1. General aspects

1.1. Registration

By registering, you agree to follow fair play rules, treat other teams and referees respectfully, and take full responsibility for your robot’s safety. The organizers are not liable for accidents, damage, or lost property. We reserve the right to change schedules or rules (with notice) and to disqualify teams for misconduct. Robotics Championship and its partners also reserve the right to process personal data in accordance with the EU GDPR (see Addendum 9.5).

1.2 Age Categories and Participation Limits

Age and league eligibility may be verified through official identification documents at check-in, and organizers may request additional proof where applicable.

To ensure safety, fairness, and appropriate educational grouping, the Robotics Championship uses the following age categories:

1.2.1 All Ages League

Minimum age: 10 years

No maximum age limit
Open to participants of all ages, including students, hobbyists, and adults.

This league applies to:

• Mini Sumo – All Ages

• Free Style – All Ages

1.2.2 High School League

Open only to participants currently enrolled in high school or equivalent secondary education.

This league applies to:

• Mini Sumo – High School

• Free Style – High School

Organizers may request proof of enrollment.

If eligibility is unclear, organizers reserve the right to assign participants to the appropriate league.

If a participant is not currently enrolled in high school, they must register under All Ages League.

1.2.3 LEGO Categories

For LEGO Sumo, Line Follower LEGO, and Mission Challenge LEGO:

• Minimum age: 7 years

• Maximum age: 16 years

1.2.4 Line Follower Junior

• Minimum age: 7 years

• Maximum age: 18 years

1.2.5 Super AI Track

• Minimum age: 7 years

• Maximum age: 16 years

1.2.6 Robot Football (Humanoid)

• Minimum age: 10 years

• Maximum age: 20 years

1.2.7 Mega Sumo

Due to the size, weight, and potential danger of the robots:

• Minimum age: 18 years

• No maximum age limit

1.2.8 Combat Robot 500g

Due to the size, weight, and potential danger of the robots:

• Minimum age: 18 years

• No maximum age limit

1.2.9 Other Categories

Unless otherwise specified:

• Minimum age for participation is 10 years

• No maximum age limit

1.2.10 Legal Guardian and Team Mentor Declaration

For all participants under the age of 18, the registration and pre-registration forms must clearly specify:

• the Legal Guardian (parent or legally responsible adult), and

• the Coach / Team Mentor responsible for the team during the event.

The Legal Guardian and the Coach / Team Mentor may be the same person, or they may be two different people.
In all cases, the Legal Guardian must be explicitly identified.

If the Legal Guardian is not physically present at the event, written authorization granting the Coach / Team Mentor permission to supervise, travel with, and represent the minor during the Robotics Championship must be presented upon request (including at check-in).

The Legal Guardian retains full legal responsibility for the minor at all times.
The Coach / Team Mentor is responsible for the minor’s supervision, conduct, and safety during the event.

The Robotics Championship and its organizers do not assume parental or guardian responsibility for minors.

1.3 Date announcements

The competition will take place according to the date announced by the organizers via the official website, social media, and/or email. The organizers reserve the right to change the schedule of particular categories. Any such changes will be announced through the official channels and communicated to registered teams via email and/or phone at least 5 days before the affected category. For example, moving one category from the first day to the second day.

1.4 Participating conditions

The organizers will provide optimal conditions for each participant individually, provided that participants agree to share workspace. (For the details of “optimal workspace” please check the addendum section 9.1 located at the end of the Terms and Conditions document)

1.5 Team size

Each team may consist of a maximum of 5 members per category. Exceptions may be granted only in special cases and only with written approval from the Head Referee, the Competition Coordinator, and the Vice-Coordinator. Requests must be submitted by the official registration deadline (or at least 2 weeks before the event, whichever comes first). Mentors/Coaches or adult guardians are not counted as team members.

1.6 Sponsors and companies

Companies that wish to take part in the event or wish to compete must follow the protocol based on the sponsorship package they have agreed upon with the Robotics Championship leadership. For full sponsorship packages, participation must be communicated at least 3 months before the event, for partial packages the minimum amount of time for participation is 3 weeks.

1.7 Conflict of interest

Teams that promote for-profit businesses or their affiliated trademarks / names will be disqualified from the competition if they present a conflict of interest with the Robotics Championship and will be banned from participating in future editions. (For more details consult the Addendum section 9.2, located at the end of the Terms and Conditions document)

2. Participants benefit offered by Robotics Championship

2.1. Benefits may be provided to partner organizations that have an active and valid official franchise agreement with Robotics Championship for hosting national Robotics Championship competitions in their home country.

2.2. Benefits may also be provided to partner organizations that have official partnership agreements with Robotics Championship, including foreign country representatives that promote and organize national selection processes in their home country.

2.3. Benefits for individual teams and participants may be provided based on the chronological order of pre-registration / registration, limited by availability.
Unless explicitly stated in writing, travel, accommodation, meals, visas, insurance, and all other expenses remain the responsibility of the participants.

2.4. Participants are required to complete all requested registration information accurately in order to be eligible for any benefits.
Robotics Championship does not assume responsibility for missing, incorrect, or incomplete registration data.
Corrections may be requested via email within one week after registration or before the official registration deadline, whichever occurs first.

2.5. Participants must present a valid identification document (ID card or passport). Participants traveling from outside the European Union must present a valid passport.

2.6. Event schedule:

• 7 May – Testing day

• 8–9 May – Competition days

2.7. Registration cancellations must be submitted at least 14 days before the start of the event.
Failure to provide timely cancellation notice may result in the loss of eligibility for free benefits in future editions.

 

3. Robotics Championship Fair Play Standards (RCFPS)

The Robotics Championship is built on the principles of fair competition, respect, integrity, and equal opportunity. All participants, teams, mentors, sponsors, and partners are required to uphold these standards at all times.

3.1. General Principles

We encourage fair play between all participants and believe in giving every team equal chances to compete.
All teams must compete honestly, independently, and in the spirit of sportsmanship and technological excellence.

3.2. Robot Uniqueness and Entry Rules

A team may not enter more than one identical robot in the same category.
Different, unrelated teams may use identical robots only if they are based on a standardized kit (such as LEGO robots or Line Follower Turbo kits).

3.3. Equipment Sharing

Sharing of tools, parts, and equipment is encouraged, provided it is done with the owner’s explicit permission and handled responsibly.
For detailed conditions, see Addendum 9.3 – Equipment Sharing Policy.

3.4. Sabotage and Theft

Any team or participant found to be sabotaging, damaging, or stealing another team’s robot, tools, or equipment will be immediately disqualified and banned from future editions of the Robotics Championship.

3.5. Competitive Integrity

All matches, trials, and rankings must reflect genuine, independent, and honest competition.
Every team is required to compete to the best of its ability in every match.

The following actions are strictly prohibited:

3.5.1. Match Fixing

Any agreement or coordination between two or more teams (or their members, mentors, sponsors, or affiliates) to influence the outcome of a match, round, or ranking — including intentionally winning, losing, or drawing — is forbidden.

3.5.2. Strategic Losing

Teams may not intentionally reduce robot performance, disable features, withdraw effort, or manipulate a match to obtain a more favorable opponent, ranking, or bracket position.

3.5.3. Collusion Between Teams

Teams may not cooperate or exchange information to influence competitive outcomes, including:

• arranging which team advances,

• eliminating specific competitors,

• sharing opponent strategies during the event,

• coordinating robot behavior between matches.

This applies equally to teams from the same school, organization, country, franchise, sponsor, or personal network.

3.5.4. Bribery, Pressure, and Influence

Any attempt to influence referees, inspectors, organizers, or other teams through money, gifts, services, sponsorships, threats, or political or personal pressure is strictly prohibited.

3.5.5. Manipulation of Rules or Scoring

Misleading referees, falsifying results, exploiting loopholes, or interfering with scoring systems to gain an unfair advantage is considered a serious breach of competitive integrity.

3.5.6. Reporting Obligation

Any participant who becomes aware of match fixing, collusion, or manipulation must report it to the Head Referee. The Head Referee may escalate the matter to the Event Coordinator. Failure to report known violations may itself be treated as misconduct.

3.5.7. Sanctions

Violations of this section may result in:

• immediate disqualification,

• annulment of results,

• banning from future editions of Robotics Championship.

In serious cases, partner organizations or franchises may also face suspension or termination of their agreements.

3.6. Software and Design Ownership

Teams may not copy, clone, or use another team’s intellectual property without explicit permission, including:

• control software,

• firmware,

• mechanical designs,

• CAD models.

Using leaked, stolen, or improperly shared materials to gain competitive advantage is considered cheating.

3.7. Pit-Area and Match Conduct

Teams, mentors, and supporters must not:

• interfere with opponents during preparation or matches,

• give instructions to robots during a match unless explicitly allowed by the category,

• distract referees or opponents,

• create noise, signals, or physical disturbances intended to influence performance.

Violations may result in penalties, disqualification, or banning.

3.8. Respect for Officials and Event Authority

All referees, inspectors, technical staff, volunteers, and members of the organizing team are official representatives of the Robotics Championship and must be treated with respect at all times.

3.8.1. General Conduct

Participants must follow all instructions given by referees and staff and communicate in a respectful and professional manner.

3.8.2. Prohibited Behavior Toward Officials

It is strictly forbidden to:

• intimidate or threaten officials,

• insult or harass them,

• attempt to influence decisions through gifts, money, sponsorships, or pressure,

• publicly attack, defame, or undermine officials (including online or on social media),

• bypass or disregard referee authority.
  
  

3.8.3. No Retaliation Policy

No team or participant may retaliate against any official for decisions made during the competition, including through harassment, coordinated complaints, or reputational attacks.

3.8.4. Authority of Officials

All referee and staff decisions made within the scope of the competition are binding and must be respected. Disputes may only be addressed through official complaint or appeal procedures.

3.8.5. Sanctions

Violations of this section may result in:

• immediate penalties,

• removal from the venue,

• disqualification,

• banning from future editions of the Robotics Championship.

In severe cases, partner organizations, franchises, or schools / institutions may also face disciplinary action.

4. The flexibility of rules

4.1. Modification or cancellation of rules, terms and conditions can be decided by the local organizer of the event, as long as they are published before the event and are maintained throughout the event.

4.2. Organizers reserve the right to exclude participants before, during, or after the event if they deem them to be detrimental to the image of the Robotics Championship or if the organizers decide that the participants should be considered “persona non grata" or not welcomed at the event. (For more details please refer to the Addendum section 9.4 located at the end of the Terms and Conditions document)

4.3. The rules are also flexible in that measure to allow adjustment to the number of participants and games but also the timetable of the event.

4.4. The organizers reserve the right to cancel any competition category if fewer than 3 teams pass the technical inspection. However, at their sole discretion, organizers may also choose to proceed with the category even if the number of teams that passed the inspection is less than 3.

 

5. The power of decision of the referee.

5.1. For each event there will be 2 to 3 referees: one primary and secondary 1 or 2. The decisions shall be final and irrevocable.

5.2. Referees may call an exception from the regulations when appropriate, with the obligation to inform participants about the modifications made and the reason for it.

5.3. The referees have the power to take decisions currently not covered by the Regulation if they facilitate fair game play.

5.4. Complaints regarding regulations or refereeing will be made to the event Head Referee, NOT TO THE ORGANIZERS.

5.5. Only the Head Referee has the right to elevate a complaint to the competition Coordinator or Vice-Coordinator.

 

6. Responsibilities

6.1. Participating teams are always responsible for the safety of their robots and are liable for any accidents caused by their team members or their robots.

6.2. The Robotics Championship organization and the organizing team members will never be held responsible nor liable for any incidents and / or accidents caused by participating teams or their equipment.

6.3. The organizers reserve the right to change the rules provided to announce the participants at least 2 hours before a given category of the competition starts, only if the changes do not lead to changing the technical specifications of the robot.

6.4. It is forbidden for participants to erase, modify or degrade the surface of the game arena. Only Organizers have the right to modify, repair or clean the surface of the arena in between matches.

 

7. Penalties

Unless otherwise specified, the penalties defined in Chapter 7 apply to all violations described in these Terms and Conditions. Where stricter penalties are defined elsewhere, those penalties shall take precedence.

7.1. Each deviation accumulates. At 3 misconduct teams / participants are disqualified from the competition for the current edition.

7.2. Teams that engage in any form of stealing will be disqualified and banned in future editions.

8. Safety Policy

The Robotics Championship is committed to ensuring a safe environment for all participants, staff, and visitors.

8.1. A designated First Aid Station will be available at the venue during all competition hours. At least one trained first aid responder will be present on-site.

8.2. Emergency contact numbers (local ambulance, police, fire department) will be displayed at key areas in the venue. Each team is required to provide an emergency contact for all participants during registration.

8.3. In the event of injury or illness, participants must immediately notify event staff or referees. Minor injuries will be treated on-site when possible; serious cases will be referred to local medical facilities.

8.4. Teams are encouraged to disclose any known medical conditions or allergies (confidentially) during registration to ensure proper assistance if needed.

8.5. Liability Disclaimer

While organizers will provide reasonable first aid assistance and coordinate emergency care, they are not liable for medical expenses or health complications that occur during the event.

Participants are encouraged to carry personal health insurance where applicable.

8.6. Each participant must ensure that the robot is safe both during the tests and after.

8.7. The organizers do not assume any liability for loss, theft or destruction of the possessions of the participants.

8.8. If a participant damages an object or piece of equipment in the competition zone, they will pay the replacement or repair cost of the object and the organizers may or may not disqualify the team responsible depending on the case.

8.9. The organizers are not responsible for the construction materials used as a boundary for the safe areas around competition areas.

9. Addendum

9.1. “Optimal conditions” is defined by:

9.1.1. Workspace Access

• Each registered team will receive a designated table or workstation large enough for their robot, tools, and a laptop.

• Access to a power outlet (shared or individual) for charging and testing equipment.

9.1.2. Testing Areas

• Shared access to testing tracks, arenas, or calibration spaces, based on category.

• Testing time slots may be scheduled to ensure fair use among all teams.

9.1.3. Basic Equipment Support

• Standard competition materials (arena surfaces, track elements, scoring objects) provided by organizers.

• Teams must bring their own robots, extension cords, laptops, and specialized tools.

• Organizers do not provide tools for teams. Borrowing or taking organizer equipment without permission is a breach of conduct. Such actions may lead to penalties, including disqualification from this year's competition, depending on how much it interferes with the event.

9.1.4. Connectivity
Wi-Fi access is not provided.

9.1.5. Team Support Facilities

• Access to bathrooms and seating areas.

• Staff only areas are clearly marked and are forbidden for participants and spectators.

• Staff or volunteers available to provide guidance and answer logistical questions.

9.1.6. Shared Workspace Agreement

• Teams are expected to share space respectfully and keep work areas clear of hazards.

• Organizers reserve the right to reassign tables or enforce space-sharing if needed due to capacity.

9.2 Conflict of Interest Policy:
Teams or participants representing for-profit companies or organizations may be disqualified if their participation creates a clear and substantiated conflict of interest with Robotics Championship.

A “conflict of interest” is defined as:

• Promoting products or services that compete directly with official event sponsors in a way that breaches sponsorship agreements.

• Using the competition platform for unauthorized advertising or sales.

• Engaging in activities that undermine the integrity, fairness, or neutrality of the event.

Decisions on disqualification for conflict of interest will be made by at least three-members of the coordination committee to ensure fairness. Written notice of the reason for disqualification / ban will be provided to the affected team. (By e-mail and/or physical form)

Appeals may be submitted during the initial investigation of the matter, once a decision is taken, no further appeals may be requested or submitted.

9.3 Equipment Sharing Policy:
Teams are encouraged to share equipment, tools, and materials to support collaboration and community spirit at the Robotics Championship. However:

• Responsibility: All shared equipment remains the sole responsibility of its owner.

• Assumed Risk: Teams borrowing or using another team’s equipment accept full responsibility for its safe use and agree not to hold the owners or organizers liable for damage or malfunction unless caused by intentional misconduct.

• Permission Required: Equipment may only be borrowed or shared with explicit permission from its owner.

• Organizer Liability: The Robotics Championship organizers are not responsible for any damage to shared equipment.

9.4 Code of Conduct & Exclusion Policy

All participants, mentors, volunteers, referees, sponsors, and guests are expected to maintain a respectful and safe environment during the Robotics Championship. By attending the event, you agree to the following standards:

9.4.1. Expected Behavior

• Treat all participants, referees, and staff with courtesy and respect.

• Follow all instructions from referees, volunteers, and organizers.

• Use respectful language in all communications (verbal, written, or digital).

• Maintain safe working practices when handling robots, tools, and electrical equipment.

• Respect venue property, competition arenas, and other teams’ equipment.

9.4.2. Prohibited Behavior

The following actions may result in warnings, disqualification, or banning:

• Harassment, bullying, or discriminatory behavior of any kind.

• Verbal or written insults toward participants, referees, or organizers.

• Physical aggression, sabotage, or deliberate damage to equipment.

• Unauthorized commercial promotion, solicitation, or distribution of materials.

• Tampering with competition arenas, timing systems, or judging processes.

• Theft or misappropriation of equipment, tools, or event property.

• Being under the influence of alcohol or illegal substances during the event.

9.4.3. Enforcement

• Severe or Repeated Violations: Immediate removal from the event and a potential ban from future editions.

• Banning decisions will be reviewed by at least three-members of the event leadership.

9.5 Data Protection & Privacy (GDPR Compliance)

Robotics Championship collects and processes personal data of participants, team members, mentors, and partners solely for purposes related to the organization and operation of the competition. This includes, but is not limited to:
registration, team management, accreditation, accommodation arrangements, communication, safety, ranking, certificates, and event reporting.

The types of data collected may include:

• full name, age, and date of birth,

• contact information (email, phone number),

• nationality and identification details (ID or passport number),

• team affiliation and competition category,

• emergency contact information.

Robotics Championship acts as the data controller for event registration data.

All personal data is processed in accordance with the EU General Data Protection Regulation (GDPR – Regulation (EU) 2016/679).

Participants have the right to:

• access their personal data,

• request correction of inaccurate or incomplete data,

• request deletion of their data after the event (where legally possible),

• object to certain types of data processing,

• request information on how their data is used.

Personal data is stored only for as long as necessary to fulfill legal, operational, and reporting obligations related to the event.

Data may be shared with:

• event organizers and referees,

• partner organizations and franchise holders,

• accommodation providers, insurers, and authorities,

only where strictly necessary for the operation and safety of the event.

By registering for the Robotics Championship, participants consent to the collection and processing of their data as described above.

Requests related to personal data may be sent to the Robotics Championship organization via the official contact email.

 

Addendum 9.6 – Combat Robots (500 g) – High-Risk Technical Sport Category

This Addendum applies exclusively to the category “Combat Robot 500 g” defined in Article 1.2.7 of these Terms & Conditions.

9.6.1 Category Classification

Combat Robot categories are classified as high-risk technical sport events involving:

• High-speed rotating or kinetic weapons,

• Electrical power systems,

• Li-ion or Li-Po batteries,

• Mechanical impact and potential fire hazards.

These categories are fundamentally different from educational and school-level robotics competitions.

9.6.2 Age Restriction

Participation in any Combat Robot category is strictly limited to persons aged 18 years or older, in accordance with Article 1.2.7.

By registering, each participant confirms that:

• They are legally an adult;

• They have full legal capacity to accept personal risk;

• They participate voluntarily.

Minors are not permitted in Combat Robot areas, pits, or arenas.

9.6.3 Assumption of Risk

By registering for a Combat Robot category, participants acknowledge and accept that Combat Robots involve inherent and elevated risks including, but not limited to:

• High-speed weapon impact,

• Flying debris,

• Fire, smoke, and battery failure,

• Mechanical crushing or cutting forces.

Each participant voluntarily assumes all risks related to:

• Design,

• Construction,

• Transport,

• Testing,

• Operation,

• And competition of their robot.

9.6.4 Liability

In addition to Article 6 (Responsibilities) and 8 (Safety Policy), each team participating in Combat Robot categories accepts full legal responsibility for:

• Any damage to property,

• Any injury to persons,

• Any incident caused by their robot, weapons, batteries, or equipment.

The Robotics Championship, its organizers, venues, staff, sponsors, and partners shall not be held liable for any loss, damage, injury, or accident arising from Combat Robot participation.

9.6.5 Safety, Inspection & Exclusion Rights

All Combat Robots must pass:

• Technical homologation,

• Weapon safety checks,

• Failsafe verification,

• Battery and power isolation checks, before being allowed to enter the arena.
  
  

The Organizers and Head Referee have the absolute right to:

• Reject any robot deemed unsafe,

• Require design changes,

• Disqualify any team for safety violations,

• Stop or cancel any match or category for safety reasons.
  
  

These decisions are final and override all other competition rules.

9.6.6 Arena & Containment

All Combat Robot matches shall take place exclusively inside an approved polycarbonate safety arena designed to contain:

• Weapon fragments,

• High-speed impacts,

• Fire and debris.

No Combat Robot may be powered, armed, or activated outside this arena unless explicitly authorized by event officials.

9.6.7 Protective Equipment

All operators, assistants, referees, and staff inside Combat Robot areas must wear:

• Approved protective eyewear,

• Protective gloves,

• Any additional safety equipment required by the Organizers.

Failure to comply results in immediate disqualification.

9.6.8 Separation from Educational Categories

Combat Robot categories are physically and operationally separated from:

• Junior leagues,

• LEGO categories,

• High-school leagues,

• Public workshop areas.

Spectator access to Combat Robot arenas may be restricted or controlled for safety.

9.6.9 Acceptance

By registering a robot in a Combat Robot category, each participant confirms acceptance of:

• This Addendum,

• The Robotics Championship Terms & Conditions,

• All safety rules, inspections, and decisions of the Organizers and Head Referee.

10. Governing Law and Jurisdiction

These Terms & Conditions are governed by and interpreted in accordance with the laws of Romania.
Any disputes arising from or related to the Robotics Championship, its events, or these Terms & Conditions shall fall under the jurisdiction of the competent courts of Romania.

This document is drafted in Romanian and English. In the event of a conflict between the two versions, the Romanian version shall prevail for legal proceedings within Romania.