Terms and Conditions

Rules & Regulations

      1. Definitions

Awards

The Awards programme known as  “The BMJ Awards”

Awards Management

Persons nominated by BMJ to be responsible for the conduct of The BMJ Awards on behalf of BMJ

Entrant

An individual who submits an Entry

Entry

An entry for The BMJ Awards received from an Entrant on their own behalf or on behalf of a team or group

Judges

Individuals appointed by the Awards Management to evaluate the Entries

Registrant

Any individual who registers information on The BMJ Awards online system, regardless of submission

Team

A team or group whose work or project is entered for an  award by an Entrant

      2. Award categories and definitions

  • The Awards categories and evaluation criteria may be changed/ modified / split / merged / increased or cancelled by the Awards Management and/or Judges based on the number of Entries received in any category, and the quality of the Entries. The decision in this regard will be final and non-contestable. Neither the Awards Management nor Judges will entertain any queries in this regard.

3. Call for entries, nomination & participation

  • The call for Entries for the Awards will be announced on The BMJ Awards website and in The BMJ Journal. Entries are to be submitted via The BMJ Awards on line system.
  • Entrants can submit up to two Entries per year. However, each Entry may be entered in one Award category only.
  • If an Entrant submits more than two Entries, only the first two Entries (with reference to date/time of submission) will be eligible to be considered. All subsequent entries will be rejected.
  • If more than one Entrant submits an Entry covering the same project or initiative, all such entries will be combined and treated as one Entry.
  • Irrespective of the Entry category selected by the Entrant, the Awards Management may reorganise/reclassify Entries from one category to another, at its discretion.

4. Eligibility Criteria

  • All healthcare professionals are eligible to submit an Entry but the Team lead must be a medically qualified doctor licensed in the UK and the project or initiative must be UK led.
  • The subject matter of the Entry must relate to the qualifying period specified in the Award category qualifying description published in the call for Entries.

5. Receipt of Entries

  • Receipt of Entry will be confirmed via automated email from the Awards online entry system.
  • Entries received after the closing date may not be accepted.
  • Proof of sending cannot be accepted as proof of delivery. BMJ will not be responsible for any error, omission, interruption, deletion, defect, delay in operation or transmission, leading to an Entry being lost or delayed whether during operation or transmission.

6. Completeness of entries/disqualification

  • Incomplete Entries may be disqualified by the Awards Management.
  • Entries may be disqualified if they do not comply with any of the Rules & Regulations stated herein.
  • Disqualification of Entries is at the sole discretion of the Awards Management.

7. Entry Information

  • Entrants warrant that the information provided in their Entries is true, accurate and complete.
  • If at any time any information provided by an Entrant is found to be false/misleading/incorrect in any manner, then all Entries from that Entrant will be excluded and the Entrant will not be permitted to continue participation in the Awards. The Awards Management may require proof of information, and/or may audit the information, contained in an Entry.
  • If clarification or verification of information is required, the Awards Management will make reasonable efforts to contact the Entrant, but will not be responsible if the Entrant does not respond, does not agree to the conduct of the verification, or is uncontactable.
  • In the event that it is not possible to conduct a verification of the Entry because of failure by the Entrant to cooperate with a request, or for any other reason beyond the Awards Management’s reasonable control, the Awards Management may, at its discretion, disqualify the Entry or continue in such other manner as it deems appropriate.
  • Determination of whether or not information is correct rests with the Awards Management.

8. Shortlisting

  • After the closing date for Entries, the Judges will screen Entries for adherence to the eligibility criteria and the Rules and Regulations.
  • Judges will be asked to declare any conflicts of interest.
  • Conflicts of interest between Judges and Teams or individuals will be dealt with by Judges excusing themselves from consideration of the conflicted Entry.
  • At the end of the shortlisting process, a shortlist will be announced for each Team category. Normally the shortlist will comprise up to six Teams.  
  • Determination of the category to which an Entry belongs is at the sole discretion of Awards Management and the Judges.

9. Determination of Winners

  • All Teams shortlisted will be invited to make an in-person presentation to Judges.
  • In exceptional circumstances Teams may be allowed to present remotely via teleconference.
  • Any Team unable to present to the Judges will be disqualified.
  • Awards sponsors are invited to observe the in-person judging process. Sponsors are not permitted to enter into any discussion on the presentations or Entries, or to participate in any decision over Entries.
  • The Judges will assess the Entries based on both the written submissions and the presentations made.
  • There can only be one winner per category. In special circumstances, a special commendation can be awarded to one additional Team per category.
  • The determination of who should receive an award for any Award category rests solely with the Judges.

10. Benchmark reports

  • All Entrants will have the opportunity upon submission to purchase a Benchmark report from BMJ. This displays the scores their Team achieved during the judging process against an average score for the category and an average score for the shortlisted Entries. Reports do not display comments or feedback from the Judges.
  • Benchmark reports will be sent to purchasers after the winners of each category have been announced.
  • Neither the Awards Management nor the Judges will enter into discussion regarding the contents of the Benchmark reports.
  • A Team’s Benchmark report will be made available only to that Team.

11. Intellectual Property

  • Entrants, acting on behalf of themselves and their Team members, hereby grant an irrevocable, non exclusive, free of charge worldwide licence to BMJ and its Judges to use the Entry and all supporting documentation and images for the purpose of judging the Awards, publicising the results  and the Awards ceremony, and to include a summary of the Entry within any feature or article about the Awards published by (or whose publication is sublicensed by) BMJ in any medium. BMJ reserves the right to retrospectively disqualify any Team which fails to cooperate in the implementation of this licence.
  • Entrants warrant on behalf of themselves and their Team that they have the right, power and authority to grant the rights set out above and that they have obtained all necessary consents and permissions to do so.
  • Entrants warrant on behalf of themselves and their Team members that the information contained in any Entry they submit does not infringe the intellectual property, privacy or any other rights of any third party, and does not contain anything, which is libellous, defamatory, obscene, indecent, harassing or threatening.
  • Entrants shall indemnify BMJ for any loss, damage or liability suffered by BMJ arising in connection with any breach of the warranties given in this section 11.
  • BMJ reserves the right to retrospectively disqualify any Entrant and/or Team whose members act or omit to act in any way which prevents or undermines BMJ’s ability to exercise its rights under this section 11.

12. Personal Data

  • Registrants and Entrants agree, on behalf themselves and all members of their Team, that:
    • their name, qualifications, affiliations, organisation, Team and project details, images, and their performance in any audio and/or video material created at The Awards  (whose subject matter may include without limitation, interviews with winners or the Award ceremony) may be published by BMJ in any medium for any purpose connected with the Awards  including without limitation, on any BMJ Group website, via email, marketing campaigns, promotions, programme summaries, and press releases; and
    • their personal data may be used in reasonable publicity and promotional material detailing their Entry and the fact that they won an Award; and they will cooperate in production of such material at BMJ’s request,
    • any information provided in support of the Entry  whether in Entries or during presentations, may be used and published by BMJ; and
    • they do not have any right to any revenues earned through exploitation of intellectual property rights in any material created by BMJ connected to the Awards;
  • BMJ may share Team members’ and Entrants’ name, qualifications, affiliations, organisation, Team and project details  with selected third parties connected to The BMJ Awards; and
  • BMJ may contact them about current and future programmes of The BMJ Awards.
  • Entrants, acting on behalf of themselves and Team members, grant BMJ a non-exclusive, free of charge, right and licence to publish details submitted to BMJ as part of the Entry including without limitation their names, images, qualifications, affiliations, organisation, Team and project/initiative details in all media and for the purposes set out above and any other purposes connected with the Awards.
  • BMJ will not use Personal Data of Entrants and Team members for any purposes other than as specified above or in the BMJ Privacy Policy unless with prior written agreement. 
  • Please refer to the BMJ Privacy Policy published at http://www.bmj.com/company/your-privacy/
  • BMJ reserves the right to retrospectively disqualify any Entrant and/or Team whose members fail to cooperate in the implementation of this section 12.

13. Miscellaneous

  • BMJ reserves the right to withdraw or amend the terms of the Awards at any time, and does not take any responsibility for any loss or damage that any party may suffer as a result of the Awards being withdrawn or their terms amended.
  • Additions, deletions and/or modifications to these Rules and Regulations are at the discretion of the Awards Management and the Awards Management may make such additions/deletions and/or modifications, at any time. Changes will be published at www.thebmjawards.com.
  • Decisions of the Awards Management are final and binding on Entrants and Team members. No dialogue or correspondence will be entered into regarding any decision made by the Awards Management as part of the Awards procedure.
  • Entrants understand and agree that entering for the Awards does not entitle the Entrant to any benefit or consideration other than the opportunity to be selected to receive a BMJ Award.
  • Participation in the Awards in any manner, including registering information prior to submitting an Entry, amounts to an acceptance of these Rules and Regulations.
  • Entrants warrant on behalf of themselves and Team members that they accept and will abide by the Rules and Regulations.
  • To the greatest extent permitted by law BMJ has no liability for any costs, expenses, damages, losses, liability or injury arising out of or in any way connected with the Awards. BMJ cannot accept any responsibility for any damage, loss, or disappointment suffered by any Entrant or Team. These Rules and Regulations are governed by the laws of England and Wales whose courts have exclusive jurisdiction.