Participant Terms & Conditions

Fondazione Special Olympics World Winter Games Torino 2025 (“LOC”), as organizing committee entrusted and licensed by Special Olympics Inc. (“SOI”), has the honor to organize and host the 2025 Special Olympics World Winter Games (“Games”), which shall be an unforgettable experience for all participants.

The following general terms and conditions for participation (hereafter “Terms and Conditions”) intend to inform you and set forth the key terms of your participation or involvement in the Games as a Sport Technical Official, Unified Sports® Observer, Staff, Family Relative, Media, Official, Torch Run, Honored Guest, Youth Summit or in a different role that requires your registration on the SOI platform (hereafter “you” or “Participant”).

With your application at the Games, you automatically express your agreement with the content of these Terms and Conditions.

1. Your Registration and Assignment

1.1
You apply for participation in the Games with your registration on the online application form on the SOI platform. By registering, you accept these Terms and Conditions as legally binding, both for your registration and in case of a selection for your assignment and participation in the Games.

1.2
By registering, you confirm that all information provided by you is true, accurate, current and complete, and that all permits, consents, authorizations and licenses specified in your registration form are available to you (e.g., as the case may be, valid residence permit of stay in Italy, driver’s license, referee license, trainer license, etc.) and that they will remain so for the entire duration of the Games. By participating, you certify that you are physically capable of performing the assigned duties and do not have any health conditions that would pose a risk to yourself or to others.

1.3
If you register on behalf of another person or persons, you must confirm that you have the necessary rights, permits, authorizations, and proxies to complete the registration and act on their behalf.If you make a registration for (an)other person(s) without such necessary rights, you will remain only liable toward such other person(s) and you shall indemnify and hold harmless for all direct and indirect damages and claims occurred vis-à-vis LOC as a result of this registration.

1.4
You acknowledge that LOC may, as part of your application on the SOI platform and further participation in the Games, handle and process (also on behalf of SOI) your personal data (“Personal Data”) and furthermore will have to carry out background checks on persons registering for participation in the Games in order to comply with the legal requirement of the funding authorities and safety standards of the licensing authorities. LOC reserves the right to request further proof of reliability (e.g. certificate of good conduct). By accepting these Terms and Conditions, you expressly authorize and release your consent to LOC to collect, handle or process, as the case may be, your Personal Data for the purposes of the Games and, in accordance with and within the constraints of the applicable laws, to SOI as owner of the rights on the Special Olympics movement, for the limited purpose of pursuing its own institutional and social purposes. All personal data will be collected and processed in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. LOC reserves the right to deny or revoke participation at its sole discretion, including but not limited to failure to meet background check requirements, non-compliance with these Terms and Conditions, or conduct deemed inconsistent with the mission and values of Special Olympics.

1.5
When registering as a Participant, you have to specify the role in which you are applying for the participation in the Games.

1.6
You confirm you will be at least 16 years old as of the beginning of the Games on 08 March 2025 or in any case prior to the commencement of any activity in favor of LOC. You must immediately notify LOC of any criminal charges or convictions that occur before or during your participation in the Games and that may impact your ability to perform your role safely and ethically.

1.7
Before receiving the notification that you have been accepted as Participant, you can cancel or withdraw your registration on the platform at any time without the necessity to providing any reason. Please bear in mind that it is crucial for us and for the whole success of the Games to be able to rely on the selected Participants and their availability. Therefore, we invite you to submit your application only if you are actually available and interested in becoming a Participant and we ask you to cancel your registration only in case of an important reason by informing us as soon as possible.

1.8
By completing the registration process, either electronically or in writing, you expressly acknowledge and agree to be bound by these Terms and Conditions. By participating as a Participant in the Games, you reaffirm your agreement to these Terms and Conditions. If you do not accept these Terms and Conditions, you may not participate in the Special Olympics 2025 Winter Games. SOI and LOC Olympics reserve the right to deny or revoke participation for failure to comply with these terms.

2. General Participation Rules in the Games

2.1
During your participation in the Games, you must follow the rules and regulations communicated to you by LOC. You must also diligently perform the duties assigned to your specific role.. In particular, it is important to inform LOC as soon as possible and in writing if you are unable to fulfil an assigned task in terms of time, content or physical condition.

2.2
Participants are responsible for their own expenses unless expressly agreed otherwise in writing. You are soley responsible for costs and expenses related to your registration and your activity in the Games, as well as those for your travel, board and lodging. LOC is neither obliged to reimburse you for such expenses and/or costs nor does LOC assume any obligation or liability in this respect.

2.3
LOC may provide you with relevant sponsored event equipment and uniforms, which you may be required to wear throughout the Games.. If this is the case, you commit not to display any other third-party logos, symbols, trademarks, brand names or copyright-protected works if this can be understood as advertising or promotion, in order to protect the interests of LOC and SOI sponsors and partners. In addition and furthermore, you are strictly prohibited to sell or offer for sale the event equipment and uniforms or any other items provided by LOC. Any equipment or uniforms provided to you remain the property of LOC and must be returned upon request. Unauthorized modification, transfer, sale, or misuse of such items may result in disciplinary action, including termination of participation.

2.4
It is strictly prohibited for you during Games time and while wearing the official uniforms eventually provided to you, thus, while representing the Games, to consume, carry, or be under the influence of drugs (including alcohol). Discrimination, harassment, or aggressive behavior, including threats or possession of weapons, is strictly prohibited before, during, and after the Games. This includes conduct in-person, online, and through social media. At no time—before, during, or after the Games—will discrimination or aggressive behavior be tolerated, whether in speech (including social media) or through direct or indirect actions, such as carrying weapons or other dangerous objects.. Violations of these provisions, including being under the influence of drugs or alcohol while participating in Games-related activities, may result in immediate termination of participation and removal from all Special Olympics events. LOC and SOI reserve the right to refer violations to law enforcement if deemed necessary. Furthermore, any legal consequence howsoever deriving from the above prohibited behaviors will remain your sole responsibility and LOC will not be responsible for any legal or financial consequences resulting from such prohibited behavior. All Participants must adhere to Special Olympics’ policies on harassment, discrimination, and ethics. Any form of harassment, including verbal, physical, or sexual misconduct, is strictly prohibited. Participants must report any observed or suspected violations immediately to LOC. Failure to report known misconduct may result in termination of participation.

2.5
LOC will put in place extensive regulations in regard to hygiene and health procedures. These regulations will be aligned with those imposed by local authorities and must be followed by Participants at all times under any circumstances. You agree to comply with all health and safety regulations, including COVID-19 protocols and emergency response procedures, as mandated by LOC and local authorities.

2.6
You are strictly prohibited from offering, accepting, or demanding bribes—including benefits, gifts, or hospitality—that may influence your role in the Games or exceed reasonable and appropriate expenditure limits.. Expenditures shall be deemed unreasonable or inappropriate if they exceed a value of EUR 150 per year. Should you become aware of such activities, you are obligated to immediately report them to LOC.

3. No employment relationship

3.1
You acknowledge that your contribution to LOC before, during, and after the Games are not intended to propose or establish an employment relationship, not now or at a later stage. Nothing in these Terms and Conditions shall be construed as creating an employment relationship between you and LOC or SOI. LOC may provide you with relevant sponsored event equipment and uniforms, which you may be required to wear throughout the Games.. You further acknowledge that LOC is not responsible for any personal medical expenses incurred during your participation.

3.2
Since no employment relationship exists or will exist, you will not be entitled to any remuneration, compensation, indemnity, or salary before, during, or after your participation in the Games.

4. Confidentiality, Media and Communications

4.1
You agree to maintain the secrecy and confidentiality of all confidential information you may have access to within the scope of your participation in the Games. Confidential information includes non-public information that is designated “confidential” or that a reasonable person should understand to be confidential. Confidential information does not include information that (a) becomes publicly available without a breach of these Terms and Conditions, (b) is received lawfully from another source without an obligation of confidentiality, or (c) is independently developed. You will treat such confidential information with utmost discretion and, in particular, will not post this information on social networks, on remote cloud storage, and/or similar web services, or share this information with any third-parties unless permitted by SOITA and/or LOC. This obligation for confidentiality also applies in regard to pictures taken from individuals from which you do not have obtained consent to publish. This obligation to secrecy and confidentiality shall continue to apply even after the end of your participation in the Games. You agree to handle athlete and participant personal data with strict confidentiality and to comply with data security best practices. Unauthorized disclosure of personal information may result in immediate termination of your participation. A breach of confidentiality, including unauthorized disclosure of sensitive participant or event-related information, may result in immediate termination of participation and legal action where applicable.

4.2
You are not authorized in your role as a Participant in the Games to speak in a non-sport-related context to media e.g., broadcasters, press, or social media. Unauthorized communication with media or public statements unrelated to your role in the Games, including political expressions or commentary on LOC, SOI, or the Games, may result in termination of participation. Any such violations will be addressed through written notice to the email provided in your registration..

4.3
You are prohibited from using Special Olympics’ trademarks, logos, or proprietary materials for personal or commercial purposes without prior written consent from SOI. You will not damage or denote the reputation of any trademarks, signs or logos belonging to or howsoever associated with the Games or LOC or SOI or make, employ or display signs or logos that may give rise to a likelihood of confusion with the above trademarks , signs or logos.

4.4
LOC as well as licensees and/or relevant rights holders (e.g. broadcasters, TV stations, etc.) may take video or photo recordings on which you may be identifiable, during and also after the Games, particularly for the purpose of promoting the Special Olympics movement worldwide through any channel and medium of dissemination, including for purposes of economic exploitation anyway in compliance with the nonprofit purposes of LOC and SOI. You hereby expressly release your consent to record and use such your personal data and you agree that you will not assert or move any claim (to which you hereby irrevocably waive) for use, sale, or exploitation of your respective rights for any reason further renouncing to ask for any payment for the granting of the rights above envisaged in the previous paragraph.

5. Liability and Insurance

5.1
It is highly recommended to every Participant to obtain accident insurance at their own expense. By participating in the Games, you acknowledge and assume all inherent risks associated with your role, including but not limited to physical injury, travel-related incidents, and third-party misconduct. o the extent permitted by applicable law, you agree to release, discharge, and hold harmless SOI, LOC, their affiliates, officers, directors, employees, and agents from any liability, claims, demands, or actions arising out of or related to your participation in the Games, except in cases of gross negligence or willful misconduct by SOI or LOC.

5.2
To the maximum extent permitted by the law, LOC shall not be liable for any damages to you unless they are a direct consequence of gross negligence or willful misconduct by LOC (including its legal representatives and agents). LOC’s liability shall, however, be capped to typical foreseeable contractual damages.. LOC’s liability shall, however, be capped to typical contractual foreseeable damages. Liabilities in case of culpable damage to life, body or health are exempt from these regulations and will be handled according to the applicable legal regulations.

5.3
LOC is not liable for the loss and/or theft of object/items belonging to you or under your custody, you alone being responsible for them. Conversely, you will be liable for the loss of or damage to items/objects handed over to you for use by LOC.

5.4
LOC shall be entitled to seek full recovery of any damages arising directly or indirectly from your conduct, acts, or omissions in the course of your duties and activities as a Participant. To the extent permitted by law, you agree to indemnify and hold harmless LOC and SOI from claims, demands, damages, and liabilities (including reasonable legal fees) only to the extent that such claims arise directly from your gross negligence, willful misconduct, or material breach of these Terms and Conditions. This indemnification does not extend to claims arising from the gross negligence or gross misconduct of LOC, SOI, or any of their officers, employees, or agents..

5.5
LOC will provide adequate insurance coverage to cover damages caused by an accident during your participation in the Games. However, in this regard you are not entitled to any specific insurance or coverage claim from LOC or SOI in relation to your participation nor to rely on it. In any case, insurance coverage does not apply if, among other things, you cause damage intentionally or through gross negligence.

5.6
You shall notify LOC immediately of any damage caused by you in connection with your participation in the Games.

6. Term and Termination

6.1
These Terms and Conditions apply to your registration, assignment, and your participation regarding the Games in which you participate, including preparation and training sessions. Their validity ends with the termination of your participation, unless these Terms and Conditions stipulate that a provision continues to be valid after the Games.

6.2
LOC reserves the right to investigate any complaints regarding misconduct and may impose disciplinary measures, up to and including termination of participation, based on the findings of such investigation. Either you or LOC may terminate your participation in the Games in electronic form (e.g. by e-mail) at any time with immediate effect. Upon termination, you will return to LOC all documents and/or equipment and/or items received in connection (i.e. before during and after) with your participation in the Games.

6.3
Upon any termination of your participation in the Games, you are committed to return to LOC any and all documents and/or materials received for the purposes of performing your role. The only exception to this may be any uniform which may be provided to you, unless the termination of your participation was due to your defaults, in which case you will have to return it to LOC.

7. Miscellaneous

7.1
These Terms and Conditions applies also in favor of SOI. If any of the provisions of these Terms and Conditions is stated as invalid, unlawful or unenforceable to any extent by a competent court, such provision shall, to that extent, be severed from the remaining provision which shall continue to be valid to the fullest extent permitted by law. The invalid provision shall be replaced by any valid provision(s) which best reflects the initial purpose of the invalid provision.

7.2
LOC may change these Terms and Conditions at any time and will notify you of any changes by email at your designated address.

7.3
These Terms and Conditions shall be governed by and interpreted in accordance with Italian law. Any disputes between the Parties arising under or relating to these Terms and Conditions shall be settled exclusively by the competent courts of Turin (Italy).

7.4
You hereby commit to comply with all LOC policies and procedures, circulars, and announcements relevant to your role including, but not limited to, code of ethics, accreditation and security procedures, use of communications equipment, commercial restrictions, and any communications policies including social media policies, etc. in fulfilling your role as a Participant.