GALAXY Hot Chocolate Fund Terms & Conditions
  1. Open to individuals aged 18 or over who are resident, and organisations and clubs based, in the UK or the Republic of Ireland ("ROI"), excluding employees of the Promoter, their families, agents and anyone else professionally connected with this promotion.
  2. To submit an application for a £300 (or €300 for ROI applicants) award from the GALAXY Hot Chocolate Fund (the "Fund"):
    1. Visit galaxyhotchocolate.com  (the "Website") and complete your details (name, address, email address and details, if applicable, of your club charity or organisation) in the online entry form;
    2. Describe in no more than 200 words how a £300/€300 award from the Fund could help support you or your organisation to do more in your local community; and
    3. Submit your on-line entry form ("Application").
  3. Applications must be submitted between 00.01am on 7th November 2016 and 11.59pm on 26th February 2017 (both dates inclusive). A maximum of one Application per person/organisation is permitted. Subsequent Applications received from the same person/organisation whether based on the same or a different purpose will be rejected. Applications (including any copyright in them) become the property of the Promoter on being submitted and can be used by the Promoter for any purpose.
  4. Proof of submitting an Application is not proof of receipt by the Promoter. The Promoter accepts no responsibility for Applications that are lost, delayed or corrupted due to any technical failure or otherwise.
  5. A total of seventy (70) awards will be offered. The Promoter will make five awards of £300/€300 each week ("Weekly Fund"). One of these awards will go to the Application receiving the most votes on the Website in the week in which it was submitted (in accordance with Condition 6 below). The other four recipients of awards each week will be selected from all remaining valid Applications by a panel of judges who will judge each entry on the extent to which the proposed initiative (and use of an award) will help its local community, the extent of the proposed initiative's reach, and the perceived local need for such activities. Unsuccessful Applications submitted in any week will be carried forward to be re-considered in subsequent weeks whilst the Fund is open, although any votes recorded on the Website in previous weeks for those Applications will be discarded.
  6. Valid Applications outlining worthy purposes for an award which are received in a week (running from 00.01am Monday until 11.59pm on Sunday) whilst the Fund is open will be uploaded onto the Website. Visitors to the Website can then vote for the Application which they think is most deserving of a £300/€300 award for that week.  Only one vote per person per week.  The Application with the most votes at the end of the week will receive a £300/€300 award, subject to final Promoter validation in accordance with Condition 7 below.  With the exception of the Christmas period (00.01am, Monday 19th December 2016 – 11.59pm Sunday 1st January 2017) (see below), voting in any week will commence at 8.00am on Monday and end at midnight on Sunday (the first voting period will run from Monday 7th November 2016 to Sunday 13th November 2016). The judges will select the other four successful Applications from all remaining valid Applications submitted that week in accordance with Condition 5, each of which will also receive a £300/€300 award, subject to final Promoter validation in accordance with Condition 8 below.  The fortnight running between Monday 19th December 2016 and Sunday 1st January 2017 will be treated as a break period for voting/judging purposes. With voting/judging resuming 00.01am Monday 2nd January. Entries submitted between 19th December and 1st January will be combined with those submitted during the week commencing Monday 2nd January.
  7. The Promoter reserves the right to disqualify any Application for which multiple votes have been submitted by the applicant or any other individual(s) associated with that applicant in any week, contrary to the limitation of one vote per person as set out in Condition 6. Disqualification decisions made under this Condition 7 will be at the Promoter's sole discretion and will be communicated to the applicant responsible for submitting the Application on the Promoter becoming aware of any voting patterns which are contrary to these terms and conditions.
  8. The applicants submitting the five successful Applications in any week will be contacted by the Promoter within 14 days of the end of the relevant week in which they were selected. Those applicants will be required to validate their Application and answer any further questions the Promoter has about them, their organisation and proposed activities the award will support. The final decision to make a £300/€300 award rests with the Promoter, based on the Application and explanations of the purpose provided in this follow-up call.  In the event that the person submitting a successful Application fails to validate such Application and/or justify the receipt of an award to the Promoter's satisfaction, the Promoter reserves the right to not make an award to that applicant and, instead, to contact the individual/organisation submitting the Application finishing in 2nd place in the weekly voting, with a view to validating the worthiness of that Application in accordance with the same process set out above.
  9. The weekly Website voting result, judges' selections and the Promoter's validation of successful Applications are final and no correspondence will be entered into, except with the five successful recipients of a £300/€300 award. The Promoter reserves the right not to make all five awards in any week where an insufficient number of Applications are received or the purposes/activities of those received are not sufficiently worthy, resulting in such Applications not being uploaded onto the Website.  Where the Weekly Fund is not allocated in its entirety in any week, the balance will be carried over to the following week, for allocation as £300/€300 awards to the best judged Applications submitted in the next week. In the event that the final Weekly Fund is not allocated in its entirety in the week ending on 26th February 2017 due to the insufficient volume/worthiness of Applications, the balance will remain the property of the Promoter and will not be distributed as part of the Fund.
  10. In each week that the Weekly Fund is awarded to five applicants, a further applicant will receive an "Outstanding Volunteer" award. The weekly winner of this award will be selected by NCVO (National Council for Voluntary Organisations) from all applications submitted that week. The weekly winner will be the applicant who, in the opinion of NCVO, shows extraordinary commitment as a volunteer to an organisation or charity or who undertakes significant fundraising activities. The weekly winner of an "Outstanding Volunteer" award will win a Galaxy Hot Chocolate Hamper containing a range of GALAXY  hot chocolate products, GALAXY cake bars, GALAXY brownie mix, GALAXY ricecakes and GALAXY Trail Mix. There will be no winners selected by NCVO during the period running from 19th December 2106 until 1st January 2017. Any applications submitted during this period will be combined with those submitted in the week commencing 2nd January, with NCVO selecting one winner of an "Outstanding Volunteer" for this period. The weekly winner of the "Outstanding Volunteer" award will be contacted by the Promoter within 14 days of the week in which they were selected and required to validate their Application in line with the process set out in Condition 8 above.
  11. Details of all successful recipients of £300/€300 and "Outstanding Volunteer" awards selected whilst the Fund is available (name and county only) will be uploaded to the Website, normally within three weeks of a successful recipient being selected, with all participants submitting successful Applications appearing on the Website no later than 19th March 2017.
  12. Recipients of £300/€300 and "Outstanding Volunteer" awards agree to participate in any publicity or promotional activities requested by the Promoter. By submitting an Application, successful applicants consent to the Promoter using the recipient's name, image (where appropriate) and description of their purpose and/or activity, for advertising and publicity purposes.
  13. Each £300/€300 and "Outstanding Volunteer" award is as stated. £300/€300 awards will be paid by bank transfer, made out to the named individual/organisation submitting the Application.  Successful applicants should receive their bank transfer within 28 days of validation of their Application to the satisfaction of the Promoter. "Outstanding Volunteer" winners should receive their prize hamper within 28 days of the Promoter validating their Application. The Promoter cannot be responsible in the event that a successful applicant cannot be contacted, or fails to receive their award, as a result of having provided incorrect or incomplete contact details when submitting their Application.
  14. The £300/€300 award provided to the recipient should only be used for the purpose(s) declared in the original Application, unless the Promoter agrees a change of use with the recipient in advance in writing. The Promoter reserves the right to reclaim the £300/€300 award (or any part of it) where it is not used for the purpose(s) indicated in the recipient's original Application or for the purposes specified in any agreed change of use.
  15. The Promoter accepts no responsibility for any losses incurred by a recipient in using the £300/€300 award. The Promoter accepts no responsibility for the acts or omissions of third parties. A recipient of a £300/€300 award shall be responsible for any tax liability arising from receipt or use of the award.
  16. The Promoter reserves the right to amend these terms and conditions or temporarily suspend the Fund in the event of any unforeseen circumstances outside its reasonable control, including any technical fault which prevents Applications being received or votes being cast on the Website, in accordance with these terms and conditions. In such circumstances, the Promoter shall have no liability to any applicants.
  17. The list of judges selecting the recipients of £300/€300 awards can be obtained for a six-week period by sending an SAE to GALAXY Hot Chocolate Fund Judges, Escapade, Unit 6, Millars Brook, Molly Millars Lane, Wokingham, RG41 2AD after February 26th
  18. The Fund and these Terms and Conditions are governed by, and shall be construed in accordance with, the laws of England and Wales.
  19. By submitting an Application, participants agree to be bound by these terms and conditions. In the event of a failure to comply with these terms and conditions, the Promoter shall be entitled in its absolute discretion to reject an Application or, in respect of a successful recipient of an award, refuse to make a £300/€300 or "Outstanding Volunteer" award or reclaim one (in whole or in part) which has been made.

Promoter: Mars Chocolate Drinks & Treats, a division of Mars Chocolate UK Limited, Unit A3-A4, Westacott Business Centre, Maidenhead Office, Westacott Way, Maidenhead, Berkshire, United Kingdom SL6 3RT.

 

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