Basic requirement
All merchants providing wedding-related retail, banqueting and other services who meet the requirements stipulated under Section 11 are eligible to apply for the QWMS.

Application materials
The QWMS information and application form are available from your Merchant Relationship Manager or can be downloaded from http://wedding.esdlife.com/qwms

Interested merchants are required to complete the application forms and return the completed documents to ESD Services Limited together with the administration fee, copies of their Business Registration and other permits and all relevant supporting documents/licences required for business operation.

Chain stores and franchises
Chain stores or retail operations under franchise should submit applications for the QWMS through their head offices or franchisors.  Applications from individual chain stores or franchised stores will not be accepted.  Chain stores and franchises will be assessed and awarded the qualified qualification under the scheme for all outlets.  Likewise, if any of the chain stores or franchise outlets is found to have failed to meet the terms set out under Section 6.9 or any of the required assessment criteria of the QWMS at any time, the QWM qualification for the entire business under the same chain or franchise operation will be revoked or suspended.

Assessment
The HKPC Assessor will assess the applicants according to a set of standards including a comprehensive evaluation against the assessment criteria checklist and site visits of which the applicant may or may not be notified in advance.  The scope of assessment covers information provided on the application form and other areas relevant to the operation of the applying merchant.  The application review process will take an average of 30 working days following the receipt of the administration annual fees and all necessary documents.

The applicant will receive service qualification from the QWMS Assessment Committee for the QWM qualification if the results of the evaluation meet the assessment criteria.  Regardless of the assessment results, each applicant will be given an assessment report for reference.

Application results
Successful applicants who have achieved the QWM qualification will receive a QWMS certificate and decal.  For applicants whose initial assessment fails to meet the prescribed criteria, a report on major non-conformance will be provided.  The rectification are expected to be made and a re-assessment to be carried out within the following three months.   Failure to comply will result in an unsuccessful application.  The duration can be extended for another three months at the discretion of the QWMS Assessment Committee under Section 8.

Unsuccessful applicants may appeal in writing under Section 6.13 within one month of notification of its unsuccessful status.  

Use of QWMS certificates, decals, logos and promotion materials
The use of the QWMS certificates, decals, logos and promotion materials is exclusive to the merchant who has achieved QWM qualification under the scheme.  The use of these collaterals is further governed by rules and regulations stipulated under the Regulation of the QWMS Decals and guidelines for the use of and presentation of the QWMS logo and promotion materials.

In the event of a lost decal or certificate, the merchant shall pay ESD Services Limited a fee for the re-issue of any decal or certificate.
 
Site visits
To ensure consistent excellent service standards among QWM, the HKPC Assessor will conduct unannounced visits during the year.  Any merchant whose standard of service fails to meet the assessment criteria will receive a Request for major non-conformance rectification.  The merchant concerned is expected to complete the remedial actions requested to the satisfaction of the QWMS Assessment Committee within one month.  Failure to do so will result in the termination of their QWM qualification.  The QWMS Assessment Committee may extend the said period for an additional one month in accordance with Section 8.  In the event of an unsuccessful application, any fees paid for each of the chain or franchise store operations under the same name will not be refunded.

Renewal
The QWM qualification is valid for one year from the date award of service qualification, unless the qualified status is terminated or suspended before its expiration.

To maintain the QWM qualification, merchants are required to renew the service qualification annually by completing the renewal form and returning it together with the renewal fee to ESD Services Limited at least two months prior to expiry.  If the QWM qualification is suspended under Section 6.9, no renewal application will be accepted unless the QWM qualification is resumed.

Suspension and termination of QWM qualification
affidavits are required to reach the QWMS Assessment Committee seven working days prior to the hearing.

The HKPC Assessor may conduct an investigation through both announced and unannounced site visits.  All information provided and obtained pertaining to the appeal will be reviewed by the HKPC Assessor.  A decision on the appeal will be made taking into account, if deemed necessary, interviews with concerned parties, results of site visits, opinions of committee members and representations of the merchant.  The merchant will be notified in writing of the results in relation to its appeal to the QWMS Assessment Committee within one month.

Representations and warranties
All applicants of QWMS or QWM hereby represent and warrant to each of ESD Services Limited, QWMS Advisory Committee, QWMS Assessment Committee and HKPC that all information and data submitted in the application for the scheme, renewal application and appeal procedures are true and accurate.  All applicants and QWM must submit and fully disclose all relevant information, data and material in writing which they know or should be reasonably expected to know as reference for the purpose of assessment.

Indemnity
All applicants of QWMS and QWM shall fully and effectively indemnify the QWMS Honorary Advisors, QWMS Assessment Committee (including its committee members), ESD Services Limited and HKPC for any loss, damages, claims or legal liability of whatever nature, whether or not resulting from negligence of the QWMS Honorary Advisors, QWMS Assessment Committee (including its committee members), ESD Services Limited or HKPC, arising directly or indirectly, in association with one or more of the following circumstances:

• Any default or negligence in complying with QWMS rules, regulations and requirements;
• Any default or negligence in complying with the rulings of the QWMS Assessment Committee;
• Any default or negligence in complying with requirements pertaining to the use or display of the QWMS certificates, decals, logos and promotional materials;
• Any conflict between QWM and their customers, and claims and complaints arising therefrom;
• Any disclosure in relation to the merchant’s QWM qualification and that of the QWMS Assessment Committee under Section 6.10;
• Any untrue, inaccurate, incomplete or misleading representations, warranties or declarations made by the QWM.

Non-liability and waiver
Neither the QWMS Honorary Advisors, QWMS Assessment Committee (including its committee members), ESD Services Limited nor HKPC, or any of their respective employees, officers, agents or advisors shall accept any responsibility or liability whatsoever in relation to any dealings between QWM and their customers, or otherwise arising as a result of the merchants being QWM or their suspension or cessation to be QWM or as a result of the publication or announcement made by the QWMS Assessment Committee in accordance with Section 6.10.  This provision shall survive suspension, termination or withdrawal of QWM qualification.

Section details please refer to QWMS Booklet.