Wettbewerbsbedingungen

01 / The competition

Art. 1.1 / Subject

VN AWARD is promoted by AIPI – Associazione Italiana Professionisti Interior Designers and Villaggio Narrante – Tenuta Fontanafredda. In these rules, “organisers” and “promoters” refer exclusively to these two parties; partners, patrons and jurors do not acquire that role by participating. AIPI manages Phase I and the Secretariat; Villaggio Narrante Management represents the client for the premises and any subsequent arrangements under Chapter 4. The legal name of the company representing Villaggio Narrante is awaiting confirmation and will be completed in the adopted edition before registration opens.

The subject of the competition is the restyling of the interiors of the Congress Centre of the Villaggio Narrante, Tenuta Fontanafredda, Serralunga d’Alba (CN). The Management of the Villaggio Narrante states the objective of realising the selected intervention; that objective is not an obligation (Chapter 4).

A unified concept is required, covering the entire Congress Centre: the Moscato and Nebbiolo conference rooms, the Lounge Dolcetto, the cafeteria, the reception spaces with the circular-plan entrance, and the relationship with the adjoining outdoor spaces — internal gallery, balcony and outlook over the park — and with the surrounding environment. The proposal is an idea, not an executive design, but it must be buildable with currently available techniques and materials.

Programme of intervention:

a) Reception area — the only change to the layout admitted. The current reception desk, oversized today, is downsized; in the area to the right of the entrance, today defined by movable screens only, a proper storage space is created: a cloakroom for guests and the technical and logistical equipment of the Congress Centre; b) Rooms and common spaces — floor plan and openings unchanged, with no architectural alterations. The intervention concerns floors, walls, finishes, furniture and fittings; building services and lighting may be renewed or retained; c) Ceilings — the fine timber truss structures require no alteration; interventions on the ceiling are admitted only where they form an organic part of the proposal;

d) Presentation area, Sala Nebbiolo — free configuration of platform, speakers’ table and screen, including loose seating in place of the single table; constraint: the presence of the podium must be maintained.

Art. 1.2 / Theme and principles

«…I do not expect to walk in and go wow, because the things that make you go wow when you walk in are faddish: after two years the wow is gone. I expect to walk in, to feel good, to be at peace, and I expect rooms that are beautiful from today for the rest of our lives; I expect it to be done with care.»

VILLAGGIO NARRANTE MANAGEMENT · AIPI AGO26 NATIONAL SYMPOSIUM · FONTANAFREDDA, 10 JULY 2026 · TRANSLATED FROM THE ITALIAN

Theme — «Authenticity: Design as Interpreter of Place». The place — Fontanafredda was born of constraints solved: with no electricity and no pumps, the wine was made to descend by gravity and the cellar was built on three levels; in 1878 the first concrete vats in the history of winemaking were made here. The village was built so that those who worked here would live well — an Olivetti before Olivetti — with a farm workers’ brotherhood where Aeschylus was read in the evening, because quality came out of culture. The principle — The Management governs the estate today by inverting the paradigm of man at the centre: the earth at the centre of man, and beauty no longer as what generates confidence in oneself but as what generates trust in others. The greatest architects of this place have been its farmers, who redrew its hills until they became a UNESCO World Heritage site: it is that heritage that must be brought into the Congress Centre.

The proposal answers to the following principles:

a) Innovation of substance — here invention has always come from a constraint, never from a taste for the new: the innovation required concerns performance — energy, environmental comfort, technology, accessibility, durability — not language; b) Fidelity, not preservation — to remain faithful to the place, the estate changed everything. A design is not measured by how little it touches, but by how well it serves the place: what is excluded is contrast sought for its own sake, not change; c) Piedmontese restraint — the sobriety of the Langhe farmhouses, the straight lines of their walls: nothing that raises its voice, nothing superfluous, the necessary done well; d) Care and endurance — what is done with care is what remains: real materials, verifiable detailing, workable maintenance. The spaces must be beautiful from today for the rest of our lives; rapid obsolescence, immediate-impact effects and promotional operations are penalised; e) People first — the village was built so that those who lived in it would be well. Inclusivity and Universal Design are not an added provision: they are a return to the principle that founded this place;

f) Measurable sustainability — declared and verifiable, against the parameters of Art. 1.3.

The account of the place and the principles are drawn from the address given by the Management of the Villaggio Narrante at the AIPI AGO26 National Symposium, Fontanafredda, 10 July 2026. The theme is explored in depth at the Casàlia conference; the Proceedings are provided among the base documents (Art. 3.1 e).

Design for All and safety – Every concept must be inclusive, accessible and safe: circulation, wayfinding, sensory comfort, usability of furniture and services and risk prevention are part of the design idea, not later additions.

Art. 1.3 / Sustainability parameters

The following parameters, applied by the Management to its own operations, are the reference for the evaluation of the sustainability of the proposals (Art. 5.2); they are not prescriptions to be replicated.

a) 120 hectares under certified organic management; b) Equalitas sustainability certification, with monitoring of company parameters; c) low-impact packaging: lightweight or 80% recycled glass, recycled papers, forest-certified board and timber; d) partially electric company mobility; e) relamping of the installations, with a 30% reduction in consumption; f) cogeneration fuelled by biomethane; g) 100% water recovery through ponds and phytodepuration, returned to the environment.

In the summary report on the board (Art. 3.2 b) the competitor declares the parameters of the proposal: energy performance, provenance and end of life of materials, maintenance and replaceability of components, water and air management, acoustic and lighting comfort.

Source: statements by the Management of the Villaggio Narrante, AIPI AGO26 National Symposium, 10 July 2026.

Art. 1.4 / The three phases

Three phases. Phase I is the competition, and it is complete in itself. Phases II and III are contingent, form no part of the prize and rest with the Management of the Villaggio Narrante (Chapter 4).

Phase I · Ideas competition — international, anonymous, free of charge, open to all; promoted by the parties in Article 1.1, organised by AIPI and assessed by the Jury. It calls for a single item — one board — so as to leave room in particular for young designers and to allow the widest international circulation. It closes with the proclamation of the finalists — up to ten — and with the award of the VN AWARD (Art. 6.1). Nothing further is owed to competitors, and nothing further is owed by them. Phase II · Developed design (contingent) — it forms no part of the competition. It is the Management’s option to invite the finalists, all or some of them, into a private relationship for the development of the design: conditions, deadlines and every economic aspect are agreed directly between the parties (Art. 4.1).

Phase III · Realisation (contingent) — the Management awards the winner the executive design of the intervention. It is a professional service, remunerated as such and governed by a private contract, not a prize of the competition (Art. 4.3). Who does what — AIPI promotes, organises and runs Phase I up to the proclamation of the finalists and curates its promotion programme (Art. 6.1). From Phase II AIPI is not a party, assumes no obligations and does not guarantee the conditions the finalists will agree with the Management; it retains its patronage.

02 / Participation

Art. 2.1 / Eligibility, categories and conflicts

Participation is international, individually or in teams, with no requirement to join a professional register or association. The relevant discipline is interior design, rather than a qualification alone. Each team appoints a leader as contact. Only one proposal is permitted per competitor or team.

Two participation categories are available: Professionals, for those practising interior design; and Students, for those enrolled in relevant courses. The category is declared at registration. Participation terms, evaluation criteria and the promotion programme are shared; the limit of ten finalists remains an overall limit. No entry fees or cash awards are introduced.

Any competitor who is a minor participates with a parent or guardian for declarations and acts requiring their involvement. In teams, each author signs the declarations concerning their own rights; a team leader cannot dispose of another person’s rights without appropriate authority.

Partners and jury members will be announced after official confirmation.

Any required building, structural, fire-safety and accessibility procedures are handled and paid for by the client. A competitor lacking a required professional qualification develops the execution design with a qualified professional, respecting project authorship.

The following may not enter: Jury members and their relatives and relatives by marriage up to the third degree; persons involved in organising the competition; anyone in an ongoing working relationship with the Management of the Villaggio Narrante concerning the spaces covered by this brief.

Art. 2.2 / Registration, code and anonymity

Registration is free of charge and takes place on the official competition website (Operational references).

Opening — from 10 October 2026, with the official launch of the competition at the AIPI conference at Casàlia, Oval Lingotto Fiere, Turin. Deadline — 31 January 2027; submission remains set at 28 February 2027 (Art. 5.3). Effects of registration — delivery of the base documents (Art. 3.1) and assignment of an alphanumeric identification code, to be shown on the board. No other identifying mark is

admitted. The identity of competitors is disclosed only upon the proclamation of the finalists.

03 / Phase I. The concept

Art. 3.1 / Base documents provided

Registered competitors are provided, in digital format, with:

a) Drawings of the Congress Centre — plans and section of the building as it stands, including an overall plan-and-section sheet with a bilingual key to the spaces (PDF). Dimensions are given in centimetres and prevail over any printing scale; b) Photographic documentation — the interior spaces of the Congress Centre, with a bilingual index of the shots; c) Context material — brochure of the Villaggio Narrante, Congress Centre fact sheet and map of the estate: background material on the place and its identity; d) Board Kit — mandatory template for the horizontal A1 board (PDF and editable SVG), including the space allotted to the summary report and to the declared parameters, palette and layout guide; e) Proceedings of the Casàlia 2026 conference — summaries of the theoretical contributions on the restyling of the interiors of protected buildings and, where available, video recordings. Made available after the official launch. Additions — the answers to queries (Art. 3.3 g) and any further material that becomes available are added to the pack and notified to registered competitors. What is not provided — elevations, structural surveys and building-services reports are not part of the base documents: this is an ideas competition. An editable CAD file is not promised; if it becomes available it is added to the pack. Site visits — visiting days at the Congress Centre, by booking, on the dates published on the official competition website and notified to registered competitors. They are not a condition of eligibility; they are recommended.

The brief, in both editions, is public and can be downloaded without registering: it is not a base document and is included in the pack for convenience.

The illustrative axonometric drawings on the website are AI-generated interpretations of photographs and the floor plan. They are not CAD surveys, construction drawings or certified dimensions or capacities. Dimensions on the supplied plan remain the reference and require checking in subsequent technical stages.

Plans and sections are already included in the 02_DRAWINGS folder of the base-document package: VN2027-DWG-001_pianta-centro-congressi.pdf; VN2027-DWG-002_pianta-piano-primo.pdf; VN2027-DWG-003_pianta-e-sezione.pdf; VN2027-DWG-004_sezione-A-A.pdf. These documents are supplied, not missing or awaiting preparation. The package is for registered entrants; publicly downloadable illustrative axonometric views do not replace these PDFs.

Art. 3.2 / The required submission

The competition calls for a single item. Each competitor submits, anonymously:

a) Board — 1 (one), horizontal A1 format, PDF, minimum resolution 200 dpi, laid out on the official template — grid and header mandatory — with one central high-impact image and the supporting images needed to illustrate the concept; b) Summary report — carried on the board itself, in the space provided by the template, maximum 3,000 characters: idea, materials, relationship with the theme, inclusivity and declared sustainability parameters (Art. 1.3). No separate document is admitted;

c) Abstract — maximum 500 characters, entered in the upload form for editorial and exhibition purposes only; it is not a design submission and is not evaluated. Languages — submissions are accepted in Italian or in English. Representation — technique free — photography, three-dimensional modelling, hand drawing, abstract representation — provided the design is clear and legible. The character of the proposal, evocative or concrete, is left to the competitor.

The summary report also explains the creative idea, Design for All and responsible safety. Personal details and signed Annex A forms are separate administrative records for the Secretariat only; they are not additional design submissions and must not be included in the anonymous board.

Art. 3.3 / Submission, anonymity and queries

a) Platform — anonymous upload through the platform indicated on the official competition website, within the file-size limits indicated there; b) Deadline — 23:59 CET on 28 February 2027; the date and time of receipt recorded by the system are decisive; c) Exclusions — late, incomplete or non-compliant submissions are not admitted to evaluation; d) AIPI Secretariat – receipt and custody of submissions, queries, administrative checks and certificates are managed by the VN AWARD Secretariat at AIPI, organisationally separate from the Jury. Secretariat staff are not jurors, do not score submissions and have no voting rights. Contact: vnaward@aipi.it. e) Identity — the competitor’s identifying details are collected separately from the board and are handled by the Secretariat alone, which takes no part in the evaluation, does not pass them to the Jury and does not disclose them. Boards reach the Jury identified by the code only; the identity of the competitors is made known at the proclamation of the finalists; f) Queries — submitted in writing to the Secretariat in two windows: the first closes on 30 November 2026, the second on 31 January 2027; g) Answers — answers of general interest are published on the official competition website by 15 December 2026 and by 10 February 2027, ensuring equal information for all; h) Language — queries are submitted in Italian or in English; i) Authority — only the written answers published on the competition website are authoritative. Direct contact with members of the Jury is not permitted.

Art. 3.4 / Results, proclamation and exhibition

Finalists — at the end of Phase I the Jury selects the finalists, up to a maximum of ten; the results are announced by 31 March 2027. Proclamation — the finalists are proclaimed and published on the official competition website and through the channels of the promoters and of the partner Bodies at the same time as the results are announced. Special mentions — the Jury may award thematic mentions, referred to the criteria of Art. 5.2, to proposals not selected among the finalists. Ties and withdrawals — the Jury may declare proposals of equal merit. The withdrawal of a finalist entails no replacement and does not affect the prize due to the others.

Exhibition — the finalists’ designs are printed in A1 format and exhibited to the public, with public recognition, at the Partners’ trade fairs alongside a conference on the theme of the competition.

Phases II and III are not a prize and form no part of what the competition confers: the prize is the Phase I prize (Art. 6.1), conferred in full upon the proclamation of the finalists. This Brief confers on competitors, finalists and the winner no right, expectation or claim to fees, prizes, indemnities or consideration of any nature in relation to Phases II and III, nor does it oblige the Management of the Villaggio Narrante to activate them.

Any relationship subsequent to Phase I is formed, if it is formed at all, by free and autonomous private negotiation between the Management and the individual finalist, who remains free not to enter into it with no consequence whatsoever for the prize already conferred. AIPI is not a party to such relationships, does not govern them and offers no guarantee as to their conditions, economic or otherwise.

AIPI issues a named VN AWARD participation certificate to each author whose proposal has been duly submitted and admitted for assessment, including those not selected as finalists. The certificate identifies the competition, participant, category, any team, period and activity completed. It does not certify a professional qualification or the technical suitability of the design.

Architects: the certificate may support an application for Italian professional development credits (CFP) for competition participation under the current CNAPPC rules and guidelines. Recognition and the number of credits are determined by the relevant territorial Order and competent bodies; these rules do not award credits automatically.

Interior designers: the certificate documents the activity for AIPI Continuing Education Credits (CFC), subject to the Association’s training programme and rules. AIPI will publish the number of CFC and the conditions of award following the relevant decision; CFC are not automatically equivalent to architects’ CFP.

Students: the certificate may be submitted to the participant’s university, academy or institution to request recognition of academic credits or curricular activities. Eligibility, credit type and quantity are determined by that institution under its own rules; the competition does not independently award university or academy credits.

The AIPI Secretariat manages certificates and administrative checks independently of the Jury. Any updates to recognition procedures are published on the official website.

04 / Phases II and III. Optional

Art. 4.1 / Phase II · Invitation

Notice — what the competition confers, and what it does not The competition commits no money and promises none: it is that choice which makes Phase I free, open to all and within reach of a student as much as of an established practice. The clauses that follow are its consequence and are to be read in that light.

Activation — the Management of the Villaggio Narrante may activate Phase II within 60 (sixty) days of the announcement of the Phase I results. If the phase is not activated within that period, the competition concludes with Phase I and with the prize already conferred. Invitation — the Management invites the finalists directly, all or some of them, with its own contract proposal for the development of the design. The invitation states the material required, the deadlines and the conditions. Freedom to accept — the invited finalist is free to accept or to decline; declining has no effect on the Phase I prize already conferred (Art. 6.1). AIPI recommendation — the Association recommends that the relationship be governed in writing and in accordance with the principles of fair professional remuneration; the recommendation does not bind the parties and gives rise to no obligation on the part of AIPI. Guarantee that remains — intellectual authorship remains with the authors at every stage (Art. 6.2). Promotion — the developed designs enter the promotion programme curated by AIPI (Art. 6.1), which continues beyond Phase I.

Art. 4.2 / Selection of the winner

Evaluation — the Management of the Villaggio Narrante evaluates the developed designs against the grid specified in the invitation, consistent with the principles of Art. 5.2.

Choice of winner — the Management, as client and funder, identifies the winner among the developed designs delivered, also assessing the economic and operational sustainability of the work. The choice is final.

Art. 4.3 / Phase III · Commission and realisation

Commission — should Phase III be activated, the Management of the Villaggio Narrante awards the winner the executive design of the intervention: it is a professional service governed by a private contract between the parties, not a prize of the competition. Fee — as a professional service the commission is remunerated; the fee is commensurate with the budget of the works and with the professional parameters in force (Italian Ministerial Decree of 17 June 2016 as amended), as agreed between the winner and the Management. Budget and timing — the budget is defined on a preliminary basis on the Phase II developed designs and finalised upon the award; the executive design is developed, as a rule, within twelve months of the award. Refusal of the commission — should the winner decline the commission, the Management may turn to the other finalists who took part in Phase II; no proposal may be developed or realised without an agreement with its respective authors (Art. 6.2). Realisation — carried out by the Management of the Villaggio Narrante, respecting the winning design and its authorship.

05 / Jury and evaluation

Art. 5.1 / Jury

Partners and jury members will be announced after official confirmation.

Art. 5.2 / Creativity, inclusion and evaluation criteria

Concepts are judged on creativity and the quality of the design idea through the six criteria below, for a maximum of 100 points. Assessment concerns the strength and coherence of the idea, not the reputation of a practice, academic status or the cost of presentation. The same criteria apply to Professionals and Students.

Every proposal must follow Design for All principles: inclusion, accessibility and usability for people with different needs and abilities. The highest level of safety is an essential requirement of responsible design and must inform concept choices concerning circulation, use of spaces, materials and furniture. No detailed design certification is required at this stage; subsequent technical assessments remain necessary.

Clear representation makes the project understandable and does not replace the quality of the idea. Claims about inclusion, safety and sustainability must be supported by the illustrated design choices.

Art. 5.3 / Calendar

06 / Rights and responsibilities

Art. 6.1 / VN AWARD · First edition

The VN AWARD, of which this competition is the first edition, is not a cash prize: it is a programme of public and professional promotion. The Association promotes the competition in defence and furtherance of the profession and derives no economic return from it. The programme is the only recognition this Brief confers. It comprises:

a) Proclamation — public announcement of the finalists and of the mentions, at the same time as the results (Art. 3.4); b) Catalogue of the finalists — bilingual digital publication of the selected boards, with the Jury’s notes and its observations on the field as a whole, circulated with the results on the website and through the partner Bodies’ channels;

c) International exhibition — printing in A1 format and exhibition to the public at the Partners’ trade fairs alongside a conference on the theme of the competition; d) Annuario AIPI — publication in the bilingual volumes recording the Symposium; e) Visibility with the Partners — promotion in the media and channels of the international partner Bodies and at the Association’s partner trade fairs; f) Plaque and certificate — to the finalists and to the mentions, signed by the Chair of the Jury; a certificate of participation for every valid submission.

Competitors are entitled to no fee, cash prize or consideration on any basis, at any stage; any professional commission under Phase III is governed by Art. 4.3.

Art. 6.2 / Intellectual property, projects and physical works

Authorship and moral rights remain with the authors. By expressly accepting, each competitor grants the organisers a non-exclusive, royalty-free licence, worldwide and for the period permitted by law, to reproduce, exhibit, publish and communicate the submitted works and images of related models, prototypes or physical objects, solely to document, promote and showcase the competition and its results.

The licence covers catalogues, yearbooks, exhibitions, conferences, institutional websites, social media, press releases and competition archives. The organisers may entrust necessary activities to printers, curators, publishers and partners, subject to the same purposes. Authors are credited after the announcement; anonymity is preserved beforehand. Technical adaptations for format, layout and accessibility are permitted without changing the work’s meaning or harming reputation and moral rights.

The licence neither transfers ownership of physical objects nor authorises manufacture, sale, construction, independent commercial exploitation or substantial alterations. Such uses require a separate agreement with the rights holders. Display of a physical object requires a loan or delivery record covering inventory, condition, transport, custody, insurance, duration and return; the competition does not require physical objects to be delivered.

Competitors declare that their proposal is original and that they own or control the licensed rights and hold necessary co-author and third-party permissions. They identify and document third-party materials, images, trademarks or content and any use of generative tools; no unsupported guarantee of ownership may be attributed to those tools.

If third parties make claims, the competitor cooperates to clarify rights and, within the limits of law, is responsible for damage and reasonable documented costs arising from breaches of their declarations attributable to them. No term excludes the organisers’ liability for intentional misconduct, gross negligence or non-excludable responsibilities. No non-winning proposal may be realised without agreement with its authors.

Art. 6.3 / Personal data and acceptance

Personal data are governed by the Chapter 7 notice, which forms part of these rules. Acknowledging receipt is separate from accepting the terms and from optional consent for personal portraits or interviews. No blanket consent is required for processing necessary to manage participation.

The competitor declares that they have read the brief and annexes, accepts the participation terms, confirms the absence of conflicts and separately signs the permissions and specifically identified clauses in Annex A. Each team member signs the declarations concerning them. Signed forms are handled only by the Secretariat and must never be included in the anonymous board.

Art. 6.4 / Results and the Jury’s assessment

Competitors accept the Jury’s comparative assessment, scores, results, ties and mentions made under these rules. The assessment of merit concludes the internal competition procedure and guarantees no cash payment, commission or further project development.

Acceptance does not waive the right to report clerical errors, conflicts, breaches of the rules or exercise statutory rights and remedies. Documented concerns must be sent to the Secretariat without contacting jurors directly. A summary of the minutes is published with the results.

Art. 6.5 / Responsibilities and organisation

Competitors are responsible for accurate, complete, legible and safe files and timely submission, and should retain their receipt. AIPI is not responsible for competitors’ devices, connections or services where problems are not attributable to the organisers. Liability for intentional misconduct, gross negligence and other non-excludable duties remains unaffected.

Force majeure or objective impediments may require proportionate suspensions, extensions or amendments. The organisers promptly publish reasons, a revised timetable and instructions on the official website, respecting equal treatment and participants’ legitimate expectations. Arbitrary retrospective changes to assessment criteria are not permitted.

Participation is free and creates no entitlement to reimbursement of the cost of preparing a proposal. Phases II and III remain optional and subject to Chapter 4; any professional commission is governed by a separate paid contract. AIPI is not a party to that relationship.

Art. 6.6 / Applicable law, disputes and updates

The competition is promoted by private parties and does not constitute a design competition under Italian Legislative Decree 36/2023. It is not a prize promotion: it falls within the design competitions excluded from that regime under Article 6(1)(a) of Italian Presidential Decree 430/2001, because the award recognises personal merit and encourages activity in the collective interest. Any change to the nature of the awards requires prior review of the applicable rules.

Italian law applies. The courts of Turin are designated for disputes, subject to mandatory jurisdiction rules and all compulsory protections applicable to the participant. Where required by law, this provision must be specifically approved separately.

Corrections and additions are dated, published on the official website and notified to registered competitors where material. Unaddressed matters are decided by the organisers after consulting the Jury, subject to law and equal treatment. Italian and English editions are prepared with equivalent content; any discrepancy is clarified in writing to all competitors.

07 / Privacy notice

Art. 7.1 / Controller, contacts and scope

The controller is AIPI – Associazione Italiana Professionisti Interior Designers, Via Principe Eugenio 24, 20155 Milan, Italy, represented by its current President. Privacy contact: privacy@aipi.it. Competition Secretariat: vnaward@aipi.it. This notice under Articles 13 and 14 of Regulation (EU) 2016/679 (GDPR) covers the VN AWARD competition. Any subsequent professional commissions require notices from their respective controllers.

Art. 7.2 / Data and sources

Data include names, contact details, country, professional activity or course of study, category, team membership, competitor code, submissions, correspondence, declarations, signatures and acceptance records. Data are provided by the individual or an authorised team leader; every member receives this notice and signs the declarations concerning them. Anonymous boards must not contain names, contact details, signatures, identity documents or unnecessary third-party data. Health data are not requested; assistance needs should be discussed privately with the Secretariat, providing only essential information.

Art. 7.3 / Purposes and lawful bases

Registration, eligibility checks, communications, submission management and awards: performance of the participation terms and pre-contractual steps (GDPR Article 6(1)(b)). Statutory obligations: Article 6(1)(c). System security, prevention of abuse, protection of rights and documentation of results: the controller’s legitimate interests, subject to necessity and balancing assessments (Article 6(1)(f)). Publication of results, selected works and author credits is part of the competition programme and uses only relevant information. Promotional use of an identifiable personal portrait or interview that is unnecessary for participation requires the separate optional consent in Annex A (Article 6(1)(a)). Acknowledging receipt of this notice does not constitute blanket consent to all processing.

Art. 7.4 / Required information and recipients

Information needed to check eligibility and manage the competition is required; withholding it may prevent participation. Refusing or withdrawing optional consent does not affect admission, scores or awards. Before the announcement, the Secretariat keeps identities separate from boards; the Jury receives only the code and anonymous submission. Authorised personnel, IT and organisational providers appointed as processors under Article 28 where appropriate, advisers bound by confidentiality and authorities where required by law may access relevant data. Partners, exhibition venues and the public receive only works and credits intended for publication, not registration files or private contact details.

Art. 7.5 / Retention policy

The competition policy distinguishes: (a) operational registration records, contacts, identifiable enquiries and attachments unnecessary for documenting results: up to 12 months after the competition closes; (b) technical security logs: up to 6 months, except for documented incidents; rolling backups: within 90 days of ordinary deletion; (c) declarations, signatures and evidence needed to establish valid participation and protect rights: a separate restricted archive for up to 10 years after closure; (d) published works and author credits: the competition’s historical archive, with relevance reviewed at least every 5 years and no private contact details; minimum evidence of the licence is retained throughout authorised uses and subsequent applicable periods for protecting rights; (e) portraits and interviews used on optional consent: up to 5 years after closure or earlier withdrawal for future uses. Disputes or statutory duties may justify retaining only relevant data for as long as necessary. Data are deleted or anonymised when the applicable period ends.

Art. 7.6 / Transfers and security

Before registration opens, AIPI checks providers, privacy roles and processing locations. Transfers outside the European Economic Area may occur only subject to the conditions and safeguards in GDPR Chapter V, such as adequacy decisions or standard contractual clauses with the necessary assessments. Details of safeguards and recipients may be requested from the privacy contact. Measures include role-based access, separation of identities and codes, access logging, backups and deletion procedures. No solely automated decisions or profiling of competitors are envisaged.

Art. 7.7 / Rights and complaints

Where and to the extent provided by the GDPR, individuals may request access, rectification, erasure, restriction and portability, and object to processing based on legitimate interests. Optional consent may be withdrawn at any time by writing to privacy@aipi.it, without affecting the lawfulness of previous processing. Withdrawal prevents new uses under the controller’s control; removal from controlled channels and limitations relating to copies already distributed or third-party rights are also assessed. Individuals may complain to the Italian data protection authority, www.garanteprivacy.it, or another competent supervisory authority. Requests are answered within statutory time limits.

Art. 7.8 / Web preview and updates

Preview forms do not transmit or store registration data. The hosting service processes technical data necessary to deliver and secure the website; the competition code activates no advertising or profiling tools. The hosting service’s privacy notice also applies to processing for which it is responsible. Before actual registration opens, the controller checks that procedures, providers and systems implement this policy and publishes any updates with a version date. Signed declarations remain in a Secretariat-only area, never in the board submitted to the Jury.

Declarations and signatures

The PDFs include fillable fields and signature spaces. Keep these forms separate from the anonymous board: only the Secretariat receives them.

I have read and accept the brief and rules. I confirm the accuracy of my information, eligibility and declared category and the absence of the conflicts listed in Article 2.1.

I accept the Jury’s assessment and results under Article 6.4, without prejudice to statutory rights and remedies.

I confirm originality, ownership and necessary permissions for content and co-author contributions under Article 6.2.

I expressly grant the licence for projects, submissions and images of physical works within the scope and purposes of Article 6.2; independent commercial exploitation and construction require separate agreement.

I confirm receipt and reading of the Chapter 7 privacy notice, including its retention policy. This acknowledgement is not blanket consent.

Specific approval

Under Articles 1341 and 1342 of the Italian Civil Code, where applicable, I specifically approve: Article 6.2, final paragraph (responsibility for rights infringements attributable to the competitor); Article 6.5, first and second paragraphs (allocation of technical responsibilities and justified suspensions or amendments); and Article 6.6, second paragraph (courts of Turin, subject to mandatory jurisdiction rules). The exceptions and safeguards stated in those clauses remain unaffected.

Optional consent

Optional: I consent to use of my identifiable portrait or interview, if provided or made with my involvement, for institutional communication about the competition on the organisers’ websites, social media, press and catalogues for up to 5 years after closure. I may withdraw consent at privacy@aipi.it. Refusal does not affect participation. This choice does not alter the project licence in Article 6.2.

Loan of a physical work / Annex B

For an agreed physical exhibition, the form requires author, title, description and inventory; condition and photographs; venue, purpose and period; transport, costs and packaging; custody, liability, value and insurance; return arrangements; date and signatures of owner and recipient. Agree the terms before delivery. No physical object is required to enter; ownership remains with the author and commercial manufacture requires a separate agreement.