COMPETITION RULES

 

1. DATE AND LOCATION

The “Mi:t&links. Baltic Communication Awards 2019” (The Competition) will take place in Riga, Latvia on March 7-8, 2019. The shortlisted nominees in 15 categories will present their cases on March 7, 2019, the winners will be announced, and the Awards ceremony will be held on March 8, 2019.

2. ELIGIBILITY

2.1. The Competition is open to all parties involved in communication management (such as private company’s and public sector in-house PR/Communication departments, PR and communication agencies, digital, event, creative agencies, freelancers, etc.) from the from all countries of the world.

2.2. Rights to submit the entry:

2.2.1. If the entry was created by more than one author (agency, in-house department, freelancer etc.), only one party, may submit an entry, and the Entrant should agree in advance between the parties concerned. If two different Entrants submit the same entry, only the first entry (according to timestamp) is accepted.

2.2.2. 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 communicated.

2.2.3. Entries cannot be made without prior permission from the client/owner of the rights of the communication case.

2.3. The Competition 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 on the implementation or presentation of the work arise. In such cases, wherever possible, the Entrant shall be advised in advance.

2.4. Entries that are not eligible:

2.4.1. The Organisers may reject entries, which offend national or religious sentiment, are discriminating towards any group of society and promote illegal actions;

2.4.2. Entries that have been submitted to the Competition before;

2.4.3. Any entry that infringes any of its country of origin voluntary or regulatory codes of practice is not eligible. It is the responsibility of the Entrant to inform the Organisers should any infringement have arisen before the judging and awards ceremony.

2.4.4. Directors’ cuts, spec ads, and conceptual PR/advertising.

2.5. All campaigns submitted for the Competition must be intended for implementation, and the campaign must have been predominantly implemented between January 1, 2018, and December 31, 2018. The only exemption is “Issue and Crisis” category where submitted campaigns can be implemented between January 1, 2014, till December 31, 2018 (however, only entries previously not submitted to the Competition will be accepted).

2.6. Entries cannot be cancelled or removed from the Competition in any event after January 31, 2019.

2.7. All entry materials, documentation, and payment shall be submitted no later than on January 29, 2019. Entries with missing materials, documentation or proof of payment will be removed from the competition without refund.

3. ENFORCEMENT OF THE RULES

3.1. All entries must be submitted to the Jury exactly as published, aired or implemented and may not be modified for the awards. However, entries that are not originally in English may be translated. The translated version must correspond with the original version of the entry.

3.2. The Organisers reserve the right to request a full plan of campaign activities.

3.3. In the event of a complaint against any winner or shortlisted entry, the 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.

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

3.5. Entrants or companies that are proved to have deliberately and knowingly contravened any rules relating to eligibility may be barred from entering the awards for certain time period following the Competition as specified by the Organisers.

4. CATEGORIES

4.1. The Competition will cover 15 categories:

 

No. Category Description
1 CORPORATE COMMUNICATION Campaign or program designed for building corporate brand awareness, long-term reputation management or other business and trade communication campaigns targeted at both business and consumer audiences.
2 ISSUES AND CRISIS MANAGEMENT Communication campaign or program based on evaluation and management of emerging trends, concerns, or issues likely to affect an organization and its stakeholders (e.g. labour relations, crises, mergers, acquisitions, public policy or environmental concerns).
3 INTERNAL COMMUNICATION Campaign or program targeted at internal stakeholders (e.g. employees, managers, trade unions or other member audiences) and focused on management communication, corporate ethics, morale, internal culture or change management.
4 CONSUMER RELATIONS Campaign or program specifically designed for the B2C sector: to engage consumers in communication and to support marketing in the promotion of products or services.
5 PUBLIC AFFAIRS Campaign or program designed to influence public policy agenda or legislative process, using techniques including media relations, advertising, and direct lobbying.
6 SPONSORSHIP Paid sponsorship campaign or program, including sponsorship of sports events, arts and entertainment events that helps to achieve business goals.
7 CORPORATE SUSTAINABILITY AND RESPONSIBILITY Program that integrates social and environmental concerns in a company’s business operations and stakeholder interactions (an integrated program that addresses sustainable development or other economic, social or environmental issues such as international aid, public awareness, corporate social responsibility, economic revitalization, cultural preservation, education, literacy, health, poverty reduction, employment, and heritage protection programs).
8 SOCIAL CAMPAIGNS Campaign designed and targeted to influence behaviours that benefit individuals and communities for the greater social good.
9 DIGITAL COMMUNICATION Campaign or program designed for and targeted towards enabling communication in the new/social media (e.g. blogs, podcasts, social networks, content sharing sites, virtual networking platforms, etc.).
10 PUBLIC SECTOR CAMPAIGNS Campaign or program for public sector organizations (e.g., local authorities, government departments or government authorities) to promote their policies, achievements, and services or to raise awareness on an issue and change behaviour.
11 EVENT PR Communication campaign or part of a campaign that is based on a special event or series of events, which help to build the brand image for external and internal audiences or achieve other.
12 INTERNATIONAL COMMUNICATION Communication campaign or program that has been developed and/or implemented in two or more countries.
13 INTEGRATED COMMUNICATION Communication campaign or program that involved a synthesis of different communication channels, tools, and messages which helped to achieve one communication or business goal.
14 NO BUDGET Communication campaigns and actions carried out by agencies, organisations and other associations without any reward, partisan projects, buzz, etc.
15 EMPLOYER BRANDING Communications campaigns and programs actively targeting the workforce, designed to build the company's image as a desirable employer in order to facilitate the recruitment process.

 


5. Judging

5.1. An international Jury of leading communication professionals will select the award-winning‑ entries.

5.2. Judging procedure:

5.2.1. In the first evaluation stage, an online Jury of experts will assess the projects and announce four shortlisted entries in 15 categories.

5.2.2. The entry is shortlisted if it receives at least 25 points.

5.2.3. In each category, there will be four short-listed nominees, and the one with the highest total score will be declared a winner in the category. If there is an even score for the fourth place, the fifth shortlisted entry is in the shortlist.

5.2.4. If no entry receives a minimum of 25 points, no entries are reviewed during the second evaluation stage, and the category is closed with no winners or shortlisted candidates announced.

5.3. In the second evaluation stage, the Jury will publicly assess the shortlisted projects based on the presentations given by the Entrants and select the winner in each of the categories.

5.3.1. The four entries with the highest score in 15 categories shall be presented in Riga on 7 March 2018. The Entrant will have a maximum of 4 minutes for 1 entry presentation and 6 minutes for the Q&A session. The Entrants are free to choose their presentation style at the final competition: video, presentation and presentation materials.

5.3.2. The winner in each category is the campaign with the highest total score, including points for the presentation.

5.3.3. The entry must receive at least 30 points to be qualified as the winner of the category.

5.3.4. If no entries receive a minimum of 30 points in the category, then the Jury retains the right to award only the 2nd and 3rd award within the category.

5.4. In the third evaluation stage, the AGENCY OF THE YEAR of a participating country awards and GRAND PRIX are awarded to PR/Communication agencies. The winners of these awards are determined according to the criteria and calculation principles stated in section 7 of the Competition rules.

5.4.1. AGENCY OF THE YEAR award can be awarded if 20 or more entries submitted from the competing country (e.g. Latvia, Estonia, Lithuania).

5.4.2. The agency with most awards in all categories of the Competition, compared to the other Agencies from the same country, receives award “AGENCY OF THE YEAR of the Country” (e.g., Agency of the Year / Lithuania etc.).

5.4.3. The agency with the highest number of awards in all the categories, compared to all participants of the Competition is awarded the GRAND PRIX.

6. JUDGING CRITERIA

6.1. The entries of the Competition in 15 categories will be evaluated according to the seven criteria to ensure that all applicants are assessed in the same way, based on the same parameters. These criteria range from strategy and creativity to the Entrant’s ability to defend his/her case during the presentation.

6.2. Jury members will award between zero and five points for each criterion, with five signifying excellence and zero indicating failure.

6.3. Each of these criteria is accorded a different weight in determining the score. The criteria weighted highest are “implementation” and “results”.

6.4. The criteria and their weights are as follows:

 

  Points Max weight, %
Pre-research/situation
Is the research conducted enough and relevant to the objectives? Is the analysis enough to choose the right strategy?
0-5 10
Objectives
Are they S.M.A.R.T? Are there any methods for setting objectives?
0-5 10
Strategy
Is the strategy properly described? Does the selected strategy meet the goals and objectives? Does it cover all the relevant stakeholder groups? Are there any methods for developing strategies?
0-5 15
Implementation
Are the selected tactics in line with the strategy and objectives? Are the efforts adequate to the objectives and strategy? Are the measures ethical and professionally implemented? Is the project well managed? Are there any methods for implementing the activities?
0-5 15
Results
Do results meet the objectives and goals set? Do they exceed the expectations? Are they tangible and quantifiable? Are there any methods for evaluating results?
0-5 15
Creativity, Innovation or effective use of traditional PR methods
Is the strategy and/or solution creative? Does this bring any innovation, fresh ideas, or the traditional PR tools were used effectively?
0-5 15
Sub-Total (short-listing) 30 80
Presentation
Overall – does the presentation and answers to the question confirm the written case (are the objectives S.M.A.R.T, has the strategy been appropriately chosen and do the results meet the objectives)?
Is the presentation inspiring? Is the case well explained?
Does the presenter respect the time frame? Are the questions well answered?
0-5 20
Total 35 100

 


7. CALCULATION PRINCIPLES

7.1. For the first evaluation stage, the average of the total scores given by the online Jury will be calculated. On the later stages, this score will be taken per nominal value.
Example: The average of the total score in the on-line system given by six Jury members is 35.1. The entry is shortlisted for the second stage, and the calculation of the final score 35.1 will be taken as the score of the first stage evaluation.

7.2. For the second evaluation stage, the average of the total scores given by the on-site Jury will be calculated. On the later stages, the value of this score will be doubled.
Example: The average of the total score given by five present Jury members is 4.2. For the calculation of the final score, 4.2 will be multiplied by two: 4.2 x 2 = 8.4. The final score thus would be 35.1 + (4.2 x 2) = 43.5.

7.3. In the third evaluation stage, only agencies participate. There will be specific weighted criteria applied to calculate the winner where both quantity and quality will be counted, and points are given:

7.3.1. For each shortlisted entry - 1 point;

7.3.2. For the third place - 5 points;

7.3.3. For the second place – 10 points;

7.3.4. For the first place – 15 points;

7.4. The points will be multiplied by categories where an agency has participated. The winner will be the one having the highest sum in total.
Example. There are six shortlisted campaigns submitted by the same agency. Out of them, two has received 3rd place in two different categories, as well as the same agency, has received 1st and 2nd places in one category. Thus the calculation is as follows: 2 entries shortlisted only x 1 point, 2 entries received 3rd place x 5 points, as 1 x 10 points (2nd place) and 1 x 15 points (1st place) = (2 x 1)+(2 x 5)+(1 x 10)+(1 x 15) = 37 points.

7.5. In the case of an equal number of scores below listed principles will be applied:

7.5.1. In the first evaluation stage a handicap will be given: be it an equal score for two entries, five instead of four campaigns will qualify for the shortlist.

7.5.2. In the second evaluation stage: if two entries have an equal score, shared 1st, 2nd, or 3rd place will be awarded accordingly. This principle will also be considered in determining the “Agency of the Year” award.

7.6. In the third evaluation stage, only one winner will be awarded. In the case of the similar result upon the calculation described above, the total sum of all scores will be calculated, and the winner would be the one having the highest total sum of the scores for all entries shortlisted. In case even this result is similar, the total sum of scores for all entries (also the ones not shortlisted) will be calculated, and the winner will be determined.

8. ENTRY REQUIREMENTS

8.1. One Project can be entered in up to a maximum of three different categories. The Entrant must supply a separate entry form and set of materials for each entry and pay for all submitted entries. You must also tailor each entry to suit the category you are entering rather than submit the same entry in multiple categories.

8.2. The Organisers will endeavour to move entries to more appropriate categories, if necessary before the judging begins and will inform the Entrants if their entry is moved. However, the Jury may also move entries between categories at the time of judging. For instance, if the entry has been submitted to the “No budget” category and the Jury has decided that it should be moved to another category, then the Entrant will be informed about the decision and shall pay the participation fee in order to be judged in another category. The Entrant has the right to disagree with the Jury’s decision, and in this case, the entry is removed from further participation in the contest.

8.3. All entry forms shall be completed online at www.miitandlinks.com. The entries completed online shall not be considered complete until the entry fee has been fully paid by January 28, 2019.

9. WITHIN THE ONLINE ENTRY FORM, THE APPLICANT WILL BE REQUIRED TO SUBMIT THE FOLLOWING WRITTEN INFORMATION

9.1. Title of the Campaign

9.2. Contest category:

9.2.1. Summary (100 words max)

9.2.2. Give a brief overview of the whole campaign from start to finish, including the challenge, the objectives, the strategy, the assessment criteria, and the outcome.

9.3. Pre-research/situation (200 words max)

9.3.1. Describe the campaigns’ background information about the target audience, the sensitivity/popularity of the topic, the most relevant communication channels, and other relevant information. Also, describe and justify that there has been enough of research done to obtain the maximum of information and to be able to apply the most appropriate communication strategy (bear in mind that this will also help the multi-national Jury to understand the specific nature of PR in your country).

9.4. Challenge (50 words max)

9.4.1. Describe the situation, issue or opportunity that prompted this campaign.

9.5. Objectives (150 words max)

9.5.1. Describe the goals and objectives of the campaign, the target audience/stakeholders, as well as the KPI’s (the criteria for the assessment of results).

9.6. Strategy (150 words max)

9.6.1. Describe the strategy and planning of the campaign to achieve the set goals and objectives.

9.7. Implementation (200 words max)

9.7.1. Describe step-by-step how the strategy was implemented, including where, when, and for how long. Did the campaign run according to the original plan, or was it revised at any stage?

9.8. Documented Results (150 words max)

9.8.1. Include tangible and quantifiable results about the assessment criteria. Show how they measure up against the original objectives of the communication and business goals.

9.8.2. Note that in the absence of any indication of results, the Jury may not be able to evaluate the campaign, which may negatively influence your overall score.

9.8.3. If paid media was used during the campaign a note of such fact must be made, including information of the proportion from whole publicity campaign (e.g., 30% of publications were obtained via paid cooperation with media or as paid publicity).

9.9. Confidential Information (not mandatory) (100 words max)

9.9.1. If you have any confidential information that cannot be shared with the public, please include it here. This information will be reserved for the use of Competition Jury members only and will not be published.

9.10. Links

9.10.1. Please provide any relevant links that might help the Jury to evaluate your application. Links must be available online until March 8, 2019.

9.11. Name the file “M&L_2019_project_name_category.doc/pdf” (where “project name” and “category” is to be defined accordingly).

10. ADDITIONAL REQUIREMENTS

10.1. For each entry, you must supply a visual presentation board on one page as a summary of the entry in the following formats:

10.1.1. 297 mm x 420 mm, *jpg or *png, with maximum file size 1,5 Mb (horizontal orientation).

10.1.2. A print quality PDF file of the same presentation board (horizontal orientation), with maximum file size 45 Mb (horizontal orientation).

10.2. Upload both files during the online application process. If print file is too large, provide a download link in application form section “Links”.

10.3. Guideline for presentation board content:

10.3.1. provide a title of the campaign, but do not refer to the name of your agency, company or any other contributing parties;

10.3.2. keep it clear & simple - include key visuals of the entry that you think describes campaign the best, as well as provide key facts or brief summary of the entry written in English;

10.3.3. avoid long sentences and paragraphs – include up to 100 words maximum.

11. FINAL PRESENTATIONS

11.1. Every finalist has the right to choose the most effective way of their presentation (products, interactive installations, etc. can be used in the process).

11.2. Total time for presentation is 10 minutes, which include 4 minutes of entrants’ presentation and 6 minutes Q&A session with the jury.

11.3. Every finalist must inform the Contest Organisers about the chosen presentation form 1 week before the set presentation date.

11.4. All presentation materials must be submitted by March 1 4 pm EET at latest to the e-mail address info@miitandlinks.com in following formats:

11.4.1. Presentation slides – in *.pdf and *.ppt format (keynote or any other “iOS” specific formats are not accepted)

11.4.2. Video presentations – in mp4 format as separate video files not as Youtube, Vimeo etc. links;

11.4.3. Images – in *.jpg or *.png format.

11.5. Please inform Organisers if you plan to use other means.

11.6. When sending your presentation – please provide the following information:

11.6.1. In e-mail’s subject: entrant’s company name, category & campaign title.

11.6.2. In e-mail’s body - attachment or link to your presentation and direct contact information of a person who is responsible for the presentation and whom Organisers can contact in case of issues.

11.7. Note: no changes of presentation material can take place on the presentation day. If an Entrant does not submit his or her presentation by date and time set in article 11.4, the Organisers cannot guarantee the proper functioning of the presentation.

11.8. Organisers will provide laptops, screens, pointing devices etc. Entrants are not allowed to use their own computer equipment.

11.9. For further assistance and guidance in preparing your presentation, please contact info@miitandlinks.com.

12. FEES

 

Submissions
Period
Deadline Fees
1 entry 3+ entries*
 
*E.g. 1 campaign
submitted to 3
categories = 3 entries
Early Birds 28.12.2018, 23:59 175 EUR + 21% VAT 130 EUR + 21% VAT
Regular 15.01.2019, 23:59 230 EUR + 21% VAT 175 EUR + 21% VAT
Late 25.01.2019, 23:59 285 EUR + 21% VAT 225 EUR + 21% VAT

 


12.1. The first and the second entry submitted or changed during the early bird application period is subject to a fee of 175 euro + VAT 21% per entry. If three or more entries are submitted the price is 130 euro + VAT 21% per entry.

12.2. The first and the second entry submitted or changed during regular application period is subject to a fee of 230 euro + VAT 21% per entry. If three or more entries are submitted the price is 175 euro + VAT 21% per entry.

12.3. The first and the second entry submitted or changed during late application period subject to a fee of 285 euro + VAT 21% per entry. If three or more entries are submitted the price is 225 euro + VAT 21% per entry.

12.4. The exception is “No budget” category where no fee will be applied to the entries. However, these entries will not be included in the total count of the entries where charges are applied.

12.5. The entries should be made in full as described above. For amending incomplete entries or making changes, the entrant will be charged by addition 50 euro + VAT 21% per entry.

12.6. The final deadline for the submissions is January 25, 2019, 23:59. After the stated time, the online system will be automatically closed, and no more entries or changes in the entries will not be possible.

12.7. Organisers reserve the right to extend the final deadline. The information about deadline extension is published on the website, newsletter and social media accounts.

12.8. All payments must be processed electronically by offered online payment means during the application process. Should Entrants have any questions regarding the matter, they are kindly requested to contact Organisers info@miitandlinks.com.

13. TREATMENT AND PUBLICATION OF ENTRIES

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

13.2. Entrants may be required to supply additional material of any shortlisted or winning work.

13.3. To promote the Competition, each Entrant authorises the Organisers to screen or publish his materials with or without charge at public or private presentations, wherever and as often as the Organisers think fit.

13.4. The Organisers may compile any entry into a set of entries. Such a set may not, nor may any extracts of it, be copied, marketed or sold by any organisation other than the organisation or any organisation authorised to do so by the organisation. Each Entrant agrees to assist the 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 set or compilation is available for sale or distribution.

13.5. Each Entrant agrees to hold the Competition Organisers harmless from any claims that may be made against them because 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.

13.6. All Entrants accept that their entries will be used in the Competition Archive.

13.7. Each Entrant confirms to the Organisers that they have the legal right to enter the Competition 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.

14. MISCELLANEOUS

14.1. Each Entrant accepts full responsibility for the quality of entries and discharges the Organisers from any responsibility in respect of third parties.

14.2. The Entry Rules will be strictly observed by all Entrants. Completion of the Entries Page will imply full acceptance by each Entrant of the Rules. Non-compliance with any of the Entry Rules will result in automatic disqualification of the entry.

14.3. 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 The Organisers of the Competition.