The ultimate Eventex Awards entry checklist

Have you decided to enter Eventex Awards? Go through this checklist before you submit your entries — it will help you meet all the requirements of the application process and craft the best possible entry to maximize your chances of winning. Good luck!   

Select what to enter with  

The first step is selecting just the right thing project or projects to enter Eventex Awards with, giving yourself the best shot.  

• Consider all your eligible projects. 

Check the Eventex Awards eligibility period and consider all your projects that have a physical or digital realization during that time. Which ones stand out the most? Which ones got the best results, the best client feedback, the best ROI? Answering those questions will help you select the right event, experience, technology, service, venue, etc.

• Don’t forget teams and individuals. 

In addition to entering with a project, don’t forget that Eventex Awards also features categories that recognize your agency, team, or even an individual. Consider what team and/or individual achievements within the eligibility period you can present.   

Category selection 

Eventex Awards features 250+ categories that accommodate current and future trends while maintaining the awards’ vibrancy and diversity. 

• Make a list of the categories that will give you the best chance of winning an award. 

Consider all categories that might fit your project and write them down. Read the description of each category and narrow down your choice by leaving the categories that showcase what you did. For example, if your project covered the opening ceremony for a football match, go for the ceremony category rather than for the football tournament one. 

• Consider multiple categories to showcase different elements of your project and boost your chances of winning. 

When you have sufficiently narrowed down your choices, think about entering in more than one category. Maybe your project is appropriate for more than a single category? Or you would like to showcase different aspects. Note that the Eventex Awards rules allow you to enter the same project in more than one category. You can also take advantage of the ongoing 5-for-3 promo to get more value for your investment. 

If you need help selecting the right categories or have questions, reach out to the Eventex team via email or book a consultation. 

Plan ahead 

The road to the perfect entry starts with planning. 

• Register early to take advantage of early-bird rates.

Register for Eventex Awards as early as possible. This will enable you to both take advantage of early-bird rates and give you more time to plan your entry. Note that you can change your categories after registering for the awards.  

• Plan for time to work on the entry before the submission deadline. 

The Eventex Awards application process is time-sensitive. This means you should take the submission deadline into account and try to submit before that date to make sure you have time to implement changes to your entry if needed. 

• Consider submitting early to benefit from detailed feedback. 

Note that if you submit your entries 1 month before the submission deadline, you will receive detailed personalized feedback from the Eventex team. 

• Appoint a qualified team member to work on the entries. 

Consider appointing a dedicated team member to collect any data needed, prepare a video, images, and other materials showcasing your entry, and fill out the information in the applicant portal. Ideally, you should select someone who is familiar with the entry and your company, rather than an intern who might not be able to give your entry the justice it deserves.   

Prep work  

Before you start working on your entry in the system, there are a few steps that will help you make the process smoother.  

• Have all the details handy before starting work on your entry. 

Do you have all relevant project data ready before you start working on your entry? While the Evalato awards management software allows you to save your work as a draft and return to your entry, having all the information and files you need at your fingertips will make the process easier.      

• Check what data you can disclose publicly and obtain permissions if needed. 

Note that after the results announcement, your entry will become public, with the exception of the information populated in the application form’s dedicated confidential section. So, carefully consider what data you can safely include in your entry. If needed, contact a customer or another third party to gain their explicit permission to disclose information.   

• Look at last year’s winners in your category.

To get a better idea of what the Eventex Awards jury finds impressive, head over to the last edition’s winners page and check out the winners in the categories you have chosen, if applicable, and/or related categories. 

• Go through jury feedback. 

Eventex Awards have always been a learning experience. So, if this is not your first time, go through any feedback the judges may have left for you last time. If not, head over to the Eventex Awards 2024 entries and check what they had to say about other projects in your category or related categories. Take note of both positive feedback and tips for improvement. 

Application form highlights 

Note that the application form contains the only information you need to provide about your entry, no other documentation is required. That said, keep in mind that all the information you provide in the application form will become public once the results are announced, save for the application form’s confidential section. No changes will be allowed after the submission deadline. So, let’s go over all the elements of the application form. 

• Entry name 

This is the name of your project, event, or venue, or, alternatively, technology or company, depending on your entry. The Eventex Awards application form has a limit of 80 characters (including spaces) on the entry name. Additionally, make sure that it’s spelled correctly and not written in all caps. Last but not least, keep in mind that what you put in the entry name field is what will appear on your winner certificate if you win an Eventex award, and on your physical trophy if you opt to order one. 

• Logo/Thumbnail 

Carefully select an image that best represents your entry. To achieve the best results, make sure that your logo is not pixelized. The recommended size stands at 600x600, with allowed formats including jpg, gif, and png, up to 2MB in size. Use the preview to double-check how your logo will look, making sure that all elements are clearly visible. 

• Dates (if applicable) 

When did your event, experience, or project take place? You can input a specific date or a time period, e.g. "5 December 2023" or "30 June - 3 July 2024. The important thing to remember here is to make sure that the respective timeframe fits the Eventex Awards eligibility criteria as stated on the website. 

• Venue (if applicable) 

Name the venue and city where your event, experience, or project took place, e.g. "Wembley, London". If your event is virtual, you can write “online” or use the name of the software, e.g. “Zoom”. For hybrid events, mention both the platform and location. Leave blank if not applicable. Note that you have a limit of up to 80 characters, including spaces. In case you don’t have enough space to mention all your event’s locations, you can write “20+ locations, including London, Paris, and Tokyo”.  

• Country 

Select the (main) country where your event, experience, or project took place, if applicable. Otherwise, select the country of origin of your company.

• Agency/Organizer (if applicable) 

State the name of the agency, vendor, supplier, or organizer of your event, experience, or project in 50 characters, including spaces. Note that we use this application form field when we award points for the Eventex Top 100 Agencies & Event Organizers index. 

• Agency network (if applicable) 

Name the professional network your agency belongs to, if applicable (e.g. BEIC, ILEA, 27Names, etc.). Note that you have a limit of 50 characters, including spaces. 

• Client (if applicable) 

Name of the brand, company, or organization that commissioned the work (e.g. Google, Nike, Nivea). Leave this blank if not applicable. Note that you have a limit of 50 characters, including spaces. 

• About 

Provide a brief description of your project, technology, company, etc. that you are entering in Eventex Awards. Note that you have a limit of 300 characters, including spaces, so focus on what your entry is about and what makes it unique. 

• Website 

Add a link to your website or microsite. This is the place if you also need to include links to other relevant websites, publications, etc. that you plan to mention in your entry. 

Supporting content  

The Eventex Awards application form additionally gives you the opportunity to back your entry with visual content. This will enhance the impact of your written content and will help the judges visualize your achievements. 

Your entry’s video 

A well-edited video will showcase your entry better than any written essay can. 

• Keep your video up to 3 minutes in length and to the point — sometimes, you can have too much of a good thing. With a short video that whets the appetite of the judges, they will be eager to move on to the next portion of your entry. 
• Consider including before and after footage of your event or experience to showcase your journey and highlight your progress. 
• A video presentation is the next best thing if you don’t have footage of your event — you can still include relevant data, images, graphics, music, voice-over, a memorable quote, etc. This is also a great option for entries in the supplier or tech categories.
• If your video has a voice-over that is not in English, remember to add English subtitles.  

Your entry’s images 

Regardless of the video, your entry should also feature images to give further visual proof of your project. Note that you have a limit of 20 images. 

• Use the photos to show your event, experience, venue, or other project from different angles. 
• Include photos of specific elements that you want to draw the jury’s attention to. This is particularly important if you have made a mention of those elements in your written text. 
• Make sure the photos include both details and the complete picture.  

The Eventex Awards criteria 

The Eventex Awards are judged based on a set of publicly available criteria. There are 3 criteria that vary depending on the track where you are applying.  

• Check the criteria for your track or tracks. 

Depending on the categories where you apply, there might be differences based on the track. Check which criteria will apply in your case and plan on how to word your entry to show the jury you meet them.   

Tips for standing out 

In addition to fulfilling the criteria, we’ve also prepared a selection of tips that will help you stand out and raise your chances of impressing the Eventex Awards jury. 

• Mind the category

Each Eventex Awards category has been carefully thought through and has a specific focus. Use it as the topic of your entry and structure your content around that topic.

• Make your entry cohesive 

Ensure that all sections of your entry tell a cohesive story with internal logic. That means a clear outline of the concept and planning, how it relates to the execution of your project and the results. 

• Showcase your journey 

Walk the jury through the challenges you faced (and overcame) will give your entry more substance. Even if your event is impressive on its own, it becomes more remarkable when you consider the starting point. 

• Envoke emotions 

Your entry should make the jury feel emotion. It might inspire awe in the face of your visuals and technology, compassion (if your event was supporting a worthwhile cause), or even laughter with a witty and snarky presentation. Emotion makes your entry memorable to the jury. 

• Give context to your results 

In addition to listing numbers to demonstrate results where possible, make sure to provide context for those numbers. For recurring events, add a comparison to the previous edition, while for brand-new events, consider including industry benchmarks. 

• Focus on attendee/consumer

Consider the end-user experience, i.e. from the viewpoint of the attendee or consumer and include that information to give judges a broader perspective. 

• Don’t forget sustainability 

Sustainability is increasingly becoming non-negotiable. So, if anything was done at your event to offset its own carbon footprint, or if your venue adheres to sustainability best practices, etc., mention that in your entry, regardless of the category. 

Entry Dos & Don’ts

Last but not least, let’s take a look at some practical tips and common mistakes to avoid. 

Dos

• Make your entry reader-friendly with paragraphs and lists.
• Include only relevant and interesting information, with no repetitions or fluff. 

• Take a step back to review your entry before submitting. 
• Submit as early as possible to take advantage of the Eventex team feedback. 

• Turn to the Eventex team in case of questions. 

Don’ts

• Don’t share confidential details anywhere besides the confidential information section. 
• Don’t upload videos of over 3 minutes. 
• Don’t copy-paste the same entry text for every category. 
• Don’t leave submission for the last moment. 
• Don’t submit your entry after the deadline. 
• Don’t ask to change or withdraw your entry after the deadline. 

Ready to enter?  

Following these tips will help you tip the scales in your favor. Register for Eventex Awards and start your journey to a successful entry.

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