Competition Committee

Information for Entrants and Judges

Competition Committee Roles and Responsibilities

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Running the chapter competition is a large project. Several people are needed to share the responsibilities. At the minimum, these include the Competition Committee Manager, Judging Manager, and Entries Manager.

The current competition volunteer positions are listed below. If you are interested in volunteering, review the vacant positions available on the Competition Contacts page, and the descriptions below. If you are interested in filling one of the positions, or just to help on the committee, submit the Volunteer Signup Form.

Position Descriptions

Awards Celebration Location Manager

The Awards Celebration Location Manager's responsibilities are to coordinate the speaker and/or workshops, hotel logistics, equipment, handouts, and catering. You will receive instructions on how to handle each of these components, and will work with a team to make the event successful.

This is a great way to ease into event management while also qualifying for free attendance at the awards celebration you are managing.

In exchange for your services, we will give you a free meal at the celebration. Please register online [not taking registrations yet] so that we know which entrée to order for you).

Time commitment: Two and a half hours on the day of the awards celebration. Preparation: 6-8 hours between August and February.

Awards Celebration Photographer

The Awards Celebration Photographer's responsibilities are to take photos of each person as they receive their award at our competition awards celebration. Make these photos available on our Flicker account with captions / identification so that award winners can purchase copies. Also take casual photos of the entry displays, speaker, and attendees at the event.

In exchange for your services, we will reimburse you for your film cost and will give you a free meal at the luncheon. Please register online [not taking registrations yet] so that we know which entrée to order for you).

Time commitment: Two and a half hours on the day of the awards celebration. One hour to upload and identify photos for our Flicker account.

Competition Committee Manager

The Competition Committee Manager's responsibilities are

  • Oversee all aspects of the competitions.
  • Find volunteers for competition committee positions. Guide and assist committee managers.
  • Serve as liaison to the STC office and the international competition managers.
  • Obtain ISA competition information from STC office, if applicable.
  • Handle all preliminary activities.
  • Use Basecamp to establish and monitor the schedule.
  • Establish and monitor the competition budget.
  • Solicit corporate support.
  • Assume the responsibilities of any leadership roles that aren't filled.
  • Attend monthly board meetings to provide updates on the competition.
  • Write and send out letters (with the judges evaluation sheets) to all submitters notifying them if their entry won an award or not.
  • Work with the Locations Manager or Awards Celebration Location Manager on how award certificates will be distributed at the Awards Celebration.
  • Send qualifying entries to the international managers along with an inventory and proper entry fee by the necessary deadline.
  • Find and purchase gifts for judges and volunteers.
  • Serve as the link between the chapter and the exchange chapter's contacts (if applicable).
  • Preside over judging and awards events.
  • Resolve any issues that arise during the competition process.
  • Prepare a final report for the records.
  • Find a judging exchange partner and serve as liaison to the partner (if chapter decides to participate in judging exchanges for the year).
  • Create or revise local competition guidelines to reflect current procedures.
  • Assemble and relay all pertinent information, records, and recommendations to the next Competition Committee Manager.

Judging Manager

The Judging Manager's responsibilities are

  • Develop a schedule for judging (in conjunction with the Competition Committee Manager).
  • Recruit judges.
  • Follow up with a letter confirming the schedule and their commitment.
  • Develop judging teams from the judging volunteers.
  • Assemble judging packets for each judging team.
  • Maintain identification badges for meetings.
  • Plan the consensus judging (work with the Locations Manager or Awards Celebration Location Manager for facilities and any necessary equipment).
  • Hold training session for judges.
  • Coordinate the distribution of entries to the judges (in conjunction with the Entries Manager).
  • During the period of private evaluations, work with team leaders in monitoring the progress of judges.
  • Preside over consensus judging.
  • Help collect and box entries at the Consensus meeting.
  • Evaluate judge performance and maintain database of judges.
  • Send thank you letters or other acknowledgments or gifts to the judges (coordinate certificates or awards with the recognitions manager).
  • Prepare a final report for the Competition Committee Manager.
  • Assist the Competition Manager and other managers to help complete tasks, if needed.

Entries Manager

The Entries Manager's responsibilities are

  • Field questions from submitters after the Call for Entries is mailed.
  • Develop spreadsheet to record all entries.
  • Receive and log the entries.
  • Inspect submittals for complete information, correct entry fees, and correct category.
  • Verify that entries meet the criteria for submission and are in the appropriate category.
  • Acknowledge receipt of entries.
  • Record information in the database or spreadsheet as it becomes available; provide appropriate reports.
  • Coordinate the sort days (unboxing entries through mailing chapter entries to the international competition).
  • Work with the Judging Manager in distributing entries to judges for their evaluations.
  • Receive the chapter entries after they are judged by the exchange chapter (if applicable).
  • At judging consensus meetings, keep track of entries and retrieve all of them when judging is complete.
  • Handle chapter entries after they are judged.
  • Provide award information for use in preparing the Awards Celebration booklet.
  • Distribute entries to submitters after the Awards Celebration if prearranged to do so.
  • Handle disposition of remaining entries.
  • Mail letters and award certificates not picked up at the awards celebration as needed.
  • Prepare a final report for the Competition Committee Manager.
  • Assist the Competition Manager and other managers to help complete tasks, if needed.

Finance Manager (Chapter Treasurer, ex officio)

The Financial Manager's responsibilities are

  • Work with the Competition Committee Manager in preparing a budget.
  • Monitor income and expenditures.
  • Review any contracts before they are signed.
  • Handle reimbursements to competition volunteers, payments to vendors, and STC.
  • Prepare a final financial report for the Competition Committee Manager.

Meeting Locations Manager

The Meeting Locations Manager's responsibilities are

  • Locate individuals and organizations willing to donate services such as design, printing, mailing, and facilities.
  • Make room arrangements and catering needs for the pickup meeting, judging meetings, consensus meeting, and the Awards Celebration.
  • For online communication entries that require computer equipment, find equipment for judges to use to review the entries.
  • Arrange for equipment to be on site and working when required.
  • Work with competition committee in installing the entries to be reviewed.
  • Be responsible for return of the equipment and the condition of the judging site.
  • Arrange for any equipment that is necessary for displaying online entries; set up the display of winning entries at the event; be responsible for return of equipment.
  • Receive RSVPs for the Awards Celebration.
  • Assist the Competition Manager and other managers to help complete tasks, if needed.

Competition Publications Manager / Publicity Coordinator

The Competition Publications Manager's responsibilities are

  • Develop a theme for the competition (in conjunction with the Competition Committee Manager).
  • Work with the Competition Manager to update the Basecamp schedule.
  • Create the Call for Entries, application forms, theme artwork, receipt response postcards, and Awards Celebration program.
  • Get the roster lists for the active chapter members, the lapsed members, the left-STC former members, all unaffiliated STC members, all local SIG-only members.
  • Maintain mailing lists for the Call for Entries: check email addresses in the mailing list database for changes in the rosters.
  • Recruit individuals and organizations for donated services (such as graphic design, printing, and mailing).
  • Locate printer, if needed.
  • Organize physical mailing and distribution.
  • Prepare input about the competition for the chapter website, the Events & News site, and other social media.
  • Assist the Competition Manager and other managers to help complete tasks, if needed.

Media & Corporate Outreach Manager

The Media & Corporate Outreach Manager's responsibilities are

  • Contact documentation groups to let them know about the competition.
  • Prepare a final report for the Competition Committee Manager.

Publicity & Social Media Publicist

The Publicity & Social Media Publicist's responsibilities are

  • Prepare material to publicize the competition for the chapter newsletter, chapter website, and the media.
  • Receive list of winners from the Competition Committee Manager.
  • Publicize the awards event.
  • Send notices about the winners of the competition to the media.
  • Prepare a final report for the Competition Committee Manager.
  • Assist the Competition Manager and other managers to help complete tasks, if needed.

Recognitions Manager

The Recognitions Manager's responsibilities are

  • Work with the Competition Manager in deciding what kinds of awards will be presented to winners (certificates, engraved mementos, and so forth).
  • Print blank certificates if needed or purchase preprinted certificates and frames (for Best of Show).
  • Receive list of winners from the Competition Committee Manager / Competition Entries Manager.
  • Coordinate production of all award certificates and framed Best of Show awards.
  • Send thank you certificates to all judges.
  • Produce and mail duplicate certificates when additional copies are requested.
  • Assist the Competition Manager and other managers to help complete tasks, if needed.

Past Competition Committee Manager

The Past Competition Committee Manager's responsibilities are

  • Stand by to give advice to the Competition Committee when needed.
  • Be available to answer questions relating to entries and winners.
  • Assist the Competition Manager and other managers to help complete tasks, if needed.

Competition Committee Advisor

The Competition Committee Advisor's responsibilities are

  • Stand by to give advice to the Competition Committee when needed.
Last modified: September 13, 2017
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