Round 2 – Grand Finale

17th & 18th April 2026  |  Lovely Professional University, Phagwara, Punjab

Official Declaration, Undertaking & Terms of Participation

By agreeing to participate in the grand finale of Bharat Innovation Challenge, the team (students, their parents, mentors) confirms that they have carefully read, fully understood and unconditionally agreed to all the Rules, Regulations, Terms and Conditions set forth in this document for participation in the Bharat Innovation Challenge 2025 – Round 2 (Grand Finale), organised by Lovely Professional University, Phagwara, Punjab.

This declaration is legally binding. Non-compliance with any clause in this document may result in disqualification, withdrawal of privileges, or removal from the campus and event premises.

1. Confirmation of Participation

Submission of this signed declaration form confirms the team's official participation in the Round 2 – Offline Grand Finale.

This confirmation is final and binding. Teams that withdraw after confirmation automatically forfeit their participation slot to a waitlisted team.

Only teams submitting this form within the notified deadline will be confirmed for the Grand Finale.

LPU and the Organising Committee reserve the right to reallocate participation slots if signed declarations are not received on time.

2. Event Details & Venue

Event Name: Bharat Innovation Challenge 2025 – Round 2 Grand Finale

Dates: 17th & 18th April 2026

Venue: Lovely Professional University Campus, Phagwara, Punjab, India

Contact: bic@lpu.co.in  |  +91-98885 98702  |  www.lpu.in/Bharat-Innovation-Challenge

3. Travel & Transportation

3.1 Pickup & Drop Facility

Complimentary pickup and drop-off services will be provided only from the following two designated points:

• Amritsar Airport (Sri Guru Ram Dass Jee International Airport)
• Phagwara Railway Station (approx. Jalandhar City / Cantt Railway Station)

Pickup and drop schedule will be communicated via official email. Teams must adhere strictly to this schedule.

LPU will NOT provide pickup or drop off from any other location, railway station, bus stand, or airport.

3.2 Travel Expenses & Reimbursement

No travel reimbursements or alternative travel arrangements will be provided by LPU or the Organising Committee under any circumstances.

Teams travelling via their own arrangement (flights, trains, buses, cabs) do so entirely at their own expense and risk.

LPU and BIC organisers will not be responsible for any delay, loss, damage, accident, theft, or injury during travel to or from the venue.

Participants are strongly advised to travel with caution and maintain appropriate travel insurance if desired.

4. Accommodation & Meals

4.1 What is Provided FREE of Cost

Free accommodation (campus hostels) and all meals – breakfast, lunch, and dinner will be provided at the LPU Campus for all registered team members (students) and the registered team mentor (one mentor per team). Participants will receive basic hostel amenities: bedsheet, pillow, cover sheet, and basic toiletries (soap and shampoo only). Any additional requirements may be purchased from the on-campus convenience store(s).

4.2 Hostel Rules & Regulations

Accommodation facilities are allotted by LPU and are non-transferable. No swapping or subletting of rooms is permitted.

Boys and girls will be allotted separate hostel blocks. This is mandatory and non-negotiable.

All participants and mentors must follow hostel curfew timings, quiet hours, and room-sharing norms as communicated by the hostel administration.

The following are strictly prohibited inside hostel premises:

• Outside food delivery or cooking
• Personal electrical appliances (irons, heaters, kettles, etc.)
• Loud music, late-night disturbances, or any form of ragging / bullying
• Entry of unauthorised persons into hostel blocks or rooms

LPU and the Organising Committee are not responsible for any loss, theft, or damage to personal belongings during the stay.

Any damage caused to hostel property or campus infrastructure by a participant or mentor will result in immediate financial recovery from the responsible individual or team.

4.3 Parents / Guardians

Parents or guardians are permitted to accompany their ward to the venue.

However, accommodation, meals, and any form of transportation or reimbursement will NOT be provided to parents, guardians, or any family members.

Parents must make their own arrangements for stay and meals outside the campus.

5. Identification & Verification

Every participant (student and mentor) MUST carry the following documents at all times during the event:

• Original School ID Card (Mandatory – entry will be denied without this)
• One valid Government-issued Photo ID: Aadhaar Card, PAN Card, or Passport

Verification will be conducted at the registration desk upon arrival AND at accommodation check-in.

Entry into the event, access to all sessions, and access to accommodation will NOT be allowed without proper identification.

All participants must wear their official BIC Event ID Cards (issued at registration) at all times within the university premises. Loss of an ID card must be reported immediately to the Organising Committee.

6. Dress Code

All participants must attend every event session, jury rounds, presentations, expo, award ceremony, and all official sessions in their official school uniform or formal attire.

Proper grooming and professional presentation are mandatory during all sessions, including media interactions.

The following are strictly prohibited during event hours:

• Ripped jeans, shorts, flip-flops, sleeveless wear, or casual / inappropriate clothing
• Any attire that is disrespectful, offensive, or does not meet the professional standard of the event

7. Event Conduct & Discipline

All participants, mentors, and accompanying teachers are required to conduct themselves with integrity, discipline, and professionalism at all times throughout the event.

LPU enforces a strict zero-tolerance policy for misconduct, harassment, bullying, ragging, use of abusive language, or any form of discriminatory behaviour.

Participants must respect all faculty, staff, jury members, volunteers, event coordinators, and fellow competing teams at all times.

Any act of misbehaviour, property damage, or violation of university rules may result in:

• Immediate disqualification from the event
• Withdrawal of all event privileges, including accommodation
• Removal from campus
• Potential legal action, if warranted

The Organising Committee reserves the right to take disciplinary action against any individual, team, or mentor found violating these guidelines, at its sole discretion.

8. Prototype, Presentation & Project Rules

Teams must bring all necessary project materials, prototypes, models, and display aids on both event days.

Final updated PPT decks must be submitted online one week before the Grand Finale (approximately by April 10, 2026). The submission link will be shared via official email.

All prototypes and exhibits must be safe for public demonstration, free from electrical hazards, mechanical risks, or chemical dangers. Non-compliant exhibits may be removed.

ORIGINALITY IS MANDATORY. Any form of plagiarism, copied ideas, misrepresentation of work, or submission of another team's project will lead to immediate and permanent disqualification, with no recourse.

Teams cannot change their core idea or solution selected for the finale. Refinement, improvement, and polishing of the prototype and presentation are strongly encouraged.

The Organising Committee will not be responsible for any technical failure, damage, or loss of project materials during transit or during the event.

Participants retain full intellectual property (IP) ownership of their projects. However, LPU reserves the right to photograph, document, film, and showcase projects for academic, promotional, media, or press purposes without additional consent or compensation.

9. Judging & Evaluation

Evaluation will be conducted strictly as per the official Judging Criteria published in the Round 2 Student Handbook, across 7 parameters, totalling a score of 50 marks per team.

Jury decisions are FINAL and BINDING. No appeal, re-evaluation, re-scoring, or negotiation will be entertained under any circumstances.

Any form of attempt to influence, bias, lobby, or interfere with the jury process directly or indirectly will result in immediate disqualification of the team.

The jury reserves the right to ask technical, practical, and feasibility questions during the Q&A round. Teams must answer independently and honestly.

10. Punctuality & Attendance

Teams must follow the reporting time, pitch slot schedule, and venue allocation communicated via email and WhatsApp.

Attendance at all sessions, presentations, expo walkthrough, jury Q&A, and the Award Ceremony is compulsory for all team members.

Late reporting or unjustified absenteeism from any session may lead to penalisation, score reduction, or disqualification at the jury's discretion.

Teams are expected to be present at their designated expo booths for the entire duration of the expo floor hours.

11. Campus Access & Security

All participants must wear their official BIC ID cards visibly at all times on campus.

Movement into restricted zones, academic blocks, staff areas, or non-event spaces without prior permission is strictly prohibited.

Participants must cooperate fully with campus security personnel and event volunteers at all checkpoints.

Bags, equipment, and project materials may be subject to security checks for safety and compliance at any point during the event.

12. Safety, Health & Medical Assistance

LPU maintains a 24x7 on-campus Medical Centre for basic health needs.

Participants with any pre-existing medical condition must inform the Organising Committee in writing prior to arrival.

All participants attend the event at their own medical risk. LPU will provide first aid, but will not bear hospitalisation costs or any extended medical expenses.

In case of a medical emergency, participants must immediately notify the nearest event volunteer or coordinator.

Fire and electrical safety norms must be strictly followed at all times. Flammable materials, open flames, fireworks, or hazardous items are strictly prohibited.

13. Prohibited Items & Activities

The following are strictly prohibited at all times on the LPU Campus during the BIC Grand Finale:

• Smoking, vaping, chewing tobacco, alcohol, narcotic substances, or any intoxicants
• Weapons, sharp objects, fireworks, or any hazardous materials
• Loud music, loudspeakers, pranks, or activities that disturb other participants or sessions
• Tampering with electrical fittings, campus IT infrastructure, AV equipment, or event materials
• Recording or photographing jury deliberations, score sheets, or restricted areas
• Use of social media to spread misinformation, defame participants, or disrespect the event

Possession or use of any prohibited item will lead to immediate removal from the event, forfeiture of all prizes, and potential disciplinary or legal action.

14. Media, Photography & Publicity Consent

The entire Grand Finale will be officially documented through photography and videography by the BIC Media Team.

By signing this declaration, all participants, mentors, and accompanying teachers grant LPU and BIC full and irrevocable rights to use photographs, videos, reels, or any media featuring them for future academic, promotional, social media, or press purposes.

Such content may be published on social media platforms, websites, brochures, news articles, or any external media channel without additional compensation or consent.

Personal photography and video recording by participants is permitted, provided it does not disrupt any session, invade fellow participants' privacy, or compromise any confidential jury process.

15. Team Composition & Changes

Teams must have a minimum of 2 and a maximum of 5 student members.

A parent may act as a mentor in place of a faculty mentor, provided an official email from the Principal's office is submitted to validate the change. Only one parent can serve as a mentor per team.

All team changes must be approved by the Organising Committee before the event. Unapproved changes at the venue will not be accepted.

16. Liability Disclaimer

Lovely Professional University and the Bharat Innovation Challenge Organising Committee shall not be held liable for:

• Personal injury, accident, illness, loss, or damage to personal property
• Travel-related issues, delays, cancellations, or accidents
• Technical failures, power outages, or any unforeseen event interruptions
• Loss, theft, or damage of project materials, prototypes, or equipment during the event or transit

Participation in this event is entirely voluntary and at each participant's own risk.

The Organising Committee reserves the right to modify, postpone, or cancel any part of the event due to force majeure, natural disaster, pandemic, government order, or any other circumstance beyond their control, with no liability for resulting losses.

17. Code of Ethics

All participants must uphold the values of honesty, respect, collaboration, and fair competition throughout the event.

The spirit of the Bharat Innovation Challenge is rooted in innovation, integrity, and teamwork. Every participant is expected to demonstrate these principles at all times on stage, at the expo, in the hostel, and across campus.

Any breach of ethical conduct, including but not limited to cheating, copying, misrepresentation, or unfair competitive behaviour, will be dealt with strictly and may result in disqualification.

18. Prize Distribution & Disbursement

All prizes, awards, and monetary benefits announced under the Bharat Innovation Challenge 2025 – Round 2 Grand Finale shall be disbursed strictly as per the criteria defined by the Organising Committee.

The prize amount will be transferred online (via bank transfer) to the accounts of the eligible team members and mentor, as per the distribution structure, subject to applicable Income Tax laws. As per the provisions of the Income Tax Act, 1961, prize winnings are treated as “Income from Other Sources” and are subject to Tax Deducted at Source (TDS). Tax shall be deducted at the applicable rate (currently 30% plus applicable surcharge and 4% health & education cess) before disbursement.

The net amount (post deduction of applicable taxes) shall be credited to the respective beneficiary accounts. Any further tax liability, if applicable, shall be the sole responsibility of the recipient as per their individual tax profile.

In case any winning participant is a minor and/or does not possess a personal bank account, the prize amount may be transferred to the parent/guardian's bank account, subject to submission of:

• A signed authorisation letter from the participant
• Valid parent / guardian bank details and documents

The following details will be mandatorily required from all winners / awardees post result declaration:

• Bank Account Holder's Name
• Bank Account Number
• IFSC Code
• Bank Name and Branch
• Copy of PAN Card
• Copy of Bank Passbook (Front Page)
• Any other details as may be required

These details will be collected only after the event and only from the winning teams / awardees through official communication.

During the Award Ceremony, ceremonial / dummy cheques may be presented on stage for recognition purposes.

The actual prize amount will be disbursed within 30 working days from the conclusion of the Grand Finale, subject to submission and verification of all required documents.

Any delay in the submission of required documents by the participants may result in a corresponding delay in the disbursement process.

Note: All participants and mentors are solely responsible for providing accurate, complete, and verified information. The Organising Committee shall not be held liable for any delays, failures, or discrepancies arising due to incorrect or incomplete details submitted by the participants.

19. Quick Reference – Do's and Don'ts

Do's

• Carry School ID + Govt ID at all times
• Wear a school uniform or formal attire to all sessions
• Submit your final PPT online by April 10, 2026
• Bring your prototype, poster, and all display materials
• Follow hostel curfew and quiet hour rules
• Wear your BIC Event ID card at all times on campus
• Report medical conditions to organisers in advance
• Cooperate with security, volunteers, and coordinators
• Maintain professionalism and sportsmanship at all times

Don'ts

• Forget your ID documents – entry will be denied
• Wear casual clothes, shorts, or flip-flops during event hours
• Wait until the last minute; late submissions may not be accepted
• Damage or tamper with campus or hostel property
• Bring alcohol, tobacco, drugs, or any prohibited items
• Enter restricted zones or staff areas without permission
• Attempt to influence or approach jury members
• Share misinformation or make defamatory posts about the event
• Expect travel reimbursement – it will not be provided