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2014 MDEA Entry Instructions

This section provides step-by-step instructions for entering the Medical Design Excellence Awards (MDEA) competition. Review these instructions carefully, as late submission or omission of required entry materials may result in imposition of a late fee or disqualification of your entry.

For complete rules that pertain to the competition, and a helpful checklist of all required and recommended entry materials, submitters should refer to the Official Rules and Entry Materials Checklist sections of this website. If you don't find the information you are looking for, please contact us at mdea@ubm.com.


General Instructions for Submitting Entry Materials.

For now please be sure to download and follow the instructions in the 2014 Entry Form:
http://www.canontradeshows.com/expo/awards/how/2014_MDEA_Entry_Form.doc

  1. Please follow the instructions on pages 1 and 2 of the 2014 Entry Form regarding:
    1. Using the proper file naming conventions for your entry materials
    2. Submitting all of your electronic materials by uploading to our ftp site.
  1. Please follow the instructions in Questions 21 and 22 on the last page of the 2014 Entry Form regarding:
    1. Questions 21: Submitting your entry fee payment online.
    2. Questions 22: Sending me a confirmation email listing all the materials you submitted, and your entry fee confirmation #.
  1. Please Note: MDEA is Going Green and hard copies are no longer accepted, except for sample products.
    1. No need to send printed hard copies of the entry materials, except sample products whenever possible.
    2. With the exception of when you send sample products. Then submitters are encouraged to include a hard copy of accompanying assembly instructions, set-up guides, or operating instructions for juror use during the judging process.
    3. Please include any necessary batteries, cables, power cords, cases, etc.
    4. Please clearly label any loose parts like cables, cords, cases, batteries, guides, etc. with your product name in case materials get separated.
    5. Sample products with accompanying materials can arrive no later than Friday, January 24th.
 

For an entry to be considered on time for the 2014 MDEA competition, and for all entry materials to be considered on time and complete, and for all entry materials to be considered during judging, entrants should adhere to the following deadlines. http://www.canontradeshows.com/expo/awards/how/deadlines.php

For a complete checklist of all required and recommended entry materials, submitters should refer to the Entry Materials Checklist.


Complete the Entry Form.

It is required that entrants must provide their responses to the Entry Form. An electronic version of the 2014 Entry Form can be downloaded here.

Submitters should take care to answer each question clearly and fully, yet concisely. Focus your efforts on providing substantive information, and avoid unsubstantiated claims, comparisons with other products, and marketing hyperbole. Where necessary to answer specific questions, seek the assistance of others involved in developing your product (e.g., to describe specific product features, or to explain business benefits). The total length of answers to questions 10 through 16 should not exceed seven single-spaced pages.

The downloadable Entry Form is provided as an unlocked Word document; when completed, it should be submitted in the same format. Do not lock the document or convert it to a portable document format (PDF) file. Do not alter the formatting of the questionnaire by changing type size or color or by resetting margins. Do not embed photos or other documents within the responses to the questionnaire.

Provide Complete Contact Information in the Entry Form

Submitters must provide complete contact information for themselves, the manufacturer’s authorized contact person (if different from the submitter), as well as key contacts at all companies nominated to receive supply and design credit in connection with the entry. Only one official contact should be named for each company. This person should be authorized and capable of responding promptly to inquiries and obtaining any additional information necessary for the processing of the entry.

To be eligible for recognition as an MDEA 'Finalist' or 'Winner' or 'Supplier to a Finalist' or 'Supplier to a Winner', all submitter, manufacturer, and supplier company names, along with complete key contact information, must be included in the completed Entry Form prior to the commencement of judging.

Submitters are also encouraged to provide contact information for additional team members at each company (including suppliers). This information will be provided to editors and writers who are preparing stories about MDEA-finalist and winning products, and can help guide them to the team member most responsible for the contributions under discussion.

Because most communications from MDEA staff will be delivered via e-mail, it is essential that the Entry Form include an e-mail address for the authorized contact at each company. Submitters should confirm that this information is present and correct. Authorized contacts should be advised to clear spam filters and other e-mail restrictions so that they can receive messages from MDEA staff with addresses ending “@ubm.com”.


Provide Supporting Documentation.

Entrants are encouraged to support your responses to the Entry Form with additional documentation (e.g. exhibits, figures, appendices, studies, etc.). Appropriate supporting documents might include design specifications, product spec sheets, marketing brochures, measures of improved processing techniques, product test data, results of clinical studies, operating instructions and user manuals, copies of peer-reviewed articles about the product, patient/doctor testimonials, and so on.

Provide Required Product Images.

Each entry must be accompanied by at least one high-resolution digital image that clearly depicts the product. To meet this entry requirement, entrants typically submit the product’s “glamour shot”—the main image used in promotional materials for the product. This image will be used for jury orientation and will also be used for publication if your device is named a finalist or winner.

To aid jurors during the judging process, companies are encouraged to submit no more than five alternative versions (different views; angles; close-ups; product-in-use shots, etc.) of their product’s main "glamour shot".

Provide Recommended Additional Informative Visuals...

Entrants are encouraged to support their responses to the Entry Questionnaire, as well as illustrate the design and operation of your device, by providing additional photographs, figures, and other graphic materials. Such supporting graphics might include different views or exploded diagrams to depict special features of the entry, photos showing enhancements over an earlier product, a series of photos or illustrations to help jurors understand how the product is used, or charts to illustrate business benefits associated with the product.

  • Such optional images may include artificial overlays or labeling as necessary to direct jurors to features of importance.
  • It is expected that no more than 25 optional images will be sent unless special permission is granted.

Provide Recommended Product Demo Videos and/or Sample Products.

Please note that submitting either a product demo video and/or a sample product for jury examination is strongly encouraged, but NOT required. However, most entries usually include either a sample product, or a product video in lieu of a sample product, or both.

Product Demo Videos for Jury Examination.

Whenever possible, entrants are encouraged, but not required, to submit a brief product demo video (5 minutes or less) as an aid to jurors during the judging process. Jurors can gain a better understanding of a device by viewing a video which focuses clearly on the product’s key design features and demonstrates how the product is used.

  • A product demo video is especially useful in the cases of sample products too large, too bulky, or too expensive to submit for jury review.
  • Videos must be submitted electronically along with your other files
  • All videos must be PC-compatible files playable via Windows Media Player, VLC Media Player, or QuickTime are preferred.

Sample Products for Jury Examination.

Entrants are encouraged, but not required, to submit sample products as an aid to jurors during the judging process. Jurors can gain a better understanding of a device by examining, handling, and operating it, and entrants are encouraged to send actual working products whenever possible.

  • Disposable products, surgical instruments, small patient monitors, and many other types of devices can be readily accepted for viewing by the jury. Please include product 'Instructions for Use', 'Operating Instructions' and/or 'User Manuals' as supporting documentaion.
  • Entrants with small and/or disposable sample products, may want to consider submitting additional sample products for jury examination (i.e. 4 to 12or more total). There are twelve jurors in all, and the jurors work in four teams of three, and it may aid them during the judging process to have a few extra samples at hand. It is not required to submit additional samples, just recommended, especially if your product is small and/or disposable.
  • If it is not possible to send an actual working product, entrants are encouraged to send non-working display samples, but should clearly label 'For Display Only' on such products.
  • For the purposes of judging, entrants are discouraged from sending samples of large products such as hospital fixtures and furnishings, complex monitors, or bulky electromechanical devices.
  • In the cases of such sample products too large, too bulky, or too expensive to submit for jury review, it is recommended that submitters of such products take advantage of the opportunity to provide short product demo videos that show the key features of their products and demonstrate how they are used.
    • PC-compatible Video files playable via Windows Media Player, VLC Media Player, or QuickTime are preferred.

Submitters who send sample products should ensure that all shipments are clearly labeled so that they can be reunited for judging. If samples are sent separately to accompany an entry, they should be received by UBM Canon no later than 5:00 p.m. (PST) on January 24, 2014.

Sample products should be should be shipped to:

James Costigan
Medical Design Excellence Awards
UBM Canon
2901 28th Street, Suite 100
Santa Monica, CA 90405-2975 USA
Phone: 310-445-4266 | Fax: 310-445-4299
Email: james.costigan@ubm.com

Entrants are responsible for payment of all fees related to the delivery of their entry materials and sample products, including customs tariffs, brokerage charges, and other shipping costs. Delivery-related invoices received by UBM Canon will be forwarded to the submitter for payment.


2014 MDEA Ceremony and Winner and Finalist Product Showcase at MD&M East

The 2014 MDEA Winners Presentation Ceremony will take place on Wednesday, June 11, 2014 during a special cocktail reception starting at 4:30 pm inside the Jacob K. Javits Convention Center in New York. All 2014 MDEA Finalist Manufacturers and Supplier to Finalist companies will be invited to the ceremony to find out if they won live. The awards ceremony is held in conjunction the Medical Design & Manufacturing (MD&M) East event (www.MDMEast.com), which is held at the Jacob K. Javits Convention Center June 10-12, 2014.

Throughout this MD&M East event, a poster gallery of MDEA-winning and finalist products will be on display in a special 2014 MDEA Showcase area. Please note: We are no longer displaying actual sample products at the showcase. We produce a poster to represent each winning and finalist product. Each MDEA product poster will contain the product name, glamour shots, category, description, as well as list the manufacturer, submitter, and supplier companies.

Manufacturers and Suppliers of MDEA-winning and finalist products and are encouraged to submit product brochures and/or information sheets (25 copies maximum) for their honored products to be made available for distribution in the 2014 MDEA Showcase at MD&M East. Over 35,000people are expected to attend MD&M East, and over 400 MedTech industry leaders will be in attendance at the the MDEA ceremony, which means widespread exposure for both your honored product and company. The packet sent to finalist companies will include additional information, including a request for such marketing materials.

The MD&M East showcase also provides an opportunity for finalist companies to update their product display using packaging that incorporates the “MDEA Finalist” logo. The packet sent to finalist companies will provide instructions for arranging to update products used for display.

Although UBM Canon will do its best to safeguard all materials sent for display in the 2014MDEA Showcase at MD&M East, the company is not responsible for loss, theft, or damage. The submitting company should arrange for appropriate insurance coverage under its own policy.

Entrants are responsible for payment of all fees related to the delivery of their extra marketing materials for distribution, including customs tariffs, brokerage charges, and other shipping costs. Delivery-related invoices received by UBM Canon will be forwarded to the submitter for payment.


Sample Products Return Shipment.

All entry materials (exclusive of sample products) become the property of UBM Canon and will not be returned. If a sample product is submitted, entrants must provide either a completed return airbill for the outbound shipment of their sample product, OR grant us permission to dispose of the sample after jury examination and display.

If a return airbill is provided, products not selected as finalists will be returned in May 2014. Products selected as finalists will be returned in June 2014.

Although UBM Canon will do its best to safeguard all products, the company is not responsible for loss, theft, or damage. The submitting company should arrange for appropriate insurance coverage under its own policy. Please note that all product packaging will be opened as part of the judging process and display. Jurors may handle and use product samples and packaging may be opened to permit display, which may result in spoilage or destruction of disposable items.

Entrants are responsible for payment of all fees related to the delivery of their entry materials and sample products, including customs tariffs, brokerage charges, and other shipping costs. Delivery-related invoices received by UBM Canon will be forwarded to the submitter for payment.


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