GYTS Safeguard & Policy
GYTS – Event Policy and Guidelines
These Terms and Conditions (“Terms”) govern participation in the Ghana Youth Tech Summit (GYTS) and its related activities, including the exhibition, pitch competition, workshops, and Presentations. By registering for, attending, volunteering at, exhibiting in, or participating in any GYTS activity, you agree to be bound by these terms. If you do not agree, you may not attend or participate.
For all data protection inquiries, please contact the Data Protection Officer at dataprivacypolicy@novaimpactgh.org.
For safeguarding reports or whistleblowing, please contact safeguards@novaimpactgh.org.
1. General Event Policy
1.1. Registration: All attendees must register through the official registration process. Entry is free of charge.
1.2. Access: Certain sessions, workshops, or restricted areas may require accreditation or invitation.
1.3. Conduct: Participants must act professionally, respectfully, and in line with safeguarding principles. Offensive, abusive, or discriminatory behavior will not be tolerated.
1.4. Dress Code: Smart casual or professional attire is recommended.
1.5. Security & Safety: Attendees must comply with security checks, health guidelines, and venue safety instructions.
1.6. Prohibited Items: Weapons, drugs, alcohol, or unauthorized promotional materials are strictly prohibited.
1.7. Media Consent: By attending, participants consent to photography, video, and audio recording for documentation, educational, or promotional purposes. Participants may opt out by submitting a request in advance.
2. Ticketing & Access
2.1. Entry to the event is free, but prior registration is mandatory.
2.2. A valid registration confirmation and ID may be required at entry points.
2.3. Tickets/registrations are personal and non-transferable.
2.4. The organizers reserve the right to refuse entry or remove individuals who breach these Terms.
3. Intellectual Property & Content Use
3.1. All presentations, pitch decks, and workshop materials remain the intellectual property of their creators.
3.2. By participating, speakers, exhibitors, and pitch participants grant GYTS unlimited rights to record, use, and publish parts of their content for non-commercial educational and promotional purposes (with appropriate credit).
3.3. Unauthorized recording, duplication, or distribution of sessions is prohibited.
3.4. Participants are responsible for ensuring they have the rights to any material they present or display.
4. Exhibition Booth Terms
4.1. Eligibility: Exhibition booths are open to startups, companies, and organizations aligned with GYTS objectives.
4.2. Payment: Exhibition spaces are paid. No booth is guaranteed until full payment is received. Failure to complete payment within 30 days of the first installment may lead to forfeiture of the booth.
4.3. Allocation: Booth spaces will be allocated by the organizers. Requests will be considered but final allocation rests with GYTS.
4.4. Obligations: Exhibitors must:
- Keep booths clean and orderly.
- Ensure staff are professional and appropriately dressed.
- Display only approved products or services.
4.5. Liability: Exhibitors are responsible for their materials and equipment. The organizers assume no liability for theft, loss, or damage.
4.6. Booth Closure: All items must be removed at the specified closing time. Late removals may incur additional costs.
Cancellation & Refunds:
- More than 60 days before event: 75% refund
- 30–60 days before event: 50% refund
- Less than 30 days before event: No refund
- Cancellation by organizers (e.g., due to product ineligibility): full refund
5. Nova Venture Fund Pitch – Terms & Conditions
5.1. Eligibility: Participants must be innovators, entrepreneurs, or startups with a viable and innovative idea or business.
5.2. Submission: A pitch deck, business plan, and any required documents must be submitted before the deadline. Late entries will not be considered.
5.3. Selection: A panel of judges will shortlist applicants. Selected participants will pitch live during the event.
5.4. Funding & Support:
- Winners may receive a mix of seed funding and in-kind support (e.g., mentorship, incubation, or technical assistance).
- The ratio of cash to in-kind support will be communicated by organizers.
- Funding may be equity-based or conditional, subject to a funding agreement.
- Disbursement will depend on milestones and deliverables.
5.5. Use of Funding: Funds must only be used for business purposes outlined in the pitch. Misuse will lead to termination and possible legal action.
5.6. Organizer Rights: Organizers may suspend or reclaim funding if participants breach agreements, misuse funds, or engage in illegal/unethical practices.
5.7. Intellectual Property: Participants retain IP rights but grant GYTS permission to use their submitted materials for promotional purposes. Confidentiality will be observed.
5.8. Publicity: Winners agree to participate in reasonable promotional activities.
6. Safeguarding & Protection Policy
6.1. All participants, especially youth and persons with disabilities, must be protected from harm.
6.2. Staff, speakers, and volunteers must not:
- Share personal contact details with minors without consent.
- Hold private, unsupervised meetings with minors.
- Engage in inappropriate physical contact or offensive language.
6.3. Safeguarding concerns must be reported to the Safeguarding Focal Person at safeguards@novaimpactgh.org. Reports will be handled confidentially.
6.4. All staff and volunteers working directly with youth will undergo vetting and safeguarding orientation.
7. Liability & Disclaimer
7.1. Attendance is at participants’ own risk. GYTS and Nova Impact are not liable for personal injury, loss, or damage unless caused by negligence.
7.2. Participants are responsible for their personal safety and property.
7.3. In case of Force Majeure (e.g., natural disasters, public emergencies), the organizers may modify or cancel parts of the event without liability.
8. Breach of Terms
Violation of these Terms may result in:
- Warning or removal from the event
- Revocation of exhibition or pitch participation
- Withholding or cancellation of benefits, funding, or support
Updates to This Policy
We may change this privacy policy occasionally. When we do, we will post the updates on our website and inform you by email or other communication methods.
Your Consent
By participating in GYTS programs and activities, you confirm that you have read, understood, and agreed to this Policy & Terms.
Effective Date: June 2024
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