Hydrogen HiveMinds
Terms & Conditions

Terms and Conditions – Participation Agreement 

Adjourned on the 14th of January

 

BY PARTICIPATING, YOU AGREE TO THESE TERMS AND CONDITIONS.

The Hydrogen HiveMinds Ideathon 2026 invites teams of academic researchers and industry stakeholders to collaborate on developing innovative solutions and future pathways for Belgium’s hydrogen ecosystem. Participants are encouraged to explore technical, market, and societal opportunities, leveraging Belgian assets and addressing key challenges to help shape the country’s hydrogen future between 2030–2050.

​

Teams will work within a specific framework and will be guided by mentors and industry experts to produce case studies, solution pathways across four main challenges:

​

1. Demand Creation & Market Uptake – Accelerating hydrogen adoption in accelerating hydrogen adoption and market uptake within the industrial sector.

2. Hydrogen Integration in the Industrial & Energy Ecosystem – Optimising hydrogen as an energy carrier within industrial, energy and mobility systems.

3. Technological Leadership & Innovation Acceleration – Ensuring Belgium and Europe maintain competitiveness in hydrogen technologies.

4. Wild Card: The Belgian Hydrogen Future Pathway – Creative, future-oriented hydrogen solutions leveraging Belgian strengths.

 

Organiser and Client

• Organiser: Kreativdistrikt S.r.l., Italy, Via Francesco Petrarca 22, 20123 Milan (VAT/Tax Code IT09829520965). Responsible for overall planning, coordination, and execution.

• Client: UGent (Ghent University), Belgium. Provides content oversight, domain expertise, and access to Belgian hydrogen stakeholders.

 

Event Ownership and Organiser’s Authority

Ghent University (“UGent”) is the sole organiser, timekeeper, and owner of the Hydrogen Hiveminds Ideathon. UGent reserves the full right, at its sole discretion, to modify, postpone, or cancel any part of the Event, including its schedule, format, or content, at any time prior to or during the Event. UGent also reserves the right to reject, refuse, or remove any participant’s registration or participation, without obligation to provide justification, if it deems such action necessary to ensure the proper conduct, safety, fairness, or integrity of the Event. By registering, participants acknowledge and accept that all decisions made by UGent regarding the Event, including modifications or removal of registrations, are final and binding.

 

Challenge Timeline

• Registrations open: 19/01/2026

• Registrations close: 06/03/2026

• Warm-up phase (online sessions): 02–13/03/2026

• Live Ideathon in Brussels (3 days): 18–20/03/2026

 

Participation Guidelines

 

To participate:

​

• Participants must be at least 18 years old/

• Register via: https://www.behyfe.be/hydrogenhiveminds/

• Teams are encouraged to be interdisciplinary and cross-institutional, though individual registration is permitted. Individuals may find or form a team during the registration process, with support from the organisers if needed.

• Participation is free.

• Attendance at pre-event warm-up sessions (02–13 Mar 2026) is mandatory for methodology training, mentorship, and tools introduction.

• Teams must select one challenge (first-come, first-served; limited number of teams per challenge).

 

Recommended roles based on skills and experience contribution:
Each participant should choose how to contribute to the team by selecting at least one role from each contribution set.

Contribution by skills

• Facilitation & Communication Expertise
  Experience in activating teams and communicating complex ideas 

• Innovation & Creativity Expertise
  Experience in challenging assumptions and exploring new solutions 

 

Contribution by experience

• Socio-Economic & Policy Expertise
  Experience in socio-economic, policy, and adoption analysis 

• Technical & Engineering Expertise
  Experience in hydrogen technologies, systems, and deployment

 

These roles support team formation by enabling balanced, multidisciplinary teams, leading to stronger performance and a deeper understanding of each challenge.

​

Team Composition and Responsibilities

• The team size is made up of 4 participants; exceptions will only be accepted by the event organisers.

• All team members must consent to these Terms and Conditions & Privacy Policy

• Each team is responsible for coordinating internally, including task allocation, communication, and submission of their final outputs.

​

Registration Process step-by-step

 

To participate in Hydrogen HiveMinds, please follow these steps:

​

1. Review all the information available on the website (e.g. categories, terms and conditions, repository, etc.).

2. Click on Register and complete the registration form on our platform.

3. Once your profile is created, you will be able to build your own team and/or request to join an existing team.

4. If you wish to form a team, please make sure to invite the other participants you would like to collaborate with.

5. Individual participants will either join existing teams or be matched with a team by the Hydrogen HiveMinds coordination team.

 

Registration period: 19 January – 6 March

 

Application Categories

​

Participants may develop solutions in any of the following areas:

​

1. Demand Creation & Market Uptake – Accelerating hydrogen adoption in accelerating hydrogen adoption and market uptake within the industrial sector.

2. Hydrogen Integration in the Industrial & Energy Ecosystem – Optimising hydrogen as an energy carrier within industrial, energy and mobility systems.

3. Technological Leadership & Innovation Acceleration – Ensuring Belgium and Europe maintain competitiveness in hydrogen technologies.

4. Wild Card: The Belgian Hydrogen Future Pathway – Creative, future-oriented hydrogen solutions leveraging Belgian strengths.

 

Detailed descriptions and examples are available on the event landing page.

 

Intellectual Property

• Participants own the rights to the projects they create.

• Submissions must:
  a) be original work by the participant/team;
  b) be solely owned by the participant/team/organisation;
  c) not infringe any third-party IP rights.

• Use of open-source software/hardware is permitted if applicable licenses are followed and enhancements are participant-owned.

 

Submissions

• Submissions should be in English.

• Participants grant the Organiser and UGent a non-exclusive right to use, publish, and disseminate their ideas and outputs.

• Submissions should include:

  • Case study or solution description

  • Feasibility assessment, risks, and timeline

  • KPIs and impact metrics

  • Scalability and adoption potential

 

Prizes and Awards

​

General Award Distribution

 

A total of four (4) winning teams shall be selected, one for each ideathon category. Each winning team, and the individual members thereof, shall be eligible to receive a prize package consisting of both a Collective Team Prize and an Individual Prize, as detailed below.

​

Collective Team Prize: "Adopt a Beehive"

​

Each winning team will be awarded the sponsorship of one (1) urban beehive through the Bees Api project in Brussels.

• Approximate Value: The market value of this sponsorship is estimated at €1,000 per team.

• Representation: Each winning team must designate one (1) Team Leader/Spokesperson.

• Distribution Responsibility: The designated Spokesperson shall serve as the primary point of contact for Bees Api. They are responsible for:

  • Receiving and disseminating beehive progress updates to all team members.

  • Ensuring the equitable distribution of physical goods (e.g., honey, confectionery, or related gifts) among the team members.

  • The Organisers shall not be held liable for internal distribution disputes within the team.

 

Individual Prize: Travel Voucher

​

Every registered member of a winning team shall receive one (1) individual travel voucher.

• Estimated Value: The value of the voucher is €400.

• Issuer: Vouchers are expected to be issued via Connections.be, subject to their standard terms and conditions.

• Redemption: Vouchers may be applied toward the booking of flights, hotel accommodations, car rentals, or camper van hires.

• Flexibility: Winners may, at their own discretion and expense, "top up" the voucher value to book travel services exceeding the prize amount.

• Non-Transferability: Vouchers are non-refundable and cannot be exchanged for cash.

​

Prize Distribution:

• Prize allocation among team members is the responsibility of the team representative.

• Prizes will be awarded during the event and will have been procured in advance in accordance with the project budget timeframe.

 

Post-Event Support

• Winning teams will be offered mini-sprint online sessions for idea refinement, mentorship, and guidance on potential industry partnerships.

• All final outputs, reports, and templates will be handed over to UGent.

 

Code of Conduct

The Hydrogen HiveMinds Ideathon 2026 is committed to providing a safe, respectful, and inclusive environment for all participants. By participating, you agree to abide by the following principles:

​

1. Respect and Professionalism
    

   • Treat all participants, mentors, organisers, and partners with respect and professionalism.

   • Avoid offensive, discriminatory, or inappropriate language or behaviour.
      

2. Inclusivity and Diversity
    

   • Embrace diverse perspectives, experiences, and backgrounds.

   • Encourage collaboration and constructive engagement across all teams and disciplines.
      

3. Collaboration and Teamwork
    

   • Work collaboratively within your team and respect differing opinions.

   • Share knowledge and contribute actively to the team’s objectives.
      

4. Integrity and Fair Play
    

   • Do not engage in plagiarism, theft of intellectual property, or misrepresentation of your work.

   • Ensure submissions are your original work, developed within the rules of the Ideathon.
      

5. Professional Communication
    

   • Communicate openly, courteously, and professionally in all channels, including online forums, chat platforms, and during live sessions.

   • Raise concerns or conflicts through the appropriate channels (e.g. Ideathon support team).
      

6. Health, Safety, and Well-being
    

   • Follow all health, safety, and emergency protocols at the event venue.

   • Respect participants’ personal space and privacy.
      

7. Reporting Violations
    

   • Participants are encouraged to report any breaches of this Code of Conduct to the Organiser immediately.

   • The Organiser reserves the right to take appropriate action, including warnings or disqualification, to maintain a safe and respectful environment.

 

Compliance

• Participation in the Ideathon implies agreement to this Code of Conduct.

• Any participant who violates this Code may be disqualified from the event at the Organiser’s discretion.

 

Submission Format and Guidelines

To ensure clarity, fairness, and comparability of submissions, all participants must follow these guidelines:

​

1. Language and Format

   • Submissions must be in English.

   • Each team must submit one consolidated document or presentation representing their solution.

   • Acceptable formats: PDF, PowerPoint/Keynote presentation, or a structured slide deck. Optional supplementary materials (e.g., videos, prototypes, simulations, datasets) may also be submitted.
      

2. Content Requirements
   Each submission must be presented using the final presentation deck provided to each team, which includes the following key required sections.
    

   • Title & Team Information: Team name, participants’ profiles, and challenge category.

   • Problem Statement: Clear description of the issue or opportunity addressed.

   • Solution: Detailed description of the proposed solution or future pathway. Participants are also encouraged to provide a case study demonstrating how their solution could be applied in practice or its expected impact.

   • Feasibility: Technical readiness, major gaps, regulatory/permitting hurdles.

   • Impact: Economic potential (cost/revenue), environmental benefits, and contribution to Belgian hydrogen goals.

   • Adoption & Acceptance: Market fit, customer need, social acceptance, behavioural or incentive requirements.

   • Scalability: Pathway from pilot to deployment, timeline realism, key risks, and required partnerships.

   • Enablers: Data needs, KPIs, and skills/workforce requirements to make the pathway viable.
      

3. Submission Deadline

   • Submissions must be uploaded by the end of the final day of the Ideathon (20/03/2026) via the official platform. Late submissions may be disqualified.
      

4. Collaboration and Mentorship

   • Teams are encouraged to integrate insights from mentors, experts, and the provided knowledge repository

   • Submissions must clearly indicate the source of the information.

 

Evaluation and Judging

Submissions will be assessed by a panel of judges consisting of industry experts, academic leaders, and policy representatives. Evaluation will follow a transparent and standardised scoring system based on the following criteria:

​

1. Relevance & Alignment – How well the submission addresses the selected challenge and aligns with Belgium’s hydrogen ecosystem.

2. Innovation & Creativity – Novelty of the solution or pathway; potential for transformative impact.

3. Feasibility & Practicality – Technical, and regulatory viability; realism of proposed timelines.

4. Impact & Scalability – Potential economic, social, and environmental benefits; potential for adoption and scaling.

5. Presentation & Clarity – Coherence, clarity, and professionalism of submission materials.

 

Scoring & Feedback

• Each criterion will be scored on a 1–10 scale.

• Judges will provide constructive feedback for all submissions.

• The final ranking will determine winners in each challenge category.

 

Visibility

Official photos and video recordings will be taken during the event and may be used on the Internet, social networks and other forms of public communication of Ghent University. If you do not wish to be photographed and/or recorded, please inform the Organisers accordingly before or during the event, in any case, before any such material is released.

 

Liability & Litigation

• The Organiser and Client may modify, shorten, extend, or cancel the challenge without liability.

• They are not responsible for lost, misdirected, or late submissions, technical issues, or causes beyond their control.

• Participants must ensure compliance with their institution’s internal policies.

• Governing law: Belgium. 

• Exclusive jurisdiction: Courts of Brussels

 

GENERAL

• The Organiser reserves the right to verify submission validity and compliance and may disqualify any Participant who interferes with the entry process or submits non-compliant entries.

• Late or misdirected submissions will not be accepted.

• The Organiser reserves the right to cancel the challenge or amend the awards if there is an insufficient number of participants.

• Decisions of the Organiser are final, with no appeal.

• The Organiser is not responsible for technical malfunctions, network errors, or device damage arising from participation.

• In the event of war, terrorism, economic sanctions, natural disasters, or other force majeure, the Organiser may cancel, suspend, or modify the challenge without liability.

 

Privacy, Contact & Registration

Participation implies consent to the Privacy Policy: https://kreativdistrikt.com/privacy-disclaimer/

• Website: https://www.behyfe.be/hydrogenhiveminds

• Email: info@kreativdistrikt.com