Rules of the Youth Olympic Games Medal Design Competition

(HEREAFTER THE "RULES")

Article 1. Presentation

1.1

The International Olympic Committee (hereafter the "IOC"), with its registered offices at the Château de Vidy, 1007 Lausanne, Switzerland, is organising a competition (hereafter the "Competition") to select the design for the obverse of the medal for the Youth Olympic Games 2020, which will be held in Lausanne, Switzerland, from 9 to 22 January 2020.

Article 2. Eligibility

2.1

Participation in this Competition is open to all individuals who have internet access and an email address, regardless of their country of residence, to the exclusion of IOC and Lausanne 2020 Youth Olympic Games Organising Committee (hereafter "Lausanne 2020") personnel and their family members, previous winners of the Youth Olympic Games medal design competitions and all people who are directly or indirectly involved in the conception, carrying out or management of the Competition, particularly employees of third-party service providers, their affiliates and the company that will produce the medals (hereafter the "Candidate(s)"). Applications can be presented by one individual only and must be the work of the Candidate.

2.2

By taking part in the Competition, a Candidate who has not reached the age of majority under the applicable national laws and regulations of his/her country of residence at the time of his/her registration confirms that his/her parent or legal guardian has duly consented to and authorised him/her taking part in the Competition and abiding by the Rules of this Competition.

Article 3. Competition Phases

The Competition includes the following phases:

3.1 Project Submission Phase

  1. The design submission phase will run from 14 February 2019 until midnight GMT+1 on 8 April 2019 (hereafter the "Project Submission Phase").
  2. All Applications (as defined hereunder) must be received by the IOC at the latest midnight GMT+1 on 8 April 2019 (hereafter the "Project Submission Deadline").
  3. Candidates must upload and submit their design according to the process provided on and using the technical requirements specified on the website www.medal-design-competition.com (hereafter the "Application(s)").
  4. To be able to participate in the Competition and submit an Application, Candidates have to register and provide Candidate Data as further described in section 6.1 below.
  5. Only one Application per Candidate will be allowed.
  6. Applications that do not comply with the required formats, that are incomplete and those sent after the Project Submission Deadline (based on the date and time of reception of these items) will not be accepted.
  7. To be admitted, Applications must respect the Olympic values of excellency, friendship and respect. Applications that include messages of a political or religious nature, elements that directly or indirectly promote hatred, discrimination, violence, racism or pornography, or that are contrary to the laws in force or to public order and morality or to the Olympic values in general, will be automatically eliminated from the Competition.
  8. Applications that meet all the criteria and requirements defined in these Rules will be uploaded on the online gallery without any modifications by the IOC, together with the names of the Candidates and the description, with the exception of some corrections of spelling mistakes that could differ from the written descriptions by the Candidates.

3.2 Selection and notification of Winners

  1. The jury appointed by the IOC will choose the winner of the Competition (hereafter the "Competition Winner") whose design will be used as a basis for producing the official medals of the Youth Olympic Games Lausanne 2020 along with the two runners-up (hereinafter collectively referred to as the "Winners").
  2. The IOC will use its best efforts to ensure that the eventual design for the obverse of the medal for the Youth Olympic Games Lausanne 2020 is as close as possible to the Application of the Competition Winner, without altering the nature and general aspect of the Competition Winner’s design. However, Candidates agree that certain modifications to their Application may be required, in particular for any technical or visibility reasons.
  3. The IOC will inform the Competition Winner of his/her victory, as well as the other Winners (i.e. the two runners-up). If the Competition Winner cannot be contacted within ten (10) calendar days of first notification attempt, if any Prize (as described in Article 4 below) or Prize notification is returned as undeliverable, if a Winner declines his/her Prize or in the event of non-compliance with these Rules, such Prize will be forfeited and may be awarded to the next Winner or Candidate in the ranking. Upon Prize forfeiture, no compensation will be given.
  4. Notwithstanding the choice of the jury and the Prize awarded to the Competition Winner, the IOC reserves the right ultimately not to use the Application selected within the framework of this Competition to make the medals for the Youth Olympic Games Lausanne 2020.

Article 4. Prizes

4.1 Each of the Winners will receive prizes (hereafter the "Prizes") as follows:

  1. The Competition Winner will receive the following prizes:
    1. A visit for two persons in January 2020 to the Youth Olympic Games Lausanne 2020, including:
      • Round-trip flights and travel by train for two persons (i.e. the Competition Winner and a guest) in economy class to Lausanne, Switzerland.
      • Accommodation at one of the official hotels of the Youth Olympic Games Lausanne 2020 for 4 nights, including breakfast.
      • Access to the Opening Ceremony to be held on 9 January 2020.
      • Access to all the sports events for the duration of the stay.
    2. A souvenir set of medals for the Youth Olympic Games Lausanne 2020.
    3. A Samsung tablet.
  2. The other Winners (i.e. the runners-up) will receive a Samsung tablet.

4.2

The IOC reserves the right to modify the nature and/or value of the Prizes up to the day on which they are awarded.

4.3

All Prizes are non-transferable. No substitutions or cash redemptions. Prizes may not be sold, bartered or transferred.

4.4

Trip prizes must be used on the date specified in Article 4.1 above, otherwise the Prize will be forfeited. Dates of departure and return are subject to change. In the event there is a cancellation or pre-emption of the Youth Olympic Games Lausanne 2020, the IOC reserves the right to modify the nature and/or the value of the Prizes, in accordance with Article 4.2 above. Airline tickets are non-reroutable and the validity may not be extended. Prizes do not include any additional expenses, including, but not limited to incidentals, telephone charges, travel insurance, souvenirs, upgraded transportation, additional ground transportation, meals, which are the responsibility of the Competition Winner. The Competition Winner and his/her guest must travel together on the same itinerary and must have valid travel documents (i.e. valid passport and/or ID card) prior to departure and are responsible for obtaining their own travel visas and passports. In the event the Competition Winner is a minor under the applicable national laws and regulations of his/her country of residence, he/she must be accompanied by an adult to whom parents or legal guardians have duly consented and granted authorisation to travel with the minor. All other expenses and costs, not expressly listed above, including, but not limited to, taxes, meals, tips, entertainment and transportation to and from a home residence to the airport are the Competition Winner’s sole responsibility.

4.5

To the fullest extent permitted by law, the IOC gives no representation or warranty with respect to the Prizes provided under the Competition; in particular, the IOC gives no warranty with respect to the quality of the awards or Prizes or their suitability or fitness for any purpose. If any of the Prizes has a material defect, the Winners should return the Prize to the IOC in its original packaging. It is the Winners’ responsibility to verify the good functioning of the Prize immediately upon receipt; and Prizes will be considered as accepted within ten (10) days of their delivery to the Winners.

4.6

In the context of this Competition, the IOC is responsible only for the smooth running of the Competition in accordance with the responsibilities expressly set forth in these Rules. For the sake of clarity, the IOC shall not be responsible for any liability related to this Competition not expressly referred to herein, including any damage liability or damage due to the award of the Prize, acceptance, possession, use or misuse of any award of the Prize or from participation in this Competition.

Article 5. Modification of the Rules

5.1

The IOC reserves the right at its absolute discretion to vary, delete or add to any of these Rules from time to time without prior notice and without any compensation or indemnification being due to Candidates. These Rules prevail over any provisions or representations contained in any promotional materials relating to the Competition.

Article 6. Data Protection and Use of Candidate Data

6.1

In order to participate in the Competition, Candidates will need to provide certain personal data (in particular, given name, family name, birthdate, country, email address, phone number) and other information (collectively "Candidate Data") that the Candidate consents to provide the IOC. Candidate Data will be collected, managed and processed by the IOC, in accordance with the present Rules and with the IOC’s privacy policy, available on the IOC’s website (www.olympic.org/privacy-policy), in that order of precedence.

6.2

It is necessary for the IOC to process Candidate Data for the following purposes:

  1. Assessing the Application and confirming the eligibility of the Candidate;
  2. Publishing on the website dedicated to this Competition (www.medal-design-competition.com);
  3. Awarding Prizes to the Winners;
  4. Keeping records related to the Competition;
  5. Communicating for information and/or promotional purposes regarding this Competition and/or the Youth Olympic Games 2020;
  6. Any other purpose to which the Candidates may expressly agree.

6.3

Where necessary for the above-mentioned purposes, Candidate Data may be shared with the following recipients:

  1. Any entity or company now existing or to be created, owned or directly or indirectly controlled by the IOC (such as the Olympic Foundation for Culture and Heritage, IOC Television & Marketing Services S.A., Olympic Channel Services S.A. and Olympic Broadcasting Services S.A.) and their affiliates ("IOC’s Affiliates");
  2. Members of the jury appointed by the IOC;
  3. Service providers acting on the IOC’s behalf and instructions and which help the IOC and the IOC’s Affiliates to operate, secure and maintain the registration platform;
  4. Lausanne 2020;
  5. Competent authorities requiring certain information to allow the Competition Winner and his/her guest to enter and stay in the country and ensure the security of the Winter Youth Olympic Games 2020;
  6. The IOC’s official travel agency (Carlson Wagonlit Travel), which arranges travel and accommodation bookings made by the IOC for the Competition Winner and his/her guest in accordance with the agency’s privacy policy and traveller’s notice (which can be found here: https://www.carlsonwagonlit.com/content/dam/cwt/pdf/traveler-notice/Traveler-Notice-English.pdf);
  7. Travel service providers such as airline carriers, in accordance with their respective privacy policies;
  8. Accommodation service providers.

Some of the above-mentioned recipients may be based in countries that do not provide in their laws for a level of protection of Candidates’ privacy equivalent to that applied within the European Economic Area and Switzerland. Before transferring data from Switzerland or the European Economic Area to other countries, the IOC implements safeguard mechanisms recognised by Swiss and European regulators such as standard contractual clauses.

6.4

The IOC will retain and process Candidate Data for no longer than necessary for the above-mentioned purposes and as authorised by applicable laws, and will apply appropriate technical and organisational measures to protect Candidate Data against destruction, loss, theft or unauthorised processing.

6.5

The IOC will process Candidate Data based on the following grounds: necessity to perform the review of the Application, and its legitimate interests to run the Competition.

6.6

Candidate Data provided to the IOC shall be accurate, complete and up-to-date. If any change occurs, it is the Candidate’s responsibility to contact the IOC to update their Candidate Data.

6.7

Candidates have the right, in accordance with applicable law, to request access to their Candidate Data, to request the deletion or correction of any erroneous or incomplete data and to object to their use. For these purposes or for any question related to the processing of Candidate Data, Candidates should contact the IOC at the following address. Any complaint in relation to the processing of Candidate Data that has not been addressed within a reasonable deadline can be addressed to the Office of the Federal Data Protection and Information Commissioner, Feldeggweg 1, CH – 3003 Bern, Switzerland, info@edoeb.admin.ch.

6.8

By taking part in this Competition and in accordance with the IOC’s privacy policy referred to in Article 6.1 above, Candidates unreservedly agree that their names and Applications may be used and disseminated for information and/or promotional purposes regarding this Competition and/or the Youth Olympic Games 2020 on behalf of the IOC or any other individual or legal entity acting on its behalf, such as Lausanne 2020. Such use of their names and Applications will be unrestricted and will not lead to any rights or remuneration (including any right or interest to revenues derived from merchandising or other commercial exploitation) which are expressly and irrevocably waived, and can be made in any in-house or external communication medium for information and/or promotional purposes, as mentioned in the preceding sentence, on behalf of the IOC or any other individual or legal entity acting on its behalf, throughout the world.

Article 7. Compliance

7.1

All Applications must be in compliance with these Rules at all times. The IOC may, at any time, and based on its own appreciation, exclude any Application or any Candidate, if the IOC considers in its reasonable discretion that such Candidate committed a breach of the Rules.

7.2

Participation in this Competition implies the full, complete and unreserved acceptance of these Rules. Non-observance of the conditions for participation set out in these Rules makes the participation in the Competition invalid.

Article 8. Intellectual Property Rights and Image Rights

8.1

Candidates warrant that their Applications, including any elements sent within the framework of this Competition, are original works created by them, which have not been previously published in any form or media whatsoever, are not based on any pre-existing work and are free of any encumbrances. Candidates further guarantee that they are the sole owner of all intellectual property rights in and to the Application and that the Application does not knowingly infringe the pre-existing copyright or any other intellectual property rights of any third party.

8.2

Candidates agree not to publish, have published or disclose their Application prior to its upload by the IOC in the online gallery following the Project Submission Phase, at which time Candidates are entitled to be identified as having participated in the Competition. In the event that the Candidate is selected and officially announced to the public by the IOC as the Competition Winner, the Candidate is thereafter entitled to be identified as such and disclose his/her designation as the Competition Winner.

8.3

Candidates hereby agree to irrevocably assign to the IOC any and all intellectual property rights and other rights, free of charge, worldwide and in perpetuity, without any restriction of any kind, in and to the Applications, including, without limitation, the right to reproduce, copy, edit, alter, adapt, translate, modify, distribute, create derivative works or sell the Application, in any media, format or technology, now known or hereafter devised, without any restriction of time or territory (the "Assignment of Rights"), pursuant to which Candidates acknowledge and agree that editing or modification by the IOC or any third party authorised by the IOC of the Applications is hereby consented and will not be deemed or considered as an infringement of the integrity of the Applications. The Assignment of Rights is expressly subject to the condition precedent that the Candidate is selected as a Winner by the IOC (for the sake of clarity this includes the Competition Winner and the two runners-up) and notified as such by the IOC (the "Condition Precedent"). The Assignment of Rights shall be and become of force and effect upon satisfaction of the Condition Precedent. Candidates agree to execute, at the IOC’s request and expense, any and all documents and other instruments necessary to prove or confirm the Assignment of Rights. The IOC has no obligation whatsoever to make use of the Applications. The rights in and to the Applications that are not selected as a Winner remain with the Candidates and may be used by the Candidates, subject to the Rules herein.

8.4

Winners guarantee to the IOC that they are fully and duly authorised to transfer the rights covered by the Assignment of Rights, and that, in the event that they are a member of a copyright association and/or collective management organisation to which they have previously transferred rights to future works, that they have obtained the agreement of the aforesaid association or organisation that the Application submitted within the framework of this Competition will be expressly excluded from the general transfer. Upon first request of the IOC, Winners will provide evidence of such agreement with said copyright association and/or collective management organisation.

8.5

By participating in this Competition, Candidates acknowledge that the Olympic Properties (as defined by the Olympic Charter and as periodically updated), including the Olympic Symbol, emblem(s), trademark(s), theme(s), logo(s), mascot(s) or other designation(s) are the sole and exclusive property of the IOC. Candidates agree they shall not use or authorise the use of any of the Olympic Properties other than required for the purposes of this Competition and permitted by these Rules. If Candidates use or authorise the use of their Application that did not satisfy the Condition Precedent and as a result was not the subject of the Assignment of Rights, they must remove the Olympic Properties from their Application. Candidates also agree that they shall not be granted with any marketing rights or any right of association, in any way, with the IOC, Lausanne 2020, the Youth Olympic Games Lausanne 2020 or the Olympic Movement.

8.6

Each of the Winners also agree to provide to the IOC, upon request, the source files for his/her Application (EPS format).

8.7

Candidates and any parent or legal guardian who so authorises his/her child or ward to enter this Competition, hereby expressly grant to the IOC the right to use the Candidate’s name, image, likeness and/or endorsement in any photograph, audio-visual production or any other form of media, visual or editorial, for the purpose of publicising and promoting the IOC, the Youth Olympic Games Lausanne 2020 and/or the Competition or for any other purpose related thereto. In accordance with the above, the Candidates shall take part in such photoshoots, filming and the production of other materials as the IOC may reasonably require, which may include taking part in press conferences, television and radio programmes and interviews.

Article 9. Miscellaneous

9.1

The IOC’s decisions on all matters relating to the Competition, in particular, but not exclusively, the results thereof, are final and binding on all Candidates. No correspondence will be exchanged regarding the Competition except to inform and make arrangements with each of the Winners.

9.2

By participating in this Competition, Candidates agree to indemnify and hold harmless the IOC (including its affiliates, partners, representatives, agents, successors, assigns, employees, officers and directors), from any and all claim by, or liability to, any third party for loss, damage or injury to persons or property caused by any act or omission (whether wilful or negligent) of the Candidate in connection with the Competition.

9.3

The IOC is not responsible if the Competition cannot take place or if any Prize cannot be awarded due to travel cancellations, delays or interruptions due to acts of God, acts of war, natural disasters, weather or acts of terrorism.

9.4

In the event that any Article of these Rules is found to be declared invalid, illegal or unenforceable, the remaining Articles of these Rules shall remain valid and continue to bind the Candidates.

9.5

These Rules are made available in English, French and German. In case of discrepancy between these versions, the English version shall prevail.

Article 10. Applicable Law and Place of Jurisdiction

10.1

These Rules and the Competition are governed by Swiss law without reference to its conflict of laws rules.

10.2

To the extent permitted by these Rules, any claim or dispute in relation to this Competition will be submitted exclusively to the competent courts of Lausanne, Switzerland.