Governance & General Rules

The information below relates to the 2016 Awards. Information for 2017 will be updated on 19 April 2017.

Download Governance and General Rules as a PDF here.

Governance

  1. Australian Event Awards Pty Ltd, ABN 85 154 434 358 (Australian Event Awards), is the owner of the Australian Event Awards (The Event Awards) – the pinnacle awards program for the Australian Events Industry.
  2. The Managing Director of the Australian Event Awards Pty Ltd appoints and maintains the appointment of at least two Co-Chairs of the Independent Industry Judging Panel.
  3. The Managing Director of Australian Event Awards appoints and maintains the appointment of a Management Company to provide project management services for The Event Awards. The role of the Management Company is to manage all matters in relation to entrants, entries, payments and administration of The Event Awards on behalf of Australian Event Awards.
  4. The current Management Company is The Epic Team Pty Limited. All enquiries in regards to entry related matters should be directed to The Epic Team at [email protected], or in writing addressed to The Epic Team, Suite 1A1, 410 Elizabeth St, Surry Hills, NSW 2010.
  5. No member, director or employee of Australian Event Awards Pty Ltd or the Management Company may be a Co-Chair or member of the Independent Industry Judging Panel.

 

Entry Rules

  1. In order to be eligible for an Australian Event Award, an entrant must:
    1. prior to the Close Of Entries put their entry forward using the online portal made available by Australian Event Awards on its website and be entered in one of the categories
    2. meet all of the Eligibility Requirements set down for the Category of the entry
    3. prior to the Close of Payments pay any entry fees associated with the Category of the entry
  2. Each person submitting an entry into The Event Awards (the Entrant) is required to agree to the following terms and conditions:
    1. The Entrant has read and understood the General Rules of The Event Awards and the Judging Process and agrees to be bound by those rules
    2. Entries will be put forward to the Independent Industry Judging Panel (IIJP) only if they are put forward prior to the Close Of Entries using the online portal made available by Australian Event Awards on its website and be entered in one of the categories. Late Entries may not be accepted
    3. Entries will be put forward to the IIJP only if payment of the entry fee is completed by the Close of Payments. Late payment(s) may not be accepted
    4. Entries will be put forward to the IIJP only if they meet the Eligibility Requirements set down for the Category of the entry
    5. Where an Entrant is an organisation, the person completing the entry must be an authorised representative of the organisation
    6. All information submitted as part of an Entry must be true, complete and correct as at the Close of Entries
    7. Each category has individual Eligibility Requirements as well as Judging Criteria. Entrants are strongly urged to thoroughly familiarise themselves with these requirements and criteria before commencing their submission
    8. Australian Event Awards reserves the right to reject an entry without giving reasons or to terminate an entry at any time by refunding any payments made
    9. All credit card payments are made via eWay's online internet payment gateway to Australian Event Awards. For payments made by credit card, Australian Event Awards will appear on your statement
    10. Once paid, entries are not refundable and are not transferable to any other person or organisation. Entrants found to be transferring an entry will be excluded from Judging with no refund
    11. Entry fees do not include insurance of any kind
    12. By uploading material (including images, photographs and/or video) to the Entry Portal or providing it as supporting information, you grant Australian Event Awards an irrevocable, permanent right to use this material in any way to promote the entry, The Event Awards or other events industry activities, including providing this material to third parties
    13. By uploading material (including images, photographs and/or video) to the Entry Portal or providing it as supporting information, you warrant that you either own the material or have acquired sufficient rights to grant the rights detailed in point l above and you agree to indemnify the Management Company and Australian Event Awards against any loss or damages caused by your breach of this warranty
    14. Entries are treated with the strictest confidence. No written content from an entry will be released unless the entry becomes a State Winner or National Finalist
    15. Media releases will be distributed to all media. Media may request interviews and photographs of National Finalists or State Winners and their business or products
    16. The decision made by the IIJP is final and no correspondence will be entered into
  3. The Management Company, using the criteria set down by the Co-Chairs of the IIJP will determine the questions posed to entrants on the on-line entry form for each category. In doing so, the Management Company will give consideration to the judging criteria and weighting of each criterion; to ensure that the IIJP have sufficient information on which to base their judgement.
  4. Where appropriate, the Management Company may set limits on the answers that may be applied to each question such as word counts, maximum time allowed for video submissions or upload file sizes.
  5. Where a limit has been set under clause 4 of the Entry Rules, and an entrant exceeds this limit, the following will apply:
    1. In the case of a word count limit, each word in excess of this limit will be truncated when the entry is made available to the IIJP.
    2. In the case of maximum time allowed for video submissions the members of the IIJP will be instructed that they may, if desired, only watch the portion of the video from the beginning that relates to the time limit.
    3. In the case of upload file sizes, files exceeding the limit may not upload successfully.
  6. For each category, the Close of Entries and Close of Payments will be at 23:59 AEST on the day advertised on the Australian Event Awards website as the day when entries close.
  7. The Management Company may, at its discretion, change the Close of Entries or the Close of Payments for all entrants by advising entrants of the new date and time for the Close of Entries or the Close of Payments.
  8. The Management Company may, at its sole discretion:
    1. delay the Close of Entries for a specific entry by up to 48 hours provided that: the entry fee in respect of the entry has been received prior to the close of entries as defined in either of clauses 6 or 7 (whichever applies); the request to delay the Close of Entries is received prior to the close of entries; and there is evidence that there has been a substantial amount of work completed on the entry prior to the close of entries, by advising that entrant in writing.
    2. delay the Close of Payments for a specific entry by up to 5 days provided that the entry is complete at the Close of Entries, by advising that entrant in writing.
  9. The co-chairs of the Independent Industry Judging Panel may permit members of the judging panel to put forward entries in a particular category after the Close of Entries by noting such categories in the Judging Process document prior to the Opening of Entries.
  10. Members, Directors and Employees of Australian Event Awards or the Management Company are not permitted to submit entries.
  11. For the avoidance of doubt, the following are allowed:
    1. Entries of a single event or achievement under multiple categories (entry fees apply for each Category entered)
    2. Entries put forward by sponsors or partners of The Event Awards (but note that as the judging process is entirely separate from the commercial arrangements for the Awards, there is no advantage for sponsors or partners in the judging process)
    3. Entries put forward by members of the IIJP, provided that the conflict of interest is declared and the processes for managing conflicts contained in the Judging Process are observed
    4. Nomination of people for the Lifetime Achievement by members of IIJP

Judging Rules

  1. The Managing Director of Australian Event Awards appoints at least two Co-Chairs of the Independent Industry Judging Panel.
  2. The Managing Director of Australian Event Awards may, at any time, cease the appointment of a Co-Chair of the IIJP.
  3. If the number of Co-Chairs of the IIJP falls below two at any time, the Managing Director of Australian Event Awards must as soon as practical, appoint sufficient Co-Chairs to ensure that there are at least two Co-Chairs of the IIJP.
  4. The Role of the Co-Chairs of the IIJP is to:
    1. Determine the Categories, Eligibility Requirements and Judging Criteria of The Event Awards before the  opening of entries each year
    2. Determine the judging process to be applied to The Event Awards before the opening of entries each year
    3. Address any questions regarding eligibility from entrants during the entry submission process
    4. Appoint all other members of the Independent Industry Judging Panel
    5. Inform and brief all judges on the judging process, criteria and expected outcomes
    6. Rule on any real or perceived conflicts of interest in the judging panel
    7. Lead the final judging day
    8. Ensure the integrity and industry relevance of the Judging Process
    9. Provide input and advice on the direction of The Event Awards generally
  5. The Role of the members of the IIJP is to consider entries and confer all awards in accordance with the published Judging Process.
  6. Prior to the commencement of judging, each member of the IIJP is required to agree to the following terms and conditions of judging:
    1. I do not in part or in full own The Event Awards and I am not a member, director, employee of either Australian Event Awards or the Management Company
    2. Aside from my role in judging my assigned entries under this agreement, I have no responsibility for the organisation, administration or procedural handling of The Event Awards.
    3. I have volunteered my time and expertise to judge an agreed number of entries in The Event Awards and that when that task is completed, my role will be at an end
    4. My role as a judge in The Event Awards will be made public by Australian Event Awards
    5. My role as a judge of any particular category or entry will be kept entirely confidential by Australian Event Awards
    6. In performing my duties as a judge, I agree to represent Australian Event Awards at all times with the utmost fairness and professionalism
    7. I agree to immediately notify the Management Company of any real or perceived conflict of interest in any entry that I may be asked to judge and to follow the instructions set down in the Judging Process in respect of this conflict
    8. I agree to use the judges' portal to read and score the entries assigned to me
    9. I agree to use the judges' portal to provide anonymous, constructive feedback to the entrants of each entry I score so that they may learn from the experience of entering The Event Awards and improve their entries in future years
    10. I agree to complete all of the above within the defined time frames
    11. I agree to recognise the confidential nature of any information that may be disclosed to me in my role as a judge of The Event Awards. Such confidential information includes but is not limited to information on events, businesses, products and services contained in Australian Event Award entries; the nature or number of entries or identities of entrants that I am assigned to judge; the identity of entrants, particularly those that are not successful as National Finalists or State Winners which must be kept confidential at all times; the identity of Finalists and Winners which must be kept confidential until such time as their identity is released publicly by Australian Event Awards; my scores, opinion or feedback on the quality or professionalism of any particular entry or entries
    12. I agree to respect the confidence invested in me and to maintain the secrecy of all confidential information including that listed above and except where indicated, to continue to maintain such secrecy forever
    13. I agree not to use any information that may be disclosed to me in my role as a judge of The Event Awards for personal gain or business advantage
  7. Members of the IIJP must consider entries in accordance with the published Judging Process.
  8. At any time during the judging process, a member of the IIJP may refer to the Co-Chairs of the IIJP any entry that the judge considers:
    1. may be inappropriate to enter its Category because it does not meet the published Eligibility Requirements; or
    2. is not assessable in its Category for another reason nominated by the member.
  9. Upon referral of any entry above, the Co-Chairs may:
    1. Offer the Entrant the opportunity to have the entry considered under a different Category nominated by either the Entrant or the Co-Chairs; or
    2. Rule that the Entry is not able to be assessed in any Category.
  10. In the instance that a judge encounters an issue that does is not addressed in either these rules or in the published Judging Process then the judge must refer the issue to the Co-Chairs of the IIJP who must clarify the issue and, if they deem appropriate introduce a rule or process to resolve the issue.

Changes to the Rules

  1. Where a rule or process is created by the co-chairs of the IIJP under clause 10 of the Judging Rules, the rule or process will be immediately adopted for the purpose of assessment of all entries in The Event Awards. In this instance all entrants and members of the IIJP will be informed of the rule or process and the Australian Event Awards website will be updated accordingly.
  2. These rules may be changed by The Managing Director of Australian Event Awards provided that:
    1. The changes are made and applied after the judging process is complete for a particular year of the Awards and before the Opening of Entries for the next year; and
    2. The changes receive the unanimous agreement of the Co-Chairs of the Independent Industry Judging Panel.

Appeals

  1. The Event Awards does not have an appeals process. All decisions by the IIJP are final but the IIJP welcomes feedback and encourages constructive criticism aimed at improving The Event Awards.