Terms and Conditions

Conditions of entry

The entrant agrees that the Comms Council will not accept responsibility for errors or omissions reproduced in award publicity material, or for work lost or damaged.

The entrant grants the Comms Council permission to show the entries at the Beacon Awards show and at other times deemed appropriate after the Beacon Awards show. It is a condition of entry that the Comms Council reserve the right and shall be permitted at all times to use at their discretion any material submitted for the Beacon Awards on the Comms Council website, in promotional and educational books, videos, articles and such other means as they deem appropriate for case study purposes.

The entrant has to have been responsible for the development of the media strategy.

 

How to enter

Entry forms and associated documentation are available from www.commscouncil.nz (under Awards, then Beacon Awards). Please ensure you use the correct entry form for the category being entered.

Click on the link to the online registration and submit the following details:  Agency Name, the category entered, postal address, entrant contact details (the individual responsible for that entry), title of the campaign, product or service, first media appearance date and advertiser details.  Please note that a new log in must be created each year.

When you have completed your online registration an entry number is automatically generated.  This will be emailed to you together with details of your entry/ies.

  • You must include the entry number in the header of each page of your entry
  • Each individual entry must have a unique entry number.
  • The same entry may be submitted in more than one category (under the rules), but please note that each individual entry must have its own entry form, entry number and copy of supporting materials.

Your username and password allows you to update or change the details captured on the online registration form if need be.

The entire entry must be completed on the Comms Council official entry form. Please ensure you use the correct entry form - entry forms are specific to the category you are entering. The media schedule and a maximum of 2 x A4 pages of campaign images must be included at the end of the entry and uploaded as one document online. PowerPoint, additional information, binding of entry etc. will not be accepted.

The maximum word limit is 1,200 words for each category except for Category R (Best Communications Strategy) and Category V (Sustained Success) which each have a maximum word limit of 1,500. ANY ENTRY WHICH HAS EXCEEDED THE WORD LIMIT BY MORE THAN 25 WORDS WILL BE RETURNED UNDER THE SCRUTINEERING RULES.

When you have finished writing your entry, upload your entry form online with all confidential information highlighted in RED, then print it out, copy it nine times and send the 10 hard copies by courier to The Conference Company together with your signed declaration form (one for each entry) and any supporting material. Please, DO NOT send entries to the Comms Council.

Please note: Before making 10 printed copies you must highlight any confidential information in RED (i.e. information that you do not want to be published). The 10 copies you submit are given to the judges so you must ensure that all pages are included in all copies and that each copy contains at the end, the media schedule and a maximum of 2 x A4 pages of campaign images.  Neither the Comms Council nor The Conference Company are responsible for making additional copies or checking that all the hard copy entries for judges are complete. 

Declaration forms

A declaration form will be automatically emailed to the contact email address supplied. Each declaration form is specific to the entry number, and must be signed and included with the hard copy entry forms. DO NOT physically attach declaration forms to your hardcopy entries!

The declaration form must accompany all entries (one signed copy per entry.) The declaration must be signed by the media agency principal (or equivalent) acknowledging that the entry is a true and accurate representation of the media campaign and giving permission for the Comms Council to use at their discretion any material submitted for the Comms Council Beacon Awards for the purpose of case study material in hard copy and online formats. The declaration form is automatically emailed on submission of the online registration.

Eligibility requirements

The Beacon Awards is an agency-blind competition. Therefore, agency names should not be cited in the entry form, support or campaign material or on any other materials that will be seen by the judges.

Please note, campaigns that do not adhere to the eligibility requirements may be disqualified and fees will not be refunded.

• Media campaigns launched within 15 months from 1st October 2017 to 31st December 2018 are eligible for entry. Campaigns may have been introduced earlier but must have run during this period and have data relevant to the qualifying time. The results provided must have also occurred during this qualifying time.

• In the event of a crossover from the previous year, where a 2018 campaign is still eligible in 2019, the case history must be rewritten, clearly demonstrating new elements of the campaign or new results.

• The awards are primarily for New Zealand originated campaigns, however, should an entry be based on a media strategy and media idea originating outside of New Zealand, this must be clearly stated so that this can be taken into account in the judging process.

• Sustained Success (Category V): Advertising campaigns that have been consistently in market in NZ for a minimum of three years from at least 1st January 2016 are eligible for entry.

Support material

The written entry should be considered the key part of your submission, however you must upload (as part of your entry) the following support material. Please ensure there are no agency/company names or logos on this support material:

1. Media Schedule (Compulsory)
Please provide a media schedule and include ALL media utilised in the campaign with % value of each. The media schedule is to be uploaded online as part of your entry.

2. Campaign images/examples of advertising
A maximum of 2 x A4 pages can be uploaded showing campaign images and the actual work carried out. Please ensure your entry number is included on the A4 pages.

Campaign material (finalists only)

Additional campaign material will be requested from finalists only. All finalists will receive an email from The Conference Company on Monday 1st April 2019 requesting campaign material be submitted by 4pm on Tuesday 9th April 2019.

ALL entries in Category V - Media Agency of the Year must submit any campaign material by 4pm on Tuesday 9th April 2019.

Finalists may be required to provide further material for presentation purposes and use at the Beacon Awards show or in the Winner's booklet.

All campaign material must be sent to The Conference Company NOT the Comms Council.

Campaign material requirements
The purpose of campaign material is to illustrate the campaign and not to be a sales tool that 'promotes' the award entry. This is to help judges fully appreciate how consumers experienced the campaign. Campaign material can be anything from static examples of advertising through to original video or audio content created. 
Campaign material is meant to support, not supplant or sell the written entry. As a result, the following will not be accepted as campaign material:
• Material that provides a campaign commentary, repackages or repeats insight, strategy or results from the written entry (for example, hype or award reels).
• Raw creative assets that don't represent what consumers actually experienced (for example, a radio script is not acceptable, but a recording of that script as broadcast on radio is).

Campaign material formats
Campaign material must be provided in digital format ONLY and must be limited to:

  • a maximum of 10 examples of campaign execution. This could include pdfs of print ads, TV ads, video content created, websites etc.
  • Entries with URLs please provide print screens on disc.

All campaign materials must have clearly defined file names, and should be included on one USB labelled with the entry number. Please note that materials not provided in digital format or according to the specifications listed, will not be considered.

Please follow these guidelines for submitting campaign material:

  • The following formats are acceptable: PDF, JPG, MP3 (radio entries), MP4 or MOV. Please ensure that all files are high resolution and PC-compatible.
  • All photos must be submitted in JPG format, minimum 300dpi
  • USB drives should have no agency branding.

 

 

Deadlines and fees 

Deadlines

Entries must be delivered to The Conference Company and received by 4.00 pm on Tuesday 26th February 2019.

  • Please note an extension of 48 hours is available for late entries, however, for those wanting to use this, there is a penalty fee.  The penalty fee is double the original entry fee + GST for each late entry. The penalty fee is to be paid in addition to the entry fee for each late entry
  • Prior approval for the 48hr extension must be obtained from The Conference Company (by emailing: beacon@theconferencecompany.com  or calling 09 360 1240) before 4.00 pm on Tuesday 26th February 2019.
  • A late entry must be received by The Conference Company by 4.00 pm on Thursday 28th February 2019 and must be accompanied by the late entry fee + GST.
  • Entries will not be accepted after 4.00 pm on Thursday 28th February 2019.

Entry Fees/Late Penalty Fees 
Comms Council members: $350 + GST per entry, per category
Late Penalty Fee: $700 + GST (being $350 entry + $350 late fee)

Non-members: $1700 + GST per entry, per category
Late Penalty Fee: $2800 + GST (being $1800 entry + $1000 late fee).

  • Payment or proof of payment must accompany each entry.
  • Entries will not be processed until all monies are received. Entry Fees are non-refundable.

The Scrutineering Process

In 2014, a scrutineering process was introduced to help eliminate disqualifications through basic errors. The scrutineering process was conducted by The Conference Company and carried out after all entry deadlines have passed. The Conference Company will review all entries to check ONLY the following:

• Correct entry form used - Entries not entered on the official Comms Council entry form, or if they are handwritten or incomplete in any way. Please note every category has a separate (different) entry form.  
• Word limit - The word limit will be STRICTLY ENFORCED. Any entry that exceeds 1,200 words will be returned. The only exception is to Categories Q & U where entries that exceed 1,500 will be returned. Agencies are required to insert the word count on the entry form. Please note you should only count those words in the white answer boxes of the entry form. DO NOT count the total words on the entry form. Table/graph captions should not be included in the word count provided they are less than 10 words, eg: "Figure 1. Market share for Shampoo category." 

• Agency blind - Any entry that cites agency names or logos in any entry form (or support/campaign material) will be returned. Please note this includes agency logos on media schedules.

• Creative material - No creative material/pictorial elements can be submitted in the body of the written entry. No more than two (2) A4 pages of campaign images can be provided as part of each entry's support material. Powerpoint will not be accepted. Graphs/charts are acceptable in the body of the entry (see Other points to note below).

Should The Conference Company find any entries that do not meet the entry requirements above, that entry will be returned marked as not complying with the entry requirements. The entrant has the option to make good their entry (as per the recommendations made by The Conference Company) and re-submit their entry upon payment of an additional fixed scrutineering payment of $250+ GST per entry that is re-submitted. A deadline will be given to each entrant by The Conference Company, by which time all outstanding issues must be resolved. There is no limit on the times the entry can be re-submitted, but the final version must be submitted within the deadline with all issues resolved otherwise it will risk being disqualified at judging.

Note that the scrutineering process looks only at the "hygiene factors" above. Complying with scrutineering requirements is not a guarantee that an entry will not be disqualified on other grounds.

An entry that does not pass scrutineering and is not successfully resubmitted will forfeit the original entry fee.

Reasons for disqualification

• Campaigns entered into more than one of Categories A - E and/or Category F.

• Entries not accompanied by full payment.

Other points to note

• Graphs and charts: Graphs and charts displaying data are permitted and may be inserted into the main body of the entry. Graphs and charts CAN be presented in colour, but captions longer than 10 words or explanatory notes must be included in the total word count. Data sources should be referenced, but not using any agency logos or names (e.g. 'Agency research' would be acceptable but don't name the agency. Research company names are acceptable).

• Fonts: All text must be in a standard black font. All entries must be submitted in 10pt minimum font.

• Binding: Please do not use binding or other presentation enhancements on your entry.

• Word limit: Maximum 1,200 word limit for all entries in all categories EXCEPT Category R (Best Communications Strategy) and Category V (Sustained Success) which each has a maximum word limit of 1,500 words.

Publication policy & permission

Finalists and winners of the 2019 Beacon Awards will be showcased in various ways. Publication is at the sole discretion of the Comms Council. Work submitted must be original and you must have secured rights to submit it.

Campaign Materials
• The campaign material you enter into the competition becomes the property of the Comms Council and will not be returned.

• By entering work in the competition, the Comms Council is automatically granted the right to make copies, reproduce and display the campaign material and case studies for education and publicity purposes such as but not limited to the Comms Council website, press releases, newsletters, programming/conferences and the Beacon Awards Show.

Publication of Case Studies
• All sensitive information in your entry must be highlighted in RED. Information highlighted in RED will be excluded in the publication of case studies.

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