New Zealand Amateur 
Rock'n'Roll Association

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General

Appoint a coordinator to oversee the entire event

 Some clubs do not appoint a floor manager as the head judge may check the judge’s sheets after they have been collected by the runners.  Or if a floor manager is appointed he/she may not be au fait with competition procedure.  In such a case it is a good idea to appoint a competition coordinator, usually selected from the committee, to oversee the event.

Make sure the coordinator is aware of any special rules in regard to all aspects of the event.  The Coordinator is overseer of all portfolios.  Suggest this person is either a judge or someone who is an experienced Official within your club, who is not officiating or competing.

Final decisions on any queries from Floor Manager, Scrutineers, Head Judge stop with the coordinator.

Judges, Scrutineer/s, & MC, DJ

Select and invite all officials well in advance.

Select a head judge from the judges invited.

Endeavour to have officially judging an uneven number of judges (for scrutineering purposes).  i.e. 3, 5 or 7.  “Surplus” judge/s can armchair

(A judges and scrutineers list can be obtained from the Association Secretary or Head Judge).

When an inter-club competition, if finances allow, select a judge or judges from another region as well.

Check  for possible relationship to competitors e.g.. Coaching, family.

Include trainees to armchair if possible.

 Floor Manager, Runners

Select and invite well in advance. Give explicit instructions as to their duties. (see job descriptions)

 Entry Forms      

Have a close off date for entries.

Allow plenty of time for the programme to be completed and judges’ sheets to be copied.

Competitors should indicate whether assessment is required. 

Judges sheets

Call the Association Head Judge if unsure as to what sheets are required.

Copy sufficient for all classes/ judges.
When sections are run together, ensure sheets are self-explanatory. Judges should be made aware of this at the Judges meeting.
Provide scrutineers and assessment sheets. 
Armchair judges sheets should be of a different colour or clearly marked e.g. highlight pen struck through.
A copy of all judges’ sheets must be sent to the Association Head Judge whether assessments have taken place or not.
Armchair judges sheets are not seen by the competitors and are to be sent directly to the Association Head Judge.

Decide on the judging format.

Are the judges to judge timing, harmony and variety for all heats, (quarter-finals, semi-finals) or are 2 judges judging each category separately (as in large competitions, e.g. Nationals)?

Are finals to be judged on placings – i.e. not points. (please note:  In a final if assessments are taking place points must be used)

ALL judging sheets are to be sent to the NZ Head Judge within one week of the competition.

 Sheets for special categories

The Head Judge of the event needs to be aware of any special requirements for the judging of “fun competitions e.g. Same Sex, Mix and Match, Unders and Overs etc. Is the section to be judged on Timing, Harmony and Variety, or is it to be different e.g. presentation, fun appeal? 

Official’s reimbursement         

The Association recommends officials - MC, Floor Manager, Judges, Scrutineers, should be adequately reimbursed for travel.  The Association Book B suggests reimbursement @17c per Km.

 Set Up

Set up table with medals and trophies, in the order of the finals for ease of presentation.

Set up a table for Officials, provide refreshments.

The Scrutineer needs a table with a desk lamp, also refreshments.

Have a programme marked with any assessments for the Scrutineer & the Floor Manager/ Head Judge.

Sort out and competition numbers for the competitors meeting.

Have judging sheets ready on a clipboard for each judge, complete with a pen. Include a copy of the programme with each board. The sheets should be in programme order and where possible, competitor’s numbers are to be written in.

Ensure Podiums are ready for presentations.

Trophy return

Check trophies are returned in plenty of time and that they are in good condition, engraved, clean and polished.

Optional/additional extras:

 Presenter of Trophies:Select and invite person/s for this.

Entry forms: Ensure distribution and state close-off date to be returned by.

Medals, trophies, certificates: Check requirements and order if necessary

Photographs, videos:Make appropriate arrangements, if necessary

For further information regarding the running of competitions refer to National Association Rule Book A, Book B, and the Club Constitution and Rules.

last updated on: 14th September 2003 by Brenda Neill