Terms and conditions

The Road Trip Project’s Competition (“The Competition”)

Rules

THE ROAD TRIP PROJECT – OVERVIEW

The Road Trip Project (‘The Project’) is a European travel experience that will involve 2 teams of 4 travellers on a 5-week journey, meeting locals (notably people involved in EU-funded initiatives and influencers) and reporting their adventures on social media. Each team will travel on a specific route: Route A (from Ireland to Cyprus) and Route B (from Finland to the Canary Islands). Their journey will cross approximately 20 European countries. The exact itinerary will be confirmed with the travellers before the departure. In addition, the travellers will have the opportunity to select certain missions/challenges during a team week in Brussels in the end of August.

The 8 individuals travelling on Road Trip Project will be selected by means of The Road Trip Project’s Competition (‘The Competition’). The Road Trip Project is an initiative of the Directorate-General for Regional and Urban Policy (‘DG REGIO’), European Commission, 1049 Brussels, Belgium.

The Brussels-based Agency ICF NEXT SA (‘Organiser’ or ‘Administrator’), in collaboration with their subcontractors ManyThink and House of Communication, is mandated by DG REGIO (collectively ’we’ or ’us’) to administer and organise the competition that will lead to the selection of the 8 travellers for the Project.

These rules set out who can enter the project, how the project will be run and the circumstances in which we and/or DG REGIO may withhold all or part of the prize and/or disqualify candidates.

By submitting an entry, participants agree to these rules and the decisions of the organisers, which shall be final and binding in all respects. Entries which are not in accordance with the rules will be disqualified.

 

ELIGIBILITY

The Road Trip Project is open to participants that:

  • are citizens or legal residents of the Member States of the European Union, who are between the ages of 18 and 30 (inclusive) as of the date of their project application
  • hold an EU Passport (or a certificate of residence allowing to travel in the EU) valid until at least January 2020
  • possibly have an EU valid driver’s license valid until at least January 2020 (not mandatory to be eligible, but a plus for the selection)
  • can express themselves and interact with each other in English
  • are available and free to travel during the following period (exact dates to be confirmed):
    • the last weekend of July 2019 in Brussels (final selection among the 16 finalists)
    • 23rd-28th August 2019 in Brussels (team week with the 8 selected travellers, which counts as the 1st week of the 5-week road trip)
    • 29th August-29th September 2019 on the road (the 8 selected travellers will be on their respective routes)

To prevent any conflict of interest and allow for the widest participations, applications introduced by someone belonging to 1 of the 2 categories mentioned hereunder will not be considered:

  • employees and interns of the European Commission, their immediate families (spouses, siblings and children) and household members
  • individuals providing professional services to the European Commission under a contract signed with an external contractor.

We reserve the right to verify the eligibility of competition participants and prizes may be withheld until and unless we are satisfied with the verification.

 

COMPETITION DURATION, HOW TO APPLY AND SELECTION OF TRAVELLERS

The competition will take place between June and July 2019. Any applications that are submitted after the provided end date and time will not be taken into consideration. The organiser’s computer is the official timekeeping device for the selection.

The below dates are tentative and aim to be a guide through the competition timeline. Exact dates and times will be published on the Road Trip Project 2019 official website: https://roadtriproject.eu/. All dates are subject to change, without notice. Participants are responsible to check for updates on the competition webpage.

  • Applications open during the week of the 24th June 2019 (closing date 24th July at 23:59 CET). Applications are accessible on the project’s website, https://roadtriproject.eu/, where instructions on how to submit a Road Trip Project 2019 entry are made available.

 

    • 1st step: applicants will need to share their personal information: First name, Last name, email, date of birth, gender, nationality, EU country of residence and city, EU valid driving license (if applicable) and mobile number
    • 2nd step: applicants will need to share an image of themselves (JPEG, 1080 x 1920 – see further specifications on the application website), create and share a presentation video (60 secs, mp4 – see further specifications on the application website), write an introduction text of themselves (max. 1,000 characters) as well as share a quote (max. 250 characters)
    • 3rd step: applicants will choose their preferred traveller profile (copywriter, video maker, presenter, photographer) and indicate the languages that they speak, other than English (a good command of English is required as it is the common language in the community)
    • 4th step: Applicants will share their social media links (Facebook, Instagram, Twitter, YouTube, etc.) to give the jury an idea about their activities. Application video, picture, nationality, self-introduction and preferred quote will be displayed later in the public voting stage in case applications are considered valid by the moderation team

 

  • Moderation (2nd – 28th July 2019 at 23:59 CET): A screening will enable an assessment of the applications based on the following criteria:

 

    • absence of offensive content
    • eligibility with the indicated age (18-30) and the formal requirements (EU passport/residence)
    • language requirements
    • quality of the application video
    • relevance to the Road Trip Project

DG REGIO, ICF Next, Manythink and House of Communication have the sole discretion to determine whether an entry is eligible. Any entry that violates this section or is otherwise objectionable (as determined solely by ICF Next and DG REGIO), will not be considered and will be disqualified and/or not posted. Automated, script, macro, robotic, programmed or similar entry methods will be disqualified. We accept no responsibility for submissions lost, delayed, damaged, defaced, or mislaid, however caused. All entries will be deemed submitted at the time of entry.

  • Public vote (2nd – 28th July 2019 at 23:59 CET): Validated applications will be published on the Road Trip Project’s website in the public voting page. The aim of the vote is to pre-select the top 5 candidates per category (20 profiles), which will be submitted to the final jury.

 

    • The public vote is part of the pre-selection of the travellers, and is therefore not the final selection of the jury.
    • The public vote decides on the top 5 candidates per category/profile (e.g. the video maker, the writer, the photographer and the presenter) and therewith pre-selects them for the jury.
    • The final jury will examine 60 profiles in total (the 20 selected by the public + 40 further profiles – 10 per category)
    • Successful applicants will be contacted by the organiser via email. Applicants who are not pre-selected will be informed in due time, also by email.
    • Successful applicants will be able to see their votes on their profiles. Neither the votes nor the ranking will be displayed publicly to avoid influencing the voters’ decision-making.
    • Each voter can only vote once per candidate for as many candidates as they would like to.
    • Once a voter has voted, they cannot unvote.
    • The final jury will be able to view the number of votes of each candidate.

 

  • Pre-selection of top 60 (2nd – 28th July 2019 at 23:59 CET): 10 further candidates per category (40) will be selected for the final jury.

 

  • The final jury (29th July – 2nd August 2019): the final jury, composed out of communication professionals of the organising consortium and of DG REGIO, will select the 16 finalists out of the 60 pre-selected candidates. The composition of the jury will be made public on a dedicated webpage.

 

  • Invitation to the Brussels final selection weekend (10th-11th August 2019): the 16 finalists will undergo various activities to allow for a final assessment, and for the best match between the travellers.

 

    • All travel costs will be covered. Arrival, stay and departure will be handled by the organiser. The exact daily allowances will be disclosed upon travellers’ selection.
    • The organiser will notify the shortlisted participants and the last 16 selected candidates via the contact information which was provided as part of their applications. If a potential traveller fails to respond to the notification within 5 calendar days, then the invitation will be deemed to have been declined and an alternative candidate will be selected from the shortlist.
    • After the final selection, assignments of the teams will be determined for each of the 2 routes. Upon consent, non-selected finalists will be kept on a reserve list and can be called on to replace travellers.

 

PRIZE

  • Winner’s announcement (12th August 2019): The 8 final travellers will be contacted via email and Skype conference call. The organiser’s decision is final and is not subject to appeal.
    • All travel costs of the Road Trip travellers will be covered based on daily allowances. Arrivals, stay and departures will be handled by the organiser. The exact daily allowances will be disclosed upon travellers’ selection.
    • The winning travellers will first be contacted via email to announce their selection. In this email, the travellers will be invited to join a Skype conference call. Members from DG REGIO and ICF Next will attend this call.
    • The organiser will notify the results via the contact information which was provided by participants as part of their applications. If a potential traveller fails to respond to the notification within 5 calendar days, then the invitation will be deemed to have been declined and an alternative candidate will be selected from the shortlist.
    • The Skype conference call will be recorded. Excerpts might be shared on social media, upon travellers’ consent.
  • Training and introduction session in Brussels (23rd-28th August 2019): this counts as the 1st week of the 5-week Road Trip. The travellers will get to know each other, take various workshops, decide upon their preferred challenges/missions, familiarise themselves with the routes, the equipment etc.

 

  • On the road (29th August-29th September 2019). Each team will be accompanied by a professional crew, organised by ICF NEXT, composed of a person responsible for logistics, security and a video maker.

Exact travel dates and itineraries will be arranged and communicated to the participants in due time. A follow-up to the Road Trip Project is envisaged through an event to be held in Brussels (7-9 October 2019) where all 8 travellers will be invited to share their stories in an exchange with a live audience and with the media. Exact dates/times will be confirmed.

 

COPYRIGHT TO THE ENTRIES AND CONTENT SUBMITTED AS PART OF THE ROAD TRIP PROJECT

By submitting an entry, the participant represents and warrants that they are the sole author and right holder of the submitted entry (e.g. presentation video) and that they do not violate any copyright, right of privacy, image right, or any other right of any third party. Plagiarism, which includes the unauthorised use of the language and thoughts of another author, and the representation of them as one’s own, will result in disqualification.

The copyright of the entry remains with the author, but the author grants the EU a nonexclusive, royalty-free, worldwide licence for the entire duration of the copyrights and related rights to use the entry and to sub-licence the use of the entry, where ‘use’ means storing, reproducing, editing, modifying, creative derivate works, synchronising, performing, publishing, printing, displaying, broadcasting, making available, communicating to the public or otherwise making use of the entry, in both digital and material formats. The participant must also waive their right to be identified as the author of the entry for the purposes of the above-mentioned use.

If the submitted entries contain third party works (such as music, architectural designs, photographs whose ownership is not with the participant), the participant declares to have obtained all the necessary rights which permit the EU to use the submitted entries as specified above. The EU has the right to request evidence of third parties’ rights clearance. The participant assumes full responsibility for any damage or loss due to the participant’s violation of third parties’ rights.

By submitting an entry, the participant represents and warrants to the European Commission (i) that they have obtained written consent from any identifiable individuals aged 18 or above; (ii) that, in case any minor is depicted in the application (or each component thereof), they have obtained written consent from the minor’s parents/legal guardian as well as from the minor if they are of the age of legal majority; (iii) that their application will not give rise to any claims of infringement, invasion of privacy or publicity, or infringe on any rights and/or interests of any third party, or give rise to any claims whatsoever, nor violate any applicable law or regulation.

It is the participant’s responsibility to ensure that the necessary consent has been obtained. The participant must retain all release forms obtained as the European Commission may ask them to prove that consent has been given. In the event that the participant submits material for which they do not have the appropriate permissions, the participant accepts liability for any and all resulting consequences.

The above-mentioned rules related to copyright apply to any content submitted by the winning participants to the Road Trip Project.

Participants will be asked in the online application form to tick a box to agree to the Rules of this competition.

 

DISQUALIFICATION

Entries which fail to comply with these rules may be disqualified without prior notification.

If we have reason to suspect any entrant or third party of cheating or unsportsmanlike conduct, we reserve the right to disqualify any vote, entrant, or individual from the competition.

If for any reason the competition is not capable of running as planned due to technical or administrative problems, infection by computer virus, bugs, tampering, unauthorised intervention, fraud, technical failures, or any other causes beyond our reasonable control which corrupt or affect the administration, security, fairness, integrity, or proper conduct of the competition, we reserve the right at its sole discretion to cancel, terminate, modify or suspend the competition or any portion of either.

 

FEES

At no point will the European Commission or any other organisation operating on its behalf request any form of payment or purchase for participation in the competition.

However, all participants are responsible for any costs or expenses incurred by them as a result of participation in the competition (including without limitation costs for accessing the Internet). Any and all applicable taxes or duties in relation to the prizes are under the responsibility of the winner(s).

The costs related to participation in the Road Trip Project will be covered based on

  • an economy-class roundtrip flight or roundtrip train travel from the participant’s place of residence in one of the EU Member States
  • accommodation during the stays in Brussels
  • accommodation and daily allowances during the journey on the road

We are not responsible if a winner is unwilling or unable to participate, due to travel cancellations, delays and/or any interruptions due to force majeure. If for any reason participants are not available to travel on the communicated travel dates, we reserve the right to disqualify and select another person from the shortlisted profiles. No cash alternative is offered.

 

RELEASE AND LIMITATIONS OF LIABILITY 

By participating in this Competition, candidates agree to (i) release and hold harmless ICF Next and DG REGIO, their respective subsidiaries, affiliates and related companies and institutions, partners and promotion and advertising agencies, and each of their respective officers, directors, employees and agents, from any and all liability, for loss, harm, damage, injury, cost or expense whatsoever which may occur in connection with, preparation for, travel to, or participation in competition, or possession, acceptance and/or use or misuse of prize or participation in any competition-related activity and for any claim or cause of action, including but not limited to defamation, invasion of privacy, publicity or personality, copyright infringement, trademark infringement or any other intellectual property related cause of action or any other matter or claim, relating to the competition, the operation thereof, entries, or based upon or relating to the use and exploitation of entries as contemplated herein, either intentionally or otherwise; and (ii) waive any right to inspect or approve uses of the entry or to be compensated for any such uses.

 

DATA PROTECTION

Any personal data shall be processed by DG Regio (data controller) and ICF Next (data processor) in accordance with the Road Trip Competition Privacy Statement available here.

Participants will be asked to tick a box to agree to the Privacy Statement of this competition to be able to submit their application.

 

APPLICABLE LAW

The contest and these rules are subject to the laws of Belgium. Any dispute in relation to these rules and the contest will be subject to the exclusive competence of the French-speaking courts of Brussels.

 

GENERAL

The travel guidelines and all practical information will be provided prior to the travellers’ departure. All logistics for the period in Brussels and the actual Road Trip will be fully covered. Choice of travel means and accommodation shall be in ICF Next and DG REGIO’s sole discretion.

We reserve the right, in absolute discretion, and without prior notice, to adjust any of the dates and/or timeframes stipulated in these rules, to the extent necessary, for purposes of verifying compliance by any entrant or entry with these rules, or as a result of technical problems, or in light of any other circumstances which, in our opinion and sole and absolute discretion, affect the proper administration of the competition as contemplated in these rules.

In the event of any discrepancy or inconsistency between the terms and conditions of these rules and disclosures or other statements contained in any contest-related materials, including, but not limited to: the entry form, Facebook page and/or television, print or online advertising; the terms and conditions of these rules shall prevail, govern and control.

ICF Next and DG REGIO assume no responsibility for computer system, hardware, software, network programme, or other errors, failures, or malfunctions of any kind, whether human or technical in nature, in the transmission or receipt of entries or registrations.

If for any reason any provision of these rules is revealed to be unlawful, null and void or inapplicable, such provision will be considered as separable from these rules and will not influence the validity of the other provisions in any way whatsoever.

With the exception of the cases envisaged in these rules (e.g. prize section 6), we shall not respond to any written, telephone or verbal question regarding the interpretation or the application of the present rules, the course of the competition or regarding the list of participants or winners.

 

ACCEPTANCE OF THE RULES

Participation in the Road Trip Project implies full acceptance of the rules above.

QUESTIONS

Any questions and inquiries should be emailed to [email protected]