Award Process & Guidelines

Who can apply?

EEMAX Global Awards 2024 are open for all experiential projects and stakeholders in the event and entertainment management industry.

Note: All EEMA members must have cleared their dues till March 31, 2024 to be eligible for EEMA member rates. In case the dues are not cleared till March 31, 2024, they will not be eligible for EEMA member rates and shall pay non-EEMA member rates.

How to register?

• The participants can register themselves by clicking on ‘Apply now’ on EEMAX Global 2024 website or visit https://eemax.eemaindia.com/register
• After clicking on Apply now, the participants will be redirected to the registration page
• The participant needs to select if they are an EEMA member or a non-EEMA member
• In case the participant selects ‘EEMA Member, then the participant must select the name of the company from the drop down and provide details such as name, email ID, phone number
• In case the participant selects ‘Non Member’ then the participant will be required to fill the details to proceed further
• The participant must set a password during the registration process
• The participants must acknowledge the T&Cs

How to submit the nomination?

After successfully completing the registration process, the participant can login in using the registered email ID and password to commence the nomination process. After login, the participant will have an option to select the segment(s) and category(s) of their choice (option to choose multiple categories is available)

After selecting the segment(s) and the category(s) of their choice, the participant will have to fill the application form.

There are 4 sections to complete the application form:

a) Participant Details: In this section, the participant needs to fill the following details:

• Mobile Number
• Email Id
• Name of Agency / Organization
• Name of Agency / Organization (Secondary Agency)
• Contact Person Name
• If the participant is an EEMA member, then they must confirm if their dues have been cleared.
• Designation

b) Case study: This section consists of the following questions:

• Name of the event/ campaign
• Date: Start date and end date of the event
• Event Location: Country & City(s) held in
• Brief: Explain the brief / objective of the event, mention the target audience and the ask from the client
• Concept: Strategy / USP / Solution to the client ask
• Execution: Detailed Execution of the concept / strategy and on ground implementation of the event / activation
• Results: What was the impact of the event and provide quantifiable results achieved

A crisp and to-the-point write-up is required for evaluation. It is mandatory to answer all the questions in this section, and the answers must be in English.

c) Supportings: In this section, the participant must upload the below files to support their nomination.

• Story Board: it is mandatory to attach a story board which consists of pictures and details capturing the key highlights of the nominated event/campaign. The format of story board must be JPEG / PDF (A3 Size soft copy), and the size of the file must be less than 15 MB
• Audio Video file (AV): the AV must highlight key aspects of the event/campaign. The length of the AV must be less than 3 minutes, and size must be 300 MB.

Note:

• For categories in which the submission of AV is optional, we would encourage the participant to submit an AV for the jury to understand the entry better
• AV must reflect and support the details provided in the nomination form and storyboard
• Agency branding should NOT be present in the case study, story board or in the AV
• Any mention or indication of agency branding, or identification could lead to disqualification of the entry

d) Client Details: In this section, the participants are required to submit the following details of their client:

• Client Organization name
• Name of the client
• Designation
• Official Email ID
• Mobile number

Declaration: Participants should accept the declaration stating that the information provided in the application form is correct, accurate, and pertains to their business.

Payment

• After completing the form, participants must proceed with payment to finalize submission. Submission will not be possible until payment is made
• To make the payment, participants need to click on the "Go to Cart" option. In the cart, they can review their nominations submitted by segment and category, along with the corresponding fees
• Participants can choose to make individual payment for each entry or bundle them together for multiple entries. They also have the option to save entries for later and come back to make the payment or submit all entries in the cart and make the payment together.
• Next, they should click on "Payment" and choose their preferred mode of payment to complete the transaction.
• Once payment details are submitted and the payment is successfully received, the payment gateway status will change from "Awaiting Confirmation" to "Payment Successful." Additionally, participants will receive a confirmation email to their registered email address.
• If participants have any queries regarding the payment details, they can contact us at eemax@eemaindia.com

Please note:

• Please ensure you complete all details in the form and proceed with payment at your earliest convenience to prevent any possible complications
• Failure to submit the entry fee before the specified deadline will result in automatic disqualification.

What is the client approval process?

• An approval from the client is required to confirm that the participant was associated with the nominated event/ campaign.
• Once the participant submits the application form consisting of the above 4 sections, an automated mail will be sent to the client’s official email ID for confirmation
• A copy of the client approval mail will be sent on the registered email ID of the participant for reference
• The mail will consist of the case study section along with the supportings submitted by the participant
• At the bottom of the mail, the client will have an option to approve/ reject the nominated event/ campaign
• The client has the authority to click on approve and provide their confirmation for the nominated event/ campaign
• However, if the client rejects the nominated event/ campaign then that nomination will be disqualified
• A mail will be sent to the participant once the client approves/ rejects their nomination
• Participants are advised to inform their clients beforehand about the receipt of this mail so that they reply at the earliest

How to submit/ save the nomination as draft?

Once the participant has filled in all the details and uploaded the necessary supportings, they can either save the entry as draft or submit their nomination. If the participant saves the nomination as draft, then can edit / modify the details and supportings. However, once the nomination is submitted, the details and supportings cannot be edited/ modified

Once the participant clicks on the SUBMIT button, a page will appear mentioning that their application has been submitted successfully. A reference number will also be mentioned which shall be used for any communication.

What is the eligibility Criteria?

• a) Events / campaigns must be commercially launched between April 01, 2023, to March 31, 2024, or a major part of the campaign must fall in the above-mentioned period
• b) Participant can apply only once for an event / campaign in a category; however, they can nominate the same event/ campaign in multiple categories

Note

• The Awards management may modify the eligibility criteria from time to time with retrospective effect, without prior written notification
• At any time, if any information provided by a participant is found to be incorrect/false in any manner, then the nomination will be disqualified from the awards
• After the conclusion of the award ceremony, if any information provided by a participant is found to be incorrect/false in any manner, then the nomination will be liable to return the award

Who are the process advisors and their role?

Ernst and Young LLP (EY) has been appointed as the “Process Advisors” for the awards.

The jury evaluation and winner determination process will be independently managed by EY. Based on the eligibility criteria, EY will share the qualified entries with the jury for evaluation.

An independent jury panel will be invited to complete the evaluation process. The jury will consist of eminent leaders/ personalities from the industry. EY will tabulate the scores provided by the jury to determine the winners and will be held in confidence till the awards ceremony. There can be up to 3 winners in each category i.e., Gold, Silver, and Bronze.

When is the last day to submit the nomination?

The last date to submit your nomination will be Sunday, June 30, 2024. We strongly encourage participants to submit their nominations before the last date to ensure their entries are received and considered in a timely manner.

What is the nomination fee?

Entry Fee for Awards are as follows:

Rs. 8500 + GST per entry for EEMA Members with all dues paid

Rs. 9,999 + GST per entry for Non EEMA members (or EEMA member with unpaid dues)

• Payment for all nominations must be made online through the portal
• A payment receipt will be generated and emailed on your registered email ID based on your invoice amount
• If you are applying in multiple categories, you can make an aggregate payment for multiple nominations
• Once the payment has been completed, the fee becomes non-refundable.

Whom to contact?

Participants will have WhatsApp support functionality on the website for any doubts which are unclear as to the terms or any element of the Awards or have any queries/concerns pertaining to the Awards.

Alternatively, participants can also drop us an email at eemax@eemaindia.com

The awards management shall endeavour to the best of its ability to respond thereto.