Participation conditions


Eligibility Criteria for the Meet and Code Grant

Only non-profit organisations from Austria, Bosnia and Herzegovina, Bulgaria, Croatia, Czech Republic, France, Germany, Hungary, Ireland, Italy, Kazakhstan, Macedonia, Poland, Romania, Russia, Serbia, Slovakia, Slovenia, Spain, Switzerland, Ukraine and United Kingdom are eligible to apply for the Meet and Code grant. All submitted digital and coding event ideas should be planned within the framework of the EU Code Week (06 to 21 October 2018) guidelines, should address children and youth ages 8 to 24, and must be free for participants. More details in section ‘Funding Criteria for Selecting Submitted Project Ideas’.

Who Is Behind Meet and Code?

SAP, German charitable organization Haus des Stiftens gGmbH and the respective country partners of the TechSoup Europe network are behind the Meet and Code initiative.

The initiative is financed by SAP. The non-profit organisation Haus des Stiftens gGmbH has developed the initiative and is responsible for selecting the projects to be funded in Germany, Austria and Switzerland, as well as the funds made available by SAP for forwarding (hereinafter also the 'SAP Funds'). In addition, Haus des Stiftens gGmbH coordinates the project funds via the respective country partners of the TechSoup Europe network responsible for the remaining countries. The initiative is also supported by a wide range of committed sponsors.

Submitting a Project Idea

Projects (hereinafter also referred to as 'event ideas') can only be submitted via the registration form on the websitewww.meet-and-code.org. Event ideas can only be submitted by organisations that have a non-profit status in their country.

Authorised representatives of the organisation must provide details of their organisation and enter a detailed description of the event idea and valid contact details. Each organisation is entitled to submit more than one event idea, provided it involves significantly different projects.

Idea Submission Window

Non-profit organisations may submit their event ideas between 04.06.2018 and 15.09.2018 inclusive. The determining factor enabling the evaluation of the idea by the local partner is the completeness of the details provided and documents submitted up to the close of registration.

Evaluating an Event Idea

Every event idea will be evaluated by Haus des Stiftens gGmbH or, as may apply, its partner in the TechSoup Europe network - in Ireland the evaluation will be conducted by The Wheel. After four weeks the organisation's representative will be notified by email if a submitted idea will be funded or not.

In the event of an idea being rejected, the local TechSoup Europe partner can - on non-profit’s request - share the reason forrejection with the person responsible. The organisation is able to submit the idea again once it has been revised. Should it be rejected again, the idea can no longer be submitted.

Each approved and sponsored event idea will be automatically published on the website www.meet-and-code.org and visible for all users.

Period for Performing the Funded Events

The funded event idea must take place during EU Code Week, from 6th to 21st of October 2018.

Amount of the Meet and Code Grant

Every event idea approved for funding receives 500 € to get it off the ground. Haus des Stiftens gGmbH reserves the right to increase or reduce the amount of SAP Funding in individual cases.

Funding Criteria for Selecting Submitted Project Ideas

  1. Each event must revolve around the theme of technology and coding. Whether a hackathon at a school, a Scratch or HTML workshop for the members of an association or other group, or seminar on Internet of Things or Artificial Intelligence - the event must focus on coding.
  2. Every event must address at least 20* children and young people aged between 8 and 24 (* there is no upper limit).
  3. Attendance at an event funded by the Meet and Code initiative must be free for participants.
  4. The events are initiated, managed and run by the submitting non-profit organisation itself. The submitting non-profit organisation is responsible for everything that occurs during the planning, organisation, running and follow-up of the project.
  5. Direct and indirect funding resources may only be used for the submitted project and charitable purposes.
  6. The promised funds are only paid out to charitable organisations able to evidence their non-profit status. Evidence must be provided when submitting the application.
  7. Haus des Stiftens gGmbH or, as may apply, its partner in the TechSoup Europe network rule at their own discretion about the award once the selection criteria have been met by the organisation.
  8. There is no automatic entitlement to reasons for rejection and also no legal entitlement of the applicant to a grant. Neither is there an obligation to perform when the funding guidelines have been met.

Exclusion Criteria

The following event ideas are excluded from funding:

  • Events not developed and implemented in one of the participating countries
  • Political or religious initiatives
  • Projects benefiting only individuals
  • Projects not related to Meet and Code
  • Events not serving the welfare of society

Duty to Report

  1. About Funded Events

    Each funded non-profit organisation is obliged to prepare a brief report and submit it within two days after the event takes place. The respective representative of the organisation must do this using the form on the website www.meet-and-code.org.

    The report must include the following information as a minimum:

    • Name of the organisation
    • Event title
    • Event location
    • Date of event
    • Nature of the event
    • Number and gender of participants

    When providing information material, in particular pictures and videos, the organisations are obliged to observe the applicable laws and to exempt Haus des Stiftens gGmbH and its partners from all claims of third parties, for example due to infringement of copyrights, trademark rights, other industrial property rights or other rights and to indemnify in this regard. Declarations of consent may be required to safeguard the privacy rights of the persons depicted (especially in the case of minors with the signature of their parents).

    In addition, funded non-profit organisations are required to conduct a survey on impact measurement among participants in their events. Organisations will be provided with a survey form on the website www.meet-and-code.org.

  2. About Using Financial Resources; Donation Confirmation

    The funded organisations from Germany, Austria and Switzerland must provide Haus des Stiftens gGmbH with confirmation regarding the donation received under the Meet and Code initiative. Funded organisations from other countries may or may not be required to email a specific form to the respective country partners of the TechSoup Europe network confirming their donation.

  3. Submission Deadline

    Donation confirmations must be prepared by the funded non-profit organisation within 14 days of the event´s completion. Reporting and evaluation must be prepared by the funded non-profit organisations within 48 hours after the event has ended.

Award

This year, SAP will have the pleasure to award the best event ideas of all participating countries as part of the Meet and Code 2018 initiative. Participation is voluntary and takes place under the following conditions:

  1. Organiser of the award is SAP.
  2. Aim of the award is to find top exemplary events that will prepare children and young people for the digital world of tomorrow and thus encourage their imagination. The best event ideas in each of the three categories described below from the participating countries will be presented at the closing event in the SAP headquarters.
  3. Registration: Organisations that apply for Meet and Code event sponsorship, can specify when registering whether and in which category they wish to participate.
  4. Evaluation takes place in the following categories in particular according to the following criteria:
    • Kick and Code (annual theme)

      Meet and Code events that either seek to solve a football related problem with IT or use football as a topic to the target group and bring them closer to the world of coding and IT.

    • Innovation

      Meet and Code events that either develop and promote creative teaching methods and/or explore current IT/digital topics. We are looking for events that are innovative in their ways of reaching the target group and connecting it with IT related topics, as well as events that pick up trendsetting, future-shaping and disruptive technologies like IoT, Blockchain, AI, 3D printing, etc.

    • Diversity

      Meet and Code events that use IT or other digital topics to address and reduce inequalities present in their community or general society. We are looking for events that increase equal opportunities, promote tolerance and dismantle inequalities based on gender, race, religion, disabilities, social and economic status etc.

  5. Eligible are all organisations that received Meet and Code funding for their event idea. Employees of the organiser as well as public officials and public service employees are excluded from the competition.
  6. Process:
    • Round 1

      In the first round, the events compete against each other at the national level. In each country, two events per category will qualify for the next round. The qualification takes place in two ways: one event is selected via public voting and another event is selected by the managing country partner.

      Voting

      The voting will take place on the Meet and Code websites. Organisations will collect votes by having people vote for their events. For a vote to be counted, an email address will need to be entered and confirmed. Each email address can only vote once. Only the event with the highest number of votes will qualify for the second round.

      Organisations may use online and offline communication channels to draw attention to their events and encourage people to vote for them.

      Selection

      The managing country partner of the TechSoup Europe network will select one event per category to qualify for the second round.

    • Round 2

      All qualified events will be prepared and presented to a jury for evaluation. The jury will select five winners per category according to a defined selection procedure.

  7. Prizes: The five finalists of each category will be awarded with an invitation to the award closing event that will be organised at the SAP headquarters and will include a framework program and workshops, with travel expenses, accommodation and a meal allowance covered by the sponsor. Two people per organisation are allowed to attend the award closing event. The first place in each category will receive an additional prize money of 2,500 euros.
  8. Legal remedy and liability: The organiser assumes no liability for the journey to the award closing event. The legal process is excluded.

Public Communication

SAP, Haus des Stiftens gGmbH and the TechSoup Europe partners are entitled to fully use the above mentioned reports and survey results, including the information material provided, as well as information on participants and winners of the award with the associated event ideas - as part of their own reporting.

In order to strengthen the idea of Meet and Code, the organisations are obliged to use the Meet and Code logo in their public relations activities related to sponsored events. The correct use of the logo is explained in the style guide. The use of the logo must be documented by email to info@meet-and-code.org



In addition, we strongly encourage organisations to use the hashtag of the initiative: #meetandcode2018 in their communication in social networks. Meet and Code will provide a social media wall that will list all posts using the mentioned hashtag and present them on the Meet and Code websites.

Meet and Code takes place during the EU Code Week and aims at strengthening this Europe-wide initiative. Therefore, we encourage all funded non-profit organisations to also register their granted Meet and Code events on the EU Code Week website.

Responsibilities; Liability

The non-profit organisation submitting the event idea is responsible for running the project. The partners of the initiative in no way assume responsibility and liability with regard to the project or its implementation. The partners in the initiative are not liable for damage, losses, injuries or non-performance suffered by participants, third parties or legal entities due to a registration or implementation of a project. Neither are the partners in the initiative liable for legal obligations on participants in or due to performance of the project, regardless of whether the obligations are linked to funding resources or not.

Partners in the initiative are not liable for damage to computers in connection with or due to participation or the downloading of material in connection with the Meet and Code initiative.

Cancelled Projects; Residual Funds

If a project fails to materialise or residual funds remain after the project has been implemented, the SAP funding must be used within the current calendar year in accordance with the Articles of Association for similar projects (programming themes). The duty to report for using financial resources remains in place.