Michigan DECA

 

Career Development Conference

Written Event Administration Guide

 

 

 

Please read the entire contents of this guide prior to administering the event!  Many new procedures will be used this year and we want to ensure consistency among the events.

 

 

 

 

Underlying Principle

 

A calm, helpful approach is always more effective

then an authoritative, demanding approach.

 

 

Your work as an event assistant is appreciated.  When working with the student participants and judges, please remember that the students are nervous and excited because of competition and the judges have given their time to assist us.  

 

 

 

 

 

 

 

 

 

 

Written Event Directors           

Major Responsibilities

 

Brenda ClarkJennifer Milke

 

Thursday Meeting   Thursday Meeting  

Judge Orientation   Judge Orientation

Student Orientation   Student Orientation

Event Setup    Advisor Orientation

Proofing & Sorting   Coordinate Friday Proofers 

Final Results    Score Verification

     Final Results

     Saturday Sorting

          

 

Written Event Coordinators           

 

Kelly RoneyKim GuestRon LeBlanc

 

Entrepreneurship Promo Plan  Event Setup   Buying and Merch. Operation

Business Growth Plan   Community Service  Business Services Oper

Independent Business Plan  Learn and Earn  Sports & Ent. Research

Int’l. Business Plan   Public Relations  Financial Operations

Franchise Business Plan  Financial Literacy Promo  Hosp. & Tour. Operations

     Creative Marketing    

Saturday Sorting

 

 

Dana BoiceLindsay Rubin

 

Advertising Campaign  Chapter Awards

Fashion Merchandising  Merit Awards

Sports & Entertainment Promo    

Entrepreneurship Innovation Plan

Start-up Business Plan

 

 

 

Coordinator Responsibilities       Thursday, March 10, 2016

                8:00 p.m.

           Hall B Office

 

Step 1. Attend Thursday Coordinator Meeting 8-10pm Hall B Office

 

Step 2. Review contents of written event coordinator boxes.

 

Step 3.Verify student schedule start times and date.

 

Step 4. Inventory coordinator box to ensure the following documents are included:

 

We are trying to conserve resources. Please return the box and all unused supplies to Jennifer Milke when you are finished.

Supplies

Hanging Folders 

  • Bundle of pencils

  • Blue tape

  • Paper clips

  • 6 red pens

  • 6 black or blue pens

  • 6 Highlighters 

  • Measuring tape

  • Straight edge

  • Guidelines 

  • Participant Schedules & Reminders

  • Signs (5 each)

  • Penalty Point Forms

  • Adult schedules

  • Scantron Forms                                                                                                                                                                     

 

 

Director Box     Sign Box

Boxes of Pencils     11x17 signs for Booths and Stands

Pencil Sharpener

Blue Tape

Surveys

 

Time Frame for Coordinators

 

Friday

9:30 – 10:30 a.m.Judge Orientation

 

1:00 – 1:45 p.m.Adult Orientation

 

2:00 – 2:45 p.m.Student Orientation

 

3:00 – 6:00 p.m.Competition

 

6:00 – 7:00 p.m.Final Tabulation

Coordinator Responsibilities                     Friday, March 11, 2016

                9:30 a.m.

 Room 330   

The event coordinator will oversee the competition and work with the judges. 

Morning

Step 1.   Introduce yourself by explaining your role to the event judges. Check to see if the judges need anything.

 

Step 2.  Answer any questions that judges have on the event guidelines.

 

Step 3.  Verify student Scantron sheets with each section roster.

 

Afternoon

Step 4. Attend the adult orientation at 1:00 p.m. at 331 Cobo.  Distribute and discuss adult       assistant sheets.

 

Step 5.  Verify that all adult assistants are in position and understand their duties.

 

Step 6.  Work with the “Walk to Judges Adult Assistant” to collect purple written event Scantron forms at 2:30 pm. and before the first student sees a judge. Place the red student Scantron sheets in the red envelope.  Complete the sticker on the exterior of the envelope.  Turn the envelope in to Jennifer Milke, before the first student presents.

 

Step 7. Pick up scanned tabulation reports from Jennifer Milke.  Collect completed red Scantron forms. Assist the “Student Check-in Adult Assistant” in verifying blue Scantrons. Have adult assistant add and total presentation scores to the report. Break ties for first 3 places for multiple sections and 6 places for single section event. Ask judge to change scores on blue sheets to break any ties. 

 

Judges will evaluate as a team – this will eliminate the need to double the penalty points, reduce paperwork and reduce errors and tabulation time.   

 

Step 8. BEFORE the judges leave, please collect the completed judge information sheets. These sheets are very important for improving the process.

 

The event coordinator is the only person that can release the judges.

 

Step 9.   Place blue student Scantron sheets in the blue envelope.  Turn in the blue folder, student projects, and judge information sheets into Jennifer Milke in Hall B.

 

Only the event Director can deny something or penalize a student.  This must be documented on the Scantron and initialed by the event director and the event coordinator.

 

Student Check-In - Adult Assistant      Friday, March 11, 2016

                         Adult Orientation

1:15 p.m. 330 Cobo Center

 

 

Step 1.Attend the adult orientation, then report to assigned written event area.

 

Step 2.  Organize check-in sheets by section.

 

Step 3  Take roll by handing out participant schedules on their way into the orientation. Clearly

note which students are not in attendance by crossing out the person’s first name and placing a “NS” after their name. Check to see that teams are correctly paired.  Note if any of the team members is not present. 

 

 

Step 4.Check students into event sections - do not switch student sections without Jennifer’s, or Brenda’s approval.

 

Step 5.  Record any no shows and report to the Event Coordinator.

 

Step 6.When finished with check-in report to the Coordinator to check out judges and tally scores.

 

NEW:  Students should only bring materials that are needed for competition.  Adult Assistants are not responsible for watching items left by competitors.

 

Only the event Director can deny something or penalize a student.  This must be documented on the Scantron and initialed by the event director and the event coordinator.

 

 

 

 

Walk to the Holding Area - Adult Assistant    Friday, March 11, 2016

              Adult Orientation

1:15 p.m. 330 Cobo Center

 

Step 1.  Attend the adult orientation.

 

Step 2.Does not attend the student orientation. Assist the check-in adult assistant set up the check-in and holding area.

 

Step 3.  Tape down display board size guides on the floor.

 

Step 4.Take students from Check-in to Holding Area.  Have the students place their boards in the guides on their way to the holding area.  

 

Check all the support materials used by the student to ensure that the presentation guidelines are met:

 

  • Not more than three standard sized 22 1/2 x 30 1/2 inches. Participants may use both sides of the posters, but all attachments must fit within poster dimensions.

  • One display board 36 1/2 x 48 1/2 inches. 

  • One desktop flipchart sized 12 x 10 inches.

  • One Personal laptop computer.

  • Cell phones/smartphones, iPods/MP3 players, iPads/tablets or any type of a hand-held, information sharing device will be allowed in written events if applicable to the presentation. 

  • Sound is only permitted at conversational level.

  • Electrical power and internet access is not supplied.

  • Fashion Merchandising, Advertising Campaign and Sports Marketing Promotional Plan. Visual aids appropriate for an actual in store/event situation.  Live Models are not allowed.

  • Only visual aids that can be easily carried (cannot use carts or wheels) to the presentation by the actual participants will be permitted, and the participants themselves must set up the visuals.  No set up time will be allowed. Participants must furnish their own materials and their equipment. 

  • Inspect any student bags or containers during event check-in.

  • Materials appropriate to the situation may be handed to or left with judges in all competitive events. Items of monetary value may be handed to but may not be left with judges. Items such as flyers, brochures, pamphlets and business cards may be handed to or left with the judge. No food or drinks allowed. 

  • If any of these rules are violated, the adult assistant must be notified by the judge.

 

Step 5.  Place students in correct event and section chairs in the order that they will present.

 

Step 6. When finished with walking students to holding area report to the Coordinator to tally scores.

The event coordinator is the only person that can release the judges.

Only the event Director can deny something or penalize a student.  This must be documented on the Scantron and initialed by the event director and the event coordinator.

Walk to Judges - Adult Assistant Friday, March 11, 2016

               Adult Orientation

                  1:15 p.m. 330 Cobo Center

 

Step 1.  Attend the adult orientation. 

 

Step 2.Assist coordinator with collecting judge written scantrons.

 

Step 3.Take students from Holding Area to correct section judge.  

 

  • Tell students where to exit after the presentation.   

  • Do not switch students between sections for any reason.

 

Step 4. Indicate on the judge attendance form the time the judges saw their first group of         students. 

 

Step 5.Time students. 

 

  • Give judges 1 minute warning.

  • Stop interview when time expires.   

  • New: all events are 15 minutes, this includes both the presentation and Q & A period.

 

Step 6.Check out judges. 

 

  • Verify red Scantrons and make sure that there are no ties in the top 3 places in multiple sections and top 6 places in a single section.  Ask judge to change scores on blue sheets to break any ties.

 

The event coordinator is the only person that can release the judges.

 

Only the event Director can deny something or penalize a student.  This must be documented on the Scantron and initialed by the event director and the event coordinator.

 

 

Door Monitor - Adult Assistant            Friday, March 11, 2016

               1:15 p.m. Adult Orientation

1:15 p.m. 330 Cobo Center

 

 

Step 1.  Attend the adult orientation. 

 

Step 2.  Attend the Student Orientation.  Assist with distributing student schedules.

 

Step 3.  Hold students outside competition area until called.  Do not allow anyone not competing 

or assisting with the event in the competition area.

 

Step 4.  Escort students to Check-in table.

 

Step 6.When finished walking students to the check-in table report to the Coordinator.

 

  • Verify blue Scantrons and make sure that there are no ties in the top 3 places in multiple sections and top 6 places in a single section.  Ask judge to change scores on blue sheets to break any ties.

 

Only the event Director can deny something or penalize a student.  This must be documented on the Scantron and initialed by the event director and the event coordinator.

 

 

Tabulation and Written Event Check-out         Friday, March 11, 2016 

 

All Adult Assistants

 

For each written event:

 

Verify the following information on each of the Scantron forms:

 

  • Student/team name is on form

  • ID is correctly penciled in the bubbles

  • Judge(s) initials are on the form

  • Judges totals are accurate

  • Each item’s individual points are written and penciled in the bubbles

  • If the student or team is a “NO SHOW” write “NO SHOW” in all CAPS on the Scantron form and bubble in a score of 1. 

  • Legibly place your initials after verifying the math.

  • Place the projects back in the same order as they are listed on the section roster.

  • Complete Written Event Checkout List for each section of events.

 

Adult Assistants are not to leave until events have been tabulated and you have checked out with your event coordinator.

 

Only the event Director can deny something or penalize a student.  This must be documented on the Scantron and initialed by the event director and the event coordinator.

 

Student Orientation        Friday, March 11, 2016

           1:15 p.m. Adult Assistants Report 2:00 p.m.  Students Report

 

The Student Orientation is critical to the success of the event.  Please carefully read the instructions below before arriving at orientation.

 

Prior to 2:00 p.m., blue tape the floor to the size of presentation boards.

 

Step 1.  Place holding signs on chairs

 

Step 2.  Place surveys on chairs in the orientation section.   Instruct them to begin completing the  survey immediately.

 

Step 3.  The event director will highlight information from the “Written Event Participant        Information” to the delegates.

 

Step 3.  Collect the student surveys, after the Orientation

 

Step 4. If a participant is not on your event roster, check the event code on their name tag. If they are at the wrong event, send them to the proper location. If their event code is incorrect, send them to the coordinator who will double check that we have received their written event.   Students may not be added to the roster without approval. 

 

Step 5.  Turn in the No-Show Schedules to the coordinator.

 

Step 7. Report to the written event competition area immediately following student orientation to start your next assignment.

 

SCORE VERIFICATION      Jennifer Milke

 

Friday, March 11, 2016                 

 

Group 1 Adult Assistants (5)                                                                                       2:30 p.m. – 4:00 p.m.

            5:30 p.m. – 7:30 p.m.

 

Step 1.  Verify scores with Jennifer Milke at the tabulation table located inside Hall B.

 

Saturday, March 12, 2016

 

 

Adult Assistants (4)                10:30 a.m. - noon

 

Report to Hall B Office

 

Step 1.  Empty all event boxes.

 

Step 2.  Organize event boxes alphabetically by school.

 

Step 3.  Sort projects, Scantron sheets and written event checklists by school.

 

Step 4.  Verify individual school boxes for correct events and Scantrons.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Written Event Checkout List

 

Please complete this form and return with your Scantron Forms in the envelope.

 

Event  ___________________________  Number of Sections  ______  

 

Please check one___Written event (purple) evaluations  

___Presentation (red) evaluations

 

_____ Number of teams on the event roster

 

Plus_____ Number of additions to the event. Any additions must be approved by Jennifer, or Brenda.

 

Less_____ Number of Judge completed Scantrons

 

Less    _____  Number of No Show Scantrons (Ensure that one point is bubbled on line 1)

 

 =_____ Total (Should be 0). 

 

Stop here for the purple written event scantrons

---------------------------------------------------------------------------------

Complete this section for the red presentation scantrons

 

Please initial each item below when it has been completed.

 

­­­­­_____ All ID numbers have been bubbled

 

_____ Double checked bubbled scores match hand written scores for each line

 

_____ Calculate the total score for each Scantron. 

 

Person Completing Form________________________   Cell Phone number (___)_____-______

 

Coordinator Name_____________________________Cell Phone number (___)____-_______

 

MI DECA Horiz Black

 

 

 

Written Event

Judge’s Information

 

  • Review the guidelines and judging criteria before evaluating the projects.  Each participant must be evaluated on the same criteria.

 

  • The participants appreciate your comments so they can prepare for international competition.  Comments may be written directly on the projects.

 

  • Please remember that competition is for all DECA members and performance will vary due to the length of training and skill level.  We emphasize the learning aspect of competition.  We realize that because of different skill levels, the entries may vary.  We do not expect judges to correct excessive spelling and grammar errors.  We would like to suggest that you provide constructive comments to the participants encouraging them to carefully proofread their entries prior to submitting them for competition.

 

  • Please carefully review the judging situation to see how the guidelines ask for the presentation and/or interview to take place.

 

  • If a student/team use the entire 15 minutes for their presentation, then they will not be time for you to ask questions.

 

  • Materials appropriate to the situation may be handed to or left with judges in all competitive events.

  • Items of monetary value may be handed to but may not be left with judges.

  • Items such as flyers, brochures, pamphlets and business cards may be handed to or left with the judge.

  • No food or drinks allowed.

 

  • Make sure there are no ties for the top three places (six if the event has just one section).  

 

  • At the end of the interviews, an Adult Assistant will check you out at your table.

 

  • Please review and correct the enclosed Judge Registration Form so our records may be updated.

 

Please let us know if you have any suggestions on how to improve the projects and/or the event guidelines.