10. ONLINE ENTRY – A GUIDE

Chapter Timeline

QLD Dates Event

Thursday 18 Feb Entries open for Awards (8 weeks)

Thursday 14 April Entries close for Awards

Friday 3 June The Awards Announcement

Entries can only be submitted online. All relevant documents will be available on aila.org.au once the

Awards Entries are open in your local Chapter.

If you require clarification or further information on your Entry, contact Katie Roberson,

katie.roberson@aila.org.au or 0417 666 622

Entry into the awards is a 2 step process. Begin by completing the online Entry Form (this page still

under construction) and then email Katie Roberson at katie.roberson@aila.org.au your dropbox link to

the required submission documents. All documents must be submitted via dropbox by 5pm Thursday 14

April 2016. NOTE: You will need your online entry number to complete all the supporting information

and documentation.

Step 1: Complete the online Form – CLICK HERE

Use the awards promo code to gain your first free entry: firstawardsentry2016

Free entry applies to the first entry submitted per practice (per state) where a member is employed

10.1 Select an Award

The first page will prompt you to ‘select a program being entered into’. You will choose the Chapter in

which the project is located.

The page will also prompt you to choose a Category. You will choose a Category that is most applicable

to your entry (see section 6.2 of this Guide).

10.2 Payment

The second page will list the ‘item’ that you are ‘ordering’. This will confirm the awards program and

cost, and list the charge. The shipping details should list your entrant contact address. Shipping method

should be selected as AUSPOST.

Use the awards promo code to gain your first free entry: firstawardsentry2016

You can then select one of two payment options:

1 credit card

2 pay later (via EFT or cheque). If this is selected, payment will need to be received prior to

the deadline in order for your entry to progress to the jury.

10.3 Entrant Details

The next stage will present you with the contact information that AILA has for you (as our member).

You will have the ability to edit these details by clicking the pencil icon in the top right hand corner of

any text box.

10.4 Project Details

The next stage will ask you to fill in details about the project you are entering.

This includes:

• Practice name/s (include practices in collaboration/association that need to be attributed)

• Project name

• Client

• Project team, or any others to be attributed - Note: the whole project team cannot be included on

certificates, include key colaborators/practices

• Project address (will be kept confidential on any private or residential projects)

PLEASE NOTE – This is the information that will appear on your winning entry certificates and charges

may apply for certificate reprints.

Step 2: Submitting Documents

10.5 Submitting Documentation and Images

The following documents must be submitted to katie.roberson@aila.org.au via Dropbox by 5pm

Thursday 14 April 2016

Project Description Form - Access Here

Images

Supporting Documents (if applicable)

A3 Project Board

Please note: CDs and USBs are not an option. All Award submissions documentation must be provided

via Dropbox. No hard copies will be accepted unless you have made a prior arrangement with your

Chapter Manager due to the unique nature of your submission.

Please send above entry information via DropBox katie.roberson@aila.org.au . DropBox link to include

the following folder set up as detailed below:

Main folder for each entry titled with the Entry Number & Project Name (eg. 45ABC). Please note that the Awards online entry system will generate entry numbers for you to use here.

Sub-folders

1. Project Description Form (Refer to Appendix A) Please save your completed Project Description Form as a Word document (not PDF) in this folder

2. Images: Refer to Appendix B below for detailed requirements for image labels and

attributions. 3. Supporting documentation: Refer to Appendix C below for image requirements 4. A3 Project Display Boards (Refer to Appendix D) – PDF File for Printing

If you have any problems creating the Dropbox link or any other queries relating to your submission

please contact katie.roberson@aila.org.au

The entrant is also responsible for completing the declaration on behalf of the client/owner; however

this is not required to be submitted to AILA.

APPEND IX A PROJECT DESCRIPTION FORM

The AILA National Landscape Architecture Awards – QLD Awards

Project Description Form

Please complete the following information and supply via Dropbox link to katie.roberson@aila.org.au

along with images and other submission material after entering your details via the online entry system.

All materials are due by Thursday April 14 2016 If you have any problems creating the Dropbox link or any other

queries relating to your submission please contact katie.roberson@aila.org.au

Entry number (this will be provided by the online entry system)

Statement of Achievement (maximum of 500 words)

Statement of Achievement (maximum of 500 words)

This is the main opportunity to outline to the Jury how your entry meets the Core Qualities (the criteria on which the entry is judged). It shouldn’t be a statement solely describing the project. In brief, the Core Qualities for judging the awards are

1. Thinking

2. Leadership

3. Results

Credits and Attributions (please list each person and company on a separate line). These will be included

on any Award Certificate.

Image captions (please label each image as saved and acknowledge the photographer for each)

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

Supporting documentation (please label each additional item supplied and provide a number below to

correspond)

APPEND IX B IMAGES

To ensure your project is adequately documented, images should provide as much relevant information

about your project as possible. Digital images will be used during the judging process and for

promotional purposes by AILA.

A. High resolution ‘hero’ images

Four (4) high resolution images must be submitted as part of your entry. These images may be

used for promotional purposes both nationally and internationally by AILA, and will also be used

to inform Jurors about your project.

High resolution images should meet the following criteria:

File type to be JPEG or EPS,

Image quality to be the maximum quality setting,

Image size to be minimum A4; minimum 3,500 pixels wide and a maximum 5,000 pixels

wide,

Size of file to be a maximum of 5MB each,

RGB preferred (rather than CMYK),

Landscape orientation preferred,

Full bleed preferred,

Minimum of 300dpi.

B. Low resolution images

Up to ten (10) low resolution images may be submitted with your entry. Whilst these images

may be used for promotional purposes both nationally and internationally by AILA, their primary

intention is to inform Jurors about your project.

Low resolution images should meet the following criteria:

File type to be JPEG,

Image size; maximum width 800 pixels,

Size of file to be a maximum of 200Kb each,

RGB (not CMYK),

Resolution; 72dpi.

C. Image content and quantities

AILA suggests the following content and quantities for images submitted for typical projects;

2-3 images related to site context and setting

2-3 images relating to different elevations

2-3 images of any relevant design details

D. Image names

The first image must be labeled in the following way …45-01-ABC, where

45 is the award entry number (received online during submission of entry)

01 is the image number

ABC is the project name

Images must be ordered as follows

The FIRST image (numbered ‘01’) will be preferred over others, as the one that the

landscape architect has nominated to represent the project, and may be used for

website, publications and the like. This image needs to be in landscape orientation and

high resolution.

The second, third and fourth images are to be the high resolution images and numbered

02, 03 and 04 (see below).

The other images must be named in the same way (numbered 05 -14) and may be used

for publicity and promotional material where the first image is deemed not appropriate.

However, image number 01 will always be the preferred image used to represent the

project in relevant AILA publicity and promotional material

In the images folder, please also include a word doc with a schedule of any photographers that

need to be attributed to specific images if images are used for media purposes.

APPEND IX C SUPPOR TING INFO RMATION

The documents must be labeled in the following way …45-XY-ABC-, where

45 is the award entry number (received online during submission of entry)

XY is the document name

ABC is the project name

(eg. Entry#SitePlanMary’sGarden)

APPEND IX D PR OJECT BOARDS

A3 Project Display Boards – PDF File for Printing

In Queensland, one A3 landscape format PDF file per project is to be provided to enable printing of an A3

Project Display Board (foam core board or similar). This PDF file will not be used for judging purposes. It

will be used to print A3 Display Boards to be exhibited at Awards events and to the public.

The Display Boards should showcase the project through mostly images and graphics with minimal text,

to appeal to both the professional and public audience.

The layout and graphics of the Display Board is to be determined by the entrant, however it should

include the following:

• Project name

• Company / Entrant Name

• Client Name

• Project Location

PLEASE NOTE - The display board should be saved as a separate PDF file that should be saved as

“Project Board”

APPEND IX E DECLARATION FOR M

The AILA National Landscape Architecture Awards

Declaration by/on behalf of Client/Owner

The Entrant is responsible for ensuring this is completed. This form should be retained by the Entrant as it

may be required at a future date. AILA does not require this form to be saved in your dropbox

I support the submission of this project in the AILA National Landscape Architecture Awards. I also agree

to be the nominated person who may be contacted by the Jury if the project is short listed and more

information is required.

Name:

Position:

Organisation:

Project Name:

Email:

Phone:

Signature: Date: