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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.
Students and their accompanying adults 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 accompanying adult (on behalf of students and parents) and Main Team Organization LLC. c. This is a paid organization. d. The official language of communication for the NEO Science 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. Individual participants (students) must be accompanied by an adult (parent, relative, or teacher). c. Only accompanying adults are authorized to submit applications on behalf of students. d. Students who have not taken the 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. 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. Students and accompany adults will receive an email containing the invitation, daily schedule, accommodation details, and transportation information necessary for visa application. d. 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. e. The consulate requires a parental consent letter for students traveling to the USA with accompanying adults. When dealing with this document, the accompanying adult should take into account that some parents may be separated or residing abroad. f. Students and accompanying adults are responsible for obtaining visas, travel health insurance and covering other processing fees. 4) SERVICES INCLUDED IN THE PARTICIPATION FEE a. Upon arrival at the Airport, the NEO Science team will meet the groups and transport them to their hotels. b. Reservations have been made at 3 or 4-star hotels. c. The NEO Science Olympiad will provide 6 nights of accommodation at hotels from June 10th to June 16th, 2025. d. Accommodation assignments in the hotels will be made on a first-come, first-served basis, taking into account the number of group members and availability. The hotel sequence 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 that are 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 during 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. Deposit payments are non-refundable. 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. 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. g. There must be a sufficient number (minimum 24 students) of participants for optional tours. The maximum quota for the optional trip is 100 people for each route.
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. Participants will have the opportunity to engage 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 a maximum of 2 categories, choosing from the Mathematics, Science, and Coding categories simultaneously and have the chance to earn medals in both selected categories. c. The Mathematics category contains 40 multiple-choice questions and the Science category contains 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. Participants 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. a. Students and accompanying adults are required to share the same room and will be accommodated in either twin or double rooms. A total of $900 is required to upgrade from a twin room to a single room for a 6-night stay, subject to availability. c. The terms and conditions of the accommodation provider will apply during the stay at hotels. d. Participants 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. e. Any damage to the hotel by the student must be paid for by the student before leaving the hotel. f. If a participant 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 participant will need to make their own booking. g. Accompanying adult is responsible for ensuring that student and accompanying adult rooms are used in an orderly and undamaged condition. Accompanying adult 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 accompanying adult prior to departure. h. 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 accompanying adult and the student staying in the damaged room. 9) TERMS OF PARTICIPATION, CANCELLATION AND REFUND a. If an individual participant cancels their participation after paying the deposit fee, the amount paid will not be refunded. b. If an individual participant cancels their participation after paying the remaining amount, the amount paid will not be refunded. c. If an individual participant cancels their participation in the optional tour program after paying the participation fee, the amount paid will not be refunded. d. If an individual participant who has been issued 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 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. g. 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 ACCOMPANYING ADULTS a. With this agreement, the accompanying adult is the only authorized and responsible person on behalf of students. b. Before paying the deposit fee, the accompanying adult must schedule a visa interview with the U.S. consulate and follow the required procedures. c. The accompanying adult is responsible for coordinating the collection of documents requested by the consulate, as well as making flight reservations. d. 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. e. Flight tickets should be finalized once the visa results have been confirmed. f. An accompanying adult must supervise the student during the trip, ensuring punctuality for departures and preventing damage, nuisance, misconduct, and overseeing matters such as boarding times, meal times, bus departure times, program times, security, and behavior. g. During the Grand Final program, an accompanying adult must ensure that student is in harmony within with all other participants. h. An accompanying adult is responsible for all material and moral damages caused by the student at the hotel, on public or private transportation, at science centers, museums, and NJIT (New Jersey Institute of Technology). i. An accompanying adult must remain with and take responsibility for the student at all times, including supervising breaks, and accompanying the student from the accommodation to the center and back, where appropriate. 11) CONDITIONS FOR UNACCOMPANIED PARTICIPANTS a. All conditions and responsibilities assigned to the accompanying adult, as outlined above, also apply to students participating alone in the competition. Such participants are required to independently fulfill these obligations. b. A student participating alone must share a double room with a student of the same gender. If available, they will be placed with a student from their own country. c. A student participating alone wishing to stay in a single room must pay an additional $900, subject to room availability at the hotel. d. A student participating alone must follow the program schedule and adhere to the specified times. e. The NEO Science Team may assign the student participating alone to a group led by another teacher. In such cases, the student must follow the program flow and cooperate with the group teacher. f. If the NEO Science Team assigns a group leader to the student participating alone, the student must follow the group leader’s coordination. g. A student participating alone must inform the NEO Science Team about any places they plan to visit outside the defined free times in the program and during the program itself. 12) 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 participants arrive 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. The individual participants 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. Complaints, if any, must be raised promptly, either at the time of the issue or by the following day, to allow for timely resolution. e. 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. f. The NEO Science Olympiad bears no liability for any loss, damage, illness, or injury, except where statutory liability is applicable. g. All correspondence must be conducted via email at info@neoscience.org. h. 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. i. Both the accompanying adult and the student's parent sign this agreement, confirming that the individuals listed (teacher, student, or parent) have no first-degree relatives (father, mother, brother, or sister) residing, either legally or illegally, in the United States. 13) 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 - INDIVIDUAL Approval Form
_____________________________
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@neo-science.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.