Contest Facilities & Logistics

Papers

• Rooms: At least 2 (1 per division) but could be higher or lower depending on number of registered entries.

• Size: Generally can be some of the smallest at your contest, as at minimum these have three judges and a student. Judges should have a table/desk, but the students can make do with only a chair if needed. You may choose to use a larger room, and divide it so multiple judge teams are working in the same space as long as there is enough separation between teams without distraction.

• Technology: None required for category. Judges will have viewed these entries in advance.

• Spectators: Depends. The National Contest does not permit spectators in this category, but you may at your Regional, District, or Affiliate contest. 

• Viewing Projects/Showcase: Generally papers can be on display online or as paper copies on a table in a hallway near the center of activity.

• Volunteers: 1 per room, depending on how close the rooms are to each other.

Websites

• • • Rooms: At least 4 (1 per division/category) but could be higher or lower depending on the number of registered entries.

    • Size: An average, classroom size room works well for website judging. Judges should have a table/desk, but the students can make do with only a chair during the interview. 

    • Technology: Yes, if possible, website rooms should have a computer/laptop, LCD projector, screen and an Internet connection. Website judges do view these entries in advance, so if needed you can make do without as long as each judge team has at least one laptop (which could be provided by judges personally). Judges should refer to websites as needed when interviewing students. The judges must retain control of the laptop, showing at least the homepage of each website when possible.

    • Spectators: Yes. Generally contest coordinators permit spectators in the website category, though these interviews are less well-attended than documentaries and performances. Here is a statement to ask website judge captains to read throughout the day; it informs spectators that the websites are brought up on the screen for the purpose of the interview with students and, though the entire site might not be shown, it has been thoroughly reviewed. 

    • Viewing Projects/Showcase: Generally websites can be on display online. Provide the link to the website listing all entries in your contest program, or provide a computer that people can use to view websites at the event.

    • Volunteers: 1 per room, depending on how close the rooms are to each other.

Documentaries

• Rooms: At least 4 (1 per division/category) but could be higher or lower depending on the number of registered entries.

• Size: A large or average, classroom size room works well for documentary judging. Judges should have a table/desk, but the students generally stand while the documentary plays and the interview takes place. 

• Technology: Yes. Documentary rooms will need a computer/laptop, LCD projector, screen, sound system, and an Internet connection. Judges generally do not view these entries in advance, so technology to play is essential. Be sure to communicate to attendees what equipment you will provide and what they are expected to bring. Technology malfunctions, or miscommunications, in this category can become some of your biggest headaches on contest day.

• Spectators: Yes. Spectators love viewing projects in this category, so plenty of seating for the audience is a must!

• Viewing Projects/Showcase: No. Since spectators are able to view projects during the day, contest coordinators generally do not arrange an additional showcase. 

• Volunteers: 1 per room, depending on how close the rooms are to each other; have a tech troubleshooter either readily available near your Documentary rooms or on standby

Performances

• Rooms: At least 4 (1 per division/category) but could be higher or lower depending on the number of registered entries.

  • • Size: A large or average, classroom size room can work for performance judging, but a large room with a stage or a large area at the front works best. Be sure to consider where students will store their props before and after their presentations. Judges should have a table/desk, but the students generally stand while the interview takes place. 

    • Technology: No. Performance students may use projection, mp3 players, computers, or other media, but they must provide and run all equipment.

    • Spectators: Yes. Spectators love viewing projects in this category, so plenty of seating for the audience is a must!

    • Viewing Projects/Showcase: No. Since spectators are able to view projects during the day, contest coordinators generally do not arrange an additional showcase. 

    • Volunteers: 1 per room, depending on how close the rooms are to each other.

Exhibits

• • • Rooms: The room size for exhibits is highly variable depending on your event venue. If the room is large enough, you may be able to fit enough tables to accommodate all the exhibits you'll have. If you only have access to smaller rooms, try to divide them logically (all the junior exhibits in one room, and all the senior exhibits in one room) so judges do not have to change rooms during their day. 

    • Size: To determine the right size of room (or rooms), you will want to think about how many rectangular tables you need and the room can hold. Exhibits can be 40 inches wide, so an 8-foot table will hold two exhibits. Two 6-foot tables pushed together will hold three exhibits.  You will also need to leave enough room for walkways between tables and for any 3-D exhibits students may bring. Your judges will appreciate chairs scattered about when they need a break. Be extra mindful of capacity limits in your exhibit room(s) and plan accordingly. Share your floor plan of table arrangements with your facility host in advance to be sure that what you are planning passes muster with the fire marshal.

      • Example: About 150 exhibits will fit into the typical high-school gymnasium. View a sample exhibit hall map from Minnesota History Day. 

    • Technology: Yes, outlets and extension cords. You can provide the extension cords or ask students to provide them. Be sure to communicate to attendees what equipment you will provide and what they are expected to bring. 

    • Spectators: Yes. Prepare for many.

    • Viewing Projects/Showcase: No. Since spectators are able to view projects during the day, contest coordinators generally do not arrange an additional showcase. Instead, set aside time in the schedule for public viewing of exhibits. Close the exhibit areas during judging to cut down on distractions for the judges and students. 

    • Volunteers: 2 during student set-up; 2 to manage judging interviews; 2 during public viewing.

The check-in area serves several purposes at the event. Students will check- in here, and pick-up any materials from you. You may also want teachers to check-in. People may come back to this area to ask event questions, and it can be a great place to sell merchandise or refreshments. 

• Size: This can be an entrance hallway, or some other space that participants will see immediately upon entering the building. Depending on the size of your event, this space should accommodate several long tables for check-in, and a separate long table for any merchandise sales.

• Equipment: In addition to the tables, you will need chairs for the volunteers doing check-in. Tablecloths will make the space attractive, and give you hidden storage underneath.

• Supplies: Packets for each function, check-off lists, and pens for the volunteers.

• Volunteers: 2-3 for students, 1-2 for teachers, 1-2 for judges.

Judge Check-In: If this area is located close enough to your judge room, you may also want to use this space for judge check-in. Be sure to separate their check-in table from where students and teachers gather. Communicate periodically with the person who is handing out judge packets so that you are aware of potential judge vacancies. Try to fill judge vacancies with your stand-by folks before the orientation begins. Alternatively, entrust your judge check-in person to fill the vacancies for you so that you can get started with the orientation.

The Contest Headquarters is the heart of the event for you, your core staff, and volunteers to administer the event. 

• Size: A small or medium size room works well, depending on how many staff you will have working in it. Be sure to consider the amount of supplies you will store in this space when choosing a room!

• Location: Ideally, this secure room is adjacent to the judge room, but not easily accessible by judges, students, or teachers. Hang some "staff only" signage. The information available and conversations taking place in this room are sensitive and confidential.

• Equipment & Tech: Several tables and chairs for volunteers and staff, a computer and printer, Internet access.

• Supplies: Office and contest supplies (e.g., extras of each form, extra paper in the contest colors, extra instructions for judges, pens, blue painter's tape, extra name badges, etc.), and snacks/drinks for your volunteers. View sample Affiliate contest packing lists below:

  • Maine

  • Minnesota State and Regional

This room serves multiple purposes for judges throughout the contest day. This room should be near the Contest HQ. Pick a room off the beaten path and well-marked with signs indicating “Judges and Staff Only.” After seeing entries, this is the room to which the judges should return to deliberate and select winners. 

• Room: 1. Ideally, all your judges are in one room - so a single person can do the orientation and manage the logistics of the room. If you do not have a large enough room, you may consider splitting the judges by category but this will increase the number of staff you need to manage these spaces. 

• Size: Large enough to comfortably seat all judges and for catered food to be set up.  

• Equipment: Round tables so that judges can sit with their teammates and have plenty of room for their meal; catering tables; tables and chairs for staff and paperwork. Consider how judges can access power and the internet if you are asking them to use laptops on digital forms. 

• Volunteers: 1-2 for check-in (if separate from the general check-in). It's also helpful to have one volunteer stationed in this room when judges return after viewing entries. They can answer questions and "nudge" any judges who are late in turning in results.

Once you know your judging team and room assignments, create a seating chart for the morning orientation so that judges on the same team have time to meet one another before they go to their assigned rooms. 

The awards ceremony is a festive recognition of the hard work of participating students (and you!).

• Rooms:  1. In an ideal world you would have one room for awards that could house all student participants, teachers, and parents/guardians/families. If your event venue does not have a large enough space, there are some creative solutions. You could split the awards into two spaces (junior and senior division) or run them in the same space at different times. If you announce which entries have moved into final rounds, you will likely have students who choose not to attend and may be able to get by with a smaller space. 

• Size: An auditorium is the easiest space for this purpose, but a sporting facility with stands for spectators, or a large conference room with chairs can also work. It's always better to overestimate the number of people who might attend the awards ceremony. 

• Technology & Equipment: Stage, podium, microphone, skirted tables for trophies/medals, chairs for speakers, ample audience seating.

• Volunteers: 1-2 greeters, 1-3 to set up the stage. Instruct your set-up volunteers to prepare the stage about an hour before the ceremony and then stay in the area.