European Olympiad in Artificial Intelligence

These are not the competition regulations. These are the terms and conditions used for the website and registrations and they represent the legal agreement between the accredited organization and the organizer.

1. Parties and Definitions

1.1. Organizer: Nitro Association (legal name: Asociația Nitro, Romania) is the legal entity that represents the European Olympiad in Artificial Intelligence (EUROAI).

1.2. Accredited Organization: The school, university, or organization that has been accredited by EUROAI to select and prepare the teams that will represent their corresponding country and is completing the registration process. By registering, you warrant that you are authorized to make decisions and enter into binding agreements on behalf of the Accredited Organization you represent.

1.3. International Committee (IC): The committee whose composition, roles, and operation are defined in the EUROAI Regulations.

1.4. Host Country Representative: The organization responsible for on-site logistics and execution in the country hosting the current edition of EUROAI.

1.5. Delegation: All individuals registered by the Accredited Organization, including team leaders, deputy leaders, contestants, and any additional approved members.

Registration constitutes confirmation of the Accredited Organization's accredited status and participation in the current edition.

2. Organizational Structure

2.1. The Organizer is responsible for:

Collecting and allocating participation fees
Managing the registration process
Coordinating communication between participating countries
Hosting and maintaining the EUROAI website
Public communications and announcements
Overall competition coordination and standards
Managing relationships with partner organizations
Technical setup and coordination with the Host Country Representative for competition infrastructure (computers, network, software, competition platform, etc.)

2.2. The Host Country Representative is responsible for all on-site logistics and execution, including:

Local accommodation for all registered delegation members
Meals as specified in the official event schedule
Local transport for organized activities and events
Competition venue and facilities
Providing competition infrastructure (computers, network access, etc.) as coordinated with the Organizer
On-site staff and volunteers
Other logistics related to the official event program

3. Participation Fee and Team Composition

3.1. The number of teams each country may register is defined in the EUROAI Regulations.

3.2. The standard team participation fee is €250 per team, which includes:

One team leader
One deputy leader (only one team per country is allocated a deputy leader)
Four contestants

3.3. The participation fee applies to all registered teams regardless of whether participation is in-person or online.

3.4. Online Participation Requirements: In the case of online participation, the Accredited Organization must organize a mirror competition venue in their country where contestants will compete. The International Committee and Nitro Association will provide requirements and guidelines for online participation, including technical specifications, supervision protocols, and venue standards. Compliance with these requirements and guidelines is mandatory for participation to be considered valid. Failure to meet these requirements may result in disqualification.

3.5. Additional non-contestant delegation members beyond the standard team composition require prior approval from the International Committee and cost €800 per person, if approved.

3.6. Extra days of accommodation and meals beyond the standard competition period may be requested and are subject to availability as determined by the Host Country Representative. If approved, extra days will be charged at an additional fee per person per day, as communicated by the Host Country Representative.

3.7. The International Committee has no obligation to approve requests for additional delegation members. Availability of additional delegation slots is subject to the Host Country Representative's capacity and logistical constraints.

3.8. Payment must be received in full for registration to be confirmed.

3.9. All participation fees are non-refundable. Fees are allocated by the Organizer to competition organization, infrastructure, materials, host country support, and related expenses prior to the competition date.

4. Fee Coverage

4.1. Participation fees cover the following for all registered team members and additional delegation members during organized activities only, as provided by the Host Country Representative:

Accommodation (board) for the duration of the event
Meals (breakfast, lunch, dinner) as part of the official event schedule
Local transport for organized activities and events
Organized activities and events as outlined in the official program

4.2. Participation fees do not cover:

International or domestic transport to and from the event location
Meals, transport, or activities outside the official event schedule or during personal free time
Personal expenses
Travel insurance
Visa fees or other travel documentation costs
Any expenses incurred during personal activities or excursions

4.3. The Accredited Organization is solely responsible for arranging and covering all travel to and from the event location, as well as any costs incurred by delegation members during personal time outside of organized activities.

5. Confirmation of Participation

5.1. By registering and paying the participation fee, you confirm the Accredited Organization's commitment to participate in the current edition of EUROAI.

5.2. Registered contestants are expected to compete on the scheduled date(s).

5.3. Registration does not guarantee specific competition outcomes, rankings, or awards.

6. Obligations of the Accredited Organization

6.1. The Accredited Organization must designate a responsible person from within the organization to provide complete information for all delegation members, including all adults (team leaders, deputy leaders, observers) and contestants, at least 30 days before arrival. Required information includes but is not limited to:

Full legal names (as shown on travel documents)
Date of birth
Passport/ID information
Contact details
Emergency contact information
Completion of any information forms required by the International Committee or the Organizer for legal compliance or event hosting purposes

6.2. The Accredited Organization is solely responsible for ensuring that all delegation members meet any visa requirements necessary to travel to the host country. This includes:

Obtaining all necessary visas and travel authorizations
Ensuring all travel documents are valid for the duration of the event
Meeting all entry requirements of the host country

The Organizer may provide official supporting documents for visa applications upon request. Such requests must be submitted at least 30 days before they are necessary to the Accredited Organization. Neither the Organizer nor the Host Country Representative is responsible for visa denials, delays, or related travel issues.

6.3. If registering minor contestants (under 18 years of age), the Accredited Organization confirms that:

You have the legal right and authority to accompany these minors in your home country, the host country, and any countries transited during travel
You have obtained all necessary parental/guardian permissions and consents
You possess all required legal documentation for cross-border travel with minors where applicable
The Accredited Organization assumes full responsibility and duty of care for all minor contestants for the entire duration of the event, including travel to and from the competition venue

6.4. The Accredited Organization is solely responsible for the supervision, safety, welfare, and conduct of all registered contestants throughout the competition period, including during free time and personal activities outside the official event schedule.

6.5. The Accredited Organization is responsible for compliance with all applicable laws in your home country and the host country, including but not limited to visa requirements, travel regulations, and child protection laws.

6.6. The Accredited Organization must inform the International Committee of any special assistance requirements for any member of the delegation at least 30 days before arrival. This includes but is not limited to:

Accessibility needs and accommodations
Dietary requirements and restrictions
Religious requirements
Medical needs or conditions requiring special arrangements
Any other assistance necessary for full participation

Neither the Organizer nor the Host Country Representative can be held accountable for failing to provide special assistance if notification is not received at least 30 days prior to the competition start date.

6.7. The Accredited Organization must organize its national selection process fairly and correctly, in accordance with the information provided in its accreditation application. If the selection process significantly changes from what was communicated in the application, the Accredited Organization must notify the International Committee. If the International Committee determines that the selection process is no longer fair, they may revoke the Accredited Organization's accreditation. Failure to notify the International Committee of such changes also constitutes grounds for accreditation revocation, regardless of whether the selection process itself is considered fair.

7. Competition Rules and Regulations

7.1. All competition rules, eligibility requirements, technical specifications, and conduct standards are detailed in the official EUROAI Regulations document available on the EUROAI website.

7.2. By registering, the Accredited Organization and its contestants agree to comply with all EUROAI Regulations.

7.3. Violations of EUROAI Regulations may result in disqualification without refund.

8. Termination of Accreditation

8.1. The International Committee may revoke an Accredited Organization's accreditation on the following grounds:

The Accredited Organization does not comply with the description and commitments made in its accreditation application
The Accredited Organization does not participate for one consecutive year

8.2. In the event of accreditation revocation:

The Accredited Organization loses its accredited status
The Accredited Organization is barred from participation in the current edition
Accreditation revocation does not entitle the Accredited Organization to a refund of any participation fees already paid
The International Committee may grant accreditation to a different organization from the same country in its place

9. Liability and Disclaimers

9.1. The Organizer's liability is limited to its coordinating, administrative, and technical functions. The Organizer is not liable for any issues related to on-site execution, including but not limited to accommodation quality, meal provision, local transport, venue conditions, or other logistical matters handled by the Host Country Representative.

9.2. The Host Country Representative's liability is limited to services and logistics directly under their control during the official event schedule.

9.3. The total liability of the Organizer and the Host Country Representative, individually and collectively, is limited to the amount of fees paid by the Accredited Organization.

9.4. Neither the Organizer nor the Host Country Representative is responsible for the safety, supervision, or welfare of contestants outside of the competition activities.

9.5. The Accredited Organization assumes full responsibility for any damages or liabilities caused by its delegation members during the event. The Organizer and the Host Country Representative shall not be held liable for any claims arising from the conduct of the Accredited Organization's delegation.

9.6. The competition and all related services are provided without warranties of any kind regarding event execution, platform availability, technical performance, or specific outcomes.

10. Data Protection

10.1. Personal data collected will be processed in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation) and Romanian Law no. 190/2018.

10.2. Competition results, including participant names and rankings, will be published on the EUROAI website. Contestants may also be individually featured on the website and social media channels of the Organizer, the Host Country Representative, and Accredited Organizations.

10.3. Data may be shared with partner organizations in participating countries for competition administration purposes.

10.4. Photos and videos may be taken during the event and used as marketing and promotional materials for EUROAI and related events by the Organizer and the Host Country Representative. Such materials may also be shared with all Accredited Organizations for use in their own promotional activities.

10.5. Contestants may be audio and video recorded in the exam room for supervision and integrity purposes. Such recordings will not be published, but may be reviewed by Accredited Organization representatives during a live assembly organized for this purpose.

11. Modifications and Event Changes

11.1. Each party retains the authority to amend matters within its designated scope of responsibility:

The International Committee may revise competition rules and regulations
The Host Country Representative may revise on-site logistical arrangements
The Organizer may revise administrative and organizational procedures

All such amendments will be communicated to all registered Accredited Organizations using the email address provided in their accreditation application.

11.2. In the event that the event venue or location changes, registered organizations accept the updated arrangements. The Organizer will communicate any such changes as soon as reasonably possible.

11.3. The Host Country Representative reserves the right to modify schedule or venue with reasonable notice to registered organizations.

11.4. In the event of competition cancellation by the Organizer due to force majeure or circumstances beyond reasonable control, fees may be retained to cover sunk costs or applied to a rescheduled competition.

11.5. No verbal agreements or informal arrangements shall modify these Terms and Conditions.

12. Governing Law

12.1. These Terms and Conditions are governed by the laws of Romania.

12.2. Disputes shall be subject to the jurisdiction of Romanian courts.

12.3. Competition decisions and rankings are final and binding.

13. Contact

Organizing Body: Nitro Association (Asociația Nitro)

Email: [email protected]

Website: https://EUROAI-official.org/

Terms and Conditions of Registration