Operating agreement

1. PURPOSE AND AUTHORITY

A Campus Build is a b54-approved, one-day, in-person build sprint that helps us find strong projects and high-potential talent. Only an approved Campus Rep may lead one. Approval is event-specific; it does not authorize commitments, spending, fundraising, partnerships, prizes, or use of the b54 name outside the approved event.

2. STANDARD FORMAT

The standard event is 8–12 hours, free to participants, and designed for 30–100 registered builders working in teams of 2–5. Teams must produce a working prototype and submit it by the platform deadline. A different format requires written b54 approval. The Campus Rep may not compete in, judge, or supply a vendor to their own event unless the conflict is disclosed and b54 approves it in writing.

3. WHO DOES WHAT

The Campus Rep is the accountable Event Lead and must form a delivery team of at least three people covering operations and safety, participant experience and check-in, and projects and submissions. b54 approves the event, provides the platform, challenge and judging standards, remote support, the approved per-participant reimbursement allowance, and central review. The Campus Rep secures the venue, power, internet, permissions, volunteers, promotion, local logistics, and safety plan, and covers every cost above or outside the expressly approved allowance.

4. APPROVAL AND READINESS

Apply at least 14 days before the proposed date with the venue, institution contact, delivery team, expected attendance, and operating plan. No event is approved without a legitimate campus venue and an identifiable institution contact. Upload three independent meal quotes at least seven days before the event. Complete the dashboard readiness check 48 hours before doors open. b54 may approve fewer than 100 reimbursable participants based on host history, evidence, venue capacity, or risk.

5. REGISTRATION, DATA, AND CHECK-IN

Every participant must register through b54 and check in individually within the event window. No bulk, proxy, duplicate, or retroactive check-in is allowed except a documented admin correction. Volunteers search for the person they are serving; they do not receive or export the full attendee list. Event data may be used only to deliver the event. Do not copy, photograph, download, or reuse participant contact data.

6. PROJECTS, ORIGINALITY, AND TALENT

Every team member must be registered and attached to the team. The platform requires a project name, problem-and-solution description, repository or b54-accessible code, and 2–3 minute demo video before submission. The repository must include README and setup notes, technologies used, each member’s contribution, and disclosure of pre-existing, third-party, and AI-assisted work. Standard-track projects start at kickoff. Reused or continuing work is allowed only in a pre-approved continuation track with clear before-and-after evidence. Undisclosed prior work, copied work, fabricated contributions, or a repository created as one unexplained final dump may be disqualified.

7. REMOTE JUDGING

b54 may judge entirely remotely. Eligible projects are screened before scoring. Each eligible project should receive two independent scores; a third review resolves a material spread or conflict. Judges score working solution and technical execution (30), problem relevance and impact (25), originality (15), usability and demo quality (15), and team execution and contribution clarity (15). Public voting does not determine the main awards. b54 may request a live verification call and may refer standout individuals to the talent pool whether or not their team wins.

8. MEALS AND REIMBURSEMENT

b54 provides one combined local-currency allowance per verified participant for a standard meal and water plus reasonable ancillary event costs such as data and power, for no more than the event’s approved limit and never more than 100 people. This is one allowance, not separate budgets for each cost. The eligible participant count is the lowest of registered and individually checked-in participants, recorded meal redemptions, documented participant packages, and the approved participant limit. Organizers, volunteers, mentors, judges, no-shows, unregistered walk-ins, extra meals, and over-ordering are not reimbursable.

The platform shows the approved local-currency per-person allowance before the event. The maximum claim is the lower of the eligible documented cost total or eligible participants multiplied by that allowance. b54 prefers direct payment to the approved vendor. No cash advance is paid to the Campus Rep. Reimbursement to a Campus Rep requires written pre-approval, proof of payment, and an account in the approved Campus Rep’s name. Venue, transport, accommodation, printing, decoration, media, security, prizes, equipment, costs above the allowance, and every unconfirmed or unapproved cost are the Campus Rep’s responsibility.

9. EVIDENCE AND FINANCIAL CONTROLS

Upload written venue confirmation, three independent vendor quotes, opening evidence, meal-service evidence, demo evidence, closeout evidence, the itemized invoice or receipt, and payment proof where applicable. Evidence must show the real event and may be checked against timestamps, event codes, participant records, repositories, vendors, and random attendee confirmations. A related-party vendor must be disclosed before approval. Split invoices, altered receipts, reused photos, false check-ins, duplicate identities, invented participants, or undisclosed vendor relationships are prohibited.

10. SAFETY AND CONDUCT

The b54 code of conduct applies to participants, organizers, volunteers, mentors, judges, vendors, and guests. The Campus Rep must name an incident lead, publish a private reporting method, know campus emergency contacts, and ensure reasonable access to sanitation, water, first aid, power safety, and venue security. Harassment, discrimination, violence, alcohol, weapons, retaliation, and unsafe activity are not permitted. Minors may attend only under a written b54, institution, and guardian safeguarding plan.

11. CLOSEOUT AND ENFORCEMENT

Submit the final participant, project, incident, evidence, talent, and financial closeout within 24 hours. Reimbursement is reviewed only after required records are complete. b54 may hold, reduce, deny, recover, or audit a payment; disqualify a project; revoke a result, prize, or certificate; suspend or remove a Campus Rep or participant; and notify the institution or relevant authority when required. Material falsehood, fraud, plagiarism, harassment, retaliation, or evidence tampering can result in immediate removal. Affected people may appeal within five business days with new evidence; b54’s final decision closes the review.

12. MEDIA AND PUBLICITY

Promotion begins only after event approval. Use the current downloadable b54 template and submit the required portrait and story formats at least ten days before the event. Do not publish b54-branded material until b54 approves it in the platform. Dates, venue, registration links, partners, speakers, prizes, funding, and endorsements must be accurate and approved. Media and printing costs remain the Campus Rep’s responsibility unless separately approved in writing.

Give a clear media notice at registration and at the venue, provide a visible photo opt-out, and brief media volunteers to avoid opt-outs and private screens. Identifiable interviews, testimonials, close portraits, and any recording involving a minor require specific informed permission. Closeout media includes an event-wide view, highlights, two participant interviews, and one volunteer interview. Use licensed music and images only; b54 may reject, request replacement, decline to publish, or remove non-compliant material.

13. VOLUNTEER OPERATIONS

Assign volunteers by exact member email to explicit roles, responsibilities, supervisors, and bounded shifts. The member must accept the assignment before briefing or event access is enabled. At minimum cover check-in, projects and submissions, and media. For long event days prefer two-to-four-hour shifts, breaks, a short overlap, and recorded handovers. Every volunteer must complete an event-specific briefing covering conduct, privacy, exits, first aid, incident escalation, role limits, equipment, and sign-out.

Volunteers receive only the access needed for their role. They may search for one attendee to provide a service but may not receive, export, photograph, or copy the guest list. Record each assigned volunteer as present or absent, reconcile equipment and access at closeout, and revoke temporary channels and data. Volunteer certificates are issued only after present service is recorded.

14. PARTNERS AND COMMERCIAL ACTIVITY

A Campus Rep may propose an institution, community, in-kind, or commercial partner, but may not bind b54, sign in b54’s name, accept money or benefits for b54, promise exclusivity, sell access, or publish a partner claim. b54 decides whether to approve and attach a proposed partner and may assign an existing b54 partner to the event. The Build’s attached partner and approved partner notes are the source of truth for the relationship, public benefits, and permitted asset use.

Commercial value and conflicts must be disclosed in full. A partner receives no attendee list, private participant data, guaranteed winner, judging influence, preferential project access, recruiting access, or intellectual-property rights unless b54 approves a separate written arrangement that participants can review before opting in. Use only current assets supplied or approved by b54 and the partner, only for the approved event and placement. Do not download a logo from the web, alter a mark, imply an endorsement, or continue using assets after approval is withdrawn or the permitted campaign ends.

15. PRIZES AND DIRECT DELIVERY

A prize exists only when b54 records or approves its provider, description, quantity, value and currency, eligibility, allocation, delivery method, timing, and material conditions before it is promoted. Results remain provisional until b54 completes eligibility and integrity checks. No Campus Rep, volunteer, judge, institution, campus organization, or other intermediary may collect, hold, divide, deduct from, substitute, or redistribute a prize.

b54 or the approved prize partner delivers the prize strictly and directly to each verified named winner. For a team prize, b54 records the allocation and pays or delivers each verified team member’s share directly. A winner must never pay a release, processing, or delivery fee to claim a prize. Upload private recipient confirmation and a transaction or fulfilment record as protected prize-fulfilment evidence. Taxes or unavoidable recipient charges apply only when disclosed in the published prize terms and required by law.

16. INTELLECTUAL PROPERTY AND DELIVERABLES

Participants retain ownership of their original project, code, designs, inventions, and pre-existing materials. Entry, judging, or receipt of a prize does not transfer that ownership to b54, a Campus Rep, or a partner. Each team must have the right to submit its work and must disclose third-party, open-source, generated, employer, university, sponsor, and pre-existing materials. Do not submit confidential information or material the team is not authorized to share.

By submitting the required project deliverables, the team gives b54 a non-exclusive, worldwide, royalty-free licence to host, copy, review, test, judge, archive, and display those deliverables for administration of the event and factual promotion of the team and Campus Build. This licence does not permit b54 or a partner to sell, commercialize, or claim ownership of the project. Any investment, incubation, employment, commercial licence, assignment, or additional partner access requires a separate written agreement with the relevant owner; declining it does not change an earned result or prize.

b54 owns its name, marks, templates, challenge materials, platform, and other pre-existing b54 assets. Partners retain their pre-existing assets. Campus Reps, volunteers, photographers, and other contributors must submit only operational deliverables they have the right and consent to provide, and grant b54 a non-exclusive, worldwide, royalty-free licence to store, edit, reproduce, and publish those event reports, approved promotional files, photographs, interviews, and highlight media for b54 program delivery and publicity. Media consent, safeguarding, privacy, and withdrawal rules still apply.