Video Contest Legal Information

Rules and Regulations PDF

IEEE CSS Video Clip Contest 2015 – Official Rules and Regulations

NO PURCHASE OR PAYMENT OF ANY KIND IS NECESSARY TO PARTICIPATE IN THIS CONTEST.  Void where prohibited. Subject to all applicable federal, state and local laws.

This contest is sponsored by The Institute of Electrical and Electronics Engineers, Inc., 445 Hoes Lane, Piscataway, New Jersey 08854 (“Sponsor” or “IEEE CSS”).

The IEEE CSS Video Clip Contest 2015 (in the following, “the Contest”) is presented by the IEEE Control Systems Society (IEEE CSS). The goal of the Contest is not only to engage a large number of  members from inside and outside the automatic control community in an exciting high-quality video competition, but also to increase the visibility of the field of automatic control to a broad public and emphasize its significance in day‐to‐day life. In order to achieve these goals and to guarantee a fair and correct competition process, the following rules and guidelines have to be observed by all Participants.

1. GENERAL INFORMATION AND CONDITIONS

1.1 Participants are asked to create a video clip explaining or promoting the field of automatic control in some or all of its aspects including theory and applications.

1.2 In order to enter the Contest, Participants must upload their video on YouTube using their own YouTube account and enter the details of their submission on the IEEE CSS Video Clip Contest Webpage.

1.3 Both the video and the submission details must be uploaded until July 21, 2015 at 11:59 pm EDT (the “Submission Deadline”). Entries received after the Submission Deadline are void. 

1.4 By entering the Contest, Participants acknowledge compliance with these Official Rules, including all eligibility and copyright requirements as well as all regulations concerning the use of the submitted videos by IEEE CSS. In addition, all Participants agree to comply with the YouTube Terms of Service (http://www.youtube.com/t/terms) and with the YouTube Community Guidelines (http://www.youtube.com/t/community_guidelines).

1.5 By participating in this Contest, Participants agree to abide by these Official Rules as established by Sponsor. Sponsor reserves the right to review and qualify all entries and to reject any entries that do not meet the requirements for participation as established by Sponsor.  Decisions of Sponsor and the Jury are final and binding in all respects.

2. ELIGIBILITY CRITERIA

2.1 The Contest is not restricted to IEEE CSS members and everybody from within and from outside the automatic control community is invited to participate, subject to the limitations noted in these Official Rules. In particular, high school students, undergraduate and graduate students of all majors, as well as researchers from all over the world are eligible to participate. Participants must be at least 18 years old as of the submission deadline of July 21, 2015. Employees, officers, directors, agents and representatives of Sponsor and their immediate family members and those living in their households and members of the Jury (as defined in paragraph 4.1), their relatives, and their household members are not eligible to enter the Contest. Contest entries may be submitted either by individuals or by groups of individuals (a “Team”). If a Contest entry will be submitted by a Team, each member of the Team must satisfy the eligibility requirements set forth in these Official Rules. Each Team must designate in the Contest entry a single member of the Team who will serve as the Team’s sole representative for communications and all other purposes in connection with the Contest (the “Team Leader”). All agreements, consents, representations and warranties made or given by a Team Leader herein or otherwise in connection with the Contest will be deemed by Sponsor as binding upon all members of the pertinent Team as if made by each such member. Failure to comply may result in disqualification of the Team. Odds of winning depend upon the number of Contest entries received and the judgment of the Jury appointed by Sponsor.

2.2 In order to be eligible, Participants must upload their video entry and the corresponding submission form (together the “Contest entry”) before the end of the Submission Period. More than one Contest entry per person or per Team is permitted. Besides a short description of the submitted video, the submission form must include the Participant’s name, address, and, if applicable, affiliation, as well as an e-mail address, where he or she can be contacted by IEEE CSS. Video entries that are submitted without a submission form or with an incomplete submission form, as well as Contest entries that are uploaded before or after the Submission Period will not be judged.

2.3 Both the video entry and the accompanying submission must comply with these Rules and Regulations as well as with the YouTube Terms of Service and the YouTube Community Guidelines, per the links above.

2.4 Any Participant or individual who enters or attempts to enter the Contest in a manner contrary to these Official Rules and Regulations or that is otherwise disruptive to a proper operation of the Contest in Sponsor’s sole discretion will be disqualified from the Contest by IEEE CSS without notice.

3. SUBMISSION CRITERIA

3.1 As stated above, an eligible Contest entry consists of both a video uploaded on YouTube and an associated submission form containing detailed information on the Participant or Team and the submitted video.

 3.2 Videos must deal with a subject related to control theory or automatic control. Videos may focus on the field in general as well as on a particular topic, problem, or application in research or education, but should have the potential to promote the field of automatic control to a broad public. All relevant dialogues or texts should be in English or subtitled in English.  

3.3 Videos must have a maximum length of five minutes and must be uploaded on YouTube using the Participant’s own YouTube account. The description of a submitted video must contain the phrase “IEEE CSS Video Clip Contest 2015 Submission”.

3.4 Videos must be uploaded in standard resolution or high resolution and, if applicable, with suitable sound quality. Finalists will be expected to provide IEEE CSS with an original high-quality copy of their video (uncompressed video file) within seven days of notification of becoming finalists.

3.5 Videos must conform to all technical requirements, website terms of use, and all relevant other policies specified by YouTube and IEEE CSS.

3.6 Videos must only contain original works (including but not limited to music, texts, artworks, graphics, photographs, and video footage) created by the Participant, works licensed to the Participant or public domain works.

3.7 Videos must not contain any reference to or likeness of any identifiable third parties, unless written consent has been obtained by all such individuals. The original copy of the written consent must be provided to IEEE CSS upon request. If the Participant does not provide such consent, IEEE CSS may disqualify the Participant from the Contest and/or withdraw any prize awarded to the Participant.

3.8 Videos must not be defamatory, pornographic, or obscene as determined by IEEE CSS in its sole discretion and must not contain, depict, include, discuss, or involve any combination of the following without any limitation:

  • Promotion, endorsement, or discussion of any unlawful, harmful, threatening, or abusive activity or context;
  • Nudity and graphic or explicit sexuality as well as vulgar or offensive language and/or images;
  • Hateful, derogatory or otherwise offensive or objectionable characterizations or generalizations of any ethnic, racial, sexual, or religious groups;
  • Personal information of individuals, including names and addresses (physical or e-mail);
  • Commercial messages, endorsements, comparisons, or solicitations for products or services or for any organization or individual providing such products or services;
  • Any identifiable third party products and/or trade-marks, brands, logos, or intellectual property; and
  • Any other content that is or could be considered inappropriate, unsuitable, or offensive as determined by IEEE CSS in its sole discretion.

3.9 Participants are solely responsible for ensuring that their video is submitted and received in compliance with these Rules and Regulations.

4. JUDGING

4.1 All eligible Contest entries will be judged by a Jury whose members are specified on the IEEE CSS Video Clip Contest Webpage. Entries will be judged using the following criteria, each of which will be given equal weight: quality, creativity, and potential to promote the field of automatic control.

4.2 The Jury will select up to twenty finalists, who will be contacted by the e-mail address provided in the submission form. The finalists have to provide an original high-quality copy of their video within seven (7) days of the notification. The finalists’ videos may be uploaded to the IEEE CSS YouTube Channel. If any finalist does not provide an original high-quality copy of their video within seven days of Sponsor’s notification, Sponsor may select another finalist in Sponsor’s sole discretion and any such finalist may be disqualified from winning a prize.

4.3 The top three Contest entries will be selected as 1st, 2nd, and 3rd place from the finalists by the IEEE CSS Jury at the sole discretion of its members. The corresponding Participants will be notified by e-mail on or before July 29, 2015, and the top three videos as well as the names and affiliations of the corresponding Participants will be published on the IEEE CSS Video Clip Contest webpage.

5. PRIZES

5.1 The best three Contest entries will be awarded prizes of U.S. $1000 for 1st place, U.S. $500 for 2nd place, and U.S. $250 for 3rd place, respectively.

5.2 In addition, the winner of the 1st place, or the Team Leader of the winning team, will be invited to the 2015 IEEE Multi-Conference on Systems and Control (MSC), which will be held from September 21 to September 23, 2015, in Sydney, Australia. The winner, or the Team Leader of the winning team, will be awarded one free conference registration for the MSC 2015 as well as a travel grant (defrayment of hotel expenses if the winner or the Team Leader of the winning team comes from Australia, defrayment of hotel expenses plus U.S. $800 travel reimbursement if the winner or the Team Leader of the winning team comes from Oceania (but not from Australia), or defrayment of hotel expenses plus U.S. $1200 travel reimbursement if the winner or the Team Leader of the winning team comes from overseas). There will be an award ceremony at the MSC, at which the best three videos will be presented to the conference audience. The 1st place winner shall be responsible for all expenses including, but not limited to airfare, lodging, meals, beverages, gratuities, incidentals, taxes and all transportation fees in excess of the travel grant amount.

5.3 All winners are solely responsible for any and all local, state, and/or federal taxes on the prizes as well as any other costs and expenses not specified herein.

5.4 Except for the prizes awarded to the three best Contest entries as specified above, no other compensation in any manner will be paid or given to any Participant of the Contest.

5.5 In the event that a Contest entry submitted by a Team is selected to win a Prize, the Team Leader shall receive and be solely responsible for the Prize on behalf of the Team. Sponsor will have no responsibility for allocation of any Prize among Team members. 

5.6 Sponsor reserves the right to substitute any prize, or variations of any part of a prize of approximately equivalent value in its sole discretion.  Sponsor makes no warranties or disclaimers concerning the prizes beyond those customarily given.  Winners will be required to execute and submit to Sponsor an Affidavit and Publicity/Liability Release or their prize may be forfeited and an alternate winner may be selected.  If the 1st place winner is unavailable to travel to the MSC, the travel grant will be forfeited.

6. USE OF SUBMITTED VIDEOS BY IEEE CSS

6.1 By submitting a Contest entry, each Participant grants, approves, and authorizes IEEE CSS the irrevocable right to use, broadcast, webcast, podcast, link to or from, or otherwise exhibit, distribute, or display the submitted video in its original or shortened form in connection with non-commercial, educational, and outreach purposes.

6.2 In particular, at any time IEEE CSS may upload, copy, reproduce, display, or distribute the submitted video, transmit the video by telecommunication, or make the video accessible and available on the IEEE CSS website, the IEEE CSS YouTube Channel, or by any other means in connection with non-commercial, educational, and outreach purposes without further notice or compensation to the Participants.

6.3 In connection with promoting or marketing the Contest, IEEE CSS may also cut, translate, or reformat the submitted video and use, broadcast, webcast, podcast, link to or from, or otherwise exhibit, distribute, or display the resulting modified video. In particular, IEEE CSS may use the original video or parts of the original video for creating snapshots, trailers, promotion clips, or similar without further notice or compensation to the Participants.

6.4 Each Participant grants IEEE CSS the unqualified, unrestricted, worldwide, irrevocable, perpetual, and royalty-free right to use his or her name, logo, submission entries, and other distinctive identification in connection with promoting or marketing the Contest or its theme without limitation and without further notice or compensation.

6.5 IEEE CSS is under no obligation to use the videos or the Contest entries as provided herein. In particular, IEEE CSS has no obligation to post or display any submitted video or Contest entry.

7. USE OF PERSONAL INFORMATION

7.1 Personal information submitted to IEEE CSS in connection with the Contest will only be used to contact the Participants in order to (i) notify the winner or the winning Team, (ii) resolve questions or problems regarding the submitted videos or their content, or (iii) communicate general news or issues pertaining to the Contest.

7.2 IEEE CSS will not disclose, give, sell, or transfer any personal information about the Participants, unless required for law enforcement purposes or by statute.

7.3 As all videos may be made available to the public, Participants should not include personal information (such as addresses, phone numbers, etc.) about themselves or anyone else.

8. DISCLAIMERS AND EXCLUSION OF LIABILITY

8.1 Each Participant is solely responsible for obtaining from all applicable individuals, entities, or third parties any and all required rights, releases, consents, clearances, licenses, and any other authorization necessary to exploit and otherwise use their submitted video in any and all media.

8.2 By entering, each Participant releases and holds harmless Sponsor or any other entities involved in the administration of the Contest, each of their respective parents, subsidiaries and affiliates, and each of their respective directors, officers, employees, and agents (collectively, the “Sponsor Parties”), from any and all responsibility, damages (including without limitation direct, indirect, incidental, consequential, punitive, and statutory damages), penalties, costs, liabilities, and losses of any kind arising out of or relating to: (i) participation in the Contest; (ii) any violation by the Participant of these Official Rules or any laws; (iii) any copyright, trademark, patent, trade secret, right of publicity, or other intellectual property misappropriation or infringement attributable to Participant or  his or her Submission; and (iv) the receipt or use of any prize awarded in connection this Contest. Without limiting the foregoing, the Sponsor Parties are not responsible for any injury or damage to Participants or any other person’s computer related to, or resulting from participation in, or downloading any material in connection with, the Contest. If anyone makes any claim against any of the Sponsor Parties arising out of or relating to any actions or inactions attributable to a Participant, such Participant will pay for any damages, penalties, costs, liabilities, and losses, including without limitation attorneys’ and experts’ fees and costs, incurred by any of the Sponsor Parties in connection with such claim.  Sponsor is not liable for any typographical or other error made in the printing of these Official Rules.

Sponsor may, within its sole discretion, require each prize winner to sign and return an affidavit of eligibility and liability and publicity release, in which each winner consents to the use of his or her name, age, hometown and photo by Sponsor for advertising and promotional purposes, without any additional compensation, wherever lawful, as a precondition to award of a prize.  If any prize winner fails to sign and return the requested affidavit of eligibility and liability/public release as requested by Sponsor, that winner may be disqualified, and his or her prize will thereafter be awarded to an alternate winner from the remaining valid Submissions using the criteria specified above

8.3 Each Participant is solely responsible for the correct submission of his or her Contest entry and IEEE CSS assumes no responsibility for lost, misdirected, illegible, or unintelligible Contest entries.

8.4 IEEE CSS assumes no responsibility for any circumstances that may limit an individual’s ability to participate in the Contest or otherwise affect the administration, security, impartiality, or normal course of the Contest, including but not limited to technical problems with the IEEE CSS website, the IEEE CSS YouTube Channel, any e-mail, telephone, network, or other transmission system, any computer virus or bug, or any human error which may occur in the administration of the Contest or the judging process.

8.5 IEEE CSS will not be liable for any injury, loss, or damage of any kind caused by or resulting from a participation or attempted participation in the Contest, compliance or non-compliance with these Rules and Regulations, or a Participant’s acceptance, use, or misuse of any prize awarded to the Participant.

8.6 IEEE CSS reserves the right to cancel, modify, or suspend the Contest without notice for any reason at its sole discretion. In that case, IEEE CSS also reserves the right to award the prizes from the eligible Contest entries received before the cancellation.

8.7 IEEE CSS may extend the Submission Period at its sole discretion. Any extension of the Submission Period will be announced on the IEEE CSS Video Clip Contest website.

8.8 The Contest is not sponsored by YouTube and Participants release YouTube from all liability related to the Contest.

EACH PARTICIPANT AGREES THAT: (1) ANY AND ALL DISPUTES, CLAIMS, AND CAUSES OF ACTION ARISING OUT OF OR IN CONNECTION WITH THIS CONTEST, OR ANY PRIZES AWARDED, SHALL BE RESOLVED INDIVIDUALLY, WITHOUT RESORTING TO ANY FORM OF CLASS ACTION, PURSUANT TO ARBITRATION CONDUCTED UNDER THE COMMERCIAL ARBITRATION RULES OF THE AMERICAN ARBITRATION ASSOCIATION THEN IN EFFECT, TO TAKE PLACE IN NEWARK, NEW JERSEY; (2) ANY AND ALL CLAIMS, JUDGMENTS AND AWARDS SHALL BE LIMITED TO ACTUAL OUT-OF-POCKET COSTS INCURRED, INCLUDING COSTS ASSOCIATED WITH ENTERING THIS CONTEST, BUT IN NO EVENT ATTORNEYS' FEES; AND (3) UNDER NO CIRCUMSTANCES WILL ANY PARTICIPANT BE PERMITTED TO OBTAIN AWARDS FOR, AND PARTICIPANT HEREBY WAIVES ALL RIGHTS TO CLAIM, PUNITIVE, INCIDENTAL, AND CONSEQUENTIAL DAMAGES, AND ANY OTHER DAMAGES, OTHER THAN FOR ACTUAL OUT-OF-POCKET EXPENSES, AND ANY AND ALL RIGHTS TO HAVE DAMAGES MULTIPLIED OR OTHERWISE INCREASED.  ALL ISSUES AND QUESTIONS CONCERNING THE CONSTRUCTION, VALIDITY, INTERPRETATION AND ENFORCEABILITY OF THESE OFFICIAL RULES, OR THE RIGHTS AND OBLIGATIONS OF PARTICIPANT AND SPONSOR IN CONNECTION  WITH THE CONTEST, SHALL BE GOVERNED BY, AND CONSTRUED IN ACCORDANCE WITH, THE LAWS OF THE STATE OF NEW JERSEY, WITHOUT GIVING EFFECT TO ANY CHOICE OF LAW OR CONFLICT OF LAW, RULES OR PROVISIONS (WHETHER OF THE STATE OF NEW JERSEY OR ANY OTHER JURISDICTION) THAT WOULD CAUSE THE APPLICATION OF THE LAWS OF ANY JURISDICTION OTHER THAN THE STATE OF NEW JERSEY.

9. CONTEST RESULTS AND OFFICIAL RULES

To obtain the names of any winners and/or a copy of these Official Rules and Regulations, send a self-addressed and stamped envelope to

Institute for Systems Theory and Automatic Control
IEEE CSS Video Clip Contest Team
University of Stuttgart
Pfaffenwaldring 9,
70550 Stuttgart, Germany.