Call for entries

Epica Rules 2016

Rule 1

The competition is open to all film production companies, media consultancies photographers, design studios, local and multinational advertising agencies worldwide. Only advertising and other forms of communication that have been approved by the advertiser and used, published or broadcast since July 1st, 2015 are eligible as entries. Work that does not meet these eligibility conditions will be disqualified.

Rule 2

The official deadline for receipt of entries is September 30th, 2016.

Rule 3

The purpose of the competition is to reward outstanding creativity. Entries will be judged on the originality of the creative ideas and on the quality of their execution. Categories 1 to 25 only accept one image or one video per entry. Categories 1 to 25 only accept one image or one video per entry. This is to make the jury to look at the works at face value with no indication of context. Works requiring a case study cannot be entered in these categories. In the Craft and Imagery categories (cats. 40 to 47) only the quality of the execution will be taken into consideration.

Rule 4

All Grand Prix and category winners (gold, silver and bronze) will receive crystal pyramid trophies. All winners will also receive certificates. Both film and print winners will be named in categories 1 through 25. For the purpose of identifying winners a single award and certificate will be attributed to individual entries that form part of the same campaign.

Rule 5

Five Epica Grand Prix will be chosen from the highest-scoring film, press, outdoor, digital and design entries in each category, with the exception of the Public Interest categories (categories 21 to 23 & 55). They will be attributed by majority vote of the entire jury after a process of progressive elimination.

Rule 6

In the designation of category winners, judges will abstain from voting on entries from their own country. Their scores will be equal to the average of the other judges’ scores. All jury members may vote for the five Grand Prix.

Rule 7

Pre-selection and final juries will be made up of representatives of the marketing communications trade press.

Rule 8

The decision of the judges is final and awards may be withheld at the discretion of the jury or if no entry in a category achieves a score that qualifies it as a winner.

Rule 9

All entries must be submitted online. Print entries must be uploaded as high-resolution jpegs (300dpi/ cmyk/~240mm on longest side). Radio entries must be submitted in mp3 format or as a video compiling both original sound and subtitles in English and be accompanied by a script in English. Film entries may be uploaded as mov or mp4 files only. TV/cinema and radio commercials may not exceed 3 minutes.

Rule 10

All non-traditional media entries in the Direct Marketing, Media Usage, Branded Content & Entertainment, PR & Promotions and Design groups must be accompanied by either an introductory presentation board or a case study that illustrates or explains the creative idea. Presentation boards should be in jpg, horizontal format. Physical presentation boards are not required. Case films must be uploaded as mov or mp4 files and may not exceed 3 minutes. The organisers cannot guarantee to present video material that does not meet these requirements.

Rule 11

Entrants may submit physical samples of Direct Marketing, Media Usage, Branded Content & Entertainment, PR & Promotions and Design entries in addition to the images uploaded online. Samples must be sent to the Epica office in France with the appropriate entry numbers attached and will not be returned.

Rule 12

All Digital, Mobile, Integrated Campaign and Humour entries (categories 53 to 70) will be judged online. Online films for Digital categories are restricted to one execution per entry.

Rule 13

The organisers reserve the right to change the categories selected by entrants if they consider that the category chosen is incorrect or to ensure that all entries on a common theme are judged together.

Rule 14

Each company taking part in the awards will pay a basic registration fee of €200.

Rule 15

The fee for each entry is €320 (categories 1-68 and category 70); this applies to each execution whether it is judged individually or as part of a campaign. The entry fee for multi-media Integrated Campaigns (category 69) is €500.

Rule 16

Companies based in France will be charged French TVA (VAT) at the prevailing rate. Entries from all other countries are exempt from French TVA in application of articles 259 A-C of the CGI (French tax code).

Rule 17

Entry fees must be paid by cheque, credit card or bank transfer (see bank details here). Cheques should be drawn on a bank in France. Credit card payments must be made online through PayPal and include a 3% charge per transaction. Transfers should include all bank charges. Invoices are due for payment upon receipt, those that are not paid within 30 days will be subject to a late payment fee of 2% per month.

Rule 18

By uploading and submitting entries to the competition online, entrants undertake to pay the corresponding registration and entry fees. All entries submitted to the competition will be judged, and the payment of fees will be due, unless the entries are withdrawn, in writing, before October 15th, 2016.

Rule 19

Professional photographers may enter at a discount in the Advertising Photography category (category 46 only). Their fee for each entry in this category is €100 and the company fee is waived. Photographers must contact Epica directly before taking advantage of these conditions.

Rule 20

All entrants authorise the organisers and other third-party companies to copy, scan, digitalise and otherwise duplicate their entries in whatever form and to use such material for exhibitions, screenings, publications, broadcasts, DVDs and on the Internet in order to promote the Epica awards and to propagate the results of the competition. Under no circumstances shall the organisers, or their authorised representatives, be held responsible for the payment of royalties or other charges in connection with the aforementioned activities. Each entrant agrees to not hold the organisers, and/or their authorised representatives, liable against any claims concerning the material in this respect.