1.Introduction
These Terms and Conditions govern participation in the Mining Community Voices at MI27 call for video submissions. The competition is organised in partnership with Mining Indaba (Hyve Group Holdings Limited) and is administered by Ad Maiora, which will facilitate travel and logistical arrangements for selected participants. By submitting an entry, you agree to these terms in full.
2.Eligibility
- Submissions are open to individuals aged 18 years or older at the time of submission.
- Participants must be resident in Africa and have a demonstrated connection to mining-affected communities. Sponsored travel covers flights originating within Africa only; entrants based outside the continent are not eligible for sponsored travel.
- Eligible participants may include community leaders, Indigenous representatives, youth and women's representatives, civil society actors and activists, and artisanal and small-scale miners, drawn from or working directly with mining-affected communities.
3.Submission Requirements
- Each participant may submit only one entry.
- A valid submission consists of:
- A completed online submission form, including personal and community details;
- A short video of 2–3 minutes, uploaded via WeTransfer to the address provided on the submission form, or shared as a video link (for example YouTube or Google Drive) in the form; and
- (If applicable) a signed endorsement letter from a community group or organisation, confirming your role and support for your application. A template is available on request and on the competition website.
- Submissions are accepted in English or French.
4.Video Content & Ownership
Videos should respond to the MI27 theme, "Stronger Together: Partnerships in Practice," by telling us, from where you stand, the one issue you most want the people at Mining Indaba to be talking about — why it matters where you live, and what you would want them to understand. Grounding the issue in your own experience and community is encouraged.
The video must be original, created and owned by the individual submitting it. The submitter must:
- Hold full rights to the video and all included content (music, images, footage); and
- Obtain the consent of any individuals appearing in the video.
- Do not film anyone who has not agreed to appear. Take particular care with children: do not include any identifiable minor without the clear consent of their parent or guardian.
By submitting, you grant Ad Maiora and Mining Indaba a non-exclusive, royalty-free, worldwide licence to:
- Use, reproduce, adapt, and distribute the video, in full or excerpted;
- Edit the video for clarity, length, formatting, or contextualisation; and
- Feature the video as part of Mining Indaba 2027 and associated campaigns.
You retain ownership of the content but acknowledge and consent to its public use in event-related materials.
5.Technical Notes & How Entries Are Judged
Entries are judged on the substance and delivery of what you say — not on production quality. A video filmed on a phone is entirely acceptable and welcome.
- Record in the highest resolution your phone offers, and make sure your voice can be heard clearly — film in a quiet setting, away from wind and background noise.
- Record in landscape (horizontal) where possible, and hold the camera steady.
- Common phone video formats (such as MP4 or MOV) are all accepted. There is no minimum production standard — what matters is that the video plays and your voice is clear — but please film at the best resolution your device allows.
- Entries will only be excluded on technical grounds if the video cannot be played or the audio is inaudible.
6.Selection and Support
All eligible videos may be featured during or around Mining Indaba 2027 in digital and/or on-site installations.
A jury composed of civil society leaders and previous Community Voices participants will select up to ten (10) outstanding submissions for:
- A free delegate pass to MI27;
- Economy-class return flights to Cape Town;
- Accommodation arranged and paid directly by Ad Maiora;
- A daily per diem to cover meals and local expenses; and
- Participation in workshop sessions and the dedicated ASM day.
All sponsored winners take part in the workshop sessions and the dedicated ASM day. In addition, a number of winners are invited onto panels or speaker slots within the MI27 programme; these are limited and confirmed as the programme is finalised.
Additional applicants may be offered free delegate passes but will be responsible for securing and funding their own travel and lodging. The competition closes for submissions on 31 August 2026. All applicants will be told whether or not they have been selected by mid-September 2026. Ad Maiora will notify selected individuals privately and coordinate the necessary arrangements.
7.Travel and Attendance
- Selected participants must hold a valid passport as a precondition of sponsored travel; South African nationals may instead use a valid national identity document. We encountered passport-readiness issues in previous years, so please confirm your travel documents are valid well ahead of the event.
- All travel will be arranged and paid for by Ad Maiora or its designated travel partner.
- Participants will receive a daily per diem to cover meals and incidentals.
- Accommodation will be arranged and paid for directly by Ad Maiora; participants are not expected to pay for hotel bookings themselves.
- No reimbursements will be made for costs incurred without Ad Maiora's prior written approval.
- We will support the visa process with invitation and support letters, but obtaining the visa itself remains the participant's responsibility, as is compliance with all customs, health and entry requirements.
- Sponsored places are personal to the winner and cannot be transferred to anyone else. If a winner is unable to attend, their place is forfeited; Ad Maiora may, at its sole discretion, offer an unfilled place to a runner-up from the jury's selection.
8.Use of Personal Data
- Data submitted will be used for evaluation, communication, and event coordination only.
- Personal data will be handled in accordance with the Kenya Data Protection Act, 2019.
- Submissions and personal data are retained only as long as needed to run the competition and are deleted within six months of the conference, unless you have agreed to your video being used in future Community Voices materials.
- Ad Maiora will manage data securely and will not share personal information beyond those involved in the selection or logistics process.
9.Disqualification
Ad Maiora reserves the right to disqualify any submission that:
- Violates these Terms and Conditions;
- Is found to be plagiarised or not original;
- Contains offensive, defamatory, or unlawful content; or
- Misrepresents identity, affiliation, or eligibility.
10.Modifications
Ad Maiora reserves the right to cancel, amend, or adjust the programme, timeline, or selection criteria at any time. Participants will be notified of material changes through the email address provided.
11.Governing Law
These Terms and Conditions shall be governed by and interpreted in accordance with the laws of Kenya.
These Terms are published in English and French. In the event of any inconsistency between the two versions, the English version prevails.
12.Liability and Participant Responsibilities
- Selected participants are responsible for securing and maintaining valid passports, visas, and any other required travel documents.
- Participants must obtain and maintain their own travel and health insurance for the full duration of their trip.
- Ad Maiora is not liable for:
- Injuries, illness, loss, damages, delays, or travel interruptions; or
- Additional costs or personal expenses during travel or event attendance.
- By submitting and participating, you release and hold harmless Ad Maiora, Mining Indaba, and their partners from any liability related to your participation, travel, or event presence.
- Participants are expected to act in a respectful, responsible, and lawful manner. Ad Maiora reserves the right to revoke participation in cases of misconduct.