Guidelines for entering the awards –
and our rules

To enter the 2018 awards, go to the awards shop and follow the instructions.

Guidelines

1. FreeFrom requirements
2. Service and servers
3. The on-line entry form
4. Websites
5. More on judging processes
6. Rules of the awards

All categories except Food manufactured for Food Service

1. The establishment must have been trading for six months or more at the opening for entry date of the awards to qualify to enter.
2. The establishment must be able to provide, on request, information about any of the major allergens used in any of their dishes, as required by EU regulations.
3. We would expect all establishments to take note of any ‘may contain’ warnings on goods received from their suppliers and to pass those warnings on to their customers when discussing their allergen needs with them.
4. The establishment must be fully aware of the dangers of allergen contamination in their kitchens, storage areas and front of house and must have taken all possible measures to avoid any such contamination.
5. The establishment must provide allergen training to all staff, front of house, kitchen and management, and will need to provide details to the FFEOA on their entry form.
6. Entrants who entered the awards and won their category in 2016 and 2017 will not be accepted for entry in the same category for 2018 (so as to give other entrants a chance!) However, they may enter our Crème de la Crème category, especially designed for previous winners!
7. Food Manufactured for Food Service will be judged by a panel of independent judges at our London headquarters, following exactly the same protocols as are used for the FreeFrom Food Awards.

'FreeFrom' requirements

Please see individual categories for entry requirements in terms of what ‘freefrom’ foods we would expect to be offered.

Service and servers

Independent establishments

1. We would expect all staff actively involved in the preparation or service of food to have a basic knowledge of allergy and the issues around allergen contamination with at least two members of staff having a detailed knowledge.
2. If a buffet is offered we would expect all members of staff to understand the risks of contamination that buffet service presents and act accordingly.
3. We would expect all staff to be polite and helpful at all times and if they do not know the answer to any question, never to guess but to go and ask.

Chains

We do understand that fully educating all staff in allergy across a chain, especially a large chain, is all but impossible. We therefore:

1. Expect that there would always be at least one operative in every outlet who was fully trained in allergy management and who was always available to answer queries.
2. All other staff should have a basic training (on a level with a basic hygiene training) in allergy so that they understand that allergies are serious and potentially life threatening. We would expect them:
1. Always to be polite and helpful (not dismissive or uninterested) when asked a question about an allergen or a dish
2. Never to guess an answer if they are not absolutely sure what the correct answer is.
3. Always to go and ask if they are in any way doubtful about the answer to a question.

The on line entry form

1. This form is designed to discover how much you know about catering for people on restricted diets, what sort of training you give your staff and what systems for allergen control you have in place.
2. Your completed form is sent to three FreeFrom Eating Out Awards judges who will comment on, and mark, each section.
3. Whether or not your establishment is shortlisted and whether or not it goes on to be judged ‘in person’ WILL DEPEND ON THE COMMENTS AND THE MARKS THE JUDGES GIVE – so please do NOT skimp on the form.
4. It is VERY IMPORTANT that you fill it in in as much detail as you can – including the sections where it gives you 100 words to tell us what is particularly good about your establishment’s procedures.

Websites

1. Ninety per cent of those on restricted diets, for whatever reasons, will check an establishment’s website before booking or visiting that establishment.
2. Our judges will look at your websites and will evaluate them for the information they give, how well laid out and easy to follow they are, and how comprehensive and how helpful they are. Their evaluation of your website will count towards your overall ’mark’.
3. Facebook pages can double as websites provided they give comprehensive information.
4. If an establishment does not have a website or Facebook page they need to tell us, on the form, how prospective customers can find out more about their offer.

Rules of the FreeFrom Eating Out Awards

• Establishments must have been trading for at least six months before the opening of the awards on May 16th 2018.
• The organisers take the allergen/'freefrom' information provided on the entry form at face value and assume that the establishment can justify all claims. If anything needs clarification the organisers reserve the right to ask for more information.
• Establishments may enter as many categories as they wish.
• Establishments previously entered into the FreeFrom Eating Out Awards are eligible for re-entry.
• Entrants who entered the awards and won their category in 2016 and 2017 will not be accepted for entry in the same category for 2018. However, they may enter the Crème de la Crème category, especially designed for previous winners!
• An entry form, any requested documentation and payment, a purchase order or other arrangement for payment must accompany each entry. Any product for which the entry fee has not been received within 30 days of the closure of the awards on 31st July will forfeit its entry into the awards.
• Entries will only be accepted when all sections of the entry forms have been completed in full and any requested documentation has been received.
• The organisers reserve the right to change the categories and organisational details without prior notice.
• The organisers reserve the right to accept or reject entries.
• The decision of the judging panel is final and the FreeFrom Eating Out Awards will not enter into any correspondence about the judges’ decisions.
• It is a condition of entry that all entrants will be bound by these rules.

Rules for Category 10 – Foods manufactured for food service.

1. All products must be available for sale across the UK by the close of entry to the awards on July 31st 2018.
2. Samples submitted must be production products on sale to the public and not pre-production samples.
3. Samples must be submitted in the packaging in which they are to be sold into food service.
4. The organisers take the product/freefrom labelling and any accompanying information at face value and assume that the supplier can justify all claims. If anything needs clarification the organisers reserve the right to ask for more information.
5. Companies may enter as many products as they wish.
6. Only specific products, not ranges, will be accepted as entries.
7. Products previously entered into the FreeFrom Eating Out Awards are eligible for re-entry.
8. A product form and payment, purchase order or other arrangement for payment must accompany each product. Any product for which the entry fee has not been received within 30 days of the closure of the awards on 31st July will forfeit its entry into the awards. We only need one entry sheet per company.
9. Entries will only be accepted when all sections of the entry forms have been completed in full.
10. Entrants will be asked to submit tasting samples. Details of where, when and how much to send will be provided after entry to the awards has closed.
11. All samples must be received by the deadline specified or the product will forfeit its entry into the Awards and its entry fee.
12. The organisers will prepare products for tasting according to the printed instructions on the packs in which the products are sold.
13. The organisers reserve the right to change the categories and organisational details without prior notice.
14. The organisers reserve the right to accept or reject entries.
15. The decision of the judging panel is final and the FreeFrom Eating Out Awards will not enter into any correspondence about the judges’ decisions.
16. It is a condition of entry that all entrants will be bound by these rules.

If you have any queries or would like to talk to us about the project - please contact Kathy, Michelle or Cressida (for Category 10) or call 020 7722 2866