Vizualizare sursă pentru „Documents needed for the project”

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{{Însemn orientare/en|summary=A working document checklist with revised Romania / EU legal notes on copyright, privacy, sponsorship, volunteering and project procedures.|type=Working draft / proposal|related=[[Copyright assignment agreement - template]] · [[Entry form - template]] · [[Competition rules - draft]]}}

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Efficiently organising and managing the '''“The Town's Emblem”''' competition requires a set of official documents covering every stage, from launch to completion. Here is a list of the documents needed:

== 1. Official competition rules ==
* '''Purpose:''' Define all rules, eligibility criteria, deadlines, and the rights and obligations of participants and organisers.
* '''Contents:'''
** Competition objectives.
** Eligibility: who may participate.
** Assessment criteria.
** Deadlines and stages: the competition calendar.
** Intellectual property rights in entries.
** Entry and submission procedures.
** Prizes offered.
** Judging procedure.
** How winners will be announced.

== 2. Entry form ==
* '''Purpose:''' Allow participants to register officially, provide personal information and confirm their acceptance of the rules.
* '''Contents:'''
** Participant's personal details.
** Acceptance of the rules and entry conditions.
** Details of the entry: short description and format.
** Consent to the organisers' use of the work.

== 3. Copyright assignment agreement ==
* '''Purpose:''' Govern the transfer of intellectual property rights from the participant to the organisers if the work wins.
* '''Contents:'''
** Participant's agreement to assign copyright in the work to the organisers.
** Details of rights to use the work.
** Any rights retained by the author.
** Legal provisions concerning use of the work.

== 4. Sponsorship agreement ==
* '''Purpose:''' Formalise the arrangement between organisers and sponsors, specifying both parties' obligations and benefits.
* '''Contents:'''
** Parties' details: organiser and sponsor.
** Amount or goods supplied by the sponsor.
** Organisers' obligations, including brand exposure and public acknowledgement.
** Payment terms and conditions.
** Each party's rights and obligations.

== 5. Partnership agreement ==
* '''Purpose:''' Govern cooperation between organisers and project partners, including cultural institutions, NGOs and companies.
* '''Contents:'''
** Partnership objectives.
** Each party's obligations and responsibilities.
** Cooperation timetable.
** Each party's benefits, such as visibility and public acknowledgement.

== 6. Non-disclosure agreement (NDA) ==
* '''Purpose:''' Protect sensitive information or intellectual property belonging to organisers, participants and partners.
* '''Contents:'''
** Definition of confidential information.
** Parties' duty to maintain confidentiality.
** Duration of the agreement.
** Penalties for disclosure.

== 7. Website/platform terms and conditions ==
* '''Purpose:''' Govern use of the competition platform, registration and uploading entries.
* '''Contents:'''
** Conditions for participants' use of the platform.
** Registration and upload procedures.
** Privacy policy and data collection.
** Platform users' rights and obligations.

== 8. Sponsorship proposal ==
* '''Purpose:''' Explain sponsorship opportunities and the benefits offered in return for support.
* '''Contents:'''
** Project description and impact.
** Available sponsorship levels.
** Benefits at each level: visibility, media exposure and participation in events.
** Sponsorship conditions.

== 9. Judging agreement ==
* '''Purpose:''' Govern cooperation with jury members and define assessment criteria.
* '''Contents:'''
** Jury members' obligations.
** Assessment criteria and scoring system.
** Confidentiality of judging.
** Fees, if applicable.

== 10. Formal invitation to partners and sponsors ==
* '''Purpose:''' Formally invite potential partners and sponsors to join the project.
* '''Contents:'''
** Project introduction.
** Potential impact and benefits of cooperation.
** Financial, logistical and other opportunities to contribute.
** Cooperation procedure.

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== How the documents will be structured ==
* '''The Romanian version''' will include elements relevant to '''Romanian law and circumstances''', with clear references to applicable legal provisions.
* '''The English version''' will be adapted to an international context, removing or changing Romania-specific legal references and using internationally accepted concepts and norms.

== Completing the document set ==
Publication, awards or file delivery do not automatically transfer rights or place artwork in the public domain. Moral rights remain with the author. Organiser uses and any third-party reuse require the express permissions in the [[Copyright assignment agreement - template|revised non-exclusive agreement]]. Descriptive proposals about free use apply only within permissions actually obtained. Follow representation / approval rules for minors; do not publish contacts or signatures.

In Romania, sponsorship requires a written contract stating subject, value, term and obligations. Acknowledging a sponsor’s name / mark is distinct from commercial advertising. Suggested advertising packages and commercial benefits must not be promised as sponsorship obligations without checking their legal classification. Do not guarantee tax relief, exclusivity, audiences or unconfirmed partners. Any advertising service requires separate assessment and contracting under its own rules. Example figures are illustrative.

For activities governed by Romanian Law No. 78/2014, an eligible host signs a written agreement before work starts, maintains the register and prepares the volunteer activity and protection sheets. Volunteering is unpaid and does not replace paid work; provide training, coordination and safe conditions. Statutory volunteer certificates follow legal requirements and include an activity report; they differ from participation awards. Check age / work capacity and child protection; children are not automatically contractual volunteers. Handle volunteer data and photographs under GDPR.

Supply privacy information before collection, separately from optional consents. Use an NDA only for genuinely confidential information, with lawful exceptions, a defined term and proportionate liability; it must not prevent authority reports or statutory rights. Include conflicts and appeals procedures, judging and prize-delivery records, and tax checks. Confirm fields, partners and prizes before launch.

== Legislative references ==
Reviewed: 16 October 2026.
* [https://legislatie.just.ro/public/detaliidocument/7816 Legea / Law nr. 8/1996], art. 10–13, 40–44.
* [https://legislatie.just.ro/Public/DetaliiDocument/175630 Codul civil / Civil Code — Legea / Law nr. 287/2009], art. 38–43.
* [https://eur-lex.europa.eu/legal-content/RO/TXT/?uri=CELEX:32016R0679 GDPR] și / and [https://legislatie.just.ro/Public/DetaliiDocument/203151 Legea / Law nr. 190/2018].
* [https://legislatie.just.ro/Public/DetaliiDocument/204126 Legea / Law nr. 32/1994 privind sponsorizarea / on sponsorship], art. 1 și / and 5.
* [https://legislatie.just.ro/Public/DetaliiDocument/171282 Codul fiscal / Fiscal Code — Legea / Law nr. 227/2015], dispozițiile aplicabile situației concrete / provisions applicable to the actual circumstances.
* [https://legislatie.just.ro/Public/DetaliiDocument/257098 Legea / Law nr. 78/2014 privind voluntariatul / on volunteering], în special / particularly art. 3–4 și / and 10–15.
* [https://eur-lex.europa.eu/legal-content/RO/TXT/?uri=CELEX:32016R0679 Regulamentul / Regulation (UE / EU) 2016/679 — GDPR] și / and [https://legislatie.just.ro/Public/DetaliiDocument/203151 Legea / Law nr. 190/2018].
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{{Însemn subsol/en}}
[[Categorie:English pages]]
[[Categorie:Documents and forms]]
[[Categorie:Organising the competition]]
[[Categorie:Drafts and proposals]]