Entry Kit

If you enter in more than one category or additionally into other entry sections (e.g. Promo & Activation, Media), you must adapt your written submission, presentation board and support materials to highlight the elements most relevant to the chosen categories.

You must also supply a separate entry form and set of material for each entry and pay for each entry.

The presentation board in digital form and hard copy are compulsory requirements for ALL entries.

A. TECHNIQUE

A01. BEST USE OF DIGITAL PR
Including websites, microsites or Intranet sites, search engines, banners, mobile devices and other digital PR techniques to execute or support a PR campaign.

A02. BEST USE OF SOCIAL MEDIA
Including blogs, social networking sites, consumer generated content and applications.

A03. BEST USE OF LIVE EVENTS, STUNT AND/OR CELEBRITY ENDORSEMENT

A04. BEST USE OF SPONSORSHIP

A05. BEST LAUNCH OR RE-LAUNCH

A06. BEST USE OF MEDIA RELATIONS
Campaigns designed to create/promote the positive profile of a product or service through the mass media – newspapers, magazines, radio and television – in order to change attitudes among targeted media audiences and meet client/project objectives.

B. SECTORS AND SERVICES

B01. CONSUMER PRODUCTS (INCLUDING DURABLE GOODS)
Fast moving consumer goods (incl. foods, drinks), cosmetics & beauty, automotive, sportswear, fashion & clothing, electronics and audio, computer software and hardware, toiletries & pharmacy.

B02. CONSUMER SERVICES
Including: Financial services, travel, entertainment & leisure, telecommunications. Retail including e-commerce, restaurants, publications & media, business equipment and services, commercial public services.

B03. CORPORATE REPUTATION
Including: Corporate image, corporate social responsibility, environmental programmes, business to employee communications and change management.

B04. NON-CORPORATE
Including: Public Sector, Charities and Non-Profit Organisations, Trade Associations.

B05. PUBLIC AFFAIRS
Including Crisis & Issue Management.

C. BEST CAMPAIGN

C01. BEST INTEGRATED CAMPAIGN LED BY PR
Campaigns with 3 or more elements or channels that are predominantly PR driven.

Entrants will be judged on how successfully they have integrated the chosen elements or channels throughout the campaign, and must demonstrate how well the different types complement and build on each other to communicate the brand’s message and/or change consumer awareness and attitudes

PR will honour the creative use of reputation management by the building and preservation of trust and understanding between individuals, businesses or organisations and their publics.

The Jury will be made up of senior practitioners from international PR agencies and consultancies.

1. The Festival is open to all parties involved in the use of PR for communications purposes,  such as PR agencies, in house PR departments, advertising agencies, clients, media-owners, etc.

2. It is the responsibility of the entrant to ensure that the commissioning client has the rights to use the intellectual property of the client/brand promoted.

3. Entries cannot be made without the prior permission of the client/owner of the rights of the PR case.

4. The Organisers may refuse entries which offend national or religious sentiments or public taste.

5. Any entry which, up to and including the final day of judging, has infringed any of its country of origin's voluntary or regulatory codes of practice, is not eligible. It is the responsibility of the entrant to inform the Festival Organisers should any infringement have arisen prior to the judging and Awards Ceremony.

6. All entries submitted must be designed for implementation and must have been implemented for the first time between 1 September 2011 and 31 October 2012. Entries will be accepted on the basis that they are designed to run in Europe or are created by European agencies/companies. Work can be entered by agencies outside Europe if it was created for and implemented in Europe. Likewise, work that has run outside Europe may be entered as long as it has been created by European agencies. Entries cannot be cancelled or removed from the Festival after the 31 October 2012. In the event that additional information regarding results and the outcome of the campaign becomes available after you have submitted your entry, the Festival organisers will accept updated and additional information relating to the results section only up to 31 October 2012.

7. All PR campaigns submitted must have been created within the context of a normal paying contract with a client, except in case of self-promotion and charity/not for profit organisation and the client must have paid all, or the majority of the costs of the campaign.

8. The Festival organisers may need to contact the client related to any entry at the request of the jury at any time during the voting process should any questions about the implementation or presentation of the work arise. In such cases, wherever possible, the entrant will be advised before this is done.

9. The Festival Organisers will endeavour to move entries to more appropriate categories if necessary before the Festival begins and will inform the entrants if their entry is moved.
However, the Jury may not be allowed to move entries between categories during the judging.

10.  All entry forms must be completed online at www.eurobest.com. Please note that entries completed online will not be considered complete until all the relevant entry materials have been received in the Eurobest office and the entry has been fully paid for.

11. Please carefully check and re-check the credits you have entered. If you are shortlisted or a winner, these credits will be published on our website exactly as you have typed them here. Credits cannot be altered whilst judging is in progress. Any amendments or additions to credits made after 31 October 2012 may incur costs.

1. All entries must be submitted for judging exactly as published, aired or implemented and may not be modified for awards entry. However, entries that are not originally in English may be translated as long as the presentation is exactly the same as the original version.

2. Directors cuts, spec ads and conceptual campaigns are not eligible.

3. The Festival reserves the right to request a full media schedule from each entrant company to verify the authenticity of the ad(s) in the event that entry is shortlisted or a winner.

4. The Festival requests full client contact details and reserves the right to contact the client directly at any time to clarify or confirm any information relating to the entry.

5. In the event of a complaint against any winning or shortlisted entry, the Festival Organisers 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.

6. The Festival Organisers will have no hesitation in withdrawing an award in cases where the complaint is upheld.

7. Entrants or companies who are proved to have deliberately and knowingly contravened any rules relating to eligibility may be barred from entering the awards for a period of time following the Festival as specified by the Organisers.

8. For further information please refer to our official statement on ‘scam’ entries here

1. The Jury will meet in Lisbon in November to vote on the entries and select finalists and winners

2. The jury's voting will be based on 4 criteria: Strategy, Execution, Creativity & Originality and Documented Results.

Each entry will receive 4 marks which will make up the total vote and these marks will be weighted as follows:

3. At all voting stages, the judges are prevented from voting for entries submitted by their own agency in their country.

4. The decision of the Jury in all matters relating to the awarding of prizes will be final and binding.

The Awards given are as follows:

At the second viewing, the Jury will vote on the shortlist and then decide which entries will be awarded Gold, Silver and Bronze Eurobest trophies.

A PR Grand Prix must be awarded in the PR category. Entries in the charities and public services categories and those with a charitable or public service message are excluded from winning the PR Grand Prix.

The Jury will award Gold, Silver and Bronze in each category to entries judged to be deserving of this honour. These awards will be given to the entrant company. Duplicate trophies can be purchased by other participating parties after the Festival.

Shortlisted entries will receive a certificate.

Special Awards:
The Network of the Year Award is given to the agency network that obtains the highest score for entries in the Film, Film Craft, Print, Outdoor, Print & Poster Craft, Radio, Media, Interactive, Mobile, Direct, Promo and Activation, Design, PR, Integrated, and Branded Content & Entertainment sections. To form part of the network for consideration in the calculation, the company concerned must be wholly or majority owned by the network or be associated with a network group through naming and/or branding.

For more information on Special Awards and their calculation please click here

All entry materials, documentation and payment must be received in the Festival office in London or through our website www.eurobest.com no later than this date.

1. Only one party may submit an entry and this is to be agreed in advance between the parties concerned.

2. Each campaign constitutes one entry.

3. All entries must relate to one PR campaign. Entries relating to more than one campaign (even if promoting the same client), must be entered and paid for as separate entries.

4. An entry or campaign may be submitted in up to three categories.
You must supply a separate entry form and set of material for each entry and pay for each entry. You must also tailor each entry to suit the category you are entering rather than submitting the same entry in multiple categories (i.e. if you submit the same PR campaign in more than one PR category, it is highly recommended that the presentation of each is adapted to highlight the elements most relevant to the chosen PR categories).

5. The Festival Organisers will endeavour to move entries to more appropriate categories if necessary before the Festival begins and will inform the entrants if their entry is moved.

6.  All entry forms must be completed online at www.eurobest.com. Please note that entries completed online will not be considered complete until all the relevant entry materials have been received in our London office and the entry has been fully paid for.

7. Please carefully check and re-check the credits you have entered. If you are shortlisted or a winner, these credits will be published on our website exactly as you have typed them here.

Within the entry form, you will be required to submit the following written information:

Summary of the Campaign:
Give a brief overview of the whole campaign from start to finish, including the challenge, the objectives, the strategy and execution and the outcome. In addition, you must outline why this entry is appropriate to PR Lions – please provide clear points that illustrate the key ‘PR’ elements of the campaign (250 words max)

Then explore each of the above points in more detail as follows:

• The situation
  - Describe the organisation, business or individual for which the campaign was devised.
  - Describe the situation, problem or opportunity that elicited the need for this PR campaign. (100 words)
• The goal:
  - Describe the goals and objectives of the campaign and the criteria for success.
  - Identify the target audience or publics and their relationship to the client.
  - Explain the research that was undertaken to achieve the goals. (100 words)
• The strategy:
  - Describe the communication/PR strategy. (150 words)
• Execution:
  - Describe step by step how the plan was implemented including where, when and for how long.
  - Were there specific tools or tactics?
  - Did the campaign run according to the original plan or was it adapted at any stage? (150 words)
• Results:
  -Include tangible and quantifiable results and show how they can be measured against the original objectives and achieved the communication and business goals. Include commercial results as sales and profit as well as change in consumer awareness and attitudes.
  Please note, in the absence of any indication of results, the Jury cannot give a mark for this and the entry could suffer as a result. (150 words)

Maximum 900 words

For the purpose of judging impartiality, there must be no company branding anywhere on your entry materials, with the exception of self-promotion or corporate communications, nor any reference to anyone who has contributed to the entry.

You will be offered the opportunity, when entering online, to submit information separately that will be kept confidential (i.e. submitted only to the jury).

1. COMPULSORY MATERIALS

• For Tips on Entering PR, click here.

PRESENTATION BOARD in digital form AND hard copy:
For all entries, you must supply a Presentation Board in both digital AND hard copy formats:

• For each entry you must supply one Jpeg of the Presentation Board at 300 dpi, RGB with the longest side measuring approximately 420mm.
• You can upload digital image(s) (.jpg) of the presentation board using the online upload facility on the Eurobest website as part of your entry.
• You must also send an A2 sized print out/hard copy of your Presentation Board, which should be mounted on cardboard, not foamboard (approximately 60 x 40cms) and no more than 2mm thick. Do not use glue to affix your entry form on the back of the board.
  IMPORTANT
• The Presentation Board will be a visual summary of your entry and MUST be contained on one page.
• This presentation should contain some key visuals and a simple, clear summary in English of the written part of your entry. There must be no more than 100 words in total on this presentation board (excluding words contained in visuals).
• To guide you, we have provided some tips for preparing this presentation, and some examples of typical presentations. Please ensure that the Presentation board focuses on a few key visuals of your entry and only on the key points of your explanation.
• Do not add the category code and title to your board. This may be subject to change during the entry process.
• You must not refer to the name of your agency or any contributing PR or creative companies on this Presentation Board.

2. SUPPORTING MATERIALS:
In addition, you should supply relevant support material, depending on the entry you are submitting. Please limit your supporting material to only the most important and relevant pieces and please supply only one copy of each piece.
Support materials might include (but are not limited to) planning documents, press releases, press clippings, online content, TV coverage, measurement and evaluation documents and research documents.
We strongly suggest that you place this supporting materials within a binder.

• For Best Use of Live events/celebrity endorsement, please supply photographs of the events or stunts.
• For Best use of Digital PR and Best Use of Social Media, please supply the appropriate URL(s) which needs to be accessible by 15 October 2012 at the latest and throughout the festival.
• Please make sure that any material provided can be easily understood and shown to the jury. Entries which are not in English should be translated or accompanied by a full translation. It will be in your own interests to explain or translate any specific word play or local, social, cultural or political references and nuances.

MATERIAL & SAMPLE FORMATS
All materials must be supplied in the following formats:

• Binder Requirements: the binder should be letter-sized (or A4), hardcover and no more than three inches (7.6 cm) thick.
• The exterior and interior of the binder should have no type, images or identifying marks.
• This detailed information should be in tabbed sections labelled according to contents.
• Images/Photos/Press clippings: As Jpegs 300 dpi RGB with longest side 420mm using the online upload facility. May also be supplied as hard copy original publication, proofs or photos which should not be larger than 64 x 48cms.
• Broadcast materials, clips and videos etc.: As Mpeg2 using the online upload facility. Do not send TV or cinema ads as support material if they are also contained within your case film (see below).
• Radio or Audio files: In MP3 files Bit rate 64 kbps, Compression ratio 22:1 using the online upload facility.

3. CASE FILM OF YOUR ENTRY:

For guidance on how best to present your case film please click HERE.

For all entries, we strongly recommend that you prepare case film or “videoclip” to support your entry. This film will be viewed by the Jury during voting and deliberations and will be used if your entry is a winner in post-Festival promotions and on the Eurobest winners’ website. Please indicate when you send your submission if there are reasons, such as music licensing, that mean your presentation cannot be shown at or after the Festival.

This explanatory clip should contain some key visuals - video, still images or any other appropriate footage to best explain the campaign with a simple, clear commentary in English summarizing your entry. This clip, if supplied must be no longer than 2 minutes.  

You should upload your Case Film as an .mpg2 or .mov file when you submit your entry using the online upload facility. Please note the maximum file size is 240MB.

DO NOT send case film on a URL

Ideally, please supply 2 version of your presentation as follows:

1) Long version: a maximum of 2 minutes
This explanatory clip will be viewed by the Jury during voting and deliberations and would be used if your entry is a winner in post-Festival promotions. This presentation should contain some key visuals - video, still images or any other appropriate footage to best explain the campaign with a simple, clear commentary in English summarizing your entry.

2) Short version: 45-50 seconds
Additionally, you may supply a shortened/edited version of 45-50 seconds which would be shown at the awards ceremony in the event that the entry is a winner. This should also contain some key visuals and a simple clear commentary in English summarizing the entry.

MPG2 FILE ENCODING STANDARDS
For submission to Eurobest 2012 please encode a high quality video as an MPG2 Program Stream. The resulting mpg2 file should have Audio and Video as one file, encoded as Pal 25fps, Frame Size 720 x 576, The Data Rate must not exceed more than 1 megabyte/s.

For further assistance and guidance on preparing your presentation, please contact pr@eurobest.com

The entry fee of €299.00 is applicable on EACH PR entry.
There is a registration fee of €249 to be paid once.
For UK participants only, VAT (at 20%) must be added.
All EU member countries MUST supply their VAT registration number.

Preferred method of payment is by Bank Transfer. This incurs a €10 charge, bank details as follows;  

BANK TRANSFER to:
Account Name: Eurobest Awards  
Account Number: 550/00/42043034
Sort Code: 60-00-01
IBAN: GB29NWBK60721442043034
BIC/Swift: NWBKGB2L
Nat West Bank plc, City of London Office
PO Box 12258, 1 Princes Street
London EC2R 8PA. 

If you choose to pay by CREDIT CARD there will be a handling charge:
AMEX 2.5% of the transaction
Others: 1.5% of the transaction

Cheques are NOT accepted.

If you pay by bank transfer, please email a copy of your bank transfer confirmation to payments@eurobest.com, or fax to +44 (0)207 728 4030.

It is imperative that you cover ALL Bank charges; otherwise your entries may be refused. Please ensure that payment is made in EUROS and arrives at our bank in EUROS.

Participants who pay by bank transfer will receive a proforma invoice (invoice to pay) as part of an email confirmation containing a full set of completed entry forms.

In addition, entries cannot be cancelled or removed from the Festival in any way AFTER 31 October 2012.

• There will be no refunds for withdrawals by entrants after the official entries deadline of September 21st 2012, regardless of any extension.
• Entrant requests for withdrawals of entries AFTER September 21st 2012 will not be eligible for a refund or credit for towards future Eurobest festivals, but are entitled to submit a replacement entry (up to the closing date of submissions).
• In addition to the above, if the festival notifies you at any point that your entry is not eligible and has been withdrawn from judging, you will be entitled to the following (if the entry has been paid for):
  
  Entitled to submit a replacement entry (up to the closing date of submissions)
  Be issued a refund
  Use the credit towards future Eurobest festivals
  
  
• If an entry is submitted in replacement of a cancelled entry that has already been paid for, the funds will be transferred whenever possible.
• All invoicing will be conducted post festival, at which time credit notes will be issued for any entries eligible for refunds/credit for future festivals.
• Refunds can only be requested after a credit note has been issued. This credit note entitles you to a refund, or use of the funds towards future Eurobest festivals.
• To request a refund you must send the following to the Eurobest finance team at payments@eurobest.com
  1. A copy of this credit note
  2. Proof of the original payment (for the sale(s) referenced on the credit note) e.g. Bank Transfer confirmation or Credit Card confirmation
  3. Your bank details issued on company headed paper (if eligible to be refunded via this means) and should detail the following:
  Account Name
  Account Number
  Bank Name
  Bank Address
  Sort Code (if applicable)
  BIC/SWIFT (if applicable)
  IBAN
  
  
• We cannot proceed with the refund without all the above items.
• If using this credit for future Eurobest festivals, please provide a copy of this credit note, along with your future festival submission details (i.e. EI/100) to payments@eurobest.com. The credit will be offset against any future balance outstanding for payment.
• Refunds or credit for a future festival are only allowed to the company as specified on the credit note.  It cannot be transferred to another company.

The following instructions must be strictly adhered to:

Your entries package(s) will be scanned and tracked on arrival at the festival office. In order for us to ensure your parcel can be easily traced, it is ESSENTIAL that all entrants use the barcoded label supplied with the last page of their online entry forms when sending entry materials to the Eurobest festival office. Please use photocopies if necessary.

The Festival Organisers cannot accept any responsibility for entries lost in transit, held up in Customs or refused at the Festival Office because of shipping costs. Please fully cover all courier and mailing costs in advance, up to and including arrival at the Festival Office.

ENTRY DEADLINE: 21 September 2012

Please send the following material and documents:

• PR entry Payment Form
• Hard copy of your Presentation Board - mounted on cardboard, not foamboard. (Approximately 60 x 40cms). Do not use glue to affix your entry form on the back of the board.
• Any additional supporting materials (i.e. binder)
• Copy of bank transfer confirmation if applicable

By courier or registered mail to:

EUROBEST AWARDS
Greater London House,
Hampstead Road,
London, NW1 7EJ,
United Kingdom
Tel: +44 20 7728 4040
Fax: +44 20 7728 4030

It is in your interest to confirm safe delivery of your entry. However, the Festival office can only confirm delivery of parcels bearing the official barcoded Festival package labels which are included in your confirmation email. Please note the Festival's new address above. A Customs Invoice should be included in this consignment which should be clearly marked:
"FESTIVAL MATERIAL - NO COMMERCIAL VALUE".

If your courier requires a value to be indicated, this should be purely nominal - for example: 1.00 Euro per video or 50c per support material.
It is the competitor's responsibility to ensure and confirm safe delivery of his/her shipment at the Eurobest office and to cover fully ALL courier, mailing and insurance costs and any import duties in advance, up to and including arrival at the Eurobest office.
The Eurobest Organisers cannot accept responsibility for presentation of entries which arrive after 21 September 2012.

PLEASE FOLLOW ALL THE ABOVE INSTRUCTIONS CAREFULLY.

1. Any material submitted in the course of entering the awards becomes the property of the Organisers and cannot be returned.

2. Entrants may be required to supply additional material of any shortlisted or winning work for and any promotional publication and exhibitions held after the Festival.

3. In order to promote the Festival, each entrant authorises the Festival Organisers to screen or publish his entries with or without charge at public or private presentations, wherever and as often as the Organisers think fit.

4. In addition, each entrant undertakes to allow the lending or selling by the Festival Organisers of the entries to any interested public or private organisation with a view to promoting the Advertising Festival either directly or indirectly.

5. Any entry may be compiled by the Festival Organisers into a collection of entries. Such a collection may not, nor may any extracts of it, be copied, marketed or sold by any organisation other than the Festival Organisation or any organisation authorised to do so by the Festival Organisation. Each entrant agrees to assist the Festival Organisers in supporting any legal action that may be taken to prevent a breach of this condition and to supply information to the Organisers immediately should they become aware that an unauthorised collection or compilation is available for sale or distribution.

6. Each entrant agrees to hold the Festival Organisers harmless of any claims that may be made against them by reason of any such screenings or publishing. Winners have the right to use any award given to them for promotional purposes on condition that this is correctly described.

7. All entrants must accept that their entries may be used in the Eurobest Archive

8. Each entrant agrees to hold the Festival Organisers harmless of any claims that may be made against them by reason of any such viewing orpublishing. Each entrant confirms to the Organisers that they have the legal right to enter the Festival on the terms of these Entry Rules. Each entrant indemnifies the Organisers against all liability to any other person, firm or company and all loss arising from a breach by the entrant of any of these rules.

1. Each entrant accepts full responsibility for the quality of entries and discharges the Festival Organisers from any responsibility in respect of third parties.

2. The Entry Rules will be strictly observed by all entrants. Completion and signature/sending of the Entries Payment Page will imply full acceptance by each entrant of the Festival Rules. Non-compliance with any of the Entry Rules will result in automatic disqualification of the entry.

3. The decisions of the Festival Organisers in all matters relating to the Eurobest Advertising Festival shall be final and binding.

4. In the event of a win, any duties, fees and charges accrued from the transporting of the trophy, will be covered by the recipient, not Eurobest