CHAI Hackathon – Terms & Conditions
1. Acceptance of Terms
The CHAI Hackathon is organized by Kytabu Company Limited (the “Organizer”). By registering for or participating in the Hackathon, you (“Participant”) agree to be bound by these Terms. Participation constitutes your full acceptance of these Terms; if you do not agree, you must not participate.
2. Eligibility and Teams
Age Requirement: Participants must be at least 18 years old.
Participants must have a valid passport.
Team Composition: Teams must have up to five (5) members. All team members must meet the age requirement and agree to these Terms. Each team is responsible for its own coordination and cooperation.
Interdisciplinary Collaboration: Teams are encouraged to be diverse and cross-functional (e.g. mix of skills and backgrounds). Teams may collaborate virtually or at optional in-person hubs (e.g. Java House locations).
Registration: All participants must register via the official Hackathon portal. By registering, you confirm you are a competent adult and agree to these Terms and Conditions.
3. Hackathon Format and Schedule
Duration: The Hackathon runs for 8 weeks, starting on the 1st of September 2025 and ending on the 26th of October 2025, with each week featuring different challenges within the set thematic areas hereunder.
Thematic areas: Participants shall develop solutions in the following thematic areas: (i) Climate, (ii) Energy, (iii) Banking, (iv) Insurance, (v) Healthcare, (vi) Education, (vii) Agriculture, (viii) Logistics and Supply Chain
Weekly Orientation: Each new week (“Sprint”) will begin with a virtual orientation session delivered via a white paper published on the www.chai.africa hackathon platform.
Submissions: Each Sprint week, teams are required to submit a video presentation through www.chai.africa. The submission portal will be accessible for 24 hours, opening on Friday at 8:00pm and closing on Saturday at 8:00pm. All submissions must be received by Saturday at 8:00pm during each Sprint week.
Judging & Leaderboard: An expert panel of judges, constituted by the Organizer, will evaluate submissions in the eight (8) respective thematic areas weekly. Scores will be awarded based on a submission’s viability, impact, innovation, collaboration, and storytelling skills. After each judging round, scores will be posted on a public online leaderboard www.chai.africa. All judging decisions shall be final and binding (no appeals).
4. Project Submission Requirements
Original Work: Submissions must be the team’s own original work developed during the Hackathon. Participants may use third-party libraries, tools, or datasets only if they are open-source or properly licensed and credited. The core code and solution must be newly created by the team during the hackathon.
No Plagiarism or Cheating: Any form of plagiarism or cheating is prohibited. Submissions that copy others’ work or violate these rules will be disqualified.
Language: All submissions must be in English.
Submission Format: Submissions shall be in video format using the submission portal on www.chai.africa
4.1 CHAI Hackathon Scoring Criteria
All Sprint submissions will be scored by an expert panel of judges based on the following criteria. These criteria provide an objective perspective for participants on how to develop their solutions and for judges to consistently evaluate each submission.
4.1.1 Viability and Impact – Weighted at 30%
This criterion assesses the feasibility and potential reach of the proposed solution. Judges will evaluate the clarity of the target user definition, the realism of projected metrics and budget, and the strength of the plan for adoption and validation.
1 point: The submission lacks a clear understanding of its target users, does not provide feasible metrics or a realistic budget, and shows no evidence of a path to adoption or validation.
2 points: The submission provides a basic understanding of target users, and presents some initial metrics and a general budget, with an unclear path to adoption or validation.
3 points: The submission presents a plausible plan for adoption with some clarity on target users, metrics, and budget, and includes initial validation efforts.
4 points: The submission demonstrates good validation and a clear path to adoption and scalability, supported by defined users, measurable metrics, and a realistic budget.
5 points: The submission demonstrates strong validation and a well-defined, clear path to widespread adoption and scalability, supported by clearly defined users, measurable metrics, and a realistic budget.
4.1.2 Innovation – Weighted at 30%
This criterion evaluates the novelty and originality of the solution. Judges will look for approaches that represent a significant departure from existing methods and demonstrate clear, reproducible results.
1 point: The submission presents a copied or incremental approach, lacking any novel or original elements.
2 points: The submission demonstrates minimal novelty in its model or product approach, with steps that are somewhat reproducible.
3 points: The submission demonstrates some novelty in its model or product approach, with steps that are clearly reproducible.
4 points: The submission showcases a notable advancement in the model or product approach, with highly reproducible results.
5 points: The submission represents a significant step-change in the model or product approach, showcasing highly reproducible results and demonstrable efficiency gains.
4.1.3 Collaboration – Weighted at 15%
This criterion assesses the effectiveness of teamwork and engagement with external stakeholders. Judges will look for evidence of clear role definition within the team and meaningful involvement of users or partners.
1 point: The submission shows no evidence of teamwork or clearly defined roles among contributors.
2 points: The submission vaguely defines team roles and shows limited engagement with users or potential partners.
3 points: The submission indicates clear roles defined within the team and some initial engagement with users or potential partners.
4 points: The submission demonstrates strong teamwork and engagement with users or partners, with clear evidence of shared responsibilities.
5 points: The submission highlights validated partnerships and active co-development, demonstrating strong user or partner involvement and robust data governance.
4.1.4 African Context – Weighted at 15%
This criterion evaluates the solution’s relevance and benefit to the African context. Judges will assess the extent to which the solution considers local needs, affordability, infrastructure suitability, and contributes to the ecosystem.
1 point: The submission lacks local relevance and shows no consideration for the unique African context.
2 points: The submission superficially addresses local needs, affordability, infrastructure, or ecosystem benefit.
3 points: The submission includes basic localization efforts or a stated intent for a pilot in Africa, with some consideration for affordability, infrastructure suitability, or ecosystem benefit.
4 points: The submission clearly demonstrates local relevance and benefit, with a well-thought-out approach to affordability, infrastructure suitability, and ecosystem contribution.
5 points: The submission is built with local partners, clearly demonstrates capacity building impact, and provides strong evidence of local fit, affordability, infrastructure suitability, and significant ecosystem benefit.
4.1.5 Media Storytelling – Weighted at 10%
This criterion assesses the clarity and persuasiveness of the solution’s presentation. Judges will evaluate the problem statement, the functionality and reproducibility of the demo, and the effectiveness of key metrics and production aids in conveying the solution’s value.
1 point: The submission has an unclear or missing problem statement, lacks a functional demo, provides no metrics, or fails to include reproducibility notes.
2 points: The submission presents a basic problem statement and a partially functional demo, with few or unclear metrics and minimal reproducibility notes.
3 points: The submission features a clear problem statement and a functional demo, supported by some relevant metrics and basic reproducibility notes.
4 points: The submission delivers a clear and persuasive demo that articulates the problem statement and highlights key metrics, with good reproducibility notes.
5 points: The submission presents a concise, persuasive, and reproducible demo that clearly articulates the problem statement, highlights key metrics, and includes production aids that significantly enhance understanding.
5. Prizes and Awards
5.1 How winners are selected and tie-break rules
5.1.1 Winners are the teams with the highest weighted total after scoring.
5.1.2 In the event of a tie between two or more competing entries, the following sequential tie-break criteria will be applied to determine the winner:
Higher Viability Score: The entry with the superior Viability score will be given precedence. This score reflects the practical feasibility, scalability, and long-term sustainability of the proposed solution.
Higher Innovation Score: If a tie persists after applying the Viability score, the entry demonstrating a higher Innovation score will be favored. This metric assesses the originality, creativity, and novelty of the solution, as well as its potential to disrupt existing paradigms.
Higher African Impact Score: Should the tie remain, the entry exhibiting a greater African Impact score will be selected. This criterion evaluates the direct and indirect positive effects of the solution on African communities, economies, and societies, emphasizing relevance and benefit to the continent.
Higher Media Storytelling Score: In the unlikely event of a continued tie, the entry with a higher Media Storytelling score will be chosen. This score gauges the clarity, persuasiveness, and compelling nature of the narrative presented, including its potential to engage audiences and garner positive media attention.
Panel Deliberation: If, after applying all the aforementioned scoring criteria, a tie still exists, the judging panel will engage in a final deliberation. During this deliberation, the judges will review all aspects of the tied entries, considering any nuances not fully captured by the scoring system, and make a collective decision to determine the ultimate winner. This ensures a comprehensive and fair assessment in all close-call scenarios.
5.2 AfCEN Climate and Energy Award
The top three (3) teams in the Climate and Energy categories, as ranked by judges’ weighted scores across the competition period, shall receive a monetary award from the Africa Climate and Energy Nexus (AfCEN) as follows:
The team with the highest score shall be awarded USD 2,500
The team with the 2nd highest score shall be awarded USD 1,500
The team with the 3rd highest score shall be awarded USD 1,000
In addition to the monetary award, the Africa Climate and Energy Nexus shall facilitate the three teams to travel and showcase their Climate and Energy solutions at the United Nations Climate Conference, COP30, scheduled for 10 to 21 November 2025.
This award, funded by the Africa Climate and Energy Nexus (AfCEN), is exclusively available to teams participating in the Climate and Energy categories.
Recipients of the AfCEN Climate and Energy Award must submit account information and the required identification within 14 days of notification.
The recipients of the AfCEN Climate and Energy Award must make reasonable efforts to be available to attend and present their solutions at COP30 in Brazil from 10–21 November 2025. By accepting the AfCEN Climate and Energy Award, team members agree to cooperate with the Organizer on scheduling, presentation materials, and any pre-event briefings.
As the sponsor of the AfCEN Climate and Energy Award, the Africa Climate and Energy Nexus (AfCEN) will transfer prize funds within 30 days of receiving valid payment information.
The award shall be remitted to the team principal. Teams must decide internal distribution and inform AfCEN and the Organizer before payment.
Any local taxes, withholding, or bank fees are the responsibility of the recipient team.
5.3 Kytabu-CHAI Hackathon Award
The top two (2) teams, as ranked by judges’ weighted scores across the competition period, shall be facilitated, by the Organizer, to travel to the AI Hub for Sustainable Development based in Rome, Italy, to showcase their innovations.
6. Intellectual Property and Publicity
6.1 Ownership: Participants retain all ownership rights to their submissions and related intellectual property. Kytabu Africa acquires no ownership of any project.
6.2 Organizer’s License: By submitting a project, participants grant the Organizer a worldwide, non-exclusive, royalty-free license to use their submissions for Hackathon-related purposes. This includes the right to use, reproduce, modify, and publicly display the project (and any related materials) on websites, social media, publications, or presentations for demonstration, promotional, or educational purposes.
6.3 Use of Name and Likeness: Participants also grant Kytabu Africa the right to use their names, likenesses, and voices in connection with the Hackathon’s promotion.
6.4 Third-Party Content: Participants must ensure they have permission for any third-party content (code, images, data, etc.) included in their submission. Failure to clear third-party IP rights may lead to disqualification.
6.5 Data Protection and Privacy: Kytabu Africa and the CHAI Hackathon organizers are committed to protecting participant data in compliance with applicable data protection laws. Participant information (including names, contact details, submissions, and any personally identifiable information) will not be sold, licensed, shared, or otherwise disclosed to any third-party sponsor, organizer, or funder.
Data may only be used internally for the purposes of administering the Hackathon, verifying eligibility, evaluating submissions, and awarding prizes. Any aggregated, anonymized insights that do not identify individual participants may be shared publicly or with sponsors.
By participating, entrants acknowledge that their personal data is processed solely for Hackathon operations and promotion, and that no third party will receive participant lists or identifiable personal information.
7. Code of Conduct
The CHAI Hackathon is committed to fostering a community of respect, inclusion, and Ubuntu. All participants are expected to uphold the highest standards of professionalism, collaboration, and mutual respect throughout the event.
7.1 Our Values
We celebrate diversity across all identities and backgrounds, including but not limited to:
Gender, gender identity, and expression
Sexual orientation
Disability
Age
Physical appearance
Race and ethnicity
Religion or belief system
7.2 Expected Behaviors
All participants must:
Participate actively, thoughtfully, and respectfully in all hackathon activities.
Treat others with dignity and consideration in both speech and actions.
Support a collaborative environment that encourages all members to contribute fully.
Report any unsafe situations, harassment, or violations of this Code immediately to the organizing team.
Be mindful that hackathon venues (both physical and virtual) may be shared spaces, and respect all community members, staff, and the public.
7.3 Unacceptable Behaviors
The following conduct is prohibited at all times:
Violence, threats of violence, or violent language directed at another person.
Sexist, racist, homophobic, transphobic, ableist, or otherwise discriminatory jokes or language.
Unwelcome sexual attention, including sexualized comments, jokes, inappropriate touching, or advances.
Personal insults, especially those based on identity or personal characteristics.
Sustained disruption of sessions, talks, presentations, or online collaboration spaces.
Advocating for, or encouraging, any of the above behaviors.
7.4 Reporting and Positive Conduct
If you experience or witness harassment or other violations, contact a member of the organizing team immediately (in person, via the official reporting email).
Reports will be handled with sensitivity, discretion, and confidentiality wherever possible.
If you see participants making an extra effort to create a welcoming, inclusive space, we encourage you to highlight and share that with the organizing team as well.
7.5 Consequences
Violations of this Code of Conduct will not be tolerated. Depending on the severity, consequences may include:
A verbal or written warning.
Temporary suspension from specific hackathon activities.
Disqualification of an individual or team from the competition.
Expulsion from the hackathon, including revocation of access to prizes and community spaces, without warning.
The decision of the Organizer (Kytabu Africa) regarding Code of Conduct enforcement is final and binding.
7.6 Scope
This Code of Conduct applies to:
All hackathon venues (virtual and physical, including Java House hubs.
Hackathon-related social activities.
Hackathon online platforms (e.g., submission portals, video calls, social media groups)
Participants are encouraged to uphold these values even beyond the hackathon, as ambassadors of the CHAI Hackathon community.
8. Disqualification
8.1 Teams may be disqualified for any of the following: using unlicensed or plagiarized content, violating the Code of Conduct, engaging in misconduct, or breaching these Terms.
8.2 Kytabu Africa reserves the right to disqualify any participant or team at its sole discretion for acts that compromise the integrity of the Hackathon (such as fraud, tampering with the process, or submitting false information).
8.3 Disqualified teams forfeit any prizes or consideration.
9. Data Protection and Privacy
9.1 Purpose of Data: Personal information collected (e.g. name, email, school/employer) will be used only for Hackathon administration (registration, communication, judging, prizes).
9.2 Legal Compliance: Kytabu Africa will handle personal data in compliance with the Kenya Data Protection Act and related regulations. Data will not be shared with third parties without consent, except as necessary for organizing the Hackathon (e.g. sponsors or service providers).
9.3 Consent: By participating, you consent to the use of your personal data for these purposes.
10. Audio/Visual Consent
10.1 Recording: Participants consent to being photographed, videotaped, or audio-recorded by the Organizer during Hackathon events.
10.2 Use of Media: The Organizer may use these photographs, videos, and recordings (including your name, likeness, and voice) for promotional, advertising, or educational purposes worldwide without compensation.
10.3 Release: Participants release Kytabu Africa from any claims related to the use of such audio/visual materials (including claims for defamation, publicity, or privacy).
11. Limitation of Liability and Indemnity
11.1 No Liability: Kytabu Africa (and its agents, partners, and sponsors) will not be liable for any direct, indirect, incidental, or consequential damages arising from the Hackathon or participation in it.
11.2 Release and Hold Harmless: By participating, you agree to release and hold Kytabu Africa harmless from any and all claims, demands, or liability arising from your participation. This includes indemnifying the Organizer against any claims, losses, or expenses (including legal fees) related to your actions in the Hackathon.
12. Dispute Resolution and Governing Law
12.1 Governing Law: These Terms are governed by the laws of Kenya.
12.2 Arbitration: Any dispute or claim arising from the Hackathon or these Terms will be resolved by final and binding arbitration under the Kenyan Arbitration Act (No. 4 of 1995). A single arbitrator, jointly appointed by Kytabu Africa and the disputing party (or by the Chairman of the Chartered Institute of Arbitrators – Kenya Branch if needed), will conduct the arbitration in Nairobi, Kenya.
12.3 No Class Actions: All disputes must be resolved on an individual basis; class or representative actions are not permitted.
12.4 Severability: If any provision of these Terms is held unenforceable, that provision will be enforced to the fullest extent possible, and the remaining provisions will continue in full effect.
13. General Provisions
13.1 Organizer Rights: Kytabu Africa reserves the right to modify, suspend, or cancel the Hackathon (or any part of it) for any reason (such as fraud, technical failures, or safety concerns) without liability.
13.2 Technical Issues: The Organizer is not responsible for late, lost, or corrupted submissions or any technical malfunctions (internet, hardware, software, telecom) that may affect participation.
13.3 Force Majeure: The Organizer will not be liable for events beyond its control (e.g. strikes, natural disasters) that prevent the Hackathon from proceeding.
13.4 Entire Agreement: These Terms (together with any official Hackathon rules or notices) constitute the entire agreement between you and Kytabu Africa regarding the Hackathon.
13.5 Acceptance: By participating, you confirm that you have read and understood these Terms and agree to abide by them.
