Submission Release Form for Hong Kong

Submission Release Form Template for Hong Kong

A Submission Release Form is a legal document governed by Hong Kong law that establishes the terms and conditions under which one party can submit creative works, ideas, or proposals to another party. The document protects the receiving party from potential claims of idea theft or misappropriation while providing clear terms to the submitting party regarding how their submission may be used. It typically includes provisions for intellectual property rights, warranties of originality, release of claims, and acknowledgments about pre-existing similar projects, all structured within the Hong Kong legal framework.

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What is a Submission Release Form?

The Submission Release Form is essential for companies operating in Hong Kong that regularly receive unsolicited submissions of creative works, business ideas, or proposals. This document serves as a crucial risk management tool, protecting receiving parties from potential future claims while providing a clear framework for submitters. The form typically includes acknowledgments about pre-existing similar works, warranties of originality, and comprehensive releases. When implementing a Submission Release Form, companies must ensure compliance with Hong Kong's Copyright Ordinance, Personal Data (Privacy) Ordinance, and Contract law principles. The document is particularly important in creative industries, technology sectors, and any business that evaluates external proposals or creative content.

What sections should be included in a Submission Release Form?

1. Parties: Identifies the submitting party and the receiving party with full legal names and addresses

2. Background: Explains the context of the submission and the receiving party's standard practice of receiving unsolicited submissions

3. Definitions: Defines key terms including 'Submitted Materials', 'Intellectual Property Rights', and other relevant terms

4. Acknowledgments: Submitter's acknowledgments regarding the receiving party's existing and future projects, and possible similarities

5. Warranties and Representations: Submitter's warranties regarding ownership, originality, and rights to submit the materials

6. Release and Waiver: Comprehensive release of claims related to the use of submitted materials

7. No Obligations: Clear statement that receiving party has no obligation to use, return, or maintain confidentiality of submissions

8. Governing Law and Jurisdiction: Specifies Hong Kong law as governing law and Hong Kong courts as having jurisdiction

9. Entire Agreement: States that this document represents the complete agreement between parties regarding the submission

What sections are optional to include in a Submission Release Form?

1. Confidentiality: Optional section for cases where the receiving party agrees to keep certain aspects confidential

2. Multiple Submissions: Section to address cases where the submitter may make multiple submissions over time

3. Return of Materials: Optional provisions regarding the return or destruction of physical materials

4. Electronic Submissions: Special terms for submissions made via electronic means

5. Consideration: Section addressing any payment or consideration, if applicable

6. Term and Termination: For ongoing submission relationships, details about duration and termination

7. Assignment: Rights to assign the agreement to affiliated companies or successors

What schedules should be included in a Submission Release Form?

1. Schedule 1 - Description of Submitted Materials: Detailed description of all materials being submitted, including format and content

2. Schedule 2 - Contact Information: Comprehensive contact details for both parties

3. Schedule 3 - Submission Method: Details of how the materials were or will be submitted

4. Appendix A - Submission Guidelines: Guidelines for acceptable submission formats and requirements

5. Appendix B - Receipt Confirmation: Form for confirming receipt of submitted materials

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Hong Kong

Publisher

Genie AI

Document Type

Finance Agreement

Cost

Free to use
Relevant legal definitions
Relevant Industries

Entertainment

Media

Publishing

Technology

Gaming

Film & Television

Music

Literature

Digital Content

Innovation & Research

Software Development

Advertising

Creative Arts

Relevant Teams

Legal

Content Acquisition

Creative Development

Business Development

Intellectual Property

Product Development

Innovation

Editorial

Rights Management

Project Management

Research & Development

Content Review

Operations

Relevant Roles

Legal Counsel

Content Acquisition Manager

Creative Director

Business Development Manager

Intellectual Property Manager

Product Manager

Innovation Director

Editorial Director

Development Executive

Submissions Coordinator

Rights Manager

Producer

Project Manager

Chief Creative Officer

Research & Development Director

Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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