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This agreement must be digitally approved by the group supervisors via the provided link. The written version of the agreement, signed by an authorized representative of Main Team Organization LLC, has been presented to the supervisors as a reference for approval via the link. Moreover, signing and submitting it is not required.
These conditions set out the terms of the contract between the Teacher (on behalf of Students and Parents) and the Main Team Organization LLC (NEO Science Olympiad). Students and teachers intending to take part in the NEO Science Olympiad Grand Final program scheduled for June 10-16, 2025, in New York, USA, acknowledge and agree to the terms and conditions outlined in this agreement. 1. BASIC CONDITIONS a. The NEO Science Olympiad Grand Final program is organized by Main Team Organization LLC. b. The parties to this contract are teachers (on behalf of students and parents) and NEO Science Olympiad (Main Team Organization). c. This is a paid organization. d. The official language of communication for the Hi-Lingua Grand Final program is English. 2. APPLICATION CONDITIONS a. The Grand Final is open to all students in grades 3 through 11, with no age-related restrictions. b. Students in grades 3 and 4 can only participate in the Grand Final with an accompanying adult (parent, relative or teacher) as part of a group. c. Students in grades 5 to 11 can participate with their supervisors (teachers). d. Only teachers are authorized to submit applications on behalf of the students/parents for the group applications. e. A teacher must be accompanied by a minimum of 8 students in order to participate in the program. Since students in grades 3 and 4 must be accompanied by one adult each, both the adult and the child are considered as 2 individuals in an 8-person group. f. A teacher can participate in the program with 7 or less students. In this case, the full participation fee must be paid for this teacher. g. A teacher can have a group of 8-15 students. If there are 16 or more students, a second teacher must accompany the group. h. Students who have not taken NEO Science Online exams are also eligible to apply for the Grand Final; however, priority will be given to those who have already participated in the online exams. i. Students who have taken NEO Science Online exams are not required to have a specific degree or achievement to participate in the Grand Final. 3. VISA APPLICATION CONDITIONS a. Citizens of countries requiring a visa should adhere to the US Visa Application Conditions. b. Since the Grand Final program will be hosted in the USA, it is mandatory to submit the visa application to the US consulates. c. Teachers and accompanying adults will receive an email containing the invitation, daily schedule, accommodation details, and transportation information necessary for visa application. d. Some consulates may ask for an original invitation letter. In such case, the group will be charged a postage fee of $150. e. Parents must prepare and submit other required documents for the visa application to the consulate. While consulates evaluate these documents, the visa decision primarily depends on the documents or consulate interview. f. The Consulate may request a letter of parental consent for students to travel to the USA with the teacher. When dealing with this document, teachers should take into account that some parents may be separated or residing abroad. g. Students and accompanying teachers are responsible for obtaining visas, travel health insurance, and covering other processing fees. h. The teacher is responsible for following up on and coordinating consular appointments and visa applications for the group. 4. SERVICES INCLUDED IN THE PARTICIPATION FEE a. Upon arrival at the Airport, the NEO Science Olympiad team will meet the groups and transport them to their hotels. b. Reservations have already been made at 3 or 4-star hotels. c. The NEO Science Olympiad will provide 6 nights of hotel accommodation at hotels from June 10th to June 16th, 2025. d. Accommodation assignments in these hotels will be made on a first-come, first-served basis, taking into account the number of group members and availability. The sequence of the hotels is determined based on their booking conditions. Average reservation costs for the hotels are the same and do not affect the Grand Final price. e. The NEO Science Olympiad has reserved accommodations at the following hotels: - Embassy Suites by Hilton Parsippany - Holiday Inn & Suites Parsippany Fairfield- Home2 Suites By Hilton f. Breakfast is included in the price. However, lunch and dinner are not included. g. The NEO Science Olympiad will provide transfer services for the activities specified in the program for a total of 7 days, from June 10th to June 16th, 2025. Transfers will be provided by private coaches. h. The NEO Science Olympiad will provide the activities mentioned in the program, including visits to Liberty Science Center, Six Flags Great Adventure Park, Empire State Building Observatory, and Statue of Liberty (entrance to the statue will not be provided). i. The welcome meeting, workshops, challenges, and exams will take place at the New Jersey Institute of Technology located in New Jersey. j. Each participant will receive 3 t-shirts to wear throughout the program. k. City and hotel taxes are included in the price. 5. PROGRAM FEE AND PAYMENT CONDITIONS a. Participation fee: The early bird price of $2,200 is available until March 01, 2025. Regular registration, from March 02 to May 01, 2025, is priced at $2,450. These fees are applicable when payment is made through a bank transfer. A 5% transaction fee will be added to credit card payments. b. Services included in this price: Transfers, Accommodation, Breakfasts, Event Tickets, Exams, and Award Ceremony (The services included in the price are listed separately in the Section 4). c. Services not included in this price: visa fees, travel health insurance, flight tickets, personal expenses, lunches and dinners d. Payments: The deposit payment (registration fee) is $250 for early registrations made by March 1, 2025, with a remaining balance of $1,950. For regular registrations made by May 1, 2025, the deposit is $450, with a remaining balance of $2,000. e. The remaining balance must be paid no later than 10 days after the visas are issued and this date should not exceed May 9, 2025. f. Payments must be coordinated by the teacher. Payments can be made either by credit card or bank transfer. For online payments via the provided link, a 5% transaction fee will be added to the total price. g. Payment options and an invoice for the registration fee will be provided prior to completing the payment. h. Optional Trips: Following the Grand Final program, groups may choose to participate in optional paid tour programs available along 2 routes: OPTIONAL TRIP 1 - Boston Tour/ Harvard + MIT / NYC (extra) - The cost of this trip is $799 per person. - Trip is scheduled for June 16-18, 2025. - The trip consists of a 2-night, 3-day program. - Optional trip includes transfers, accommodation (3 or 4 star hotels), breakfast, city tours, and event tickets. OPTIONAL TRIP 2 - Niagara Falls / NYC (extra) - The cost of this trip is $999 per person. - Trip is scheduled for June 16-19, 2025. - The trip consists of a 3-night, 4-day program. - Optional trip includes transfers, accommodation (3 or 4 star hotels), breakfast, city tours, and event tickets. i. There must be a sufficient number of participants for optional tours. The maximum quota for the optional trip is 100 people for each route. j. Teachers are strongly advised to collect a refundable damage deposit of $250 from each student before the flight. k. Program Fee & Payment Schedule:
Registration Periods
EARLY REGISTRATION
REGULAR REGISTRATION
Program Fee
$2,200 p.p.
$2,450 p.p.
Deposit Payment Deadline
March 01, 2025
$250 p.p.
Within a week after confirmation.
$450 p.p.
Remaining Payment Deadline (k.)
Within 1 week after visa approval.
$1,950 p.p.
$2,000 p.p.
Optional Trips
BOSTON
NIAGARA FALLS
$799 p.p.
$999 p.p.
Payment Deadline
6. GRAND FINAL DAILY PROGRAM June 10, 2025 - Welcoming at JFK, EWR and LGA airports and hotel transfers June 11, 2025 - Welcome Ceremony and challenges at NJIT June 12, 2025 - Visits to Liberty Science Center, Columbia University, and Statue of Liberty June 13, 2025 - NEO Grand Final Exams at NJIT, transfer to and free time in New York City center June 14, 2025 - Full day fun at Six Flags Great Adventure Park June 15, 2025 - Transfer to New York City center, Empire State Building tour, award ceremony at NJIT June 16, 2025 - Transfers to JFK, EWR, and LGA airports / Optional Trips When necessary, the NEO Science Olympiad reserves the right to amend the daily itinerary. 7. CATEGORIES, CHALLENGES AND EXAM RULES a. Students will have the opportunity to participate in the following categories and challenges within the competition, depending on their grade level:
CATEGORIES(for grades 3-11)
CHALLENGES(for grades 5-11)
Mathematics
Robotix
Science
DIY Project
Coding
AI Prompt
b. Students have the option to take exams in up to 2 categories, choosing from Mathematics, Science, and Coding, and have the chance to earn medals in both selected categories. c. Both the Mathematics and Science categories each contain 40 multiple-choice questions. d. Students participating in the Coding category must bring their own laptops. The Olympiad Committee will not be responsible for providing laptops. e. Participants in each grade will be evaluated and ranked separately in the Mathematics and Science categories. f. In the Coding category, participants will solve the same coding challenges within each level group given below. Total scores will be evaluated within their groups: Group 1: Grades 3-4-5 Group 2: Grades 6-7-8 Group 3: Grades 9-10-11 g. Competitions in ROBOTIX, DIY PROJECT and AI PROMPT challenges will be conducted in groups and are available to a limited number of teams ranging from grades 5 to 11. The application requirements will be shared with the group teachers via email. h. Participants in the challenges are evaluated and ranked in 2 groups based on their grade level: Group 1 > for grades 5-6-7-8 Group 2 > for grades 9-10-11 8. ACCOMMODATION a. Accommodation will be in 3 or 4-star hotels within Newark, New Jersey. b. Hotel check-in starts after 15:00. Groups arriving early may have to wait at the hotel if there is enough room for luggage. Otherwise, they may need to wait at the airport. c. Students will be accommodated in twin, double or triple rooms. In triple rooms, the third bed may be a sofa or an extra bed, which may differ in comfort from the other two beds. d. Students in a group will be accommodated based on their gender, first with other students from their group, then with students from their home country. The last option is to share a room with a student from a different country. Students wishing to stay in a single room must pay an additional $900 for 6 nights, subject to availability. e. The terms and conditions of the accommodation provider will apply during the stay at hotels. f. Students and teachers are required to fully comply with the rules and policies of the hotels. If the fire alarm or automated external defibrillator goes off due to smoking, match-stick fire, bath steam, or other causes, a penalty fee of at least $1,500 to $3,000 will be charged for the services by police, medical teams and fire brigade. These alarm systems are activated automatically and it is easy to detect the room or corridor where the alarm started. In such cases, the fine is paid by those who are responsible. g. If a student is asked to leave his/her room at the hotel because of inappropriate behavior, the NEO Science Olympiad will not arrange alternative accommodation and the student will need to make their own booking. h. Teachers are responsible for ensuring that student and teacher rooms are used in an orderly and undamaged condition. The teacher must inspect the rooms the evening before check-out day and in the morning of check-out. Any damage caused to the hotel by a student must be paid for by the student or the teacher prior to departure. i. If any damage or material loss is detected by the hotel after check-out, it will be reported to Main Team Organization LLC within 3 days at the latest. The amount requested by the hotel based on this report will be charged to the group teacher and the students staying in the damaged room. 9. TERMS OF PARTICIPATION, CANCELLATION AND REFUND a. If a student or group cancels their participation after paying the deposit fee, the amount paid will not be refunded. b. If a student or group cancels their participation after paying the remaining amount, the amount paid will not be refunded. c. If a student or group cancels their participation in the optional tour program after paying the participation fee, the amount paid will not be refunded. d. If a participant or group who have been issued a visa decides not to participate, they will forfeit their deposit and cannot transfer their participation rights to another student. e. The deposit amount paid will not be refunded if a visa cannot be obtained or if the visa application is refused by the consulate. Visa refusals are based on the individual documents provided by students, parents or teachers and are solely evaluated by the consulate. f. If a student's visa is refused, the teacher can add a new student instead. In this case, the paid deposit is transferred to the new student. However, if the early registration period has expired, an additional fee will apply. g. If the government of the USA closes the entrance to the USA from all countries due to COVID or other reasons, 50% of the total paid price will be refunded. h. If the government of the USA closes entries from specific countries due to COVID or other reasons (high-risk region), participants from these countries will receive a refund of 25% of the total paid amount. 10. DUTIES AND RESPONSIBILITIES OF TEACHERS a. This agreement appoints the teacher as the only authorized and responsible person on behalf of the student group. b. The teacher is responsible for informing and explaining the terms of this contract to the parents and students. Teachers are advised to obtain a signed consent from the parents. c. Once the participation of students in a group has been confirmed, the teacher ensures that the deposit fee is collected and paid. This payment can be made by credit card or through a bank transfer. For online payments via the provided link, a 5% transaction fee will be added to the main price. The NEO Science Olympiad will provide the necessary information along with the invoice. d. Before paying the deposit fees, the teacher schedules a visa interview with the US consulate and follows the procedures. The teacher can also work with a visa consulting company to coordinate the process. e. The teacher is required to coordinate the collection of documents requested by the consulate as well as flight reservations. f. Flight ticket dates must align with the program schedule. Groups participating in the Olympiad only, must arrive in JFK, EWR, or LGA Airports on June 10 and depart on June 16, 2025. If the group chooses the additional tour, their departure flight should be scheduled from JFK, EWR, or LGA Airports on June 18 for the Boston program or June 19 for the Niagara program, depending on their preference. If no flights are available from any country on these dates, the NEO Science Olympiad should be contacted before invitations are issued. g. The flight tickets should be finalized once the visa results have been confirmed. h. The teacher is responsible for making sure that the remaining payments are made. i. The teacher must share the most up-to-date information about the Grand Final with the students and if necessary, with the parents. j. Teachers must complete all the necessary preparations before the flight. k. Teachers must supervise group members during their trip, ensuring punctuality for departures and preventing damage, nuisance, and misconduct. (The teacher must oversee matters such as boarding times, meal times, bus departure times, program times, security and behavior.) l. During the Grand Final program, teachers must ensure that students are in harmony within their group as well as with all other participants. m. Teachers are responsible for all material and moral damages caused by students at the hotel, on public or private transportation, at science centers, museums, and NJIT (New Jersey Institute of Technology). n. Teachers must remain with and take responsibility for their students at all times, including supervising breaks and accompanying students from their accommodation to the center and back, where appropriate. o. We strongly advise teachers to collect a damage deposit of $250 from each student before the flight. We recommend returning the received damage deposits no earlier than 3 weeks after you have returned to your country. 11. ADDITIONAL CONDITIONS a. Flight days must correspond to the program schedule. The NEO Science Olympiad will not be able to provide additional accommodations or transportation for early arrivals or late departures. b. If the group arrives late for any reason, no refunds or additional activity arrangements will be provided for the missed days. Upon arrival, the group must transfer to the hotel on their own and resume the current part of the program. c. Students and teachers must comply with the schedule stated in the program. Late groups or students must transport to the relevant section of the program on their own. d. Lunch is not included as part of the meal plan. It should be treated as a snack during activities and is not included in the program prices (e.g., pizza, spaghetti, chips, drinks, etc.). The average cost is $15-$20 per meal. e. Dinners are considered the main meal of the day and can be arranged at alternative restaurants near the hotels by the teachers. These meals are also not included in the program prices. The average cost is $20-$30 per meal. f. Complaints, if any, must be raised promptly, either at the time of the issue or by the following day, to allow for timely resolution. g. Promotional photographs and videos: The NEO Science Olympiad may take photos or video clips during class or leisure activities. These materials may be used for publicity, including on the olympiad’s social media platforms and website. h. The NEO Science Olympiad is not liable for any loss, damage, illness or injury to individuals or property, except where statutory liability applies. i. All correspondence must be conducted via email at info@neoscience.org. j. After arriving in the USA, all participants must leave before their visa period expires. Those who overstay may face fines, imprisonment, or bans from entering the USA. Additionally, Main Team Organization LLC reserves the right to pursue monetary and non-monetary damages, starting at $100,000, for those who fail to return to their countries and instead flee or apply for asylum, causing harm to the company’s reputation and future operations. k. This agreement is signed by the teacher on behalf of the individuals listed on the NEO Science Olympiad’s Grand Final Application platform under Teacher ID___________. As a teacher, I assure you that none of the individuals listed on this platform (teacher, student, or parents) have first-degree relatives (father, mother, brother, or sister) residing (illegally or legally) in the United States. If any participant has relatives residing in the United States within this degree of relation, I agree to inform the NEO Science Olympiad accordingly. l. The organizing committee and sponsors will cover the costs of transfers, accommodation, meals, and event ticket expenses for teachers accompanying each group of 8 students during the program in the USA. However, visa, insurance, and flight tickets are not included. This offer does not apply to paid teachers. The NEO Science Olympiad committee recommends that parents of the participating students cover the remaining expenses (visa, insurance, and flight tickets) for the supervisors responsible for the students during the 7-day program. 12. FORCE MAJEURE CIRCUMSTANCES a. Main Team Organization LLC shall not be liable to perform its obligations under this Application and Participation Agreement in so far as such performance is hindered or prevented by war or threat of war, riot, civil strife, actual or threatened terrorist activity, any significant risk to human health such as the outbreak of serious disease at the destination, epidemic, pandemic (including the ongoing impact of the COVID-19 pandemic), chemical or biological disasters, flood, drought, earthquake, any law, guidance or advice issues or any other action taken by a government (local or national), industrial dispute, digital attack, natural or nuclear disaster, adverse weather conditions, fire or other similar cause, or failure of a third-party supplier, provided that any such specified cause or other similar cause is beyond the reasonable control of Main Team Organization LLC. b. These Terms and Conditions are governed by the laws of the USA, and both parties agree that the courts of the USA have exclusive jurisdiction. c. This contract has a total of 12 sections and ??? articles.
This agreement is considered approved only after the completion and submission of the form below. After NEO Science receives the agreement confirmation, the participant will be asked to make a deposit payment. Additionally, the participant can download a signed copy of this agreement, dated 3 January 2025, by Main Team Org. GmbH, from the link below.
NEO Grand Final - GROUP Approval Form
If there is another teacher in your group, they are required to complete this form as well. After submitting this form, NEO Science will contact you within 3 business days. During this time, please remember to check your spam folder. If you do not receive any email, please contact us at info@neoscience.org .
Download the written copy of this agreement.
Only the form above must be completed and approved. Downloading and signing the agreement is not required.