DEI4SME Hackathon Terms and Conditions

Terms and Conditions for DEI4SME Hackathons registration

By registering for the DEI4SME Hackathon, individual and/or team participants agree to the general (A) and individual-participant specific T&Cs (B); SMEs agree to general (A) and SME-specific T&Cs (C) that are hereafter:

A. General Terms & Conditions (T&Cs)

1. Schedules

Theme In Finland: Promoting the inclusion of diverse groups in the internationalisation of SMEs

  • Opening (Hybrid): February 4, 2025
  • Online Work: February 5 – 13, 2025, Submission deadline: February 13, 2025
  • Voting/Evaluating: February 14 – 17, 2025
  • Closing (Hybrid): February 19, 2025

Theme in Lithuania: DEI challenges in exporting SMEs

  • Opening (Hybrid): March 4, 2025
  • Online Work: March 5 – 13, 2025, Submission deadline: March 13, 2025
  • Voting/Evaluating: March 14 – 17, 2025
  • Closing (Hybrid): March 19, 2025

2. Eligibility

Student/Individual

  • Participation is free of charge, open to individuals and teams who aim to promote Diversity, Equity, and Inclusion (DEI) and are interested in solving DEI-related challenges provided by Small and Medium Enterprises (SMEs).
  • Local and international students and individuals are welcome. Participants must select their mode of participation (either online or in-person) during registration and commit to it throughout the event.
  • Team size will be 4-5. If a registrant does not have a team, organizers will assign one randomly.

SME

  • SMEs participating in the event must be registered businesses who would like to utilize or promote on diversity, equity, and inclusion (DEI) in business, or who are already utilizing it and would like to solve specific DEI challenges or share best DEI management practices.
  • SMEs, as defined by the European Commission, are firms that fall into one of the defined categories regarding their size and turnover/profit measurements. Please see the definition here: SME definition – European Commission (europa.eu)

3. Data Usage

  • By registering, participants consent to the collection and use of their registration data (e.g., name, email, contact information) for event-related communication and organizational purposes.
  • The registration data gathered will be stored in the Hostinger.com servers (where DEI4SME website and its management systems resides) and in the databases of the University of Vaasa and Kaunas University of Technology.
  • The collected data may also be used for marketing and promotional activities related to the event. Personal data will not be shared with third parties without prior consent.
  • Participants can opt out of promotional communications at any time by contacting the organizers at: contact@dei4sme.eu.

4. Liability

  • The event organizers are not responsible for any loss, injury, or damage to participants or their equipment, whether participating online or in person, during the entire event duration from opening ceremony to closing ceremony included.

5. Changes and Cancellations

  • The organizers reserve the right to make changes to the event format, schedule, or terms and conditions. Participants will be notified of any changes in advance.
  • In case of event cancellation, participants will be notified as soon as possible.

By registering, individual participants and SMEs acknowledge that they have read, understood, and agreed to these terms and conditions.

For any questions or concerns, please contact the event organizers by email at contact@dei4sme.eu

 

B. Individual Participants-specific T&Cs

1. Registration

  • Interested participants must register by midnight of January 15, 2025, for the hackathon in Finland and by midnight of February 28, 2025, for the hackathon in Lithuania. Midnight is counted referring to the time zone of the respective countries.
  • All participants are expected to submit a short video introducing themselves, their motivation, and expected goals. In case of a team registration, one video is enough and should compile: team member presentations, team motivation, expected goals. Detailed requirements will be sent after the registration deadline. The videos shall be delivered by the start of the respective hackathon.

2. Mode of participation, activities and deliverables

  • In-person participants are responsible for their own travel, accommodation, and commuting to the on-site space, where and when applicable.
  • Online participants must have access to a stable internet connection and necessary communication tools (the communication channel used for the hackathons will be communicated to all participants closer to the event date).
  • The hackathons will address SMEs’ diversity, equity, and inclusion issues. While SMEs have cognitive and resource constraints that prevent them from hiring and integrating diverse talent, their flexible structures, processes, and work practices put them in the best position to reap DEI benefits and benefit the firm and society. Thus, strategies to break the ice and start with impactful, low-hanging fruits are needed.
  • Each team will solve one of the DEI-related challenges provided by SMEs. Once the challenge has been attached to a specific team, the challenge cannot be changed. The registered team/individual also commits to deliver an analysis and the solution for the challenge at their best possible capacity.
  • The deliverables may include a written proposal outlining the problem, solution, and implementation plan and a presentation. The detailed requirements for the deliverables will be communicated at the start of each hackathon.

Code of Conduct:

  • Integrity:No plagiarism or cheating will be allowed for these hackathons. The use of AI is permitted but should be honestly reported by the participants when returning their deliverables and submitted together with the main outcomes.
  • Collaboration:Cross-team communication and sharing of general advice are permitted and encouraged. Respect for other teams and the stakeholders involved in the hackathon process must be applied.
  • All participants must adhere to the event’s Code of Conduct, promoting mutual respect and collaboration, with zero tolerance for discrimination, harassment, or inappropriate behavior.
  • Violation of these rules may result in disqualification from the event at the discretion of the organizers.
  • Inclusive language shall be used in participants’ communication and in the deliverables of the teams. For definition and examples of inclusive language, please refer to Inclusive Language Guide (apa.org).

Final Presentation:

  • Live event participation:The registered participants commit to participate in the hackathon activities and the planned opening and closing live events online or face-to-face (based on their choice indicated in the registration form).
  • Should the mode of participation change, the participants should inform organizers by an email message to the contact@dei4sme.eu as soon as they have been aware of the change.

 

3. Judging Criteria:

The team/individual who register to these hackathons are aware of the deliverables’ evaluation criteria and agree with them. The judging Criteria for the hackathons are:

  • Innovation: Creativity and originality of the solution.
  • Impact: Effectiveness in addressing the DEI challenge.
  • Feasibility: Realistic implementation by the company, especially by the SME.
  • Regulatory fit: Fit of the solution to the EU legal framework for the DEI-related matters.
  • Presentation: Clarity, quality and attractiveness of the output, and persuasiveness.
  • Team Collaboration: Evidence of teamwork and diverse contributions.
  • Integration of materials and insights: strong evidence of having considered different point of views by assessing ideas, comparative cases, studies on the topic, or other relevant materials and communications

4. Commitment

  • Participants must actively engage in the hackathon throughout its duration and work towards completing the provided DEI-related challenges.
  • All teams are expected to submit their final project by the deadline specified by the event organizers when the event starts.
  • Participants agree to uphold the values of respect, inclusion, and equity throughout the entirety of the events they will take part in (i.e. hackathon in Finland, hackathon in Lithuania, or both hackathons)
  • Should the monetary or otherwise prize be received by the winning team/individual, they commit to collaborate and provide the needed information so that the prize can be delivered, and applicable fees or other legal arrangements can be made.

5. Intellectual Property

  • Any solutions, ideas, or innovations developed during the hackathon remain the property of the participants. The event organizers or SMEs will not hold any proprietary rights to the intellectual property created by participants, unless a separate written agreement is made with the participants or as outlined in these T&Cs.
  • Participants agree that their submissions may be used by the event organizers or SMEs adopting their solutions in the future DEI promotion, teaching case development, and awareness raising purposes. In other words, the solutions and presentations developed by the hackathon participants are a subject to a Creative Common license: Deed – Attribution 4.0 International – Creative Commons
  • Participants accept that some of their solutions or sections may appear in event publications to promote DEI best practices and solutions with the credit attributed to the solution developers. As the project’s purpose is to promote DEI in the EU through collaborative intellectual effort, participants’ names and contributions will be acknowledged but no compensation will be provided.
  • Participants must ensure that their submissions do not infringe on any third-party intellectual property rights.
  • Participants are responsible for the protection and disposal of confidential information submitted by the participating SMEs where they have been informed of the existence of such information.

 

C. SMEs-specific T&Cs

  1. Commitment to Participation: By participating in the DEI4SME hackathon, SMEs commit to being fully engaged throughout the event and related activities. Should an SME need to withdraw, prior notice is required to ensure smooth coordination. SMEs are encouraged to provide business-specific challenges and constructive feedback that aligns with the principles of diversity, equity, and inclusion (DEI). This not only strengthens the solutions generated but also contributes to a more inclusive business ecosystem.
  2. Prize Allocation: SMEs are not obliged to offer a prize for the teams who are developing the solutions for the challenges provided. However, should the SMEs establish a prize, SMEs are encouraged to honor any commitments made regarding prizes or incentives offered to participants. By delivering on these commitments, SMEs demonstrate their support for innovation and their investment in building meaningful solutions.
  3. Representation: To ensure effective communication and collaboration, SMEs may be asked to appoint a representative to participate in key hackathon events. This representative will help guide participants by providing insights into the SME’s specific needs, ensuring that proposed solutions are both innovative and practical, with a clear potential to advance DEI efforts within the SME’s business context.
  4. Collaboration and Support: Active participation is key to the success of the hackathon. SMEs are encouraged to engage fully with the participants, fostering collaboration with underrepresented groups and students alike. By doing so, SMEs not only gain innovative solutions but also contribute to the empowerment of diverse talent, creating opportunities for collaboration and potential future partnerships.
  5. Database of Challenges: To inspire and educate other SMEs, a public collection of cases will be created, showcasing the challenges presented by participating SMEs and their corresponding solutions. This resource will serve as a valuable educational tool for European business education providing institutions and beyond, helping other businesses to address similar DEI issues and promoting broader industry-wide change. SMEs will gain visibility through this initiative, positioning themselves as leaders in the DEI space. Therefore, by registering to the hackathon, SMEs agree that their case will be featured in this public collection of teaching cases. The SMEs are not obliged to use their real name in the published case collection and the name of the company can be anonymized, should the SME desire to have a disguised and anonymized description of their case.
  6. Challenge Ownership: By participating in the hackathon, SMEs agree to share details of their challenges with students, hackathon organizers, and the broader DEI community. Any solutions developed during the event will be made available for public and educational use. This open approach allows SMEs to benefit from innovative solutions while contributing to the collective effort of advancing DEI practices across industries.