CoA | ARCHITECTURAL COMPETITION PROCEDURE

• Fill the registration form – A Competitor must complete the registration form as per the instructions given on the form and send it by registered post or hand delivery to the promoter together with the registration fee (if any). In some cases the Promoter may not charge a registration fee.
• Entry of Competitior’s name in Competition register – It will establish his eligibility to compete. The registration is only complete when the Promoter accepts the Competitor’s eligibility by placing his name on the Competition register and informs him in writing accordingly.
• The Competition conditions – will be sent to the intending Competitor by the Promoter only when his eligibility is established and his name is entered in the Competition register.
• Competitors’ questions – if any, must be written on the questions form and sent to the Promoter’s address before a given date. An explanatory memorandum dealing with the questions submitted will be dispatched to all the Competitors and will form part of the conditions and instructions of the Competition.

WHAT IS THE PROCEDURE FOR SUBMISSION OF DESIGNS IN AN ARCHITECTURAL COMPETITION?

• Retain copies – Submission of design implies acceptance of the Competition conditions. Competitors are advised to retain copies of the design submitted.
• Six digit number: All plans and accompanying documents and envelopes comprising a Competition entry must bear on the top right hand a 1 cm high six digit number of Competitor’s choice. No other symbol, motto or distinguishing mark will be placed on any part of the competition entry. The design and the documents of each Competitor shall be dispatched in a single packet using the label(s) provided.
• Proof of identity: Each design must be accompanied by a declaration/proof of identity form signed by the Competitor or joint Competitors and enclosed in the envelope provided. Each Competitor must be prepared to satisfy the Board of Assessors that he is the bonafide author of the design he has submitted.
• Competition designs delivered by hand should reach the Promoter at his address not later than the given date and time. Receipt with date and time of delivery will be issued by the Promoter to the Competitors.
• Competition designs sent by post or through forwarding agent must be dispatched not later than the given date and time. Proof of dispatch clearly showing the date of dispatch shall be forwarded to the Promoter separately with a covering letter informing him of the dispatch of the competition designs.
• Sealed brown paper packet: All drawings, documents, report and photographs should be packed together in a plain brown paper and sealed. This packet will also include the sealed envelope containing the declaration/ proof of identity form.

IS THE ARCHITECTURAL COMPETITION DESIGN INSURED?

Each Competitor is responsible for insuring his entry against loss, damage or non-delivery up to the time of its receipt by the Promoter at his address. On receipt by the Promoter, each entry will be insured by him (the Promoter) till it is returned to the Competitor after the award. This sum will also cover expenses of returning the design to the Competitor.

WHAT ARE THE REASONS FOR DISQUALIFICATION IN AN ARCHITECTURAL COMPETITION?

The Board of Assessors may disqualify entries for the following reasons:

• If dispatched by post to the Promoter’s address after the last date and time given.
• If received by the Promoter at the address given by post or through forwarding agent after the last date and time given.
• If the Competitor disregards any of the conditions of the competition.
• If the Competitor attempts to influence any member of the Board of Assessors and/or discloses his identity.

BRIEFLY DESCRIBE THE JUDGING PROCEDURE IN AN ARCHITECTURAL COMPETITION?

• Secretary: The Promoter will place a secretary at the disposal of the Board of Assessors to minute their meetings and record their decisions.
• Secret: The deliberations of the Board of Assessors will be secret. No member of the Board or Technical Adviser or member of the Promoter’s staff or competition secretary may disclose any details of the competitions, deliberations or decisions.
• Decisions are final and binding: The decisions of the Board of Assessors are final and binding on the promoter.
• Within two weeks: The promoter will announce the award of the competition not later than two weeks after the judging has been complete.
• A copy of the report of the Board of Assessors will be sent to each Competitor at the same time as the Board’s award is made public.

WHEN CAN AN ARCHITECTURAL COMPETITION BE TERMINATED?

If against all expectations entertained by the Promoter, the result of the competition is such that none of the participants could be declared by the Assessor as the winner of the competition, competition could be regarded as terminated and the Promoter will on the advice of the Board of Assessors award the second, third and the additional prizes to the entries selected by the Board.

HOW AND WHEN IS THE AWARD ANNOUNCED IN AN ARCHITECTURAL COMPETITION?

• The Promoter will publish the award of the Board of Assessors and inform the Council of Architecture after having first informed the authors of the prize winning and permitted designs individually by telegrams and confirmed by letters.
• Exhibition: All designs including those disqualified by the Board of Assessors will be exhibited together with the copy of the signed report of the Board of Assessors. The dates of the exhibition will also be conveyed individually to all Competitors in advance.
• Names of all Competitors will be displayed at the exhibition. However, Competitors of designs not permitted may choose to remain anonymous. They should so indicate on the envelope containing their declaration/proof of identity form.

WHAT IS THE PROCEDURE FOR RETURNING OF ENTRIES AFTER AN ARCHITECTURAL COMPETITION COMES TO AN END?

Within one month after closing of the exhibition, all entries except the design placed first will be returned to the postal address given in the declaration form, by the promoter at his own cost. If the delivery to any such addresses is not accepted, a notification to that effect will be sent by the Promoter by registered post to the said postal address and the entry will be kept by the Promoter with him for collection by the Competitor for a period of three months from the date of the registered letter. After that the promoter will be free to dispose of the entry at will.

WHAT ARE THE PROMOTER’S RIGHTS IN AN ARCHITECTURAL COMPETITION?

• Drawings of the designs winning the first prize will be retained by the Promoter as his property.
• Copyright of all designs including the designs winning the first prize will be that of the authors of the designs.
• Design awarded the first prize only will be used by the Promoter.
• The Promoter’s right on the designs awarded the first prize covers one execution. Repetition of the said design by the promoter will be with the written permission of the author and on confirmation of suitable terms.
• No other designs whether permitted or not shall be used wholly or partly by the Promoter.
• Each competitor shall retain the right of reproduction of his designs.

IN CASE OF DISPUTES IN AN ARCHITECTURAL COMPETITION, HOW ARE THEY SETTLED?

In the event of dispute not related to the judging procedure or the award of the Board of Assessors, the settlement will be by arbitration without recourse to the legal authorities.

HOW IS THE WINNER OF THE ARCHITECTURAL COMPETITION APPOINTED?

• The author of the winning design will be appointed as the Architect for the project.
• The Promoter shall confirm in writing the appointment of the winner of the Competition as the Architect and the prize money due to him shall be an advance towards his fees, adjustable in the final installment of fees.
• Compensation: In the unusual event when the Promoter decides not to appoint the winner of the competition as Architect, he will compensate him with twice the sum of the total prize money, in addition to the prize money awarded to him as winner.
• Experience of Architect: If in the opinion of the Board of Assessors, the winner does not have adequate experience commensurate with the complexity or magnitude of the project, he may be required to associate with an architectural firm who in the opinion of the Board of Assessors would have the experience.

WHAT HAPPENS IF THE PROJECT DOES NOT TAKE OFF?

• Project is delayed: The Promoter will start the project as soon as it is possible. If due to unforeseen circumstances, the construction of the project is delayed, the Promoter will pay the winner Architect after one year from the date of Award, in addition to the prize money, an amount equivalent to twice the prize money amount.
• Project is cancelled: If for any reasons the project is called off or cancelled, the Promoter will pay the winner in addition to the amount mentioned above, a further amount equivalent to the prize money. This total amount will be regarded as the final reward for all his work and it shall constitute full discharge by the Promoter.