NEO SCIENCE OLYMPIAD & CODING OLYMPIAD GRAND FINALS
INDIVIDUAL PARTICIPANT APPLICATION AND PARTICIPATION AGREEMENT 
(Orlando-Miami, January 9-16, 2026)

This agreement must be digitally approved by the accompanying adults via the provided link. The written version of the agreement, signed by an authorized representative of Main Team Organization LLC, has been shared with participants for reference. Signing and submitting the printed version is not required.

1. PROGRAM OVERVIEW
The NEO Science Olympiad Grand Final is an international educational and cultural program scheduled to take place in Orlando and Miami from January 9 to 16, 2026. Individual student participants (grades 3-11) must be accompanied by an adult (parent, guardian, or teacher). Applications can only be submitted by the accompanying person.

2. GRAND FINAL DAILY PROGRAM (January 9–16, 2026)
January 9, 2026 – Arrival at Miami International Airport (MIA), Welcome and Transfers
January 10, 2026 – Miami City Tour; travel to Orlando by bus; Olympiad registration
January 11, 2026 – Opening Ceremony and Challenges
January 12, 2026 – NASA Kennedy Space Center Tour
January 13, 2026 – Exams and leisure activities in Downtown Orlando
January 14, 2026 – Fun-Day: Universal Studios Florida & Islands of Adventure
January 15, 2026 – Award Ceremony; travel to Miami by bus
January 16, 2026 – Transfer to Miami International Airport (MIA) and departures

* Participants selecting the "Orlando only" option will arrive at Orlando International Airport (MCO) on January 10 and depart on January 15. Transfers and schedules will follow the main program.
* The NEO Science Olympiad reserves the right to modify the daily itinerary if necessary.

3. EXAM CATEGORIES & EVALUATION
Students may select up to 2 categories suitable for their grade level:
- Mathematics: Grades 3-11
- Natural Science: Grades 3-8
- Physics: Grades 9-11
- Chemistry: Grades 9-11
- Biology: Grades 9-11
- Coding (Arena Battles): Grades 3-11

- Each exam consists of 40 multiple-choice questions.
- Participants are evaluated and ranked separately within each grade and category.
- For the Coding category, rankings and awards are determined by grade groups instead of separate grade levels.

4. PACKAGE CONTENTS & SERVICES INCLUDED
Participation fees include the following services (as applicable to the selected package):
- Airport meet-and-greet upon scheduled arrivals and transfers to hotels
(recommended arrival/departure window: 05:00 AM – 05:00 PM)
- Accommodation in 3-4 star hotels (as reserved by the NEO Science Olympiad)
- Daily breakfast during the program
- Private coach transfers for program activities (total transfers arranged across program days)
- Tickets and organized visits to main program sites and attractions (NASA Kennedy Space Center, Universal Studios Florida, Universal Islands of Adventure)
- Workshops, challenges, exams, and use of designated event venues
- Participation in the Award Ceremony
- Three (3) event T‑shirts per participant (mandatory to wear during program)
- City and hotel taxes where applicable

Services not included: visa application fees, travel health insurance, international flight tickets, personal expenses, lunches and dinners, and any other services not specified above.

5. PROGRAM OPTIONS, FEES & PAYMENT POLICIES
- Orlando only (January 10-15, 2026): $2,200
- Miami + Orlando (January 9-16, 2026): $2,600
- A non‑refundable deposit of $500 is required to secure participation.
- Deposits can only be made via credit card through the NEO Science Olympiad panel. Payments are processed securely via Stripe, and a 4% Stripe transaction fee applies to these payments.
- The remaining balance must be paid no later than one week after visas are issued, and the remaining balance payment date must not exceed December 15, 2025. Payment can be made via bank transfer, and any transfer fees are the responsibility of the sender.

6. ACCOMMODATION & ROOMING
- Participants will be accommodated in 3-4-star hotels in Miami and Orlando.
- Main Orlando Hotel: Four Points by Sheraton Orlando International Drive, 5905 International Dr, Orlando, FL 32819.
- Miami Hotel: Holiday Inn Miami Beach-Oceanfront by IHG, 4333 Collins Ave, Miami Beach, FL 33140.
- The hotels listed in this agreement serve as the main accommodations for the program. If the number of applications exceeds the available capacity, NEO Science Olympiad may arrange accommodation in other similar hotels of equal standard to ensure all participants are comfortably hosted.
- Check-in begin at 4:00 PM. Participants arriving earlier may need to wait until rooms are ready or store their luggage at the hotel.
- Students and their accompanying adult will share the same room (twin or double). A single-room upgrade, subject to availability, is available for an additional $950 for the 5-night stay in Orlando.
- Participants must comply with all hotel rules and regulations. Any charges for damages or fines (including those resulting from false fire or AED alarm activations) will be billed to the responsible accompanying person and student.

7. VISA AND TRAVEL REQUIREMENTS
- Participants requiring a U.S. visa must follow U.S. consulate procedures and submit visa applications to the appropriate U.S. consulate.
- Main Team Organization LLC will send official invitation letters and daily program schedules via email to support participants’ visa applications.
- Parents or accompanying persons are responsible for preparing and submitting all additional required documents to the U.S. consulate. Visa decisions are made solely by the consulate based on the submitted documents and/or interviews.
- Any consular request for parental consent letters must be managed by the accompanying person, taking into account the family’s specific circumstances.
- Participants are responsible for obtaining visas, travel health insurance, and paying all related fees.

8. PAYMENT, CANCELLATION & REFUNDS
- The deposit amount of $500 is strictly non-refundable under any circumstances.
- Fees paid beyond the deposit (including remaining balances and optional program fees) are non-refundable.
- If a visa application is refused, the deposit will not be refunded, as visa decisions are made solely by the U.S. consulate based on the applicant’s submitted documents. However, the paid deposit may be applied toward participation in the next Grand Final (July 2026-New York).
- Participants who obtain a visa but choose not to attend for any reason will forfeit all payments and may not transfer their participation rights to another individual or Grand Final.

9. DUTIES & RESPONSIBILITIES OF ACCOMPANYING PERSONS
- The accompanying person serves as the authorized representative of the student and is responsible for scheduling visa interviews, preparing and collecting documents, arranging flight bookings, and providing supervision throughout the trip.
- The accompanying person must supervise the student at all times, ensure punctual attendance at all program activities, and assume responsibility for any material or moral damages caused by the student.
- 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 Organization to other participants during the Grand Final program. In addition, they may not engage in any commercial or marketing activities during the program.

10. PHOTOGRAPHY & LIABILITY
- NEO Science Olympiad may capture photographs and video footage during program activities for use in promotional materials, including its official website and social media platforms.
- Participants are responsible for their personal belongings. NEO Science Olympiad shall not be held liable for any loss, damage, illness, or injury, except in cases where liability is required by law.

11. COMMUNICATIONS
All official correspondence shall be conducted via email through info@neoscience.org.

12. ACKNOWLEDGMENT & SIGNATURE
By submitting the application and paying the deposit, the accompanying person confirms that they have read, understood, and accepted this Agreement on behalf of the student and the parent/guardian.

NEO Grand Final - INDIVIDUAL Approval Form

After submitting this form, NEO Science 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@neo-science.org.