General Guidelines & Information

WHO SHOULD ENTER

Entry is open to all individuals, brands, companies, agencies, suppliers, and venues running, servicing, and housing conferences and events across the Asia-Pacific region.

During this unprecedented time where the event marketing industry is heavily impacted, navigating the new norm where there is a shift from a physical to a virtual event has become top-of-mind.

Campaign categories will be open to all types of events – live, virtual, and hybrid events – a combination of face-to-face and virtual events.

ELIGIBILITY PERIOD

All entries should relate to achievements ONLY during the period: 1 January 2022 to 30 January 2023. Written entries that do not focus on the eligibility period but include achievements outside the review period will be disqualified.

Campaign Asia-Pacific reserves the right to reject work it feels does not comply with the spirit of the awards.

DATES AND DEADLINES

Early Bird Entry Deadline: Wednesday, 30 November 2022
Standard Entry Deadline: Tuesday, 10 January 2023
Final Entry Deadline: Monday, 30 January 2023

*All cut-off times for respective deadlines are at 6pm HK time (UTC/GMT+8:00).

ENTRY FEE

Early Bird Entry Fee: HKD3,150
Standard Entry Fee: HKD3,600
Final Entry Fee: HKD4,110

*All fees will be based on the cut-off times for the respective deadlines at 6 pm Hong Kong time (UTC/GMT +8:00).

Upon submission of the online entry form, entry fees are chargeable and you will be liable to pay for the entries. In the event of disqualification, entry withdrawal, duplicate submissions, or non-endorsement by management, the fee paid will be non-refundable.

The payment deadline due for bank transfer is the next day by noon time (12 pm Hong Kong Time) of the respective entry deadlines. Bank proof is required to be submitted to the Finance team on respective deadlines.

Once entry is shown as ‘COMPLETED’ on the Event Marketing Awards entry system, this denotes that the entry has been accepted and processed. Entry fee is non-refundable.

• PAYMENT METHOD
  Entry fees are payable in Hong Kong Dollars (HKD). Upon completion and submission of your entries on the submission system, you are liable to pay the entry fee. As for the payment method, you can choose between online and offline methods.

  Credit Card/ Alipay

  For this option, you will be redirected to our secure payment gateway STRIPE, and we accept the following credit card types: VISA/ MASTER, and AMEX. For payment via ALIPAY, once selected you will be redirected to the payment page. If you wish to arrange the above payment offline, we can provide you with a direct payment link. Please contact the Organiser. A 3.5% bank surcharge is applicable for this payment option.

  If you are having trouble with the credit card online system or via ALIPAY, please do not attempt to pay again and contact the Organiser immediately at EMA@haymarket.asia.

  Bank Transfer

  To choose this option, you must complete your entry submission by confirming to the “Payment Order” page and selecting “Bank Transfer” as your chosen method of payment. Bank details will be available on that page.

  Direct Online banking: you can transfer funds via your own personal online banking system or arrange the transaction at the bank.

  Transaction Confirmation: once you have completed the transfer, please provide the confirmed transaction proof, clearly stating the entry and order ID numbers and invoice number, for such payment is to be emailed to Finance_Events@haymarket.asia cc: EMA@haymarket.asia.

  The payment deadline due for bank transfer is the next day by noon time (12 pm Hong Kong Time) of the respective entry deadlines.

  If you choose the bank transfer option, you will be responsible for any bank fees related to this transaction. Please indicate this to the bank clearly when making the transfer.

  The system will generate an invoice upon submission, and if you would like to request an official invoice, please provide your ENTRY ID and/or PAYMENT ORDER ID to Finance_Events@haymarket.asia and copy them to the Awards team at EMA@haymarket.asia.

  Entries unpaid by the respective deadline (Early Bird Deadline by 30 November 2022, Standard Deadline by 10 January 2023, and Final Entry Deadline by 30 January 2023) may be disqualified.

Terms & Conditions

Please ensure that each entry complies with the following rules. Failure to follow the rules may result in your entry being disqualified at an early stage in the judging process.

• AWARD TYPE: We will be awarding Gold, Silver, and Bronze for the campaign categories. For People/Team, Agency/Supplier, and Grand Prix, we will be awarding one GOLD WINNER only. It will be subjected to the judges’ unanimous decision on what type of awards to be given in the respective categories. This may also result in awards given in the same type or no award.

  In cases where there are three or fewer entries in the category, the judges will unanimously decide whether there should be a shortlist and/or whether an entry is awarded any type of award in the final round of judging.

• CANCELLATIONS AND REFUNDS: If an Entrant wishes to withdraw an entry, the Entrant must notify the Organiser by email to EMA@haymarket.asia. Any refund, if approved, will require a processing fee of HKD1,000 and will be automatically deducted from its entry fee before any refund is processed.
• COMPLAINTS PROCEDURE: If there is a complaint about any award-winning or shortlisted entry, the Organiser may at our absolute discretion, choose to investigate the complaint. If we choose to investigate a complaint, the Entrant must cooperate fully with us in relation to that investigation, including by providing us with any information requested. If we uphold a complaint and find that the winning or shortlisting of any entry was unfair or incorrect, we may withdraw or disqualify the relevant entry or award, as applicable.
• CONFIDENTIALITY: Your entry and any supporting documentation will not be considered confidential information unless clearly identified as ‘Confidential.’ If there is certain information in the written entry paper or supporting documents that must be kept confidential, please indicate this clearly by highlighting the specific parts in yellow and mark the check box on the online form. Please do not simply mark the entire entry “confidential”.
  • Notwithstanding the foregoing, Confidential Information does not include information that is public-facing or generally known to the public at the time of disclosure or becomes generally known through no wrongful act on the part of the Haymarket.
  • The Organiser reserves the right to publish details of the entries in any related publications and materials.
  • The Entrant understands and agrees that Haymarket may be required to disclose Confidential Information included in the entry to comply with applicable laws or governmental regulations or a valid order issued by a court or government agency of competent jurisdiction.
• CREDITS: All details under the credits section must be accurate and consistent across the online entry form and written submission. These credits will be used for awards presentations, trophies, and all awards-related material. Once submitted, these cannot be changed.
• DEADLINES: The Entrants must submit their entries according to the respective entry deadlines, including completion of payment, to allow sufficient time to process and resolve any issues before the entries are pushed forward for preliminary judging. Any delay might result in disqualification.
• DISPUTES: The Organiser reserves the right to withdraw any entry that breaches the regulations in the event of a complaint against any winning or shortlisted entry, the Organiser will conduct a full investigation into each case and will request detailed documentation from all parties concerned, including the complainant, the entrants, and the client.

  The Entrant will be solely responsible for clarifying the case including confirmation of approval from the brand’s representative. The Organiser will have no hesitation in withdrawing an award in cases where the complaint is upheld.

• DUPLICATE ENTRY: Duplicate entries cannot be withdrawn or cancelled, and the Entrant will be liable for the entry fee. The paid fee is non-refundable. Any entry fees due but unpaid at the time of withdrawal are immediately due and payable.

  The Entrant may request to replace the duplicate entry with a new category or move the duplicate entry to a new category with the Organiser’s approval provided that the entry fee paid will not be refunded in respect of any fee difference between the entry fee payable for the original category or the new category. The Entrant is required to pay any additional amount in respect of any fee difference between the entry fee payable for the original category and the new category.

• ELIGIBILITY: To be eligible, all entries must comply with the Terms and Conditions, including requirements set forth in the Entry Kit and Entry Requirements.
  • All entries must relate to achievements ONLY during the eligibility period. Written entries that do not focus on the eligibility period but include achievements outside the review period will be disqualified.
  • Entries must be truthful, and factual where applicable.
  • Entries must be original and owned, and no additional. Permissions or approvals from a third party should be required for use of the entry materials as stated herein and on the Awards Entry Page.
  • We reserve the right to reject any entry/ies and/or rescind any Award that fails to comply with stated requirements, The Entrant remains responsible for any entry fees. No refunds will be issued as a result of rescission.
• ENDORSEMENT: All campaign entries must be endorsed by the most senior brand representative of the campaign, authorising the entry and data to be true and accurate.

  Agency/Supplier Categories: The endorser must be a senior management member which will be the CEO/MD/Head of the office.

  People/Team Categories: The nominee cannot endorse their own submission. In cases the nominee is the most senior management member/brand’s representative, then this will require the second most senior to endorse.

• ENTRY CHANGES: AOnce an entry is submitted on the entry platform, all credits or any details related to the written submission, summary, supporting material, images, or video cannot be changed. Any change request will be subjected to review and prior approval by the Organiser. Should any changes be approved, a fee of HKD1,000 will be charged.
• ENTRY SUBMISSION:For each entry, you must provide separate documentation, supporting materials, and an entry fee. There is no limit on the number of entry submissions, and you can enter multiple categories with the same entry. However, you should tailor your entry relevant to that specific category even when the criteria appear to be the same to avoid being penalised during judging.

  The written submission must address and answer the criteria for the chosen category as stated on the entry template. Judges may, at their discretion, reassign, provide a low score, or disqualify the affected entry if it does not answer the category or replicates the same across multiple categories.

  For multi agencies entering the same category, all agencies and clients must agree on a joint entry. Any duplication or disputes might result in disqualification. The Entrant agency is solely responsible for providing clarification.

• ENTRY FEE: Once the entry has been submitted via the entry platform, entry fees are chargeable, and you will be liable to pay for the entries, even if you have not proceeded to the payment page or in the event of disqualification, entry withdrawal, duplicate submissions, or non-endorsement by management. Entries submitted are non-returnable.

  Entries unpaid by the respective deadline (Early Bird Deadline by 30 November 2022, Standard Deadline by 10 January 2023, and Final Entry Deadline by 30 January 2023) may be disqualified.

  Haymarket Media Ltd will retain the right to claim for unpaid entry fees and reserves the right to disqualify any unpaid entries and seek legal actions to claim for any unpaid entry fees.

• EXECUTIVE SUMMARY: Please do not provide any sensitive or confidential information in your Executive Summary, which will be published should your entry win and shall be visible to the judges during the judging stage.

  The summary should strictly be about your entry. DO NOT provide irrelevant information or company credentials for promoting or marketing purposes. Should any changes be required, a fee of HKD1,000 will be applied and subject to the Organiser’s approval.

• FORMAT: Formats and file sizes of the entry submission paper, images, and supporting materials must be strictly adhered to. The Entrant is responsible for ensuring all formats are to be followed strictly as per the guidelines. Failing to do so might result in the entry being scored low by the judges and may result in disqualification.
• JOINT COLLABORATION: Where multiple agencies/suppliers have worked on the same campaign/event, it must be agreed in advance between all parties involved as to who will make the entry. All parties who have contributed to the same campaign/event should be credited. All credits will be used to publish and appear on the winning trophy.

  In the event that the same entry is submitted by two different entrant companies, or multiple agencies and brand companies have entered the same work, the submission may be treated as a joint entry at the Organiser’s discretion. Any duplicated entry, the entry fee will be forfeited.

• JUDGING: Entry Kit/ Entry Templates may provide judging criteria for the Awards. The judges determine if an entry is worthy of being shortlisted or winning an award. All consideration of Entries is based solely on the merits of the information provided in your entry.
  • The judges’ decisions are final and neither the Organiser nor the judging panel will enter any correspondence about them.
  • The judges have the right to re-distribute the entries into other relevant categories or not award the category if they feel the entries are not suitable in the category entered. Category changes will be made solely at the discretion of the judges and their decision is final.
  • We reserve the right to make or not to make any particular award in any given category.
  

• LANGUAGE: Entry submission includes but is not limited to the online entry form, written submission paper must be in English only. Any supporting material or any video submission that is not in English should be accompanied by a translation to avoid being penalised during judging.
• LIABILITY: The Entrant agrees to indemnify and hold harmless Haymarket from any and all claims, liabilities, losses, costs, and expenses (including reasonable attorneys’ fees) and damages arising out of or resulting from the Entrant’s breach of any representation or warranty contained in the Terms and Conditions.
  • You shall not exclude or limit your liability under these Terms and Conditions, including for loss of goodwill and reputation.
  • We shall not (whether in contract, tort, negligence, statutory duty, or otherwise) be liable to you under these Terms and Conditions for consequential, indirect, or special damages (including indirect loss of profit and indirect loss of revenue).
  • Subject to the clauses above, our maximum aggregate liability to you under these Terms and Conditions (whether arising in contract, tort, negligence, statutory duty, or otherwise) shall not exceed the entry fees you paid to us for the related Award submission.
  

• LICENSE: By submitting the entry, the Entrant hereby grants to Haymarket, a worldwide, perpetual, royalty-free, non-exclusive, right, and revocable license, to use, reproduce, publish, distribute, display, modify (for formatting purposes), non-confidential portions of the Entry (such as campaign images or videos) in any media in connection with the Awards for educational, promotional, and publicity purposes (“License”).

  Each Entrant represents and warrants that it owns or has secured the necessary permissions or approvals from a third party(ies) to provide the License for Haymarket use as described hereinabove.
  

• MODIFICATION REQUEST: Any changes after the submission of the entry will be subject to review and prior approval by the Organiser. Should any changes be approved, a fee of HKD1,000 will be charged for each change. Not all requests will be accommodated.
• PAYMENT: All payments for submissions must be made at the point of submission confirmation. Once you confirmed to SUBMIT ENTRY, your entry will be processed and from this point forward, the Entrants are liable for all entry fees including any duplication of entry.
• PUBLISH: The Organiser reserves the right to publish all entries wholly or in part, as case studies or for publicity purposes. The Entrants are responsible for highlighting any confidential or sensitive information. Please refer to the Confidentiality Section for further guidance.
• QUERIES: Judges reserve the right to raise queries regarding the information provided on the written submission and supporting material and will penalise any entry should there be evidence of inaccurate and misleading claims, which could lead to the entry being disqualified.
• RULES: The Organiser reserves the right to withdraw any entry which breaches any of the Awards Organiser’s rules. In the event of a complaint against any winning or shortlisted entry, the Organiser will investigate each case and will request detailed documentation from all parties concerned, including the complainant, the Entrants, and the client. If the complaint is upheld, entries and, if applicable, awards will be withdrawn accordingly.
• TEMPLATE: All written entry submission papers should be submitted using the entry template provided. You may remove the EMA logo and format or design your own entry but must include all required information, based on all sections. You must indicate clearly as per each section titles of which judges will score your entry based on such.
• TROPHY CREDITS: Trophy credits will be based on information provided on the online entry form under the “Credits Section”. Any request for trophy credits changes before the event is completed is not allowed. The request will be evaluated by the Organiser and if approved, a fee will be applied.

Entries unpaid by respective deadlines may be disqualified and Haymarket Media Ltd will retain the right to claim for unpaid entry fees.