Version: 1.0
Effective Date: [INSERT DATE]
Event Name: [INSERT EVENT NAME]
Organizer: [INSERT LEGAL NAME / INDIVIDUAL NAME]
Organizer Registration / Address / Contact: [INSERT DETAILS]
Organizer Email: [INSERT EMAIL]
Platform: Vanguard (including the Pathfinder module)
Platform Operator: Vanguard Creative Platforms Inc. (“Vanguard”, “Platform Operator”)
This document is a template. The Organizer customizes it for a specific event.
Once published on the Event page, it becomes binding for Participants who accept it.
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These Organizer Event Terms (the “Event Terms”) set the rules for participation in the event [Event Name] (the “Event”) hosted on the Vanguard platform.
The Event Terms define:
* the roles and responsibilities of the Organizer, Participants, and (if applicable) Judges;
* the basic procedures for submitting entries and participating in the Event;
* key legal terms for the Event (including data transfer and content use, where applicable).
These Event Terms are binding for:
* Participants (individuals or teams submitting an entry);
* The Organizer;
* Judges / Experts, if the Organizer appoints them;
* any other parties involved in the Event process to the extent described here.
The Event Terms apply together with:
* the Vanguard Terms of Service (Platform-level terms);
* the Vanguard Privacy Policy (Platform-level privacy rules);
* the Vanguard Event Operations Framework (the platform-wide procedural baseline for Events);
* any additional disclosures or documents the Organizer requires for this Event (e.g., prize rules, eligibility requirements).
Priority rules (if something conflicts):
1. Vanguard Terms of Service and Vanguard Privacy Policy apply for platform use and platform processing.
2. The Vanguard Event Operations Framework applies as the minimum procedural standard for all Events hosted on Vanguard.
3. These Event Terms apply to the Organizer–Participant relationship for this Event.
4. Event-specific rules may add details but must not contradict the documents above.
By clicking “I Agree” (or an equivalent checkbox/button) and submitting an entry, application, or other required participation action, the Participant confirms that they:
* have read and accept these Event Terms;
* accept the Vanguard Terms of Service and Vanguard Privacy Policy;
* accept the Vanguard Event Operations Framework;
* accept any additional Organizer documents displayed as required for participation.
From that moment, these Event Terms form a binding agreement between the Participant and the Organizer.
Vanguard (Vanguard Creative Platforms Inc.) provides the technical infrastructure for hosting Events, including:
* event pages and submission tools;
* technical storage and delivery of submissions;
* workflow tools for rounds, scoring, and results (where available);
* acceptance logging (records of checkboxes, timestamps, document versions).
Vanguard is not the Organizer and is not a party to the Organizer–Participant agreement, except as explicitly stated in the Vanguard Terms of Service.
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The Organizer creates and conducts the Event and is responsible for:
* the Event concept, rules, eligibility, and judging criteria;
* selecting judges (if applicable) and ensuring fair procedures;
* prizes and fulfillment (if prizes are offered);
* compliance with applicable laws for the Event, including any Organizer-side privacy obligations.
A Participant is any individual (or team representative) who submits an entry or otherwise participates in the Event via Vanguard. The Participant is responsible for:
* providing accurate information;
* ensuring the submitted materials are lawful and do not infringe third-party rights;
* meeting deadlines and format requirements.
Judges are appointed by the Organizer and must:
* apply the published criteria consistently;
* act in good faith and avoid conflicts of interest;
* comply with these Event Terms and the Event Operations Framework.
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When a Participant submits an entry (including accepting the required checkboxes shown on the Event page), Vanguard may provide the Organizer access to the Participant’s data to the extent necessary to run the Event (e.g., review entries, communicate results, award prizes, and verify eligibility).
* The Organizer becomes an independent data controller for any Participant data the Organizer receives for this Event and is responsible for lawful processing under applicable privacy laws (including, where applicable, GDPR, PIPEDA, and relevant U.S. state privacy laws).
* Vanguard remains responsible for its own processing under the Vanguard Privacy Policy.
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Before publishing these Event Terms, the Organizer must fill in at minimum:
* Event name, dates, eligibility requirements;
* judging criteria and selection method (if judged);
* prize details and conditions (if any);
* required participant disclosures (e.g., AI use, originality);
* Organizer contact and any Organizer privacy notice (if required).
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The Event is conducted for the following purpose(s) (select applicable and delete the rest):
* ☐ creative competition / battle
* ☐ professional selection / recruiting
* ☐ identifying winners and awarding prizes
* ☐ selecting candidates for further collaboration
* ☐ obtaining and/or licensing content
* ☐ brand/product promotion
* ☐ educational purpose
* ☐ other: [DESCRIBE]
The Event may include one or more rounds, stages, or formats. The specific schedule, deadlines, submission requirements, and scoring/selection method are published on the Event page.
The Organizer may clarify or refine the format before the start of a specific stage/round, provided that:
* the update is published on the Event page; and
* the update does not retroactively change requirements for entries already submitted for a completed stage (unless required by law or for security/fraud prevention).
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Participation is allowed for:
* ☐ 18+ only
* ☐ 16+ with consent of a parent/legal guardian
* ☐ no age restriction (only if lawful and appropriate for the Event)
* ☐ other: [SPECIFY]
If the Event allows minors, the Organizer is responsible for collecting and maintaining any required parental/guardian consent and complying with applicable child/privacy rules.
The Participant agrees to:
* provide accurate information (to the best of their knowledge);
* comply with these Event Terms, the Event Operations Framework, and Vanguard’s Terms of Service;
* meet deadlines and technical requirements;
* not violate third-party rights or applicable law.
The Organizer may refuse entry, disqualify a Participant, or remove a submission if the Participant breaches these Event Terms, the Event rules, or applicable law, including cases of fraud, plagiarism, or rights violations.
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A “Submission” (or “Entry”) is any material the Participant submits through the Vanguard interface for the Event, including (non-exhaustive):
* audio, video, images, designs, text;
* code, prototypes, demos;
* presentations and other digital artifacts.
Formats, size limits, and technical requirements are listed on the Event page.
By submitting an Entry, the Participant confirms that:
* they are the creator of the Entry or have the necessary rights/permissions to submit it; and
* the Entry does not infringe third-party rights (copyright, trademarks, privacy, publicity, etc.).
If the Entry contains third-party elements (samples, fonts, footage, datasets, libraries, etc.), the Participant confirms they have all required permissions/licenses.
If the Event allows AI tools, the Organizer may require disclosure of AI usage (on the Event page).
If the Event prohibits AI usage, using AI in violation of the rules may be grounds for disqualification.
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Before submissions open (or before a stage starts), the Organizer will publish:
* the judging criteria;
* the scoring method or selection process;
* the structure and timeline of rounds (if applicable).
Judges must:
* apply published criteria consistently;
* act in good faith and avoid conflicts of interest;
* not accept improper influence or side-deals relating to the Event.
Unless the Event rules state otherwise, Organizer decisions are final.
Vanguard may intervene only for platform-level reasons (e.g., technical error, confirmed fraud, security incident), consistent with Vanguard Terms of Service.
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Prize(s) (select and fill):
* ☐ monetary prize: [AMOUNT + CURRENCY]
* ☐ non-monetary prize: [DESCRIBE]
* ☐ contract / offer / collaboration: [DESCRIBE]
* ☐ other: [DESCRIBE]
Prize delivery method and timing: [DESCRIBE]
Taxes and reporting obligations are handled by (select one):
* ☐ the Participant
* ☐ the Organizer
* ☐ according to applicable law and the Organizer’s local rules
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Default rule: the Participant keeps all rights to their Submission, unless an Event-specific license is selected below and accepted.
Select one model (A/B/C) and delete the others:
The Participant grants the Organizer a non-exclusive, worldwide, royalty-free license to:
* review and judge the Submission;
* display it to judges and (if applicable) on the Event page;
* include it in Event archives and results pages;
* use it for Event-related promotion only if the Participant separately opts in (e.g., promo checkbox) or the Event rules clearly state promo is required.
The Participant grants the Organizer a non-exclusive license to use the Submission for [DESCRIBE COMMERCIAL/PRODUCT SCOPE], subject to:
* clear scope limitations;
* no transfer of ownership;
* attribution where feasible;
* any additional terms published on the Event page.
If the Participant becomes a winner (or selected finalist), they agree to enter into a separate written agreement with the Organizer regarding licensing or assignment of rights.
If the Participant refuses, the Organizer may treat it as a forfeiture of that specific benefit/prize only if this is clearly disclosed in advance on the Event page.
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Participation may be paid or free, as stated on the Event page.
Fee amount: [AMOUNT + CURRENCY]
Payment method/provider: [DESCRIBE]
Payment is deemed confirmation of the Participant’s intent to participate and acceptance of these Event Terms.
* ☐ No refunds
* ☐ Refunds only if the Organizer cancels the Event
* ☐ Refunds allowed until the start of Round 1 / first stage
* ☐ other: [DESCRIBE]
Organizer is not responsible for payment provider fees/commissions unless required by law.
Note you shouldn’t ignore: if you target California/US broadly, refund language can get you in trouble if it reads “absolute” while local consumer rules say otherwise. The safe move is “except as required by applicable law.”
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A “Team” is a group of individuals submitting one joint Entry.
The Team appoints a representative (“Captain”) who:
* interacts with the Organizer;
* accepts these Terms on behalf of the Team (if permitted);
* receives prize(s) or communications (if applicable).
All Team members remain responsible for compliance with these Event Terms and applicable law.
Prize split within the Team is handled by the Team unless the Organizer states otherwise on the Event page.
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The Event may be:
* ☐ public
* ☐ invitational / invite-only
* ☐ corporate
* ☐ internal (employees/partners only)
The Organizer may:
* pre-screen applicants;
* limit the number of Participants;
* reject applications, only within the limits of applicable law (no unlawful discrimination).
If confidentiality is required, the Organizer must publish clear confidentiality terms before submission.
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The Event may be used to identify candidates for:
* employment;
* contractor work;
* internship;
* partnership/collaboration.
Participation does not guarantee:
* an offer;
* a contract;
* compensation.
The Organizer will not use Participant data outside the recruiting purpose stated on the Event page.
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By submitting an Entry (or joining a round) and accepting required checkboxes, the Participant instructs Vanguard to provide the Organizer with their personal data as needed to run the Event.
Upon receiving Participant personal data, the Organizer becomes an independent data controller for that data and is responsible for:
* having its own Privacy Policy (and any required notices);
* selecting lawful bases for processing (GDPR/UK GDPR, PIPEDA, and/or applicable US privacy laws);
* responding to data subject requests where required;
* retention and security.
Vanguard provides Organizer access on a need-to-know basis, aligned with the Event configuration and the Event’s stated purposes.
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The Event is hosted via Vanguard’s platform on an “AS IS” basis.
The Organizer does not guarantee uninterrupted access, error-free operation, or any particular exposure/engagement results.
If technical disruptions occur, the Organizer may reasonably adjust deadlines or stage timing, with notice on the Event page.
Neither party is liable for failure to perform due to events beyond reasonable control (e.g., outages, regulatory actions, disasters).
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To the maximum extent permitted by law:
* the Organizer’s liability is limited to actual direct damages;
* the Organizer is not liable for indirect/consequential damages (lost profits, reputation, etc.);
* liability caps (optional): [CAP AMOUNT OR “NONE”]
(Keep this consistent with your prize model and fee model—otherwise it reads like you’re promising $10k prizes but capping liability at $10.)
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These Event Terms are governed by the laws of: [JURISDICTION].
Disputes are handled in: [COURTS / ARBITRATION / CITY].
If the Event targets US Participants, add one of these lines (pick one):
* ☐ “If you reside in the United States, you may have additional consumer rights under your state law.”
* ☐ “California residents: we do not sell personal information as defined under California law.” (only if true across your stack)
Quick sanity check: if you add California wording here, make sure your privacy/ToS language actually matches it, otherwise it creates a compliance mismatch.
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Organizer legal name: [FULL LEGAL NAME]
Registration ID (if applicable): [NUMBER]
Address: [ADDRESS]
Contact email: [EMAIL]
Privacy Policy link: [URL] (or “available on request” only if lawful)
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By clicking “Submit”, “Join Round”, uploading an Entry, or otherwise participating, the Participant confirms that they:
* have read and accept these Event Terms;
* accept the Event Operations Framework;
* accept Vanguard’s Terms of Service;
* acknowledge the Organizer’s Privacy Policy (where applicable);
* instruct Vanguard to share necessary data with the Organizer to run the Event.
Checkbox 1 (required):
“I agree to the Event Terms, the Event Operations Framework, and Vanguard’s Terms of Service.”
Checkbox 2 (required if Organizer receives data):
“I acknowledge the Organizer’s Privacy Policy and instruct Vanguard to provide the Organizer with my personal data as necessary to administer this Event (including judging, communication, and prizes).”
Checkbox 3 (optional — promo license):
“I grant the optional Content Promotion & Media License for my Submission, allowing promotional use outside the Event.”
Checkbox 4 (optional — public profile/results):
“I consent to public display of my profile/Submission/results on the Event page and related rankings, as described.”
