish. Infomatrix believes that this sets the transparency and the fairness of its judging process.

7. Prizes

Please refer to the prizes page for details.

8. General Conditions

All provincial and local laws and regulations apply. Infomatrix reserves the right to disqualify any entrant from the competition if, in Infomatrix’s sole discretion, it reasonably believes that the entrant has attempted to undermine the legitimate operation of the competition by cheating, deception, or other unfair playing practices or annoys, abuses, threatens or harasses any other entrants, Infomatrix, sponsors, partners, affiliated institutions or the judges.

9. Intellectual Property Rights

By submitting a project in this competition, the entrant warrants and represents that the project, including the programming and related material, is open source and not subject to the proprietary rights of any person or entity. As between Infomatrix and the entrant, the entrant retains ownership of all intellectual and industrial property rights (including moral rights). As a condition of entry, entrant grants Infomatrix a perpetual, irrevocable, worldwide, transferable, royalty-free, and non-exclusive license to publicly display the project for any purpose, including display on the Infomatrix website, without any attribution or compensation to entrant.

10. Privacy

Participant acknowledges and agrees that Infomatrix may collect, store, share and otherwise use personally identifiable information provided during the registration process and the competition, including, but not limited to, name, mailing address, phone number, and email address. Infomatrix will use these information including for administering the competition and verifying participant’s identity, postal address and telephone number in the event an entry qualifies for a prize.

If a participant does not provide the mandatory data required at registration, Infomatrix reserves the right to disqualify the entry.

Participant has the right to request access, review, rectification or deletion of any personal data held by Infomatrix in connection with the competition by writing to Infomatrix at this email address [email protected]

11. Publicity

By accepting a prize, entrant agrees to sponsor/partner and its agencies use of his or her name and/or likeness and project for advertising and promotional purposes without additional compensation, unless prohibited by law.

12. Warranty And Indemnity

Participants warrant that their projects are their own original work and, as such, they are the sole and exclusive owner and rights holder of the submitted project and that they have the right to submit the project in the competition and grant all required licenses. Each entrant agrees not to submit any project that (1) infringes any third party proprietary rights, intellectual property rights, industrial property rights, personal or moral rights or any other rights, including without limitation, copyright, trademark, patent, trade secret, privacy, publicity or confidentiality obligations; or (2) otherwise violates the applicable state, federal, local or provincial law.

To the maximum extent permitted by law, each entrant indemnifies and agrees to keep indemnified competition entities at all times from and against any liability, claims, demands, losses, damages, costs and expenses resulting from any act, default or omission of the entrant and/or a breach of any warranty set forth herein. To the maximum extent permitted by law, each entrant agrees to defend, indemnify and hold harmless the competition entities from and against any and all claims, actions, suits or proceedings, as well as any and all losses, liabilities, damages, costs and expenses (including reasonable attorneys fees) arising out of or accruing from (a) any project or other material uploaded or otherwise provided by the entrant that infringes any copyright, trademark, trade secret, trade dress, patent or other intellectual property right of any person or defames any person or violates their rights of publicity or privacy, (b) any misrepresentation made by the entrant in connection with the competition; (c) any non-compliance by the entrant with these rules; (d) claims brought by persons or entities other than the parties to these rules arising from or related to the entrant’s involvement with the competition; (e) acceptance, possession, misuse or use of any prize or participation in any competition-related activity or participation in this competition; (f) any malfunction or other problem with the competition site; (g) any error in the collection, processing, or retention of entry information; or (h) any typographical or other error in the printing, offering or announcement of any prize or winners.

13. Elimination

Any false information provided within the context of the competition by any entrant concerning identity, mailing address, telephone number, email address, ownership of right or non-compliance with these rules or the like may result in the immediate elimination of the entrant from the competition.

14. Internet

Competition entities are not responsible for any malfunction of the entire competition site or any late, lost, damaged, misdirected, incomplete, illegible, undeliverable, or destroyed projects or entry materials due to system errors, failed, incomplete or garbled computer or other telecommunication transmission malfunctions, hardware or software failures of any kind, lost or unavailable network connections, typographical or system/human errors and failures, technical malfunction(s) of any telephone network or lines, cable connections, satellite transmissions, servers or providers, or computer equipment, traffic congestion on the Internet or at the competition site, or any combination thereof, including other telecommunication, cable, digital or satellite malfunctions which may limit an entrant’s ability to participate.

15. Right To Cancel, Modify Or Disqualify

If for any reason the competition is not capable of running as planned, including infection by computer virus, bugs, tampering, unauthorised intervention, fraud, technical failures, or any other causes which corrupt or affect the administration, security, fairness, integrity, or proper conduct of the competition, Infomatrix reserves the right at its sole discretion to cancel, terminate, modify or suspend the competition. Infomatrix further reserves the right to disqualify any entrant who tampers with the submission process or any other part of the competition or competition site. Any attempt by an entrant to deliberately damage any web site, including the competition site, or undermine the legitimate operation of the competition is a violation of criminal and civil laws and should such an attempt be made, Infomatrix reserves the right to seek damages from any such entrant to the fullest extent of the applicable law.

16. Not An Offer Or Contract Of Employment

Under no circumstances shall the submission of an project into the competition, the awarding of a prize, or anything in these rules be construed as an offer or contract of employment with either Infomatrix, or the competition entities. You acknowledge that you have submitted your project voluntarily and not in confidence or in trust. You acknowledge that no confidential, fiduciary, agency or other relationship or implied-in-fact contract now exists between you and Infomatrix or the competition entities and that no such relationship is established by your submission of an project under these rules.

17. Forum And Recourse To Judicial Procedures

These rules shall be governed by, subject to, and construed in accordance with the laws of Romania, excluding all conflict of law rules. If any provision(s) of these rules are held to be invalid or unenforceable, all remaining provisions hereof will remain in full force and effect. To the extent permitted by law, the rights to litigate, seek injunctive relief or make any other recourse to judicial or any other procedure in case of disputes or claims resulting from or in connection with this competition are hereby excluded, and all participants expressly waive any and all such rights.

ALL RULES ARE SUBJECT TO CHANGE WITHOUT ANY PRIOR NOTICE.