Guidance for preparing a strong entry
This page provides guidance and practical tips to help you prepare a compelling awards submission. By following the advice below and aligning your entry to the judging criteria, you can give your project, group, organisation or nominee the strongest possible chance of success.
Top tips for a successful entry
- Read the Rules of Entry and Category and Criteria carefully before you start writing
- Demonstrate clearly how your entry meets the judging criteria
- Focus on outcomes and impact, not just activities, see below
- Include evidence, statistics, testimonials or feedback where possible
- Use plain English and avoid acronyms or technical jargon
- Ask someone unfamiliar with the project to review your entry before submission
- Leave enough time to check word counts and supporting documents
- Take advantage of extra support available from our team
Before you start
Ensure you have read the Rules of Entry and the Category and Criteria pages before you start writing your entry submission.
Writing your entry
When preparing your entry, focus on the areas judges are most interested in:
- Clearly explain why this project, initiative, organisation or individual deserves recognition.
- Demonstrate the impact and outcomes achieved, see below.
- Provide evidence to support your claims wherever possible.
- Show how the entry meets the judging criteria for the category.
- Follow the recommended structure below when preparing your submission.
Measuring outcomes and demonstrating impact
The strongest entries focus on not only what was delivered, but also on the difference it made. Judges are looking for evidence that demonstrates the value of what was achieved.
Where relevant include:
- Participation or engagement figures
- Social media reach
- Media coverage
- Passenger, community or stakeholder feedback
Think about what changed as a result of your activity. How has your work benefited the community, passengers or stakeholders? Providing evidence and measurable outcomes helps judges understand the scale and significance of your achievements and can strengthen your entry.
Top tip: Don’t assume judges know the background to your project. Clearly explain what changed, who benefited, and how you know your work made a difference.
Structure of your entry
200 word summary
The following should form the basis of your 200 word summary (except category 8 – Photo Competition):
- What is the name of the project/group/person you are nominating?
- Why was the project set up and what/who did it involve (where applicable)
- What was the impact of the project or the group’s/person’s involvement?
Full entry description
For categories 1 to 9
Up to 600 words, laid out in the format specified below and written in the third person. This is important as this information will be used to produce the winners’ booklet and winners’ hall of fame should you win an award. See the 2026 Hall of Fame Winners’ Showcase for examples of how to lay out your entry.
- Concept and aims – what did the project want to achieve and why?
- What happened – give a clear description of the project, what challenges were faced and how were these overcome? What steps were taken to achieve the project? What resources were drawn upon, who was involved and how was the project delivered?
- Results – Did the project fulfil its aims? How did the community/passengers benefit? How was the success of the project measured and what evidence is there to support that success? What has been the response of the community/rail passengers/partners/media? Did the project deliver any knock-on/unexpected results? What was the lasting impact?
You must limit your total number of words to 600 over the three sections (e.g. 200 words for each), so plan your writing carefully and ensure that you do a final word count.
For categories 10, 11 and 12
Category 10 – Photo Competition
- Upload a Word document showing titles for each image
Category 11 – It’s Your Station
This must describe the work you have done or are doing to improve your station garden and environment. It must be written in the third person and set out in sections clearly labelled as follows:
- Community
- Gardening
- Arts & Heritage
- Environment & Sustainability
You must limit your total number of words to 600 over the four sections, so plan your writing carefully and ensure that you do a word count.
Note:
- There are no in-person judging visits for this category. Instead, to fully showcase your work to the category judges, we strongly encourage you to create and submit a video of your station, along with your supporting images and other documents.
- To assist with the above and to strengthen your entry further, make sure you consult the specific entry guidance in the ‘It’s Your Station entry toolkit’, compiled by the category judges themselves.
- Please refer to the category information for full details.
Category 12 – Outstanding Volunteer Contribution
- Who are you nominating?
- Describe their commitment and passion for community rail and show how they made an exceptional contribution to the group. Demonstrate what benefits they have brought to your project(s) or group and how that has impacted positively on the community.
- Include a photo of the person/group – action shots are preferable where possible.
You must limit your total number of words to 600 over the three sections (e.g. 200 words for each), so plan your writing carefully and ensure that you do a final word count.
Category 13 – Community Rail Network Award for Outstanding Contribution to Community Rail
- Who are you nominating?
- Explain fully how the organisation or group has contributed to community rail over the last 12 months.
- Describe how their contribution has created positive sustainable change/impact for their communities and the railway.
- Include photos – action shots are preferable.
You must limit your total number of words to 600 over the three sections (e.g. 200 words for each), so plan your writing carefully and ensure that you do a final word count.
Further support and guidance
Find details of further support available to complete or submit your entry, including details of our team who are here to help.
Before you submit
Use this checklist to ensure you’ve covered everything before you submit your entry:
- I have read the rules of entry
- I have read the category criteria
- I have clearly demonstrated how the entry meets the judging criteria
- I have included evidence of outcomes and impact
- I have checked my word count
- I have attached all required supporting documents
- I have proofread my submission
Enter the Awards
You will be able to enter the Awards from 1 September, please check back then.