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 Washington, DC Chapter

 
 
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Information for Entrants and Judges

Competitions Home • Entrants • Judges • Schedules • Awards • Winners • Contacts • FAQs

Competition Committee Roles and Responsibilities

• Banquet Coordinator
• Banquet Photographer
• Competitions Manager
• Art Competition Manager
• Online Communication Competition Manager
• Technical Publications Competition Manager
• Judging Manager
• Database Manager
• Entries Manager
• Finance Manager (often the Chapter Treasurer)
• Meeting Coordinator
• Competitions' Publications Manager
• Publicity Coordinator
• Recognitions Manager
• Competitions Advisor
• Past Competitions Manager

Running the chapter competitions is a large project. Several people are needed to share the responsibilities. At the minimum, these include the Competitions Manager, Technical Art Competition Manager, Online Communication Competition Manager, Technical Publications Competition Managers, Judging Manager, and Entries Manager.

The current competitions 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

Banquet Coordinator

The Banquet Coordinator's responsibilities are to tcoordinate 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 banquet you are managing.

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

Time commitment: Noon until 2:30 p.m. on the day of the banquet. Preparation: 6-8 hours between August and February.

Banquet Photographer

The Banquet Photographer's responsibilities are to take photos of each person as they receive their award at our competition banquet. Make these photos available on Snapfish or some other web-based photo distribution site 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 [not taking registrations yet] for the luncheon so that we know which entrée to order for you).

Time commitment: Noon until 2:30 p.m. on the day of the banquet. Optional: 9:00 a.m. until noon.

Competition Manager

The Competition Manager's responsibilities are

  • Oversee all aspects of the competitions
  • Assist the Chapter President in locating volunteers to fill the other leadership positions
  • Find volunteers for competition committee positions. Guide and assist committee managers
  • Serve as liaison to the STC office and the international competition managers
  • Obtain competition information from STC office
  • Handle all preliminary activities
  • 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
  • Find a judging exchange partner and serve as liaison to the partner (if chapter decides to participate in judging exchanges for the year)
  • 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
  • Create or revise local competition guidelines to reflect current developments
  • Assemble and relay all pertinent information, records, and recommendations to the next competition manager

Art, Online Communication and Technical Publications Competition Managers

The individual Competition Manager's responsibilities are

  • Assist the Competition Manager in locating volunteers to fill the other leadership positions
  • Serve as the contact person for the Art, Online Communication, and Publications competitions respectively, coordinating with the Competition Manager
  • 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 Arrangements Manager on how award certificates will be distributed at the Awards Banquet
  • Mail letters and award certificates not picked up at the banquet as needed
  • 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
  • Prepare a final report for the general manager

Judging Manager

The Judging Manager's responsibilities are

  • Develop a schedule for judging (in conjunction with the Competition 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 arrangements 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 general manager

Database Manager

The Database Manager's responsibilities are

  • Develop and maintain a database for the competitions
  • Enter information on all the competition entries into the database
  • Produce a softcopy of the winners list for the Correspondence Manager and for use in the awards banquet booklet

Entries Manager

The Entries Manager's responsibilities are

  • Field questions from submitters after the Call for Entries is mailed
  • Develop a database or spreadsheet for competition information
  • 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 banquet booklet
  • Distribute entries to submitters after the awards banquet if prearranged to do so
  • Handle disposition of remaining entries
  • Prepare a final report for the Competitions Manager

Finance Manager (often the Chapter Treasurer)

The Financial Manager's responsibilities are

  • Work with the Competition 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 Manager

Meeting Coordinator

The Meeting Coordinator'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 banquet
  • For the competitions that require computer equipment (online communication and technical art online entries), 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 banquet

Competitions' Publications Manager

The Competitions Publications Manager's responsibilities are

  • Develop a theme for the competition (in conjunction with the Competition Manager)
  • Create the Call for Entries, application forms, theme artwork, receipt response postcards, and Awards Banquet booklet
  • Prepare mailing list and get address labels for the Call for Entries
  • Recruit individuals and organizations for donated services (such as graphic design, printing, and mailing)
  • Locate printer
  • Organize physical mailing and distribution
  • Prepare input about the competitions for the chapter newsletter and Web site

Publicity Coordinator

The Publicity Coordinator's responsibilities are

  • Prepare material to publicize the competitions for the chapter newsletter, chapter Web site, and the media
  • Receive list of winners from the Competition Managers
  • Publicize the awards event
  • Send notices about the winners of the competitions to the media
  • Prepare a final report for the Competition Manager

Recognitions Manager

The Recognitions Manager's responsibilities are

  • Work with the competition managers 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 Managers or Database Coordinator
  • 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

Past Competitions Manager

The Past Competition Manager's responsibilities are

  • Stand by to give advise to the competitions committee when needed based on previous experience with the chapter competitions
  • Be available to answer questions relating to entries and winners for the previous competitions

Competitions Advisor

The Competitions Advisor's responsibilities are

  • Stand by to give advise to the competitions committee when needed based on previous experience with the chapter competitions
 

Competitions Home • Entrants Information • Entry Forms & Instructions • Entry Rules • Categories
Schedule • Fees & Payment • Delivery Instructions • Competitions Checklist • Contacts • FAQs

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