HI-LINGUA LANGUAGE COMPETITION & GERMAN MATH OLYMPIAD GRAND FINAL
GROUP APPLICATION AND PARTICIPATION AGREEMENT
(28 April – 3 May 2026 / Frankfurt, Germany)

This agreement must be digitally approved by the group supervisors via the provided link. The written version of the agreement, signed by an authorized representative of Main Team Organisation GmbH, has been presented to the supervisor as a reference for approval via the link. Moreover, signing and sending the email is not required.

These conditions set out the terms of the agreement between the Supervisor (on behalf of students, parents and teachers) and Main Team Organisation GmbH. Students, parents and teachers intending to take part in the Hi-Lingua Language Competition or German Math Olympiad Grand Final program, scheduled to take place in Frankfurt from 28 April to 3 May 2026, acknowledge and agree to the terms and conditions outlined in this agreement.

1. BASIC CONDITIONS
a. The Hi-Lingua Language Competition and German Math Olympiad Grand Final program is organized by Main Team Organisation GmbH.
b. The parties to this agreement are supervisors (on behalf of students, parents and teachers) and Main Team Organisation GmbH.
c. This is a paid event.
d. The official language of communication for the Grand Final program is English.

2. APPLICATION CONDITIONS
a. The Grand Final is open to all students in grades 3 to 11, with no age-related restrictions.
b. Students in grades 3 and 4 participating in a group are advised to be accompanied by an adult (parent or guardian). Alternatively, a designated supervisor may take responsibility for these students.
c. Students in grades 5 to 11 may participate with their supervisors (teachers).
d. Only supervisors are authorized to submit group applications on behalf of students, parents and guardians.
e. A supervisor must have at least 8 students to participate. Students in grades 3 and 4 are counted together with their accompanying adults.
f. A supervisor with fewer than 8 students may participate by paying the full participation fee.
g. Students who have taken the Hi-Lingua Language Competition or German Math Olympiad online exams are not required to meet a specific achievement level to join.

3. VISA APPLICATION CONDITIONS
a. Participants requiring a Schengen visa must follow the procedures of the German consulate and submit their visa applications to the appropriate German consulates or authorized visa application centers.
b. Supervisors will receive an email containing the invitation, daily schedule, accommodation details and transportation information necessary for visa application.
c. Some consulates may request an original invitation letter. In such cases, the group will be charged a postage fee of 150 €.
d. Parents must prepare and submit all other required documents for the visa application to the consulate. While consulates evaluate these documents, the visa decision primarily depends on the submitted documents and/or the consular interview.
e. The consulate may request a letter of parental consent for students to travel to Germany with their supervisor. When handling this document, supervisors should consider that some parents may be separated or reside abroad.
f. Students and accompanying supervisors are responsible for obtaining visas, travel health insurance and covering all related processing fees.
g. The supervisor is responsible for coordinating and following up on all visa and consulate arrangements for the group.

4. SERVICES INCLUDED IN THE PARTICIPATION FEE
a. Upon arrival at the airport, the groups will be welcomed and transferred to their hotels. Airport–Hotel–Airport transfers will only be available on 28 April and 3 May 2026. For transfer service and on-site support, arrivals and departures are recommended between 05:00 and 17:00.
b. Main Team Organisation GmbH will provide transfer services for the activities specified in the program, for a total of 6 days. The duration and schedule of these transfers may vary depending on the registration type, which can be either Frankfurt (28 April - 3 May 2026) or Frankfurt + France (28 April - 6 May 2026). Transfers will be arranged by private coaches.

c. Reservations have been made at 3 or 4-star hotels.
d. The participation fee includes breakfast only; lunch and dinner are not included.
e. The Grand Final program will also include visits to Plopsaland (for all participants) and Mathematikum (for German Math Olympiad participants only).
f. The workshops, challenges and exams will be held at the designated event venues specified in the program. Participation in these workshops and challenges is limited based on team capacity, participating number of countries and grade levels. Due to these limitations, participation cannot be offered to all participants.
g. Each participant will receive T-shirts to wear during the program. Wearing these T-shirts is mandatory for all participants throughout the event.
h. City and hotel taxes are also included in the price.

5. PROGRAM FEE AND PAYMENT CONDITIONS
a. Participation fee:
• Frankfurt only (28 April - 3 May 2026): 1,600 €
• Frankfurt + France (28 April - 6 May 2026): 2,400 €
b. A non-refundable deposit of 500 € (700 € including optional trip) is required to secure participation.
c. These fees are applicable when payment is made through a bank transfer. A 4% Stripe transaction fee will apply to credit card payments, due to Stripe processing fees.
d. Services included in this price: transfers, accommodation, breakfasts, event tickets, exams and award ceremony (the services included in the price are listed separately in the Section 4).
e. Services not included in this price: visa fees, travel health insurance, flight tickets, personal expenses, lunches and dinners
f. The remaining balance must be paid no later than 1 week after the visas are issued and this date should not exceed 1 March 2026.
g. Payments must be coordinated by the supervisor.
h. Payment options and an invoice for the registration fee will be provided before the payment is completed.

6. GRAND FINAL DAILY PROGRAM (28 April - 3 May 2026)
28 April 2026 – Transfers, Olympiad Registration and Welcome Meeting
29 April 2026 – Exams at Goethe University
30 April 2026 – Challenges and visit to Frankfurt City Center
01 May 2026 – Full-Day Fun at Plopsaland
02 May 2026 – Award Ceremony
03 May 2026 – Departure transfers to the airport

* Main Team Organisation GmbH reserves the right to modify the daily itinerary if necessary.

7. EXAM CATEGORIES & PARTICIPATION
a. Participants registered for the German Math Olympiad may apply to participate in the English exam of the Hi-Lingua Language Competition.
b. Similarly, participants registered for the Hi-Lingua Language Competition may apply to participate in the Math exam of the German Math Olympiad.
c. Participation in additional exams and challenges organized by the Hi-Lingua Language Competition or German Math Olympiad is subject to the participant’s grade group eligibility and quota availability.
d. German Math Olympiad exams will be conducted in English.

8. ACCOMMODATION
a. Accommodation will be in 3-4-star hotels in Frankfurt.
b. Main hotel in Frankfurt (28 April - 3 May 2026):
Leonardo Royal Hotel Frankfurt, Frankfurt, Deutschland
Address: Mailänder Str. 1, 60598 Frankfurt am Main, Germany
c. The hotel stated in this agreement serves as the main accommodation for the program. If the number of applications exceeds the available capacity, Main Team Organisation GmbH may arrange accommodation in other similar hotels (3-4-star) to ensure all participants are comfortably hosted.
d. Hotel check-in starts after 16:00. Groups arriving early may have to wait at the hotel if there is sufficient space to store luggage. Otherwise, they may need to wait at the airport.
e. Students will be accommodated in twin, double or triple rooms. In triple rooms, the third bed may be a sofa or an extra bed, which may differ in comfort from the other two beds.
f. Students in a group will be accommodated based on their gender, first with other students from their group, then with students from their home country. The last option is to share a room with a student from a different country. Students wishing to stay in a single room must pay an additional 700 € for a 5-night stay, subject to availability.
g. The terms and conditions of the accommodation provider will apply during the stay at hotels.
h. Participants are required to fully comply with the rules and policies of the hotels. If the fire alarm or automated external defibrillator (AED) alert system is activated due to smoking, open flame (such as a match), steam from the bathroom, or other improper use or negligence, a penalty fee of 1,500 € - 3,000 € may be charged to cover services provided by the police, medical teams and fire brigade. These systems are activated automatically and it is possible to identify the room or corridor where the alarm or alert was triggered. In such cases, the fine will be paid by those responsible.
i. If a student is asked to leave his/her room at the hotel because of inappropriate behavior, Main Team Organisation GmbH will not arrange alternative accommodation and the student will need to make their own booking.
j. Supervisors are responsible for ensuring that student and supervisor rooms are used in an orderly and undamaged condition. The supervisor must inspect the rooms the evening before check-out day and in the morning of check-out. Any damage caused to the hotel by a student must be paid for by the student or the supervisor prior to departure.
k. If any damage or material loss is detected by the hotel after check-out, it will be reported to Main Team Organisation GmbH within 5 days at the latest. The amount requested by the hotel based on this report will be charged to the group supervisor and the students staying in the damaged room.

9. TERMS OF PARTICIPATION, CANCELLATION AND REFUND
a. If a student or group cancels their participation for any reason after paying the deposit, the amount paid will not be refunded.
b. If a student or group cancels their participation for any reason after paying the balance, the amount paid will not be refunded.
c. If a student or group cancels their participation for any reason in the optional tour program after paying the participation fee, the amount paid will not be refunded.
d. If a student or group who has been issued a visa decides not to participate for any reason, they will forfeit their deposit and may not transfer their participation rights to another student.
e. The deposit paid will not be refunded if a visa cannot be obtained or if the visa application is refused by the consulate. Visa refusals are based on the individual documents provided by students, parents or supervisors and are solely at the discretion of the consulate.
f. If a student’s visa application is refused, the supervisor may replace the student with a new participant. In this case, the paid deposit may be transferred to the new student, provided that the student is not already registered within the same group. However, if an early registration period applies (where applicable), registrations submitted after its expiration may be subject to an additional fee.

10. DUTIES AND RESPONSIBILITIES OF TEACHERS
a. This agreement appoints the supervisor as the only authorized and responsible person on behalf of the student group.
b. The supervisor is responsible for informing and explaining the terms of this agreement to the parents and students. The supervisor is advised to obtain a signed consent from the parents.
c. Once the participation of students in a group has been confirmed, the supervisor ensures that the deposit fee is collected and paid. The deposit payment can be made by credit card. For online payments via the provided link, a 4% transaction fee will be added to the total amount. For the remaining balance, the supervisor may formally request an invoice from the Organization to complete the payment by bank transfer.
d. Before paying the deposit fees, the supervisor shall schedule a visa interview with the German consulate or an authorized visa application center and comply with all required procedures. The supervisor may also collaborate with a visa consulting company to coordinate the visa application process.
e. The supervisor is required to coordinate the collection of documents requested by the consulate as well as flight reservations.
f. Flight ticket dates must align with the program schedule. Groups arriving in and departing from Frankfurt must arrive at Frankfurt Airport (FRA) on 28 April and depart on 3 May 2026. Groups arriving in Frankfurt and departing from Paris must arrive at Frankfurt Airport (FRA) on 28 April and depart from Paris Charles de Gaulle Airport (CDG) on 6 May 2026. If no flights are available from any country on these dates, Main Team Organisation GmbH should be contacted before invitations are issued.
g. The flight tickets should be finalized once the visa results have been confirmed.
h. The supervisor is responsible for making sure that the remaining payments are made.
i. The supervisor must share the most up-to-date information about the Grand Final with the students and if necessary, with the parents.
j. The supervisor must complete all the necessary preparations before the flight.
k. The supervisor must supervise group members during their trip, ensuring punctuality for departures and preventing damage, nuisance and misconduct. The supervisor must oversee matters such as boarding times, meal times, bus departure times, program times, security and behavior.
l. During the Grand Final program, the supervisor must ensure that students are in harmony within their group as well as with all other participants.
m. The supervisor is responsible for all material and moral damages caused by students at the hotel, on public or private transportation, at science centers and museums.
n. The supervisor must remain with and always take responsibility for their students, including supervising breaks and accompanying students from their accommodation to the center and back, where appropriate.
o. We strongly advise supervisors to collect a damage deposit of 250 € from each student before the flight. We recommend returning the received damage deposits no earlier than 3 weeks after you have returned to your country.

11. ADDITIONAL CONDITIONS
a. Flight days must correspond to the program schedule. Main Team Organisation GmbH will not be able to provide additional accommodation or transportation for early arrivals or late departures.
b. If the group arrives late for any reason, no refunds or additional activity arrangements will be provided for the missed days. Upon arrival, the group must arrange their own transportation to the relevant location.
c. Students and teachers must comply with the schedule stated in the program. Late groups or students will be responsible for arranging their own transportation to the relevant part of the program.
d. Lunch and dinner will not be provided by the organizers. Teachers should plan meals according to the program schedule. Additionally, participants may place orders online using a local food delivery application, which must be downloaded in advance.
e. Participants of the Grand Final program, including students, teachers and guests, are not permitted to promote or distribute materials about any competitions or events not organized by the Main Team Organisation GmbH to other participants during the Grand Final program. In addition, they may not engage in any commercial or marketing activities during the program.
f. Complaints, if any, must be raised promptly, either at the time of the issue or by the following day, to allow for timely resolution.
g. Promotional photographs and videos: Main Team Organisation GmbH may take photos or video clips during the Olympiad events or leisure activities. These materials may be used for publicity, including on the Olympiad’s social media platforms and website.
h. Main Team Organisation GmbH is not liable for any loss, damage, illness or injury to individuals or property, except where statutory liability applies.
i. All official correspondence shall be conducted via email through info@hi-lingua.org (Hi-Lingua Language Competition) or info@germanmath.org (German Math Olympiad).
j. After arriving in Germany, all participants must leave before their visa period expires. Those who overstay may face fines, imprisonment or bans from entering the Schengen area. Additionally, Main Team Organisation GmbH reserves the right to pursue monetary and non-monetary damages, up to 100,000 €, for those who fail to return to their countries and instead flee or apply for asylum, causing harm to the company’s reputation and future operations.
k. This agreement is signed by the supervisor on behalf of the individuals listed on the Grand Final Application platform. As a supervisor, I assure you that none of the individuals listed on this platform (teacher, student or parent) have first-degree relatives (father, mother, brother or sister) residing in Schengen area, whether legally or illegally. If any participant has relatives residing in the Schengen area within this degree of relation, I agree to inform Main Team Organisation GmbH accordingly.
l. The organizing committee and sponsors will cover the costs of transfers, accommodation, meals and event ticket expenses for teachers accompanying a group of at least 8 students during the program. However, visa, insurance and flight tickets are not included. This offer does not apply to paid teachers. The Olympiad committee kindly requests that parents of the participating students cover the remaining expenses (visa, insurance, and flight tickets) for the supervisors responsible for the students during the program.

12. FORCE MAJEURE CIRCUMSTANCES
a. Main Team Organisation GmbH is not responsible for any partial or complete cancellation of the program caused by third parties or circumstances beyond its control, including bad weather, closure of amusement parks, traffic restrictions at outdoor event venues or unexpected issues at the award ceremony venue. No refunds will be made to participants for such cancellations. However, Main Team Organisation GmbH may try to offer an alternative arrangement for the cancelled event.
b. Main Team Organisation GmbH shall not be held liable for any failure or delay in performing its obligations under the Hi-Lingua Language Competition or German Math Olympiad Application and Participation Agreement if such failure or delay is caused, directly or indirectly, by circumstances beyond its reasonable control, including but not limited to:
- War, threat of war, armed conflict, civil unrest, riot or terrorist activity;
- Epidemic, pandemic (including ongoing impacts of COVID-19), outbreak of serious disease or any significant risk to human health;
- Natural disasters such as floods, droughts, earthquakes, storms or fires;
- Nuclear, chemical or biological hazards;
- Adverse weather conditions or other environmental hazards;
- Industrial disputes, labor strikes or failure of third-party service providers;
- Any governmental action, regulation, law, guidance or advice affecting the event;
- Cyberattacks, digital system failures or other similar disruptions.
c. In the event that a Force Majeure circumstance prevents or materially hinders the Hi-Lingua Language Competition or German Math Olympiad from taking place as planned, Main Team Organisation GmbH reserves the right to:
- Postpone or reschedule the competition;
- Move the event to an alternative location or format;
- Adjust deadlines, schedules or procedures to ensure fair participation.

13. GOVERNING LAW AND JURISDICTION
These Terms and Conditions, including this Force Majeure clause, are governed by the laws of Germany and the European Union. Any disputes arising in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts of Germany.

14. ACKNOWLEDGMENT & SIGNATURE
a. This agreement has been prepared for the student account with the Grand Final menu activated, which is registered in the my.hi-lingua.org database for Hi-Lingua participants and in the my.germanmath.org database for German Math participants. All payments and category selections are carried out through these panels.
b. This agreement alone does not guarantee participation in the organization. The group’s reservation will be confirmed once the deposit payments are fully completed within 7 days the contract is signed.
c. By submitting the application and paying the deposit, the supervisor confirms that they have read, understood and accepted this Agreement on behalf of the students and the parents.

This agreement is considered approved only after the completion and submission of the form below. After Hi-Lingua receives the agreement confirmation, the participant will be asked to make a deposit payment.

Additionally, the participant can download a signed copy of this agreement, dated 22 December 2025, by Main Team Org. GmbH, from the link below. 

Hi-Lingua Grand Final - GROUP Approval Form

After submitting this form, Hi-Lingua will contact you within 3 business days. During this time, please remember to check your spam folder. If you do not receive any email, please contact us at info@hi-lingua.org.

 ​Download the written copy of this agreement.