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What is the role of a Space Apps Local Lead?
What is the role of a Space Apps Local Lead? Local Leads organize a local in-person or local virtual Space Apps event for a specific city or town. Local Leads increase awareness of and engagement with the 2024 NASA International Space Apps Challenge on October 5-6, 2024. Incomplete applications will not be reviewed.

(Please note, this application is for event organizers known as “Local Leads” only. If you want to sign up to participate in a local Space Apps event, please return to https://www.spaceappschallenge.org/ in mid-July 2024 when Participant Registration will open.)

LOCAL LEAD BENEFITS:

  • Serve as a Local Lead alongside NASA and the Space Apps Global Organizing Team to develop the world’s largest annual global hackathon, with participants and supporting teammates in 160+ countries.
  • Champion Space Apps in your local community, recruiting local coders, scientists, students, artists, storytellers, designers, engineers, data experts and others who may participate during the Space Apps event (October 5-6, 2024).
  • Immerse yourself and serve as a thought leader in your city’s space, tech, innovation, and creative communities.
  • Support noteworthy participants in their hackathon journeys. Nominate top projects for judging at the Global level, with Global Nominees, Global Finalists, and Global Winners being recognized by NASA.
RESPONSIBILITIES OF LOCAL LEADS:
  • Coordinate local event logistics - Local Leads are responsible for providing, arranging and funding the logistics for their local event from their own resources, including venue, food, supplies, swag and prizes, as they may choose in their discretion. Local Leads are also responsible for considering accessibility and connectivity logistics in connection with.
  • Recruit supporting teammates - Each Local Lead is responsible for arranging needed personnel to run their local event.
  • Recruit participants from their community to join the local event.
  • Follow NASA International Space Apps Challenge branding guidelines.
  • Support participants through their entire hackathon journey and encourage project submission.
  • Recruit Local Judges and complete Local Judging (see additional details below).
  • Recruit Local Collaborators (optional but encouraged) - Each Local Lead is responsible for their own collaborator outreach efforts (see additional details below).
  • Follow NASA’s China funding restrictions regarding affiliation.
The overall application deadline is 15 June 2024 at 4:59am Coordinated Universal Time (UTC). Please do not wait until the deadline and do not delay your returning Local Lead application, or another qualified applicant may be approved in your city when the general application opens. Typically, only one local event is approved per city.
Applications are subject to screening and will be reviewed and approved or denied on a monthly basis. Application notices can be expected as follows, but this timeline is subject to change without notice:
  • Applicants applying by March 15 may receive notice as early as March 31.
  • Applicants applying by April 15 may receive notice as early as April 30.
  • Applicants applying by May 15 may receive notice as early as May 31.
  • Applicants applying by June 15  may receive notice as early as June 30.
While successful applications may be approved by the notification dates listed, the overall application deadline is June 15, 2024. HOWEVER, please do not wait until the deadline and do not delay your application, or another qualified applicant may be approved in your location. Typically, only one local event is approved per city. Your prior participation as a Space Apps Local Lead does not guarantee your selection as a 2024 Local Lead.
Local Lead Applications are individually reviewed by the Global Organizing Team on a first come first serve basis. Each application is evaluated against the following criteria.

Criteria for Local Leads: 
  • There is no approved Returning Local Lead in the city you are applying for. If there is already a Returning Local Lead your application will not be approved.
  • You demonstrate and clearly communicate your ability to run/host a NASA Space Apps Local Event.
  • You clearly communicate plans/initial ideas on how you will support and recruit participants. 
  • You clearly communicate plans/initial ideas on how you will source/recruit supporting teammates, Local Collaborators, and Local Judges.
  • You clearly communicate that you are willing to commit time to organize an event, lead a support team, and support participants.  
Providing false information in connection with this application will be grounds for disqualification or termination from participation in Space Apps.

If you have any questions about this application or the NASA International Space Apps Challenge, please contact info@spaceappschallenge.org. Thank you!
Before applying, ask yourself the following questions related to the responsibilities of Local Leads:

Event Logistics:
1. Can I invest the time necessary to run my local event?
2. What other important logistical elements should I consider to make my event a success? (such as venue, food, accessibility, and connectivity)
3. Do I want to hold an in-person or virtual local event in my location? (All participants of Space Apps participate at their own risk. NASA does not assume any liability for local Space Apps events, whether they be in-person gatherings or virtual local events)

Support Team 
1. Can I source/recruit partnerships, supporting teammates, Local Collaborators and Local Judges to help make my local event possible, as needed?

Participant Recruitment
1. How can I increase the number of qualified participants in my event? 
2. How can I make sure my participants are successful at submitting a project?

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* 1. Given/First Name

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* 2. Family/Surname

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* 3. Primary Email Address

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* 4. Are you Representing or Affiliated with a Company or Organization?

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* 5. What is the name of the Company or Organization you are Affiliated with? (If not applicable please type "N/A")

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* 6. Are you or members of your team affiliated with the People’s Republic of China (PRC), including Hong Kong and Macau, or a PRC-owned company, or will you participate, collaborate, or coordinate bilaterally with the PRC or any PRC-owned company in relation to your participation in the NASA International Space Apps Challenge? (“PRC or PRC-owned Company" means any department, agency, or instrumentality of the government of the People's Republic of China and any governmental subdivision thereof, including Hong Kong and Macau, any company owned by the People's Republic of China, or any company, university, or similar institution incorporated under the laws of the People's Republic of China or governmental subdivision thereof, including Hong Kong and Macau.

*In accordance with NASA’s China funding restrictions, teams will undergo review for possible bilateral activity with China in order to be determined eligible to participate in the Global Judging round of the NASA International Space Apps Challenge. Prohibited bilateral activity with China means participating, collaborating, or coordinating bilaterally with the People’s Republic of China (PRC), including Hong Kong and Macau, or a PRC-owned company, in relation to participation in SpaceApps. “PRC or PRC-owned Company" means any department, agency, or instrumentality of the government of the People's Republic of China and any governmental subdivision thereof, including Hong Kong and Macau, any company owned by the People's Republic of China, or any company, university, or similar institution incorporated under the laws of the People's Republic of China or governmental subdivision thereof, including Hong Kong and Macau. Determination of a team’s eligibility will be based on information provided by team members during registration. Providing false information in connection with this application will be grounds for disqualification or termination from participation in the NASA International Space Apps Challenge.
Where would you like to host the NASA International Space Apps Challenge? 
Please double-check that you spell your city correctly, and please do not use city abbreviations or nicknames. Your answer will be used in all communication moving forward.

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* 7. Name of City

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* 8. Name of State or Province

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* 9. Name of Country or Territory

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* 10. Which of the following best describes you?

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* 11. To the best of your knowledge, has your city hosted a Space Apps event in previous years? (choose one)

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* 12. Were you the 2023 Local Lead for this location?

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* 13. Have you served as the approved Local Lead for a NASA International Space Apps Challenge before?

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* 14. If you are a returning Space Apps Local Lead, tell us about your prior Space Apps hosting experience. Please list your approved Location(s). If not applicable to you please type "N/A".

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* 15. Please check all the years that you participated:

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* 16. How many years have you been a Local Lead? (not including 2024).

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* 17. Did you have at minimum 1 participant at your event in 2023?

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* 18. Will your event be in-person, virtual or both?

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* 19. Do you plan on hosting your event at a NASA Center or in collaboration with a NASA Center? Please note only USA Locations are eligible to select ‘Yes’

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* 20. Please provide details including the name of the Center, the name and email of your contact, and any additional planning details that you know of. (If not applicable please type "N/A")

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* 21. Why do you want to be a Space Apps Local Lead and host an event in 2024?

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* 22. Responsibilities of Local Leads for their local events include finding support to assist with:

1. Registration

2. Participants finding teammates

3. Answering participant questions

Please summarize your initial plan for these responsibilities:

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* 23. A Local Lead typically uses social media (blogging, Facebook, Instagram, Twitter, etc), as well as press releases and websites to promote their events.  What’s your experience increasing online awareness (events, product, personal, etc.)?

Local Collaborators 
 
Space Apps Local Leads serve as the hosts of local Space Apps events and coordinate all event logistics for their local event. Each Local Lead is responsible for their own event, including outreach efforts to potential local partners and sponsors. Many Local Leads work with local organizations or companies or “Local Collaborators” to secure funding and/or a venue, and/or to sponsor food, swag, awards, technology needs, marketing support, and/or other logistical support. Local Collaborators are optional but highly encouraged. As soon as Local Leads receive official approval to host their event, they may begin their outreach to Local Collaborators to begin coordination. You may want to consider inviting local organizations to be a part of your Space Apps local event, including software and technology companies, telecommunications companies, science organizations, non-profits, civil society organizations, government offices, universities, etc. We recommend that you start outreach early to give Local Collaborators as much lead time as possible.  

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* 24. What organizations or companies are you planning to collaborate with for 2024? Describe your initial plan and/or connections for partner and sponsors outreach:

Local Judging 
 
Local Leads are responsible for conducting the first round of judging in their local Space Apps event, and this is called Local Judging. This includes recruiting Local Judges and experts from your community to assist in Local Judging. Local Leads may nominate between 1-3 teams from their event to advance to Global Judging. Local Judging takes place the week after the hackathon, and Local Leads will be given approximately 1 week to complete their judging.  Exact dates and judging criteria will be shared closer to the event. To ensure that teams are able to work up until the 11:59pm local time deadline and still be fairly judged, Local Leads must wait until after the close of the hackathon to declare their nominations that move to Global Judging.

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* 25. To support an equitable and fair judging process, I understand that it is my responsibility to recruit judges from my community. (3 judges recommended)

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* 26. I understand that it is my responsibility to select nominations from my event to advance to Global Judging. I acknowledge that I cannot choose or submit my nominations before the 11:59 pm (local time) project submission deadline.

Local Lead Terms and Conditions - PLEASE READ IN ITS ENTIRETY
For Space Apps 2024, a Local Lead is responsible for understanding the following regarding organizing their local event:

Participant Terms and Conditions
Please read and understand Participant Terms and Conditions (click on link to read through document), which are the terms that all Space Apps Participants are required to agree to in order to register for and participate in Space Apps. These Participant Terms and Conditions are separate from the Local Lead Terms and Conditions listed below. Please ensure that you understand what participants are agreeing to.

Please pay close attention to the following text from the Participant Terms and Conditions:

Space Apps 2024 is a virtual and in-person event. Meeting in person is at the participant’s own risk. Your local Space Apps event is solely responsible for compliance with any laws, rules, or regulations applicable to prizes or contests in its jurisdiction. NASA is not responsible for the conduct of any local Space Apps events or for any breach or violation of any agreement between you and any Space Apps Collaborator, Local Lead, or other Space Apps participant. You agree to release NASA from and hold NASA harmless against any and all claims against NASA resulting from any breach of any of the representations, warranties or obligations contained in these Participant Terms and Conditions, committed by you or by any other participant, including but not limited to claims related to the use of your Solution Materials.

You acknowledge that participation in NASA’s International Space Apps Challenge 2024 may bring some risk, and you do hereby assume responsibility for your own well-being. Accordingly, as a condition of your participation, you assume any and all risks to you associated with the submission of your Solution to Space Apps and your participation in the event. Therefore, you also waive and release any and all claims or causes of action against NASA, the U.S. Government, and its officers, employees, and agents for any and all injury and damage of any nature whatsoever (whether existing or thereafter arising, whether direct, indirect, or consequential, and whether foreseeable or not), arising from the submission of your Solution to the NASA International Space Apps Challenge and your participation in the event.

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* 27. I have read and understood the Participant Legal Terms and Conditions

Local Lead Terms and Conditions

Space Apps is Free: There is no cost to participate in the annual NASA International Space Apps Challenge. Space Apps intends to provide a safe, productive, professional, accessible, and equitable environment for anyone with an interest in using NASA and partner space agency data and expertise to work on solutions to challenges on Earth and in space. Please be aware that Space Apps is completely free of charge for all participants. Local Leads may not charge participants or solicit donations from participants to attend their Space Apps event under any circumstance. 

Publicity: Your participation as a Local Lead constitutes your consent for NASA to use your name, email, location and country information, photos from your local event and use of the likenesses therein, and/or information about your local event for informational purposes in connection with the NASA International Space Apps Challenge through any form of media, worldwide, without further permission, payment, or consideration. For any imagery provided by you to NASA for use by NASA, You shall provide to NASA a model release in form reasonably satisfactory to NASA which allows NASA to use such imagery as well as the likenesses of individuals featured in such imagery.*

*Acceptance of the Participant Terms & Conditions serves as a release to use imagery. Participants agree to the Participants Terms & Conditions upon registration for Space Apps. As a Local Lead, you also agree to the Participant Terms & Conditions by checking the box above.

Space Apps branding and logos: The Space Apps Resources page includes the Space Apps branding information including logos, fonts, and colors you must abide by when communicating with other about the NASA International Space Apps Challenge in any form (i.e. social media, presentations, local event swag, printed materials, graphics, videos). As a Local Lead, if you wish to use the localized Space Apps logo, you may only edit the text in the local event logo template to adapt the Space Apps logo to your local event. Except for the foregoing, you shall not use “National Aeronautics and Space Administration” or “NASA” in a way that creates the impression that a product or service has the authorization, support, sponsorship, or endorsement of NASA. The NASA name and initials may be used by you in connection with the release of general information regarding your own participation in Space Apps, but not for any promotional or advertising purpose. Local event social media are managed independently by each Local Lead and are not managed by NASA. NASA is not liable for any use or misuse of copyrighted images/video/music in media created by Local Leads, and Local Leads by agreeing to these Terms and Conditions agree to indemnify NASA for any claims or costs arising from any such use **

**For example, when reaching out to find support for your local event, you may use the name NASA International Space Apps Challenge. Please refer to the section below “Your Involvement in Space Apps” on how to refer to your role. You may say that NASA is the global sponsor of the NASA International Space Apps Challenge.
NASA logo use: NASA has strict restrictions that everyone must follow regarding the use of their NASA Insignia (or “meatball” logo), NASA Logotype (or “worm” logo) and other NASA identifiers. Do not use the NASA Insignia or other NASA identifiers, or space agency partner logos, without express written permission. Local Leads are expected to use the Space Apps branding, and not the NASA Insignia, NASA Logotype, or other NASA mission logos. Any use of NASA imagery must conform to NASA’s Media Usage Guidelines (See https://www.nasa.gov/multimedia/guidelines/index.html). If you have any questions about logo use, please contact the Space Apps Global Organizing Team at community@spaceappschallenge.org.

Your Involvement in Space Apps: You may represent yourself as a “NASA International Space Apps Challenge Local Lead of X” (where X is your approved city) on social media, LinkedIn, your resume, etc. (again, without use of the Insignia or other NASA identifiers as noted above).  You understand that as a Local Lead you are NOT a representative of NASA or NASA’s International Space Apps Challenge 2024 in any official capacity. As such, you will not negotiate or broker any agreements (financial, promotional, or otherwise) on behalf of NASA or NASA’s International Space Apps Challenge 2024. You may not list or represent yourself as an employee or agent of NASA or imply that you work for NASA or represent NASA in any way. If you have any questions about terminology you may use, please contact the Space Apps Global Organizing Team at community@spaceappschallenge.org.

You are expected to run an event that is professional, fair, and inclusive for the participants. You should put in place rules and expectations for your local event that encourage such practices and preclude bullying, favoritism, or similar misconduct or atmosphere that is inconsistent with the NASA values of safety, integrity, teamwork, excellence and inclusion.  You agree to indemnify NASA against any claims or damages arising from the event, or from your conduct or the conduct of any of your employees, agents, representatives or support volunteers.

All Local Leads who are individuals must be at least 18 years of age, or the age of majority in the jurisdiction in which the event will be conducted, whichever is greater.  By agreeing to these terms and conditions, and signing below. Local Lead represents and warrants that he or she meets this requirement.

Termination: In the event of any violation of the above terms and conditions, in consequence of laws, regulations or policies to which NASA is subject, or for any other reason within NASA’s reasonable discretion, NASA may rescind the offer to act as a Local Lead upon notice, and in such event, you shall no longer be considered a Local Lead in Space Apps. Any such actions could also result in you not being considered for participation in future Space Apps.

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* 28. I understand that I must abide by the official NASA International Space Apps Challenge branding guidelines when representing NASA International Space Apps Challenge in any form including branded colors, fonts, official Space Apps logos, official Space Apps localized logos, and to not use the NASA Insignia logos. I will abide by the branding guidelines when it comes to any promotional materials, photos, media, printed materials, graphics, and my Local Event page. I understand that Space Apps will NOT share or highlight any Local Lead materials, photos, or media that goes against the branding guidelines or uses the NASA Insignia logo.

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* 29. I confirm I have read the above form, the Participant Legal Terms and Conditions, and the Privacy Policy. I represent and warrant that I have the legal capacity to enter into such commitments, and that all information provided is true and correct. I understand that prior selection as a Space Apps Local Lead does not guarantee selection as a 2024 Local Lead.

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* 30. Please type your full name. PLEASE NOTE: This will serve as your official electronic signature

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* 31. Please enter today's date

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