BALTIC SUSTAINABILITY AWARDS TERMS & CONDITIONS
1. What are the Baltic Sustainability Awards?
Baltic Sustainability Awards (the Awards) is an awards process created to identify and recognize large and small to medium-sized enterprises, NGOs or public sector organizations, startups, and outstanding individuals contributing to the Baltic region's sustainability and innovation development. The goal of the Awards is to celebrate and further share these stories, empower the Baltic sustainability community, encourage peer-to-peer learning, and further develop the ecosystem as a whole. The initiator and organizer of the event is innovation management company Helve (the Organizer).
2. What are the key dates for the Awards?
2.1. Applications for the Awards can be submitted from 11:00:00 EEST on September 20, 2021.
2.2. Applications will only be accepted until 23:59:59 EEST on November 5, 2021.
2.3. The Finalists will be announced on November 25, 2021, with the Organizers remaining the rights to adjust the Finalist announcement date.
2.4. The Winners will be announced at the Baltic Sustainability Awards ceremony (the Ceremony) that will take place as the closing event of the Future Forum conference on December 9, 2021, in Riga and online. If there will be restrictions for onsite events due to the epidemiological situation in Latvia, the Ceremony will take place online.
3. What are the Awards Categories and who will be awarded?
3.1. The Awards categories
The Awards have three categories: Impact, Innovation, and Changemaker.
Changes, improvements, or additions to business processes, services, product or R&D that reduces the negative impact on the environment, further sustainable business practices or creates long-term stakeholder value by focusing on the environmental dimensions of doing business. The Category is extensive and accepts all kinds of applications; some examples include - switching to a hybrid-office model or electric vehicles, product packaging or materials change to a more sustainable option, new product introduction using recycled materials, etc. The applications for this category can be submitted only about those achievements that have been implemented from January, 2020 until November, 2021. Failure to comply will result in dismissal.
3.1.2. There are three sub-categories for the Impact category: Impact: Large enterprise (more than 100 employees), Impact: Small to medium-sized enterprise (1-100 employees), and Impact: NGO or public sector organization.
The most promising cutting-edge innovation in sustainability or GreenTech area developed by an enterprise or startup. Innovation by an enterprise or a sustainability startup itself that has a positive environmental impact at its core that aims to use technology and science to create solutions to global sustainability problems, from plastic waste to renewable energy. The Category is open for any enterprise or startup that has developed a new technology in sustainability or GreenTech area.
3.1.4.There are two sub-categories for the Innovation category: Innovation: Enterprises and Innovation: Startups.
Aspiring individuals making a lasting effort for sustainability, bringing attention to the needed change, acting as an example to follow, or educating and inspiring others to act. The applicants do not necessarily have to be in tech or business to apply for this Category.
3.2 The Finalists
3.2.1. Out of all applications that correspond to the eligibility criteria described in 4.1 and 4.2, the Jury will identify nine finalists for the Impact category, six finalists for the Innovation category (the Finalists). The Jury will identify three finalists, one per each of the Baltic States - Latvia, Lithuania, and Estonia - for the Changemaker category.
One Finalist will be chosen as a winner for each sub-category under Innovation and Impact categories, and these winners (the Winners) will be announced at the Ceremony. The Jury will select these winners. For the Changemaker category, one winner in each of the Baltic States will be announced based on Jury selection.
4. Who can apply to participate in the Awards?
4.1 To be eligible for participation in the Awards, the applicants must meet the following criteria:
4.1.1 Impact and Innovation categories: Enterprise must be registered in Latvia, Lithuania, or Estonia (or, if unregistered, have their principal place of business in one/multiple of previously mentioned countries). If the enterprise operates in all Baltic countries, it can apply at the Baltic level. The same rules apply to other potential applicants: organizations, public institutions, NGOs, startups.
4.1.2 Changemaker categories: individuals must be actively involved in promoting sustainability in particularly Baltic region countries.
4.2. If a Jury member represents an enterprise or other entity applying for the awards, the said enterprise cannot apply to the Category that its representative is serving in the Jury for.
4.3. The application must include practices used by the Applicant or should state other means that the applying entity uses to further the development of sustainability and innovations in the Baltic region. The criteria for evaluation are noted below in 7.
4.4. Submitting several applications
4.4.1 Impact and Innovation categories:
The applicants can apply only for one sub-category while applying for several categories, namely Innovation and Impact. Yet, in this case, participants have to fill in two separate application forms for each Category. Also, the applicants can submit several applications for those categories. For instance, if the Applicant has made improvements a, b and c, three independent applications can be submitted for each improvement.
4.4.2 Changemaker category:
Individuals can apply by themselves, or others can nominate them, and they can participate only in the Changemakers category. The individual can apply only once; therefore, he or she should list all achievements in one application. Suppose an individual has applied and has been nominated by a third party. In that case, the Jury prioritizes the application submitted by the individual over the application form submitted by a third party.
5. How to apply for the Awards?
5.1. To become a participant of the Awards, the applications must be submitted through the online application form on the Awards website https://www.balticsustainabilityawards.eu/ by 23:59:59 EEST on November 5, 2021. The applications must be in English.
5.2. The applicants must fully complete the online application form unless stated otherwise in the form. By submitting the form, the participants agree to inform the Organizers without undue delay about any changes in the information that has been presented in the online application form occurring between the application submission and the Ceremony.
5.3. When submitting the form, the submitter confirms that the necessary approvals for participation in the Awards have been received from shareholders, managers, other parties holding an interest in the business. The submitter of the form further warrants to the Organizers that the information provided in the form is true and correct. Any willful dishonesty may render for dismissal of the application.
5.4. Campaigns, events or other PR activities can be submitted only by NGO's. If other applicants include PR activities in their applications, their application will not be evaluated.
6. What are the benefits for the Finalists and Winners of the Awards?
6.1 From each Finalist entity, one delegate will be invited to join Future Forum and the Ceremony on December 9, 2021. The Finalists will have the following benefits:
6.1.1. The Finalists will receive recognition and attention from a broad audience of innovation, technology, and sustainability professionals and enthusiasts across the Baltics.
6.1.2. The event will have extensive media coverage, including communication in various social media channels and communication within partner channels, interviews, articles, and other channels that are a part of the startup, green tech, sustainability, and innovation ecosystem. It might increase the visibility of the Finalists in the Baltic market, where they will be positioned as leaders in sustainability and innovation fields.
6.1.3. There will be networking possibilities. Thus there is an opportunity to create partnerships and broaden professional networks with representatives of large corporations, small and medium enterprises, startups & GreenTech ecosystem members, investors, Individuals interested in sustainability and innovation.
6.1.4. Opportunity to learn from peers and get inspired by exceptional individuals who promote sustainability and innovation development in the region.
6.2. The Winners
6.2.1. The winners will be featured in Baltic Green Leadership Report that the Organizers will create in weeks following the Ceremony. It will be an independent report to outline the industry and market trends, changemakers, key players, and activity, published in weeks following the Ceremony.
6.2.2. The communication plan includes extensive communication after the event. Therefore the winners will be exposed to increased media attention. It might improve the branding of the Winners since they will be positioned as core Baltic players, experts, and leaders in sustainability and innovation fields.
7. What are the criteria and process for selecting the Finalists and Winners?
All applications will be reviewed to fulfill the eligibility criteria set out in these Awards Terms and Conditions. Only applications that have passed this review will be considered in the Category Finalists and Winners selection process.
7.1. A separate Jury for each Category will be selected consisting of reputable individuals:
7.1.1. For Impact category: With in-depth knowledge and experience in CSR practices and sustainability strategy, environmental specialist, and social or entrepreneurial projects staff members from Baltic and European sustainability, environment, and business organizations.
7.1.2. For Innovation Category: With in-depth knowledge and experience in digital B2B, B2C, startup, and technology fields from Baltic and European startup and technology organizations.
7.1.3. For the Changemaker Category: With in-depth knowledge and experience in sustainability topics and expertise in large-scale initiatives promoting public awareness of the importance of sustainability and innovation.
7.2. Criteria for evaluation:
7.2.1. In the Impact category, including all sub-categories:
188.8.131.52. Potential to have a lasting impact on society or environment with environmentally-oriented changes, improvements, or additions to business processes, services, products, or R&D that reduces the negative effects on the environment or furthers sustainable business practices;
184.108.40.206. Environmentally-oriented changes, improvements, or additions to business processes, services, products, or R&D products or services that are scalable to benefit the largest number of people in the most meaningful way.
7.2.2. In the Innovation category, including both sub-categories
220.127.116.11. Potential to have a lasting impact on society or environment with an environmentally-oriented digital product or service that is scalable to benefit the largest number of people in the most meaningful way;
18.104.22.168. Degree of innovation of the Participant's product or service, hardware/deep-tech;
22.214.171.124. Value added to the users by the Participant's product or service, hardware/deep-tech;
126.96.36.199. Ability to scale the Participant's business and compete with other offerings to create sustainable growth of the Participant's business.
7.2.3. In the Changemaker category, the Jury will choose the winners based on:
188.8.131.52. Potential to have a lasting impact on society or environment with efforts aimed at sustainability or by bringing attention to the needed change or acting as an example to follow;
184.108.40.206. Quality of the application and reach of the individual's efforts.
7.3. Finalist selection
Applications for all categories will be evaluated and scored by Jury members, and the average scores will be calculated by the Organizers and Head of the Jury. Three Finalists in each Sub-category of Impact and Innovation categories will be selected based on the overall highest score obtained from this Jury scoring process. Based on the Jury scoring, one Winner will be chosen in each Baltic state for the Changemaker category.
7.4. Winner selection
7.4.1 The Finalists of Innovation and Impact Categories will present their cases in a pitch format, based on the criteria individually sent to them before the Future Forum and the Ceremony. The Jury will reach a joint decision and select Winners in each Category and Sub-category from the selected Finalists based on the same criteria that will have been sent to the Finalists, subject to the Jury's power to further detail the criteria in its discretion, during the Finals Jury session after hearing the Finalist Pitches during the Ceremony on December, 9.
7.4.2. The Organizers or the Jury may require additional information from Finalists to properly assess their application, business, or compliance with these Baltic Sustainability Awards Terms and Conditions. If so, the Organizers will contact the Participant through the contact details provided in the form to request (i) an interview to discuss their application and/or (ii) that they provide further supporting documentation. If they cannot comply with such a request within the reasonable time frame requested by the Organizers, their application may be dismissed.
7.4.3. The Jury will make its selection of the Winners based on: the information provided in the Participant application; the information provided in Participant Pitch; other information provided by Participant; and any other information about Participant, their company, and/or their company's business that is available to the general public.
8.1. For this clause, “Confidential Information” means information that the Applicants of the Award disclose to the Organizers under these Awards Terms and Conditions, and that is marked as confidential or would typically be considered Confidential Information. It does not include information that the recipient already knew, that becomes public through no fault of the recipient, that was independently developed by the recipient, or that was rightfully given to the recipient by a third party without confidentiality obligations.
8.2. The Organizers will not disclose the Confidential Information that has been submitted to them by the Participants of the Award, except to the members of the Jury or elected staff assisting the Jury who need to know it to process the applications and who have agreed in writing to keep it confidential. The Organizers will ensure that those persons:
8.2.1. Use Confidential Information only to exercise rights and fulfill obligations under these terms and conditions;
8.2.2. Keep Confidential Information confidential. The Organizers may disclose Confidential Information only if required to do so by law.
8.2.3. Except for the limited use rights under these Awards Terms and Conditions, neither party acquires any right, title, or interest in the other party's Confidential Information.
8.2.4. Even though the Organizers take on full responsibility not to disclose the Confidential Information, the participants are encouraged to keep such disclosures at a minimum amount or not disclose highly confidential information at all.
8.2.5. The organizers will process the Applicants' personal data based on the personal data processing rules of the Awards.
9. Use of the Baltic Sustainability Awards in communications of the Organizers and the Participants
9.1. The Finalists are allowed to use the logo of the Awards as well as pictures, video materials, and other publicly available materials (the Official Materials) from the Ceremony to communicate the achievement of being selected as the Finalist or a Winner.
9.2. If the logo and pictures of the Awards are used as described in 9.1.,the User is not allowed to change or use modified versions of the Official Materials.
9.3. If the usage of the Official Materials negatively impacts the public image of the Organizer and/or of the Awards, the Organizer may prohibit further use of the Official Materials by written notice.
9.4. The Organizers may use the names and logos of the Finalists and the Winners, quotes, photos, videos from the Future Forum and the Ceremony where the Participants are visible, and their online application forms except the Confidential Information in any communications related to the Awards in any media channels.
9.5. The Organizers are allowed to publish any details related to the Finalists and the Winners, descriptions of their actions fostering sustainability and innovation development in the Baltics, their or their businesses' names, and other related information deemed appropriate in their absolute discretion.
10. Intellectual Property Rights
10.1. The Applicant retains ownership of the intellectual property rights in and to the application form and any subsequent information or materials provided as part of the application process (Application Materials). Any information that the Applicant provides to the Organizers will be used only following these Awards Terms and Conditions to the extent necessary to assess the application and create Baltic Green Leadership Report. By applying, the Applicant grants the Organizers and their affiliates a worldwide, perpetual, irrevocable, transferable, sub-licensable, non-exclusive, fully paid-up, and royalty-free license to use, have used, import, export, and otherwise provide, transfer, deliver, or dispose of Application Materials to administer the Awards and/or ensure the compliance with these Award Terms.
10.2. Despite 10.1., the Applicant acknowledges that the Organizers, their affiliates, and its and their directors, officers, employees, and contractors (including members of the Jury) may independently (i) create, develop or purchase products, services, information or materials, or (ii) work on, sponsor or commission projects, related to or similar to the subject matter as the Applicant.
10.3. By submitting the form, the Applicant confirms that all necessary agreements, releases, licenses, and approvals to disclose the Application Materials to the Awards have been made and that the Applicant grants a right at 10.1. to the Organizers (including, for collaborative projects, from any collaborators). The Applicant confirms that submitting the Application Materials will not infringe any third-party rights (including intellectual property rights). If there arise claims from the third parties regarding intellectual property rights due to the submitted application, the Applicant is responsible for solving the claims.
11. Right to cancel or modify the Awards
The Organizers have the right to cancel, modify or suspend the Ceremony at any time due to any circumstances beyond the Organizer's reasonable control or other circumstances that could impact the quality of the Ceremony.
12. Exclusion from the Awards
If the information included in the online application form is not true, the Organizers can terminate the application from further participation in the Awards. The same applies if the 7.4.2., 5.4., 5.3. or 3.1.1. points are violated. The Organizers also reserve the right in their absolute discretion to dismiss the applications contrary to the spirit of these Award Terms or the intention of the Awards.
13. General terms
13.1. These Awards Terms and Conditions do not give any rights to the third parties.
13.2. The Organizers are not liable for any failures or delays if they are caused due to force majeure circumstances that could not be foreseen before and happen beyond the Organizers' control.
13.3. These Awards Terms are superior to other agreements that have been made among the parties relating to the subject matter of these Award Terms.
13.4. If there is a difference between the information available on the Awards website https://www.balticsustainabilityawards.eu and these Award Terms and Conditions, these Awards Terms and Conditions should be applied.
13.5. These Awards Terms and Conditions are created based on the laws of the Republic of Latvia, without regard to principles of conflicts of laws.
13.6. If any term or a part of it is invalid, the rest of the terms remain in force.
13.7. Any dispute or claims arising out of These Awards Terms and Conditions or the breach, termination, or invalidity shall be settled in the court.