Application and Cancellation Rules
ROTORTHON 2025
Online Challenge – ROTORTHON 2025
The first round of application will start the 18th of July at 12:00 UTC
Online Competition details
Participation
The Online Challenge last a week, from the 30th of September to the 7th of October 2025.
The capacity for the online challenge is three (3) teams consisting of maximum three (3) members. The total number of participants for the ROTORTON is 9, it is open to non-EUROAVIANs.
The winner team of the Online Challenge will be invited to the European Rotors conference.
For further details on the challenge please see the Regulations document.
Schedule
Below the schedule* of both the phases of the competition, the time indicated is in CEST.
| 26th Oct | 27th Oct | 28th Oct | 29th Oct | 30th Oct | 31st Oct | |
|---|---|---|---|---|---|---|
|
9:00 – 10:00 |
Arrivals |
Breakfast |
Breakfast |
Breakfast |
Breakfast |
Breakfast |
|
10:00 – 11:00 |
Meet & Greet |
48h competition |
48h competition |
City tour |
Departures |
|
|
11:00 – 12:00 |
Welcome speech & Sponsor presentations |
|||||
|
12:00 – 13:00 |
||||||
|
13:00 – 14:00 |
Lunch |
|||||
|
14:00 – 15:00 |
Lunch |
Lunch |
||||
|
15:00 – 16:00 |
48h competition |
48h competition |
Lunch |
Other activities |
||
|
16:00 – 17:00 |
Teams’ Presentations |
|||||
|
17:00 – 18:00 |
||||||
|
18:00 – 19:00 |
||||||
|
19:00 – 20:00 |
||||||
|
20:00 – 21:00 |
Welcome dinner |
Dinner |
Dinner |
Dinner |
Final Dinner + Prize Delivery |
|
|
21:00 – 22:00 |
48h competition |
48h competition |
Cultural night |
|||
|
22:00 – on |
During the 24h competition, the teams will be provided with dinner, breakfast, and lunch.
*The schedule might be subject to change.
Teams' composition
Teams shall be composed of 3 (three) or 4 (four) members. The competition is reserved for students enrolled in a university at the moment of the application. The event is open to bachelor’s and master’s degree students pursuing a BSc, MSc, BEng, MEng, or equivalent degree qualification.
Every team shall appoint its Team Leader and communicate their name in the application form. Team Leaders will be the one and only contact point with the Ideathon organisation team.
The teams are not encouraged to change the composition of their teams. Details on team changes are explained in the application rules.
Categories and challenges
The challenges will be published on the 13th of October.
The teams will have until the 18st of October to communicate to the organisation team the priority list of challenges.
In case this has not been done within the deadline, teams will be assigned to a challenge.
The chosen/assigned challenge will be communicated by the organisation committee on the 21st of October.
Evaluation committee
The evaluation committee will be composed by appointed experts from each company and it will be announced before the beginning of the first phase of the competition.
Prizes
EUROAVIA provides free participation to the final of the competition for the winning teams of the first phase of the competition. The winning team in the final and the other participating teams will win additional prizes in the final.
The prizes will be announced during the first stage of the competition.
Application rules
To apply as participant of the event, you must fill the google form above. You can either apply as a team (apply here) or individually (apply here) or be placed in a team.
If you apply for the Online Challenge individually, you will be put in touch with the rest of your team in order to create an application video together.
18th of July 2025 at 12:00 UTC
The first round of applications opens.
14th of August 2025 at 12:00 UTC
The first round of applications ends.
17th of September 2025
Confirmation emails for the applicants will be sent to each team.
Selection of the participants is performed as explained below.
After the applications have concluded, the International Board of EUROAVIA & European Rotors will determine the participating teams based on a 60 second Instagram reel each team will have to send to propose their candidature (teams will be asked the authorisation to use the reel as promotional material).
They will be judged based on the following criteria:
- Enthusiasm
- Quality (of the video)
- Creativity and skills
- Diversity
- International balance (not three teams from France/or Italy or…)
A list of participants will be made, in case those selected are no more available.
17th of August 2025 at 12:00 UTC
The second round of applications starts.
The second round of applications will only be opened if deemed necessary
1st of September 2025 at 12:00 UTC
The second round of applications ends.
Participation fee and payment
The participation of the online challenge is free.
The winning team will get the opportunity to attend the European Rotors conference in Cologne. They will be provided with accommodation for three (3) nights (17th – 20th of November 2025) as well as breakfast, catering and local transportation.
Arrival and departure will be paid for by the participants and must be arranged by them.
Additionally, each team member of the winning team will receive travel support through reimbursed upon submission of the necessary receipts.
Cancellation rules
In the case that a member has been confirmed by the organizing committee to participate in the ROTORTON 2025, but, for any reason, is unable to participate in the event, there is an option of cancelling the participation.
In order to do so, the member will have to send an email to rotorthon.2025@euroavia.eu stating the reason for the cancellation.
Physical Challenge – ROTORTHON 2025
The first round of application will start the 18th of July at 12:00 UTC
Physical Competition details
Participation
The physical challenge will be held during the European Rotors, on the 18th and 19th of November 2025
The capacity for the physical challenge is three (3) teams consisting of maximum three (3) members. The total number of participants for the ROTORTON is 9, it is open to non-EUROAVIANs.
For further details on the challenge please see the Regulations document also provided on the website of the ROTORTHON 2025.
Application rules
To apply as participant of the event, you must fill the google form available on the above. You can either apply as a team (apply here) or individually (apply here) to be placed in a team.
18th of July 2025 at 12:00 UTC
The first round of applications opens.
14th of August 2025 at 12:00 UTC
The first round of applications ends.
17th of September 2025
Confirmation emails for the applicants will be sent to each team.
Selection of the participants is performed as explained below.
After the applications have concluded, the International Board of EUROAVIA & European Rotors will determine the participating teams based on a motivation letter of maximum 500 words.
They will be judged based on the following criteria:
- Enthusiasm
- Creativity and skills
- Diversity
- Proximity to the European Rotors
A list of participants will be made, in case those selected are no more available.
19th of September 2025
Deadline for the payment of the participation fee.
17th of August 2025 at 12:00 UTC
The second round of applications starts.
The second round of applications will only be opened if deemed necessary
1st of September 2025 at 12:00 UTC
The second round of applications ends.
The accepted teams will have fourty-eight (48) hours after receiving their confirmation of participation to confirm their participation. If no proof is received within these fourty-eight (48) hours, the place will be given to the next team on the waiting list. Then they can proceed with the payment and send the proof of payment to rotorthon.2025@euroavia.eu before the deadline for payment.
Participation fee and payment
The participation fee for the Live Challenge is 50€ (EUR 50) per person. It must be paid upon confirmation of a team’s participation. It covers three (3) nights (17th – 20th of November 2025) of accommodation, as well as breakfast, catering and local transportation.
The payment information regarding the participation fee will be provided to the teams as well as the participants via email, once confirmed.
Arrival and departure will be paid for by the participants and must be arranged by them.
Additionally, each team member of the winning team will receive travel support through reimbursed upon submission of the necessary receipts.
Cancellation rules
In the case that a member has been confirmed by the organizing committee to participate in the ROTHORTON 2025, but, for any reason, is unable to participate in the event, there is an option of cancelling the participation.
In order to do so, the member will have to send an email to rotorthon.2025@euroavia.eu stating the reason for the cancellation. No refund is possible.
Important dates
| Date | Milestone |
|---|---|
|
07th May 2025 at 12:00UTC |
Opening of applications for online and physical competitions |
|
06th June 2025 at 12:00UTC |
Closing of applications for online and physical competitions |
|
10th June 2025 at 12:00UTC |
Announcement of participants for online and physical competitions |
|
07th – 13th July 2025 |
Online competition |
|
18th – 20th November 2025 |
Physical competition |
*The present regulation may be subject to amendments, that will be promptly notified to all participants
Confidentiality and Intellectual Property of the developments
The organizers will not take responsibility for any action made by a participant and infringements of the confidentiality of the projects presented in this competition.
Therefore, the participants are encouraged to take all the possible prevention measures to protect the information or the technical elements which can be subjected to Intellectual Property before taking part in the event.
The participants commit themselves to inform the organizers about their Intellectual Property rights which are eligible for the work developed in this competition.
The participants are not giving in its totality the rights that could arise from the ideas developed during the competition. However, they authorize to use parts of the development or the ideas for the dissemination of the event and the promotion of the candidates. Hence, this authorisation is done in order to help to the promotion of the competition, and it is a non-exclusive and non-limited time cession.
Any other matter related with the Intellectual Property rights will be regulated by the corresponding European regulation: Directive (EU) 2019/790 of the European Parliament and of the Council of 17 April 2019 on copyright and related rights in the Digital Single Market and amending Directives 96/9/EC and 2001/29/EC.
This authorization may be restricted if demanded by the company to be in accordance with the confidentiality of the project.