Participation conditions


Eligibility Criteria for the Meet and Code Grant

Only charitable non-profit organisations from the following countries are eligible to apply for the Meet and Code grant: Austria, Belgium, Bosnia and Herzegovina, Bulgaria, Croatia, Czech Republic, France, Germany, Hungary, Ireland, Italy, Kazakhstan, The Netherlands, North Macedonia, Poland, Portugal, Romania, Russia, Serbia, Slovakia, Slovenia, Spain, Switzerland, the United Kingdom and Ukraine.

All submitted digital and coding event ideas should be planned within the framework of the EU Code Week (05 to 20 October 2019) 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?

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

The initiative is funded by SAP.

The non-profit organisation Haus des Stiftens gGmbH has developed the initiative. It is responsible for the general management, selecting the projects to be funded in Germany, Austria and Switzerland and distributes the funds made available by SAP (hereinafter the 'SAP Funding') to the selected projects.

For the remaining countries Haus des Stiftens gGmbH coordinates the SAP Funding distribution via the respective country partners of the TechSoup Europe network.

Validating Applicant Organisation

Organisations interested in applying for a Meet and Code grant must first register with Meet and Code and have their status as a charitable non-profit organisation validated.

This validation will be performed by the TechSoup Europe network partner in the applicant organisation’s country (a list of all TechSoup Europe partners can be found at: http://www.techsoupeurope.org/where-we-work/. After the validation this validating partner will transfer the organisation’s information which it has provided during the validation process as well as the validation result to Haus des Stiftens gGmbH for further handling.

Submitting a Project Idea

Projects (hereinafter also referred to as 'event ideas') can only be submitted by registered and validated organisations via the registration form on the website www.meet-and-code.org.

Authorised representatives of the organisation must provide details of their organisation, a detailed description of the event idea, and working contact details for project-related communication. 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 03.06.2019 and 08.09.2019 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 SAP SE and/or an SAP group company in the applicant organisation’s country (a list of all SAP group companies can be found at: https://www.sap.com/dam/site/corporate/legal/sap-legal-entities.pdf) and/or by Haus des Stiftens GmbH (for applicants in Germany, Austria or Switzerland) or the relevant partner in the TechSoup Europe network (for all other countries) - 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 – upon request – share the reason for rejection with the organisation’s contact person. 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 5th to 20th October 2019.

Amount of the Meet and Code Grant

Every event idea approved for funding will usually receive €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). It is also possible to split the events in two or more parts which together reach a total of at least 20 children and young people.
  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 charitable status. Evidence of your REgistered Charity Number must be provided (and will be validated) when submitting the application.
  7. Haus des Stiftens gGmbH or, as applicable, 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, even when all of the funding criteria are 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

Reporting obligations

  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 has taken place. The respective representative of the organisation must do this using a specific form, which will be sent via email to the contact person in advance of EU Code Week.

    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
    • At least one photo of the event

    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 corresponsing survey form, which will be sent via email to the contact person in advance of EU Code Week.

  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 and submitted 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 2019 initiative. Participation in this additional award process is voluntary and takes place under the following conditions:

  1. Organiser of the award is SAP SE.
  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 four categories described below and the winners of a public voting will be presented at the closing event in Europe.
  3. Registration: Organisations that apply for Meet and Code event sponsorship, can specify when registering whether and in which award category they wish to participate.
  4. Evaluation takes place in the following categories and in particular according to the following criteria:
    • Girls do IT!

      The topic of equal opportunity and gender equality plays an important role in today’s society. This award category aims to help close the gender gap in IT and Coding. ​We are looking for creative events that break down gender stereotypes and empower girls in coding. Examples for events in this category could be “Robotics for girls” or “Code like a girl with Snap!”.

    • Diversity

      Life is diverse. Only a diverse and inclusive world can secure our future. In the category Diversity we are looking for the best event ideas to inspire children and young people. Not only for IT and coding, but also for a world with equal opportunities and appreciation. By this, we mean a diversity of cultural, religious and ethnic origin, age, gender, sexual orientation, gender identity or expression, mental and physical abilities and different living and working conditions. They could for example address juvenile prisoners or focus on the usage of IT for people with visual impairment.

    • Code for the Planet

      Did you know that you can track bees by means of modern technology? We are looking for hackathons, coding nights or other events that combine coding and actions for the planet. All coding events that improve climate change education through raising awareness on this topic are of valuable contribution to SDG 13. Events in this category might for example deal with air pollution measurement or tools for energy efficiency.

    • Community

      A local community is a safety net for its people. Events of this category take the local aspects and customs into consideration and think about community specific needs. The events should bring people of same goals, interest and neighborhoods together through the passion to “meet and code”! Events in this category could for example work on a platform for your neighborhood.

  5. see below in the section "Process".
  6. Eligible are all organisations that received Meet and Code funding for their event idea. Employees of the organisations behind Meet and Codeer as well as public officials and public service employees are excluded from the competition.
  7. Process:
    • Public voting

      Starting from September, 16th 2019 until 23:59 on October, 20th 2019, every participating Meet and Code event can be voted for on the Meet and Code websites. Organisations will collect votes by having people vote for their event. For a vote to be counted, an email address will need to be entered and confirmed. Each email address can only vote once. To raise awareness of the event and encourage people to vote for them, the events can be shared through social media channels. The TOP 10 events from all participating countries will be displayed on the Meet and Code website during the voting period. The three events with the most votes will be invited to the Award Weekend.

    • Jury Selection

      All Meet and Code Events that participated in one of the four categories (other than public voting) will be pre-selected by the local TechSoup partners and then presented to a jury for final evaluation. The jury will select three finalists (including one winner) per category according to a defined selection procedure.

  8. Prizes: The three finalists of each category and of the public voting will be awarded with an invitation to the award closing event. The award closing event 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 and of the public voting will receive an additional prize money of 2,000 euros.
  9. Legal remedy and liability: The organiser assumes no liability for the journey to the award closing event. The legal process is excluded.

Public Communication

The event description provided by participating organisations will be publicly presented on the meet-and-code.org website.

SAP, Haus des Stiftens gGmbH and the TechSoup Europe partners would like to use this information, the above mentioned reports and survey results and any additional information, photos, videos, logos or other material provided by the organisations, as well as information on participants and winners of the award with the associated event ideas, as part of their own reporting on Meet and Code. The participating organisations will be provided with a consent form to permit such public communication use.

Should any material provided by an organisation infringe any third-party right and therefore result in such third-party raising legal claims against SAP, Haus des Stiftens gGmbH and/or any TechSoup Europe partner, the organisation which submitted the infringing material shall indemnify and hold harmless the affected party against any such third-party claims and costs which are caused by the infringement.

In order to strengthen the idea of Meet and Code, the organisations receiving SAP Funding 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, that is provided in the download section when logged into the meet-and-code.org website. In addition, we strongly encourage organisations to use the hashtag of the initiative: #meetandcode and #SAP4good 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 organsitation’s articles of association for similar projects (i.e. programming themes).

The obligation to report on the organisation’s use of the financial resources remains unaffected.