Be sure to heed the deadline for entries. It s February 27, 2009! After the entries are shipped to the judges, additional entries cannot be accepted.

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1 International Regional Magazine Association Founded 1960 Andy Jackson Executive Director PO Box Bailey Ave. Montpelier, VT USA Ph: Fax: TWENTY-NINTH ANNUAL IRMA AWARDS DEADLINE: ALL ENTRIES MUST BE RECEIVED BY FEBRUARY 27, Dear Member: Here are the instructions and entry forms for the Twenty-ninth Annual IRMA Awards. Be sure to read and follow the details of all instructions very carefully. Pay close attention to the category definitions to be sure you have selected material that fits. When judges decide that an entry doesn t fit the category, they score it as a zero. A zero from only one judge will prevent your magazine from winning an award. BE CAREFUL! Be sure to heed the deadline for entries. It s February 27, 2009! After the entries are shipped to the judges, additional entries cannot be accepted. Only active member magazines that do not owe IRMA any fees or dues are eligible to enter. If your magazine owes IRMA, take any and all necessary steps to be sure the payment is made so that your entries may be accepted. Additionally, if payment for entry fees is not enclosed, an invoice will be sent. Sorry, IRMA does not accept credit card payments. NOTE: 2009 dues were billed by Herman Kelly and payments should be sent to his address in Georgetown, Texas, as shown on the invoice. IMPORTANT: Please immediately check the contents list at the bottom of this page to be sure that you have everything you need. If you are missing any page(s), either download the file again or call me now at , or me at The file to download is located in the Members Only section of the IRMA Web site (available through with a proper Username and Password). Good luck! Andy Jackson Executive Director Contents: This letter 1 Page(s) Awards Entry Instructions and Category Descriptions 11 " Entry Submission Summary 6 " Remittance Form 1 " 2009 IRMA Awards - 1 -

2 TWENTY-NINTH ANNUAL AWARDS ENTRY INSTRUCTIONS Deadline: All entries must arrive in Montpelier, Vermont no later than February 27, Awards Committee: Thanks to Penny Caldwell, editor of Cottage Life, chair; Shawn Dalton, creative director, Saltscapes; Anita Willis, editor, British Columbia Magazine; Charles Lohrmann, editor, Texas Highways; Colleen McIntyre, production manager, Oklahoma Today; and Robert Stieve, editor, Arizona Highways. Major Changes: There are no major changes from last year s IRMA Awards. However, a minor change in the entry requirements is that for Writing categories only (not design or combination categories such as Special Focus, Department, Most Improved, etc.), you must submit a single set of tear sheets plus three sets of photocopies. No changes this year for Design or Combination category entry requirements. Reminders: A story may be entered in written, visual, and integrated (design and written) categories, but only one time each for the same story. A magazine may submit only one entry per category. (Some categories require content from more than one issue, as described in the What to Submit column. These are considered parts of that one entry.) Read all instructions carefully. Other changes may be described for the categories you enter. Magazine Eligibility: All active IRMA member publications are eligible. Limit one entry per category. All materials must have been published in an issue of the member magazine with a 2008 cover date. To be eligible to enter the IRMA Awards, you must have paid all past dues (including 2009 dues) and other outstanding amounts. (Provisional members are not eligible to enter the IRMA Awards.) Judges Scoring: Up to nine judges for writing and three judges for design categories will score entries from 0 to 100 points. (Writing categories will be split between three panels with three writing judges in each. Among other factors, judges will consider the style, originality and content of the written pieces.) Points in each category from the appropriate judges will be totaled, with the highest score getting the gold, next highest the silver, and next highest the bronze. Any entry receiving a score totaling 95% or more of the bronze-winning score will receive an Award of Merit. For the Magazine-of-the-Year category, the winners in each circulation level will receive a permanent trophy and any magazine totaling 95% or more of the winner will receive a Finalist plaque. No scores will be announced nor will they ever be made available. Judges will be asked to include written comments about entries. Comments for winning entries will be posted on the IRMA website after the awards presentation at the Annual Conference in October Submission of Entries: Prepare the correct number of copies of each entry, including tear sheets and photocopies or complete issues and other required items. (See the "What to Submit" column for details about each category.) Include the six-page Entry Submission Summary, Remittance Form and payment, as described in the Mailing Instructions 2009 IRMA Awards - 1 -

3 Entry Fee: Brief Statement: Entry Identifier: Tear Sheets: Mailing Instructions: below. Payment accompanying entries is required and will avoid delays in processing your entries. Sorry, IRMA does not accept credit cards. The entry fee is $50 US per entry. Some categories require a brief statement of no more than one page in length, along with the required sets of materials that make up your entry. These are described in the What to Submit column for each category. Be sure to submit a copy of this statement with each copy of your entry when required. On the back of each entry copy, attach a label (on a separate page, if necessary) that identifies your: Category Magazine Title Publication Date Also, clearly mark the name of the category and title of the magazine to the tab of each folder. Be sure to arrange tear sheets (and copies if submitted in Writing categories only) in the proper sequence. Paper clip each entry. Do not staple. Please place each entry in its own letter-size file folder. Do not place entries in binders, acetate sleeves, or any other fancy type of display. Because each copy of each entry will be forwarded to a different person, each must be in a separate file folder and stand alone. Each entry copy must be placed in a separate, letter-size file folder. For example, if you are entering a writing category, you must submit four copies of the entry, with each one in a separate file folder, for a total of four folders. Likewise, a category that requires seven entry copies will need seven file folders (one for each of the seven copies). These quantities allow one entry for each judge and one IRMA file copy. Additionally, you must submit one copy of the Entry Submission Summary, one copy of the Remittance Form, and your payment in U.S. currency. Entries received without correct payment will be held until payment is received and are likely to miss the cutoff for submission to the judges. Sorry, IRMA does not accept credit cards. SEND THE PACKAGES TO: Andy Jackson, Executive Director IRMA 19 Bailey Ave Montpelier, VT USA Phone: IRMA Awards - 2 -

4 1. Public Issues Category Descriptions WRITING CATEGORIES Category Name Category Definition Basis of Judging What to Submit A story that is directly The following basis of judging concerned with social, applies to all Writing ethical, and/or legal issues categories within the magazine s region. 2. Historical Feature 3. Nature Feature 4. Environmental Feature A story that focuses on the historical heritage of the region or area, of a place and/or individual(s) within the region. A story that focuses on plants, animals, and/or their habitat within the region. A story that reports on natural resources, human impact on nature, impact of natural events on the environment, and/or other environmental issues within the region. The Writing Categories are for text, not the elements of design. The elements a judge will consider are appropriateness to the category definition, writing style, content, overall impact and how well the article engages the interest of its intended reader. Judges will keep in mind that brevity does not denote insignificance, and bigger does not always mean better. An article may be long because of a lack of focus or lazy editing. Judges will also keep in mind that a small or insignificant subject no more ensures a minor article than a big or important subject guarantees a major one. One tear sheet plus three photocopies, from a 2008 issue. Place each tear sheet or copy, with its required label (see Entry Identifier above) in a separate, letter-size file folder. Same as for Public Issues above. Same as for Public Issues above. Same as for Public Issues above. 5. Travel Feature 6. Culture Feature 7. General Feature A story that features a destination within the region that enhances the knowledge and enjoyment of potential travelers. A story that focuses on a cultural aspect of the region or area, of a place and/or individual(s) within the region. A story that does not fit in any of the other categories yet is appropriate for your regional audience. Same as for Public Issues above. Same as for Public Issues above. Same as for Public Issues above IRMA Awards - 3 -

5 WRITING CATEGORIES Category Name Category Definition Basis of Judging What to Submit 8. Profiles A story that explores the character and personality of one or more individuals in the region. (See previous page.) Same as for Public Issues above. 9. Reader Service Article 10. Essay 11. Column Any explanatory article on a theme or subject pertaining to the region that presents information of a practical applicability to the reader. A story that speculates on or interprets a particular theme or subject that pertains to the region, and that clearly presents the magazine s or writer s viewpoint to the reader. The story may be written in first, second, or third person. A piece that appears regularly in issues under the same heading and is written by the same writer. This award is for text, not the elements of design. Same as for Public Issues above. Same as for Public Issues above. One tear sheet plus three photocopies of a column from three (3) 2008 issues. Place each set of tear sheets or copies, with its required label (see Entry Identifier above), in a separate, letter-size file folder IRMA Awards - 4 -

6 DESIGN CATEGORIES Category Name Category Definition Basis of Judging What to Submit Any single photograph Appropriateness of the used with one story photograph in supporting the (department, column or text, the overall impression on feature) that supports and the reader, quality of the amplifies the text. This image. award is for the photograph, not the text. 12. Single Photo [Design category] Four (4) tear sheets of a single story in its entirety, illustrated by a photograph from a 2008 issue. Place a large X, corner to corner, through any other photographs (not the photo you are entering) to clearly indicate the photo to be judged. Place each tear sheet, with its required label (see Entry Identifier above) in a separate, letter-size file folder. 13. Photo Series [Design category] Any series of photographs from a single issue used with one story (department, column, or feature) either shot on location or supporting one theme or topic. This award is for the photographs, not the text. Appropriateness of the photographs in supporting the text, variety and quality of the images and overall impression on the reader. Four (4) tear sheets of a group of photographs from a 2008 issue. Place each tear sheet, with its required label (see Entry Identifier above), in a separate, letter-size file folder. 14. Illustration [Design category] Any illustration or series of illustrations used with one story (department, column, or feature). Originality of concept, style, and appropriateness to the subject. Four (4) tear sheets of an illustration or illustrated story from a 2008 issue. Place each tear sheet, with its required label (see Entry Identifier above), in a separate, letter-size file folder IRMA Awards - 5 -

7 DESIGN CATEGORIES Category Name Category Definition Basis of Judging What to Submit 15. Art Direction of a Single Story [Design category] The design (use of any or all of the elements of illustrations, photographs, typography, etc.) of a single story. This award is for design, not for text. Concept, design, and quality of images (photographs, illustrations or other elements); use of typography; originality; appropriateness to subject matter and mood of the feature; coherence; and unity with no single element dominating. Four (4) tear sheets of all display pages of a single story from a 2008 issue. Place each tear sheet, with its required label (see Entry Identifier above), in a separate, letter-size file folder. 16. Overall Art Direction, Up To 40,000 Circulation [Design category] How well a magazine s overall design and visual presentation fulfills the magazine s stated objectives and design challenges. This category is open only to magazines with 40,000 circulation or less. Layout, photography, illustrations, typography, visual interaction with editorial and any advertising, pacing, and consistency in fulfilling the accompanying statement of objectives and design challenges. Four (4) sets of three (3) 2008 issues, a total of twelve (12) magazines. Brief Statement: Include with each set making up your entry a brief statement no more than one page in length that explains how your magazine s design and visual presentation contribute to your magazine s editorial objectives and design objectives. Put a rubber band around each set of three magazines and place each of the four sets, along with a copy of the brief statement, and the required label (see Entry Identifier above), in a letter-size file folder IRMA Awards - 6 -

8 DESIGN CATEGORIES Category Name Category Definition Basis of Judging What to Submit 17. Overall Art Direction, More Than 40,000 Circulation [Design category] Four (4) sets of three (3) 2008 issues, a total of twelve (12) magazines. How well a magazine s overall design and visual presentation fulfills the magazine s stated objectives and design challenges. This category is open only to magazines with more than 40,000 circulation. Layout, photography, illustrations, typography, visual interaction with editorial and any advertising, pacing, and consistency in fulfilling the accompanying statement of objectives and design challenges. Brief Statement: Include with each set making up your entry a brief statement no more than one page in length that explains how your magazine s design and visual presentation contribute to your magazine s editorial objectives and design objectives. Put a rubber band around each set of three magazines and place each of the four sets, along with a copy of the brief statement, and the required label (see Entry Identifier above), in a letter-size file folder. 18. Department [Both Writing & Design categories] BOTH WRITING and DESIGN CATEGORIES A section other than a Concept, quality of writing, column (as defined in the style, readability, layout, Column category) that photography, illustrations, use appears regularly in issues of typography, and overall under the same heading. design. This award is for both text and design elements. Seven (7) tear sheets of a single department from each of three (3) 2008 issues (not necessarily consecutive issues), a total of twenty-one (21) tear sheets. Place each of the seven sets of tear sheets, with the required label (see Entry Identifier above), in a separate letter-size file folder IRMA Awards - 7 -

9 Category Name Category Definition Basis of Judging What to Submit One of your regularly Considering the entire Seven (7) complete distributed magazine editorial package and any magazine issues (and issues in which the included supplements, judge any supplements) of a majority of editorial pages originality, purpose, single 2008 issue. is dedicated to a single thoroughness of coverage, Place each of the seven subject or theme. The creativity of coverage, and magazines (and their designated theme must presentation of material. supplements, if any), be clearly indicated on with the required label cover or table of (see Entry Identifier contents. This includes above),in a separate the entire editorial letter-size file folder. package and any included Requires the entire supplements. magazine issue (not tear sheets). 19. Special Focus [Both Writing & Design categories] NOTE: Ancillary products will not be considered. 20. Cover [Both Writing & Design categories] Magazine front cover. NOTE: Inside guide and supplement covers are not eligible. The unity of the image(s) and text, and the use of typography, art, and design in conveying the message to potential readers. Seven (7) tear sheets of a single detached front cover of a 2007 issue. Place each of the seven tear sheets, with its required label, in a separate letter-size file folder IRMA Awards - 8 -

10 BOTH WRITING and DESIGN CATEGORIES Category Name Category Definition Basis of Judging What to Submit 21/ Most Improved Magazine [Both Writing & Design categories] An award to recognize marked improvement in a magazine s editorial and graphic appeal. Considering the entire editorial package and any included supplements, judge improvements in quality of writing, style, content, readability, layout, photography, illustrations, use of typography, and overall design. Seven (7) sets of one (1) 2007 issue AND seven (7) sets of the SAME ISSUE from These must be collated into seven folders with a statement in each folder. Brief Statement: Include with each set making up your entry a brief statement of no more than one page in length that explains your magazine s editorial and design objectives and how the submitted issues demonstrate improvement in all areas. Put a rubber band around each set of the two magazines and place each of the seven sets, along with a copy of the brief statement and the required label (see Entry Identifier above),in a letter-size file folder IRMA Awards - 9 -

11 BOTH WRITING and DESIGN CATEGORIES Category Name Category Definition Basis of Judging What to Submit 22. Magazine of the Year, Up To 40,000 Circulation [Both Writing & Design categories] An award to recognize continued overall excellence, encompassing the highest standards of written and visual content. This category is open only to magazines with 40,000 circulation or less. Overall quality and consistency of editorial content and design, illustrations and photography, excellent writing, and quality and consistency of the total product. A brief statement about your magazine s editorial and design objectives and how the three submitted magazines exemplify excellence in achieving those objectives will provide the judges a better understanding of your magazine and a better basis on which to judge your entry in that context. NOTE: Only issues included with your entry in this category alone will influence the outcome. Judges are instructed to disregard entries or the absence of entries in any and all other categories. Seven (7) sets of three (3) 2008 issues, a total of twenty-one (21) magazines. These must be collated into seven folders with a statement in each folder. Brief Statement: Include with each set making up your entry a brief statement of no more than one page in length that explains how your magazine s editing, design and visual presentation exemplify excellence in achieving your magazine s editorial and design objectives. This statement must include a declaration that your magazine s circulation does not exceed 40,000. Put a rubber band around each set of three magazines and place each of the seven sets, along with a copy of the brief statement and the required label (see Entry Identifier above),in a letter-size file folder IRMA Awards

12 BOTH WRITING and DESIGN CATEGORIES Category Name Category Definition Basis of Judging What to Submit 23. Magazine of the Year, More Than 40,000 Circulation [Both Writing & Design categories] An award to recognize continued overall excellence, encompassing the highest standards of written and visual content. This category is open only to magazines with more than 40,000 circulation. Overall quality and consistency of editorial content and design, illustrations and photography, excellent writing, and quality and consistency of the total product. A brief statement about your magazine s editorial and design objectives and how the three submitted magazines exemplify excellence in achieving those objectives will provide the judges a better understanding of your magazine and a better basis on which to judge your entry in that context. NOTE: Only issues included with your entry in this category alone will influence the outcome. Judges are instructed to disregard entries or the absence of entries in any and all other categories. Seven (7) sets of three (3) 2008 issues, a total of twenty-one (21) magazines. These must be collated into seven folders with a statement in each folder. Brief Statement: Include with each set making up your entry a brief statement of no more than one page in length that explains how your magazine s editing, design and visual presentation exemplify excellence in achieving your magazine s editorial and design objectives. This statement must include a declaration that your magazine s circulation exceeds 40,000. Put a rubber band around each set of three magazines and place each of the seven sets, along with a copy of the brief statement and the required label (see Entry Identifier above),in a letter-size file folder IRMA Awards

13 ENTRY SUBMISSION SUMMARY Please submit the completed Submission Summary with your Remittance Form. Note: There are six pages to complete for this form. All six pages must accompany your entries. MAGAZINE TITLE: For each category, provide the issue date and title of your submission OR check "No Entry" if no entry is being submitted. Remember, only one entry per category is permitted. WRITING CATEGORIES: 1. Public Issues 2. Historical Feature 3. Nature Feature 2009 IRMA Awards 1

14 4. Environmental Feature 5. Travel Feature 6. Culture Feature 7. General Feature 8. Profiles 2009 IRMA Awards 2

15 9. Reader Service Article 10. Essay 11. Column Issue Dates: Published Title of Column: Name of writer: DESIGN CATEGORIES: 12. Single Photo Name(s) of photographer(s): 13. Photo Series Published Story Title: Name(s) of photographer(s): 2009 IRMA Awards 3

16 14. Illustration Published Story Title: Name(s) of illustrator(s): 15. Art Direction of a Single Story Name of art director or team: 16. Overall Art Direction, Up To 40,000 Circulation Issue Dates: Name of art director or team: 17. Overall Art Direction, More Than 40,000 Circulation Issue Dates: Name of art director or team: BOTH WRITING AND DESIGN CATEGORIES: 18. Department Issue Dates: Name of Department: Name of editor or team: 2009 IRMA Awards 4

17 19. Special Focus Special Focus Topic: Name of editor or team: 20. Cover Issue Dates: Name of art director or team: 21. Most Improved Magazine Issue Dates: Name of editor or team: 22. Magazine of the Year, Up To 40,000 Circulation Issue Dates: Name of editor: Name of art director: Names of team members 2009 IRMA Awards 5

18 23. Magazine of the Year, More Than 40,000 Circulation Issue Dates: Name of editor: Name of art director: Names of team members 2009 IRMA Awards 6

19 2009 IRMA Awards REMITTANCE FORM 2009 ANNUAL AWARDS DEADLINE: Entries must arrive in Vermont by February 27, 2009 Magazine Name Publisher's or Editor's Name & Title Address City State/Province Country Postal Code 1. Public $50.00 US $ 2. Historical $50.00 US $ 3. Nature $50.00 US $ 4. Environmental $50.00 US $ 5. Travel $50.00 US $ 6. Culture $50.00 US $ 7. General $50.00 US $ 8. $50.00 US $ 9. Reader Service $50.00 US $ 10. $50.00 US $ 11. $50.00 US $ 12. Single $50.00 US $ 13. Photo $50.00 US $ 14. $50.00 US $ 15. Art Direction of a Single $50.00 US $ 16. Overall Art Direction, Up To 40,000 $50.00 US $ 17. Overall Art Direction, More Than 40,000 $50.00 US $ 18. $50.00 US $ 19. Special $50.00 US $ 20. $50.00 US $ 21. Most Improved $50.00 US $ 22. Magazine of the Year, Up To 40,000 $50.00 US $ 23. Magazine of the Year, More Than 40,000 $50.00 US $ TOTAL PAYMENT ENCLOSED...$ Submitted by (Name) Position Phone Number Please make checks payable in U.S. currency to: "IRMA." Ship together with entries and all relevant forms to: Andy Jackson, Executive Director, IRMA, 19 Bailey Ave, Montpelier, VT , USA. Questions? Contact Andy Jackson at or

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