Dana Award Terms & Conditions

These Terms & Conditions govern submissions, payments, participation, website use, and related services provided through Dana Award. By submitting a book, purchasing an award entry, or using the Dana Award website, the entrant agrees to these Terms & Conditions.

1. Award Programs

Dana Award currently operates four award programs: Aether Story Award, Nebula Narrative Award, Dana Best Book Award, and Vellum Star Award. Categories, entry fees, deadlines, and program details may vary by award and may be updated from time to time.

2. Eligibility

Books may be submitted by authors, publishers, independent publishers, small presses, university presses, authorized representatives, or other persons authorized to enter the work.

Books must be publicly available through at least one legitimate public platform or distribution channel. This may include an author’s official website, digital libraries, Amazon, Barnes & Noble, other booksellers, publisher websites, or comparable public platforms.

There is no publication-date restriction unless a specific category expressly states otherwise.

There is no restriction limiting an author to one submitted book. An author may submit multiple eligible titles, with each title entered separately.

3. Submission Requirements

Entrants are responsible for providing accurate book and author information. Submission information may include the book title, author name, ISBN where applicable, book description, category selection, and other details requested during the entry process.

An entrant must have the legal authority to submit the book and to provide any related text, images, cover artwork, metadata, or other materials supplied with the entry.

4. Categories and Multiple Entries

A book may be entered into more than one applicable category. Each category entry is treated as a separate paid entry unless otherwise stated.

Duplicate entries are permitted. Entrants may submit additional entries for the same eligible title and category, and such entries are accepted as additional award submissions.

Category selections should be made carefully. Requests to change a selected category may be submitted through the official Dana Award email. Dana Award will review such requests and may approve them where operationally possible.

5. Entry Fees and Payment

All applicable entry fees must be paid at the time required by the submission system. Fees are charged according to the award program and category selection displayed on the website.

All award entry fees are non-refundable. This includes withdrawals, duplicate entries, non-winning submissions, missed deadlines caused by the entrant, or changes in the entrant’s circumstances.

Where Dana Award determines that a payment was made in error because of a confirmed technical issue caused by Dana Award, Dana Award may review the transaction and determine an appropriate resolution at its discretion.

6. Deadlines

Entries must be completed by the deadline stated for the applicable award cycle. Dana Award may extend, modify, or close submission periods when necessary. Any official change will be communicated through the website or other official Dana Award channels.

7. Judging and Award Decisions

Submissions are evaluated according to the standards and processes established for the applicable award program and category. Award decisions are final once officially announced.

Submission does not guarantee nomination, finalist status, placement, recognition, or an award.

Judges’ Discretionary Selections: In addition to formally submitted entries, judges may, at their discretion, select up to one book per category for consideration based on their independent reading, professional knowledge, or discovery of an author’s work, even if the book has not been formally submitted or nominated for the award. Such selections are subject to the applicable award criteria and judging standards and do not guarantee finalist status, placement, or an award.

8. Gold, Silver, and Bronze Recognition

Where a program uses placement levels, winner designations will be presented consistently as GOLD, SILVER, and BRONZE.

9. Use of Submitted Information

By submitting an entry, the entrant authorizes Dana Award to use the submitted book title, author name, cover image, publisher information, book description, award category, and award result for award administration, judging, winner announcements, website listings, promotional materials, social media, and related publicity.

This permission does not transfer ownership of the entrant’s copyright or intellectual property to Dana Award.

10. Accuracy and Responsibility

Entrants are responsible for ensuring that all submitted information is accurate, lawful, and authorized. Dana Award is not responsible for errors caused by inaccurate information supplied by an entrant.

11. Website and Service Availability

Dana Award may modify website features, award categories, submission workflows, or administrative processes when necessary. Reasonable efforts will be made to maintain service availability, but uninterrupted access is not guaranteed.

12. Intellectual Property

All Dana Award names, logos, website content, award branding, graphics, and related proprietary materials are owned by or licensed to Dana Award unless otherwise stated. Entrants may not reproduce Dana Award branding in a misleading manner or imply an award result that has not been officially granted.

13. Winner Marks and Promotional Use

Official winners may use Dana Award winner designations, badges, seals, or promotional references provided or authorized by Dana Award in connection with the winning title. Such materials may not be altered in a way that misrepresents the award, category, year, or placement.

14. Prohibited Conduct

Entrants may not submit unlawful, fraudulent, infringing, deceptive, or unauthorized material; interfere with the website or submission system; impersonate another person or organization; or knowingly provide false information.

15. Limitation of Liability

To the maximum extent permitted by applicable law, Dana Award will not be liable for indirect, incidental, consequential, or special losses arising from participation in an award program, use of the website, interruption of service, or reliance on award-related information.

Nothing in these Terms excludes liability that cannot lawfully be excluded.

16. Disqualification

Dana Award may reject or disqualify an entry where the entrant violates these Terms, provides materially false information, lacks authority to submit the work, fails to pay applicable fees, or engages in conduct that compromises the integrity of the award process.

17. Changes to These Terms

Dana Award may update these Terms & Conditions from time to time. The version published on the website at the time of submission will apply to that submission unless a change is required by law or is expressly stated to apply retroactively.

18. Contact

Questions about submissions, category-change requests, or these Terms & Conditions should be directed through the official Dana Award contact channels.

Official phone number: +1 (713) 938-2354
Official Email: [email protected]