2013 International Radio Programs & Promotions - Rules & Regulations

We're always at your disposal. If you need additional assistance or have any questions, concerns, or suggestions, please contact Mike Grigaliunas in customer service (nyfrpcs@yourawardscompany.com), or Donovan Lee or Hal Goldberg in processing (nyfrpprocessing@yourawardscompany.com). You can also call us at +1 (212) 643.4800.

1. DEADLINE FOR ENTRIES

The Entry Deadline is March 18th, 2013.

2. ENTRY FEES

Radio Programs and Reports/Features:

Single: $255 USD
Series: $385 USD

Radio Promotional Spots and IDs:

Single: $255 USD
Series: $385 USD

On-air Talent & Craft:: $255 USD

Programming formats:: $295 USD

Online and Satellite:

Single: $255 USD
Series: $385 USD

Student:

Single: $75 USD

A separate fee is applicable for each category selection. If you are submitting more than one entry, send only one payment for the total amount of all of your entry fees. Our preferred payment is by VISA, MasterCard, and Amex. Credit Card Fees – American Express, 2.5% of total order, MC and Visa 2.5%. Currency must be in USA dollars made payable to INTERNATIONAL AWARDS GROUP, LLC.

INTERNATIONAL AWARDS GROUP must receive entry fee payment within 7 business days following the completion of your online entry submission in order to process your entries, otherwise the entries may be withdrawn from competition.

For bank transfer entry fee payments: ALL OF YOUR BANK'S TRANSFER FEES MUST BE PREPAID BY YOU and an additional $35 US dollars will be added to the total amount on your invoice to cover intermediary bank transfer fees. And, you MUST include your invoice number on your bank transfer instructions forms so we can match your payments to your order.

Your invoice number and our bank transfer information will be made available to you just prior to checkout. You will be able to print your invoice for your accounting department so they can execute the transfer.

Late Entry Fee: Any entries submitted after the official Final Deadline date may be subject to a 10% Late Entry processing Fee.

Refund Policy: Refunds of Entry Fees will only be granted if a request is made within 14 days of submitting entries and then a $100 fee will be charged to cover additional administrative costs. After 14 days, because entries will have been processed and entered into our system, no refunds will be granted but we will be able to block the entries from the judging schedule.

3. ELIGIBILITY

All professional radio programs, features and spots are eligible for entry in the 2013 awards competition, provided that they:

Were produced or first broadcast after January 1, 2012, until the final deadline.
Conform to the formats and categories listed below

4. CATEGORIES

Select the category that most closely relates to your submission's type of program, primary purpose or target audience. You may enter the same production or program in multiple categories, including program categories and craft categories. There is an entry fee for each category you enter. Individual entries are evaluated for their intrinsic merits – without comparing them with others. Each entry is, in effect, in competition with itself, and is measured by our online jury of experts using an industry-accepted standard of excellence.

The categories for the Radio Programs & Promos Awards are divided into several groups. They are: News Programs, News Reports/Features, Information/Documentary, Entertainment Programs and Specials, Talk Programs, On-Air Talent, Programming Format, Morning Drive Time Programming, Promotions, Program Opens and Station IDs, Online, Satellite, Podcasts, Student, and Craft.

See Categories listing for additional explanations. Each entry file must be submitted separately. Series entries are limited to three programs or episodes or pieces. Only one entry form is required per series, but all pieces must be labeled.

Entries in the category sections of On-Air Talent and Programming Format should consist of either (1) one hour of air time or (2) a telescoped version of up to an hour, or (3) a compilation of best segments. Eliminate any advertising spots.

Entries in Programming Format categories (B68- B78) must include examples of how the show opens, closes and any show characteristics other than just the music.

5. TECHNICAL REQUIREMENTS

There are several ways to deliver your entries to us. We recommend that all entries be uploaded. If you have additional questions, please contact our Processing and IT departments at nyfrpprocessing@yourawardscompany.com or call us at (212)643-4800.

New York Festivals plays your entries in an encoded format to our online Grand Jury to judge. Access is password protected. No other entrants are able to listen to your uploaded submissions.

If you have indicated that you are going to upload your entry(s) online, you will have two options: (1) you are able to upload before you check out or (2) after you have checked out. In either case, you will receive an invoice email at Checkout containing a link that will allow you to upload all of your entry file(s) directly from your computer into our system and monitor the progress of that upload.

1. DELIVERY REQUIREMENTS

We strongly urge uploading MP3 files. Entries must be submitted using one of the following formats:

- MP3 Upload
- Audio CD
- URL for Online Radio or Audio Podcast

MP3 Specifications:

Standard MP3 format. Stereo or mono, 44.1 kHz, 16 bits, MPEG layer 3 audio. A typical 1-minute recording will be 1.4 MB.

Entries which are urls/links:

If you use this option, we recommend that you follow the file size and formats below. Please remember to keep the links active through the entire process including the ceremony in June. Entries submitted via link upload to our website:

At the bottom of the invoice will be a single link that will allow you to upload all of your entry(s) files directly from your computer into our system, using a browse function /file dialogue. Once you have located an entry file, click on that file and the upload process can begin.

Please make sure that you upload all pieces of your entries. Our streamlined online entry system will let you know how long it will take to upload each of your files, based on file size, your internet connection and web traffic. Remember that your own internet connection will also determine how long the upload process will take for your entry.

2. TEXT FORMATTING:

All entries must use the following standards for text formatting. These standards allow us to better judge and showcase your work.

Title of Entry and Brand Name Format:

Proper Case (all first letters capitalized) must be used in the title and brand name. Series entries must be named with a single series title or with individual program titles separated by slashes.
Single Entry Example: Title Of Entry
Series Example: Title One / Title Two
Series Example with overall title: Series Title of Entry

Translation/Background Summary:

Include text in Sentence Case (first letter of each sentence capitalized). Do not use all capital or all lowercase letters.

Example: This entry is a children's program. It is targeted toward ages 8 to 14.
Credits: Talent names and job titles must be in Proper Case (all first letters capitalized). Do not use all capital or all lower case letters. There is a separate field for each name and each title. Do not abbreviate job titles unless necessary. Please list credits in order of importance.

3. TRANSLATION/BACKGROUND SUMMARY

Productions in any language, from any nation, may be entered. If your entry is in a language other than English, you MUST provide a translation of at least the first 10 minutes and the last 10 minutes along with a detailed background summary in the space provided in the online entry process on a CD in a Microsoft word document. A background summary should not exceed 200 words and is seen by the judges. Please include information on the purpose, market size, and target audience of your entry in the background summary. All entries must include a background summary.

4. ONLINE ENTRY FORMS

We no longer accept offline paper forms. Please use our online entry system for each of your submissions. A printable record of the total for all your entries will be automatically generated at Checkout. This record will include an invoice for the total amount due and shipping instructions with the Entry Item ID labels for any submissions which cannot be uploaded and which will require mailing.

If you have indicated that you are going to upload your entry(s) online, you will have two options: (1) you are able to upload before you check out or (2) after you have checked out. In either case, you will receive an invoice email containing a link that will allow you to upload your entry file(s) directly from your computer into our system and then to monitor the progress of that upload.

If you cannot upload your entry, we ask you do the following three things before you package your entries for mail or courier:

As soon as you receive the email sent to you immediately after checkout, make extra copies.
Cut out the Entry Item ID labels provided in the second half of the record and attach to each individual entry. Attach the provided mailing address label to the package to be shipped. IMPORTANT: These labels contain important coding information specific to each entry and MUST be attached.
Enclose a copy of the record you received immediately after checkout in the shipping carton along with your entry(s).

Note: All shipping costs, insurance, customs duties and handling fees for all entries must be prepaid by the sender. We cannot assume responsibility for customs clearance. Send labeled materials, along with the computer-generated invoice to:

IAG/New York Festivals
260 West 39th Street, 10th Floor
New York, NY 10018, USA
Tel. 212.643.4800

6. CREDITS

When submitting your credits, be aware that if your entry is a winner, only the name of the entering company, name of the program, name of the brand, and title of the entry will appear on the trophy which is given to each winning entry. Certificates additionally list five names with corresponding job titles. An additional five names with job titles can be listed in the showcase section of our website for a total of 15 lines. You may use any title you wish for the people involved in the creation of the work. Finalists, when notified, will be given the opportunity to correct credits. However, if no corrections are made, credits listed during the entry process will be considered the credits of record.

Following the Awards ceremony, winning entrants may order for purchase additional awards with personalized credits.

7. DISPOSITION OF ENTRY/ERRORS & OMISSIONS

Entries and materials submitted will not be returned and may be displayed, shown, duplicated, published or reproduced for educational and/or promotional purposes as New York Festivals^® deems appropriate. By entering, the entrant agrees to hold New York Festivals and any of its affiliated companies exempt from any costs or expenses of any claim arising out of any such use.

Entrants have the option to not have their entry shown in its entirety on our websites by exercising the option listed on the online entry form. Entrants who exercise that option may upload trailers once judging has concluded if they desire to showcase their winning entries.

New York Festivals assumes no responsibility for the acts or omissions of those individuals or entities submitting entries pursuant to this notice. All submitting entities and/or individuals are advised to review submissions with respect to correct name credits and other information.

All copies of entries submitted become the property of International Awards Group, LLC, and its affiliated awards companies, AME Awards, The Global Awards, Midas Awards and the New York Festivals, (hereafter collectively referred to as IAG), for supplemental presentations to educational institutions, trade groups and the public generally, and will not be returned. Entrant specifically grants worldwide, royalty-free permission to IAG to play or show the entries at award presentations, IAG sponsored screenings around the world or in any private presentation with or without charge whenever and as often as IAG and its representatives see fit without any compensation to Entrant.

8. JUDGING AND AWARDS

Entries are judged by prominent radio experts and professionals from stations and companies around the world. Entries are judged for production values, organization, presentation of information, creativity and use of the medium. Shortlisted finalists will be notified in May. Winners will be announced in June at an awards presentation in New York City. Press releases will be sent to international wire services and to the trades. New York Festivals winners may refer in advertising and publicity to the fact that they are a New York Festivals winner and, for one year after the award was bestowed may use a replica of the New York Festivals medal or the New York Festivals logo in such advertising. A ^® registration mark must accompany the use of the image.

9. UNITED NATIONS AWARDS

In collaboration with the United Nations Department of Public Information, New York Festivals established the United Nations Awards in 1990 to honor radio programs that best exemplifies the aims and ideals of the United Nations. Global concerns of particular interest to the United Nations are: eradication of extreme hunger and poverty; achievement of universal primary education; promotion of gender equality and empowerment of women; reduction of child mortality; improvement of maternal health; combating HIV/AIDS, malaria and other diseases; ensuring environmental sustainability; global partnerships for development. Finalists in radio programming who meet these criteria will be judged by a panel convened by the United Nations to select the Gold, Silver, and Bronze United Nations Awards winners. Winners will be announced in June at an awards presentation in New York City.