General Guidelines and Information

PAYMENT OPTIONS

There are two options you can select from via online or offline method.

ONLINE: Credit Card / UNION PAY

• For this option, you will be redirected STRIPE, our secure payment gateway, and we accept the following credit card types: VISA/ MASTER and AMEX. To pay via Union Pay please select this and you will be redirected to the payment page.
• If you wish to pay with credit card offline, we can provide a direct payment link. Please contact the Organiser.
• For this payment option, a 3.5% bank surcharge is applicable.
• If you are having trouble with the credit card online system or via Union Pay, please do not attempt to pay again and contact the Organiser immediately at BPTWasia@haymarket.asia.

OFFLINE: Bank Transfer:

• For bank transfer option, you will be responsible for any bank fees related to this transaction. Please indicate to the bank clearly when making the transfer.
• To choose this option, you must complete your entry submission by confirming to the “Payment Order” and selecting “Bank Transfer” as your payment method Bank details will be available once you reached this page.
• Direct online banking: you can transfer through your personal online banking system or arrange the transaction at the bank.
• Transaction confirmation: after the transfer has been made, 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: Awards team at BPTWasia@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 deadline.

INVOICE & RECEIPT

• The system will generate an official invoice upon the completed entry submission including the payment order.
• You can download the official invoice via the Dashboard, Payment Overview, and Order Details pages from the online platform as well as the link provided in the entry submission notification email.
• For any further inquiries, please contact Finance_Events@haymarket.asia and copy BPTWasia@haymarket.asia.
• Any commercial invoice or tax form related to local tax which requires assistance to be filled in by the Organiser should be communicated ahead of the deadlines. Any additional or tax-related cost is to be borne by the entrants. We do not accept payment extensions due to such delay.

TERMS AND CONDITIONS

AWARD TYPE:

We will be awarding one GOLD WINNER only across all categories. It will be subjected to the judges’ unanimous decision on the award to be given in the respective categories. This may also result in no award being awarded within the respective category. In cases where there are three or fewer entries in the category, judges will unanimously decide whether there should be a shortlist and/or whether an entry is awarded 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 BPTWAsia@haymarket.asia. Any refund if approved will require you to pay a processing fee of HKD1000 and will be automatically deducted from its entry fee before any refund is to be 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 marking the check box on the online form. Please do not simply mark the entire Entry “confidential” as judges might deduct marks from the scores.

• 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 Haymarket.
• The Organiser reserves the right to publish details of the entries in any related publications and materials.
• 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.

CREDITED MARKET:

Entry must be submitted based on a single office that is from a single market and not as a sub-region/regional entry. In-House Communications Team can be entered as a local or regional team, but all work, initiatives, and achievements must be focused on the single office only.

DEADLINES:

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 entry disqualification.

DISPUTES:

The Organiser reserves the right to withdraw any entry that breaches 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/or the client. The entrant will be solely responsible to clarify the case and if any initiatives/work involved the agency’s client, then confirmation on approval from the brand’s representative is also required. The Organiser will have no hesitation in withdrawing an award in cases where the complaint is upheld.

DUPLICATE ENTRY:

Duplicate entry cannot be withdrawn or cancelled, and the entrant will be liable for the entry fee and 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 to 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, Entrant remains responsible for any Entry fees. No refunds will be issued as a result of rescission.

ENDORSEMENT:

All entries must be endorsed by the most senior representative of the agency/brand’s company and for the agency entry, this will be the Head of the office/ CEO/ MD who is eligible and authorized to endorse the entry and data to be true and accurate.

ENTRY CHANGES:

Once 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 particularly during the judging period. 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 penalized during judging. The written submission must address and answer the criteria for the chosen category as per 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 to the category or replicate the same across multiple categories. Any duplication or disputes might result in disqualification. The entrant and their company are solely responsible to provide 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 deadlines (Early Bird Deadline by 2 June, Entry Deadline by 20 June, and Final Entry Deadline by 6 July 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 and why you should win during the eligibility period. 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 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 to ensure all formats are to be followed strictly as per guidelines. Failing to do so might result in entry being scored low by judges and may result in disqualification.

JUDGING:

Entry Kit/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:

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 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 submission of 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, 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. Entrants are responsible to highlight 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 complaints are upheld, entries and, if applicable, awards will be withdrawn accordingly.

TEMPLATE:

All written submission papers must use the relevant entry template as provided. You may at your discretion format the written submission but must strictly adhere to keeping the credit section table and criteria headers as judges will evaluate as per the criteria set on the template.

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.