Assign responsibility for facts and decisions
Choose one editor to assemble the submission and one person who can approve the final account of the project. Then assign owners for drawings, photographs, performance figures and commercial or client information. Each contributor should know which material they are providing and when it is needed.
Create a short project record containing the agreed name, location, dates, status, participants and scope of work. Disagreements about these basics often surface late when different teams contribute text from older documents. Resolve them before drafting the narrative.
Build an evidence register
Use a simple register with columns for the claim, supporting file, source, owner and approval status. Add a note explaining any limitation, such as a design target that has not yet been measured in operation. The register gives the editor a clear way to identify unsupported statements.
Keep one agreed location for current files and distinguish working drafts from approved material. Avoid circulating several similarly named final versions by email. When a figure changes, update both the source record and every place it appears in the submission.
Schedule separate editorial and factual reviews
The editorial review asks whether the story is clear and relevant to the selected category. The factual review checks whether the dates, figures, credits and descriptions are accurate. Keeping these questions explicit helps reviewers give actionable feedback instead of making unrelated stylistic changes near the deadline.
Allow time to resolve image permissions and client approvals. These can depend on people outside the immediate submission team. Confirm the current entry requirements early, including the form, supporting materials and any limits, rather than designing a large portfolio before checking how it must be supplied.
Approve and archive the submitted version
Before submission, ask the approver to review the actual exported files and completed form. Check contact details, category names and project titles against the agreed record. Verify links and ensure that drawings and captions remain readable after export.
Save the submitted files, the approval record and the confirmation received from the organiser. Keep a concise change log if additional material is requested later. This gives the team a reliable reference and makes it easier to respond consistently without reconstructing which version was sent.
Next steps
Explore award categories · Read the entry guidance