Introduction
General Rules
Entry Preparation and Deadlines
Guidelines for Contest Categories
      Art/Design
      Online
      Writing/Design
      Writing/Reporting
Definitions of Terms
Cartoon Contest Rules
Preparing and Uploading PDFs
Judging and Awards Presentation
Where’s the Entry Form?
Introduction
Last year, for the first time, the Association of Alternative Newsweeklies conducted its editorial contest online. Although there were some frustrating glitches, entrants overwhelmingly favored the online method of entering the AltWeekly Awards. The contest honors superior journalism and graphic design published in the association’s 126 member papers.Seventy-seven of the contest’s 99 preliminary and single-round judges responded to a survey about their experience with the online site last spring. Although 92 percent of them also favored using the contest site for scoring, more than half did not want to read entries online and preferred to read hard copies.
Both entrants and judges offered extensive comments about how to improve the AltWeekly Awards contest. Working with the Web developer, Omni Solutions Group, AAN Contest Administrator Ruth Hammond has incorporated changes that should make the process go more smoothly for both groups.
One issue that delayed judging last year is that about 20 percent of entries contained an error that had to be remedied: for example, missing jump pages, single articles submitted in categories that required three pieces, hard-copy entries in which the pieces weren’t collated. The contest rules below are laid out far more explicitly than in the past in the hope of lowering the entry error rate.
Although some entrants had trouble uploading their PDFs to the contest site during last year’s contest, judges had far more trouble downloading the PDFs and then finding them on their computers. More explicit instructions about preparing PDFs are aimed at making this process less problematic for judges. The contest deadline was moved up to Jan. 20, 2006, to allow time for the AAN staff to print out entries for judges who do not want to read online.
Another change in the guidelines is that some categories, like Format Buster and Feature, are more clearly defined. The more explicit wording addresses the concerns of judges who found several pieces that appeared to have been entered in the wrong category. As one News Story-Long Form judge commented, “I felt some of my stories were clearly features while others were investigative pieces. It was hard to give relative values to such different approaches.” If an entry in the 2006 AltWeekly Awards contest is obviously in the wrong category, the contest administrator will contact the entrant about moving it to a more suitable one.
A careful reading of the rules below should resolve most questions about how to prepare entries. A PDF version of the rules suitable for printing is available here. Further questions should be addressed to the contest administrator at contests@aan.org or (202) 289-8484.
General Rules
Eligibility to EnterThe contest is open to member papers of the Association of Alternative Newsweeklies and to cartoonists whose work appears in those papers.
Entry Qualifications
All entries in all categories must have been published in the period from Jan. 1, 2005, through Dec. 31, 2005. Each entry must have been published originally in the member paper. It should not be a reprint.
Size Divisions
Competition in each category will be separated into two size divisions based on circulation figures: papers with circulation of 50,000 and under, and papers with circulation above 50,000. Participating papers will be automatically assigned to their proper circulation category, based on the latest audit circulation figures obtained through the Audit Bureau of Circulation and Verified Audit Circulation.
Entry Fees
A fee must be paid for each entry. For larger papers (circulation above 50,000), the fee is $25 per entry for all categories. For smaller papers (circulation of 50,000 and under), the entry fee is $15 for all categories except cartoons. For cartoons, the entry fee is $25. Papers can pay by credit card online or send a single check payable to AAN to cover all fees. Online payments must be made by the online entry deadline of 12:00 midnight EST on Friday, Jan. 20, 2006. Payments by check must be received in the AAN office no later than 5 p.m. EST on Tuesday, Jan. 24, 2006. If the check is sent in a package of hard-copy entries, it should be placed in an envelope marked “AltWeekly Awards payment from [name of newsweekly or cartoonist].” In order to avoid having the check lost between the pages of an entry, the envelope should be stapled to the front of the package’s top file folder. Checks should be made out to the “Association of Alternative Newsweeklies” or “AAN.”
Rule Changes for 2006
A number of rule changes take effect this year.
- A new category, Web Site, has been added. This increases the number of categories to 20.
- This year’s wild-card category is Drugs Reporting.
- Format Buster entries must be submitted as hard copies. PDF submissions in this category are no longer allowed.
- The number of cartoons that constitute a single Cartoon entry has increased from five to 10, and the two divisions for this category are now Cartoons Appearing in Three or Fewer Papers and Cartoons Appearing in Four or More Papers.
- The number of entries allowed in the following categories has been increased from one to three per paper: Column, Editorial Layout, Format Buster, Illustration and Photography.
- Guidelines for preparing PDFs are more specific, with protocols given for file size and naming of files. See the section Preparing and Uploading PDFs.
- In several writing/reporting categories in which layout generally does not contribute significantly to the overall understanding of the piece, entrants will have the option of submitting a PDF of the Web version of the article instead of a PDF of the print version. These categories are Arts Criticism, Column, Column-Political, Food Writing/Criticism, Music Criticism and News Story-Short Form.
- In addition to providing either a hard copy or PDF of the entry, entrants can paste in the URLs of the submitted articles on the contest Web site to give judges another reading option. However, the URLs are not required.
- The definitions of “series,” “same author or writing team,” “Feature” and “Format Buster” are spelled out in more detail.
- The deadline for registering all entries on the contest site has been moved up, to Friday, Jan. 20, 2006. However, entrants are allowed another two business days after the online deadline to get any hard-copy entries delivered to the AAN office.
Number of Entries Allowed per Paper
In 11 of the 20 categories, member papers may submit only one entry. In nine categories, papers may submit up to three separate entries. Those categories are Arts Criticism, Arts Feature, Column, Editorial Layout, Feature Story, Format Buster, Illustration, News Story-Long Form and Photography.
Restriction on Entering the Same Work in More Than One Category
The same work may not be submitted in more than one category. However, please note that entries in the art/design categories of Cover Design, Editorial Layout, Illustration and Photography will be considered even if the accompanying story is entered in a writing/reporting category.
Miscategorized Entries
If an entry appears to be submitted in the wrong category, the contest administrator may move it to a different category after consulting with the submitting paper.
Designated Representative
Entries must be submitted by the editor, publisher or another designated representative of the member paper. Writers cannot enter their own work unless authorized to do so by the paper’s designee. Cartoonists, however, are allowed to enter their own work.
Online Entry Requirement
All submitters must enter the contest by completing online forms on the contest Web site at http://www.omnicontests.com/aan/omnicontests/. The online site will be open to entrants from Monday, Dec. 5, 2005 through Friday, Jan. 20, 2006. Each newspaper will be assigned a single username and password, which can be shared by several people at the paper. However, if two or more employees at a paper are entering submissions, they should stagger their work so as not to be logged onto the contest site simultaneously. Those who entered the contest last year can use the same username and password to enter the contest site. The contest administrator can provide usernames and passwords to members who have forgotten them.
Restrictions on Accompanying Letters
In a few categories, like Investigative Reporting and Web Site, an explanatory document must accompany the entry. See the guidelines for those two categories for more details. A few other categories, like Cartoon and Photography, might require a brief explanatory document in certain circumstances. Do not submit an explanatory letter about the entry in any category unless an explanation is specifically requested in the instructions.
Contest Administrator
Questions about entry rules and issues should be directed to the AAN contest administrator at contests@aan.org or (202) 289-8484.
Reprint Permission
All entries become the property of the Association of Alternative Newsweeklies and will not be returned. AAN reserves the right to republish the winning entries in part or in whole for promotional or educational purposes. First-place winners will be reprinted in the book Best AltWeekly Writing and Design 2006.
Entry Preparation and Deadlines
All entries must be registered on the AltWeekly Awards contest Web site at http://www.omnicontests.com/aan/omnicontests/.In the writing and reporting categories, contest entrants will have the option of submitting the actual material to be judged either electronically or in print. PDFs can be uploaded at the contest Web site. See the section Preparing and Uploading PDFs.
In the design categories (Cover Design, Editorial Layout, Illustration and Photography) and the writing/design categories (Format Buster, Special Section), tear sheets or the full section must be submitted. Because the judges want to view these categories as they appeared in print, PDF submissions are not allowed. However, after the finalists are announced in early May 2006, all finalists must submit PDFs of the recognized entries for potential inclusion in the book Best AltWeekly Writing and Design 2006.
All online entries must be completed by 12:00 midnight EST on Friday, Jan. 20, 2006.
Preparation of Hard-Copy Entries
All hard-copy entries (except Special Section) must be placed in a letter-sized file folder to which a completed entry form is stapled. Entry forms can be generated and printed out at Step 5 of the online entry process. Each file folder should contain the appropriate number of collated copies of the entry, folded in half if necessary to fit the folder. All the pages should follow each other consecutively, and all jump pages must be included. All the pages that constitute a single copy of the entry should be stapled together or, if the entry is too thick, secured with a binder clip. An additional printout of the entry form should be stapled to the front of each copy of the entry contained in the folder. (This will make it easier for judges to match the copy they are reviewing to the entry title on their online score form.) Any extraneous articles appearing on the submitted pages should be crossed out so judges do not misconstrue them to be part of the entry.
Shipping Hard-Copy Entries
Hard-copy entries can be sent by mail or delivery service and must be received in the Association of Alternative Newsweeklies’ office no later than 5 p.m. on Tuesday, Jan. 24, 2006. The shipping deadline extends two business days beyond the deadline for registering all entries on the Web site to accommodate those with the mistaken belief that they would have been able to enter everything online. There will be no exceptions to the Jan. 24 deadline by which entries must arrive at the AAN office.
Where to Ship Hard-Copy Entries
Association of Alternative Newsweeklies
AltWeekly Awards Contest
1250 I St. NW, Suite 804
Washington, DC 20005-5982
Voice: (202) 289-8484
Fax: (202) 289-2004
Note: To avoid confusion, “I” Street is sometimes spelled out as “Eye” Street. However, shipping services prefer that the letter be used.
Guidelines for Contest Categories
Art/Design Categories
Cover DesignNumber of covers allowed per entry: three (and no fewer than three)
Number of entries allowed per paper: one (consisting of three covers)
Description: Each entry must consist of three front covers that appeared in the member paper in 2005. The covers of inserts, inside sections and special sections are not eligible.
Acceptable form: tear sheets only
Number of collated copies to submit: five
Questions:
Can the article featured by one of the cover designs also be submitted in a writing/reporting category like Music Criticism or News-Long Form?
Yes.
Can a photo or illustration used in one of the submitted cover designs also be entered in the Photo or Illustration category?
No. The cover shouldn’t be submitted in any other design or writing/design category.
What happens if my paper submits only one cover for its entry instead of three?
Your entry will be disqualified.
Are uploaded PDF submissions allowed in this category?
No.
Editorial Layout
Number of editorial layouts allowed per entry: one
Number of entries allowed per paper: no more than three
Description: Each entry must consist of the complete layout of a single article, or a single article with sidebars, and must incorporate all of the text and graphics.
Number of collated copies to submit: five
Acceptable form: tear sheets only
Questions:
Can the article featured in the layout also be submitted in a writing/reporting category?
Yes.
Can the photos, illustrations or front cover of the editorial layout also be submitted in one of the other design or writing/design categories?
No.
Are uploaded PDF submissions allowed in this category?
No.
Illustration
Number of illustrations allowed per entry: one; another option is to submit one set of illustrations created for a single article or series
Number of entries allowed per paper in each category: no more than three
Description: Each entry must consist of a single illustration or set of illustrations for a single story. The illustration(s) must be original to the member paper. If a set of illustrations is submitted, all must be by the same artist or same team of artists.
Number of collated copies to submit: five Acceptable form: tear sheets only (Do not send original illustrations.)
Questions:
Can the article featured with the illustration also be submitted in a writing/reporting category?
Yes.
Can the illustrations also be submitted in one of the other design or writing/design categories, such as Cover or Format Buster?
No.
Are uploaded PDF submissions allowed in this category?
No.
Photography
Number of photos allowed per entry: one; another option is to submit one set of photos created for a single article or series
Number of entries allowed per paper: no more than three
Description: Each entry must consist of a single photo or a set of photos taken by the same photographer for a story or a series. Photo essays are also eligible. If the photos have been digitally altered in any way beyond conventional cropping and sizing, please include a description of the alteration and how it was achieved.
Number of collated copies to submit: five
Acceptable form: tear sheets only (Do not send original photos.)
Questions:
Can the article featured with the photo or photos also be submitted in a writing/reporting category?
Yes.
Can the photos also be submitted in one of the other design or writing/design categories, such as Cover or Format Buster?
No.
Are uploaded PDF submissions allowed in this category?
No.
Online Category
Web SiteNumber of Web sites allowed per entry: one entire site, identified by the home page
Number of entries allowed per paper: one
Description: Each entry consists of the entrant’s entire online version of the newsweekly, as it appears at the time of judging. Web sites will be judged on the basis of presentation of content, value of Web-only features, timeliness, design, identity-building, interactive features, creativity, usability and functionality. Each entry should be accompanied by a Word document listing 10 nifty features of the Web site, with guidance on how to find those features, as well as a list of five pages worth looking at, identified by URL.
Acceptable entry format:
The URL of the Web site home page must be pasted into the “URL 1” field of the contest site. A Microsoft Word document listing the site’s 10 top attributes and five noteworthy pages must be uploaded to the contest Web site.
Writing/Design Categories
Format BusterNumber of Format Busters allowed per entry: one (and no more than one) if the Format Buster is a single discrete feature or section; three (and no fewer than three) if submitting representative examples of a regular feature
Number of entries allowed per paper: no more than three
Description: Each entry must consist of a single discrete feature or section, or three representative examples of a regular feature. A Format Buster presents information in an unconventional format, showcasing a creative and atypical juxtaposition of graphics, art and text. A traditional layout consisting of a narrative story or stories with art is not a Format Buster. An example of a Format Buster is the 2005 winner from Orlando Weekly, “Dyer, Annotated,” which consists of a photo of the mayor and his State of Downtown address with critical annotations surrounding the photo and the text of his speech.
Number of collated copies to submit: six
Acceptable form: tear sheets only
Questions:
Can an article, cover, layout, photo or illustration contained in the Format Buster also be submitted in another writing or design category?
No.
Are uploaded PDF submissions allowed in this category?
No.
Isn’t that different from last year?
Yes. But the judges complained last year that they could not judge fairly when the entries were submitted in different forms. They also did not like it that some were submitted as tear sheets showing the original color while others were submitted as black-and-white photocopies of what might have been originally in color.
Special Section
Number of Special Sections allowed per entry: one
Number of entries allowed per paper: one
Description: Each entry must consist of a special section or supplement that is not part of the regular weekly lineup. Examples are a “Best of” issue, Holiday Gift Guide, Fashion Guide or Summer Guide.
Number of copies (i.e., originals, not photocopies) to submit: six
Acceptable form: Submit entire sections in a padded envelope large enough to contain the six sections laid flat (not folded).
Question:
Can an article, cover, layout, photo or illustration contained in the Special Section also be submitted in another writing or design category?
No.
Writing/Reporting Categories
Arts CriticismNumber of critical pieces or reviews allowed per entry: one, two or three (If submitting short reviews, please submit three.)
Number of entries allowed per paper: no more than three
Description: Each entry must consist of one to three pieces of criticism by the same author or writing team. The criticism can pertain to any cultural genre except popular music, food or the media. The acceptable genres include (but are not limited to) film, literature, dance, video, video games, multimedia, photography, painting, sculpture, theater and performance art.
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: PDF(s) of the pieces created from the paper’s Web version, uploaded to the contest Web site.
Option 3: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the size of the type.
Arts Feature
Number of arts features allowed per entry: one story or a series of stories
Number of entries allowed per paper: no more than three
Description: Each entry should consist of a single feature or a series of features written by the same author or writing team. It can pertain to any arts genre, including (but not limited to) film, popular music, classical music, literature, dance, video, video games, multimedia, photography, painting, sculpture, theater and performance art.
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the size of the type.
Column
Number of columns allowed per entry: three (and no fewer than three)
Number of entries allowed per paper: no more than three
Each entry must consist of three representative columns by the same author or writing team on any topic other than politics. Unsigned editorials can be entered in this category as long as all three editorials are written by the same author or writing team.
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: PDF(s) of the pieces created from the paper’s Web version, uploaded to the contest Web site.
Option 3: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
Column-Political
Number of columns allowed per entry: three (and no fewer than three)
Number of entries allowed per paper: one
Description: Each entry must consist of three representative columns by the same author or same writing team that focus on politics or government. Unsigned editorials can be entered in this category as long as all three editorials are written by the same author or writing team.
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: PDF(s) of the pieces created from the paper’s Web version, uploaded to the contest Web site.
Option 3: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
Feature Story
Number of features allowed per entry: one feature or a series of features
Number of entries allowed per paper: three
Description: Each entry must consist of a single, non-arts-related feature or series of features by the same author or writing team. Features are human-interest stories that can be inspired by the news but are more vividly written and generally delve deeper into the character of a person, group, thing or place than a straight-news story would. Feature writing could be defined as reportage fortified with reflection–but not necessarily editorializing.
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
Food Writing/Criticism
Number of pieces allowed per entry: one, two or three (If submitting short reviews, please submit three.)
Number of entries allowed per paper: one
Description: Each entry must consist of one to three unrelated pieces by the same author or writing team that focus on food or restaurants.
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: PDF(s) of the pieces created from the paper’s Web version, uploaded to the contest Web site.
Option 3: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
Investigative Reporting
Number of stories allowed per entry: one story or a series of stories, backed up by an explanatory letter
Number of entries allowed per paper: one
Description: Each entry must consist of a single news story or a series by the same author or writing team that displays evidence of extensive research and investigation. Each entry must also include a letter from the member paper explaining what reporting techniques were required, what obstacles were overcome and what impact, if any, the story had on the community.
Acceptable entry formats: Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
Media Reporting/Criticism
Number of stories allowed per entry: one, two or three unrelated stories, or a series of stories
Number of entries allowed per paper: one
Description: Each entry must consist of one series, or up to three unrelated pieces, by the same author or same writing team that focuses on the media. Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
|         | The Connye Miller Award for Media Reporting The Connye Miller Award for Media Reporting will be presented to the first-place winner in the 50,000-and-under circulation division in the Media Reporting/Criticism category. The award carries with it a $300 cash prize. Connye Miller was the founding editor and co-publisher of The Local Planet Weekly in Spokane, Wash., with her husband Matt Spaur. The award, endowed in her memory by her husband, commemorates Connye’s dedication to her newspaper’s role as media critic and watchdog. Connye relished the opportunity to encourage and mentor new writers. She died in June 2003 from complications related to the rare disease porphyria. |
Music Criticism
Number of stories allowed per entry: one, two or three stories (If submitting short reviews, please submit three.)
Number of entries allowed per paper: one
Description: Each entry must consist of up to three unrelated pieces by the same author or same writing team that focus on any genre of music.
Option 1: PDF(s) of the pieces as they appeared in the newsweekly’s print edition, uploaded to the contest Web site.
Option 2: PDF(s) of the pieces created from the newsweekly’s Web version, uploaded to the contest Web site.
Option 3: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
News Story-Long Form
Number of news stories allowed per entry: one story, with up to two follow-up stories
Number of entries allowed per paper: three
Description: Each entry must consist of a single multi-sourced hard-news story of more than 1,500 words. Additionally, up to two stories following up on that initial story written by the same author or writing team, may be included.
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
News Story-Short Form
Number of stories allowed per entry: three (and no fewer than three)
Number of entries allowed per paper: one
Description: Each entry must consist of three hard-news stories of 1,500 words or less by a single author. Please note the word count of each piece parenthetically following each one’s title in the “Entry Title” field of the online contest site.
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: PDF(s) of the pieces created from the paper’s Web version, uploaded to the contest Web site.
Option 3: Six tear sheets of the pieces delivered to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the type size.
Question:
Is it acceptable to submit two news stories that are 1,200 words each and a third that is 1,700 words?
No. If you do that, your entry will be disqualified because one of the pieces exceeded the word limit.
Wild Card Category: Drugs Reporting
Number of stories allowed per entry: one story or a series of stories by the same author or writing team
Description: Entries must consist of a single story or series of stories by the same author or writing team that reports on the development, sale, use and/or abuse of legal or illegal drugs. (This topic was chosen at random from several suggestions made by AAN’s Editorial Committee.)
Acceptable entry formats:
Option 1: PDF(s) of the pieces as they appeared in the print edition, uploaded to the contest Web site.
Option 2: Six tear sheets of the pieces mailed in to the AAN office. (See instructions for preparing hard-copy entries.) If you do not have enough tear sheets, you can substitute printouts of the PDFs or high-quality photocopies. If your newsweekly is tabloid-sized, the copies must be on 11″ by 17″ paper. Do not reduce the size of the type.
Definitions
SeriesA series is a multi-part feature, or two or more articles on the same main feature topic that are published a week or more apart. The series must be clearly identified as a series. In most cases, that means each piece will be identified as being part of a series, with such language as “First of a two-part series” or “Second of a multi-part series.”
However, in some cases in which the writer was unaware that the first article would spin into a series, it will suffice that the follow-up article or articles refer to the connection with the previous article. For example, in the Investigative Reporting category last year, Willamette Week’s “Who Knew” was clearly indicated as a follow-up to the article “The 30-Year Secret” and thus met the definition of a series.
In this case, both articles are about a specific topic: an ex-governor’s sexual abuse of a teenage babysitter. Two articles that are only vaguely connected, i.e., they are both about mental illness or both about women, and are not clearly identified as a series do not qualify as a series. If in doubt, ask the contest administrator.
If you are entering a multi-part series that is more than 10,000 words, you must include a statement with your series noting which 10,000 or so words of the series should get the judges’ greatest attention. Judges may then skim the rest of the series while reading the designated 10,000 words most carefully.
Same Author or Writing Team
This generally means that each article should be written by the same person or, if it’s written by two coauthors, they must be the same two people. However, another circumstance will also be allowed. If a team is led by the same principal author, but the secondary authors vary, it will be considered the same writing team. For instance, in May, a veteran reporter works on a story with the help of an intern who is given a co-byline. In August, the reporter does a follow-up with the help of a different intern, who is also given a co-byline. For the purposes of the AltWeekly Awards contest, the two stories will be considered to have been written by the same writing team.
In regard to series, there may be another exceptional circumstance. Although the series should be written by the same team of authors, if a paper does a two-part series in consecutive issues, and Reporters A, B, C, D and E contribute stories to the first week’s package, and then Reporters C, E, F, G and H contribute stories to the second week’s package, but they all worked collectively toward that goal, for the purposes of the AltWeekly Awards contest, the two parts of the series will be considered to have been written by the same writing team.
Cartoon Contest Rules
Cartoons will be judged in two divisions, one for cartoons appearing in three or fewer AAN papers and one for cartoons appearing in four or more AAN papers.The entry fee for cartoonists is $25.
One entry is allowed per cartoonist. Either the cartoonist himself or herself, or an editor, publisher or designated representative of a paper that publishes the cartoonist, can submit the entry. Each paper can enter an unlimited number of cartoonists.
Each entry must include 10 cartoons by the same cartoonist or team of cartoonists that were published in an AAN-member paper in the period from Jan 1, 2005, through Dec. 31, 2005. (If more than 10 cartoons are submitted, contest administrators will arbitrarily select the cartoons that must be eliminated to reduce the number to 10.)
To qualify, the cartoon must have been published at least 10 times in an AAN-member paper during calendar year 2005.
Only stand-alone cartoons qualify; cartoons drawn to illustrate an article are ineligible.
To submit cartoons electronically, entrants must upload PDFs or JPEGs of the 10 cartoons on the contest Web site at http://www.omnicontests.com/aan/omnicontests/. Cartoons should be of the same size in which they would appear in one of the publishing papers. For PDF submissions, it’s preferable to submit the cartoons standing alone rather than in the context of a page of the newsweekly. The cartoons should be at print-quality resolution so the judges can evaluate printouts of the PDFs. Cartoonists can merge all 10 cartoons into one PDF document, or they can upload each one individually, but in this case, each file must be named according to this convention: Nameofcartoon1of10.pdf, Nameofcartoon2of10.pdf, Nameofcartoon3of10.pdf, etc. Cartoonists should obtain an e-mail or letter from the editor of an AAN paper confirming that all 10 cartoons entered in the contest appeared in the member paper in 2005 and upload that letter to the contest site along with the cartoons.
Alternatively, five collated copies of all 10 cartoons may be submitted to the AAN office for each entry. These copies can consist of original tear sheets, photocopies or printouts of the PDF, folded if necessary, stapled and placed in a letter-size file folder. Photocopies or printouts must be in black and white unless the cartoons were originally published in color. If the cartoons were published in color, the printouts or photocopies should be in color. The cartoons should be at the same size in which they appear in a member paper. If hard-copy entries include the entire page of the newsweekly, lines should be drawn through all extraneous material that is not to be considered by the judges.
If the name of the paper and date of publication are not plainly visible on all of the cartoon tear sheets submitted, the entrant must include a printout of an e-mail or a letter from a representative of one of the AAN-member papers that published the strip confirming that all 10 of the cartoons entered in the contest appeared in the member paper in 2005.
Do not send original cartoon drawings. Entries will not be returned.
Preparing and Uploading PDFs
In the 12 Writing/Reporting categories, entrants are encouraged to submit articles by uploading PDFs to the contest Web site. Universally Accepted Form of PDF
The PDFs should be of the article as it was printed in the newsweekly. The file should be double-checked to make sure an earlier, uncorrected proof is not being submitted.
Web Option for Some Categories
In certain categories in which layout does not contribute significantly to the overall understanding of the piece, another option is to submit a PDF of the Web version of the article instead of the print version. The only categories in which a PDF of the Web version is allowed are Arts Criticism, Column, Column-Political, Food Writing/Criticism, Music Criticism and News Story-Short Form. This option is being offered because it may be easier for judges to read a Web version than to manipulate tabloid-sized pages on a small computer screen. Also, they would be able to print out the article on a printer stocked only with 8 1/2″-by 11″-paper whereas PDFs of the print version generally need to be printed on 11″-by-17″ paper to be readable.
To create a PDF, you need a program like the full Adobe Acrobat or you could try a shareware program like Pdf995. Adobe also has an online conversion service, which allows you to convert up to five documents on a free trial. Simple instructions on how to save a file as a PDF with Adobe Acrobat can be found here.
Steps to Reduce File Size
Entrants are strongly encouraged to take steps to reduce the size of their PDFs in order to speed up the uploading and downloading process and to make it easier for contest administrators and judges to print out the entries. These steps can include removing all ads, removing extraneous articles on the pages that are not part of the entry, and using only the low-resolution version of art and photos. However, do not remove the name of the newspaper, date and page numbers.
For any file that is over 5 MB (megabytes), the entrant must either reduce its size to below 5 MB and re-upload the file at the smaller size to the contest site, or the entrant must mail in six full-sized copies of the article to the AAN office as a supplement to the uploaded version. Anyone who tries to upload a file of more than 5 MB to the contest site will receive a message warning of the large size.
In addition to removing extraneous material, an entrant can reduce file size by using functions within PDF creation programs.
General tips on reducing PDF file size.
Reduce file size using Adobe Acrobat Professional.
Reduce file size using Adobe online.
Reduce file size using PDF995.(Scroll down to the question “How can I configure PDF995 to create PDF’s with reduced filesize?”)
Reduce file size using the “print to pdf” feature on Mac OS X.
Reduce file size using PDF Writer.
Multiple Files for One Entry
If an entry consists of three different articles, entrants will be allowed to upload three different PDF files for the entry and will not be required to merge all three into a single file as they had to last year. However, a single article uploaded to the contest Web site may consist of no more than one file. If a newsweekly archives each page of a given article as a separate PDF, the entrant must merge those pages together, in consecutive order, before uploading the file to the contest site.
To learn how to combine a series of articles into a single PDF, see this page if you’re using Adobe Acrobat. If you’re using the shareware PdfEdit995, read the answer to the question “How do I combine documents into a single PDF?” on this FAQ page. Please check your PDF carefully before uploading it to make sure it contains all required material.
Naming Conventions
Files must be named in a way that makes them easy to open and identify. Do not leave any spaces or punctuation marks in your filename. The only period (.) should be the one before the “pdf” extension.
The filename should begin with initials or a single word that identifies the newspaper. Next should come one or two words from the title that is entered on the contest site. These same words must be used for all files in the same entry. If the entry consists of more than one article, each part should be counted, using the convention “1of3,” “2of3” and “3of3,” etc. The filename must end with “.pdf”.
First example: Pittsburgh City Paper enters the column Sentences, consisting of three separate columns. The files should be named “PCPSentences1of3.pdf,” “PCPSentences2of3.pdf” and “PCPSentences3of3.pdf.”
Second example: Folio Weekly enters the arts feature “Jingle Bell Crock.” This entry consists of one article displayed in one PDF. It should be named “FolioJingleBell.pdf.”
It is very important to maintain this consistent naming pattern so judges don’t overlook part of your entry. PDFs should not be named by the category entered, or the judges will have trouble distinguishing among all the Feature.pdfs on their desktop.
Provision of URLs
The contest Web site offers fields in which the entrant can paste the URLs of submitted articles. These are optional fields. The URLs are supplements to the PDF or hard-copy entries, not a substitute for them. Because Web sites and URLs can change, providing URLs alone is not a reliable method of entry. If the URL is working, the judge may find it more convenient to read the Web version of the story. The URLs can also be used by the contest administrator to link to the articles chosen as finalists when they are announced on the AAN.org Web site.
Judging and Awards Presentation
All entries will be judged by independent judges who are accomplished in the field they are evaluating and who are not currently employed by any AAN paper.Art/design categories and the Web Site category will be judged by a set of three judges in two rounds. In other categories, a set of preliminary judges will narrow down the choices, and three final judges will then determine which entries from a pool of finalists should place first, second, third and honorable mention, and which should not place at all.
Finalists will be announced in the middle of May 2005. At that time, all finalists in art/design and writing/design categories must submit to the contest administrator PDFs of their entries.
The order of finish will be announced at a special awards luncheon held at the 29th annual AAN Convention in Little Rock, Ark., June 15 to 17, 2006. First-place winners will receive engraved awards. Second-place, third-place and honorable mention winners will receive certificates.
