SayPro Competition Period Ensure that participants submit their performances according to the competition deadlines. Confirm technical setup for participants who will perform live or submit recorded performances. Organize and verify the judging process, ensuring transparency and fairness.

SayPro Competition Period:

The competition period is where everything comes together—participants submit their performances, technical setups are verified, and the judging process is carried out. Proper management during this phase is crucial for a smooth and fair experience. Below is a detailed approach for ensuring a successful competition period:

1. Ensure That Participants Submit Their Performances According to the Competition Deadlines

Goal: Facilitate smooth, timely submissions from all participants and ensure that each submission adheres to the established guidelines.

Monitoring Submission Deadlines:

Automated Reminders: Set up automated email reminders through the registration system or email platform to notify participants about upcoming deadlines. These reminders should go out a week before, a few days before, and on the final day of submission.
Clear Deadlines: Make the deadlines for both video submissions and live performances clear. For example, specify that video submissions are due by 11:59 PM on a certain date, while live performances must occur on a specific day and time slot.

Late Submissions:

Grace Period: Decide whether to allow a grace period for late submissions. If you allow late entries, communicate the length of the grace period (e.g., an additional 24-48 hours) and whether there will be any penalties (e.g., points deducted or no eligibility for awards).
Handling Exceptions: Establish a process for participants who face technical difficulties or personal issues that prevent timely submission. A backup submission option (like an alternative email or file-sharing service) should be in place to accommodate urgent situations.

Verify Submissions:

Confirmation Emails: Upon receiving each submission, send an automated confirmation email to the participant, acknowledging that their performance has been received and is within the submission guidelines.
Check for Missing Information: For any submissions that lack required elements (e.g., missing performance video, incomplete registration), follow up immediately with the participants to allow them to resolve the issue before the deadline.

2. Confirm Technical Setup for Participants Who Will Perform Live or Submit Recorded Performances

Goal: Ensure that all participants have the necessary technical setup to deliver their best performance, whether it is live or pre-recorded.

Live Performance Setup:

Technical Rehearsals: Schedule technical rehearsals for participants performing live. This provides an opportunity for participants to test their internet connection, audio, lighting, and equipment before their actual performance.

Test Runs: At least one day before the live performance, schedule a short test run to check for any issues with streaming platforms (e.g., Zoom, Microsoft Teams, or a dedicated live-streaming service). Check the audio levels, ensure the camera is correctly positioned, and verify lighting and background.
Troubleshooting: Designate a technical support team that will be available during the live performance. This team should be ready to assist participants if there are any issues with connectivity, sound, or visuals during the performance.

Recorded Performance Setup:

File Format and Resolution Checks: Ensure participants are familiar with the technical specifications for submitting recorded performances. Participants should be informed about acceptable file formats (MP4, MOV), video resolution (minimum 1080p), and sound quality standards (clear, distortion-free audio).

Quality Guidelines: Provide a checklist of video and audio quality guidelines, including tips on how to achieve good lighting, ensure sound clarity, and minimize distractions in the background.
Submission Process: Set up a submission platform where participants can easily upload their files (e.g., a file-sharing service like Dropbox or Google Drive, or an upload portal on the competition website). Ensure the system can handle large files and that participants know how to upload their performances by the submission deadline.

Remote Participant Support:

Guidance for External Participants: For external participants who may not have access to the same resources as internal employees, offer additional technical support. This might include providing tips for low-budget technical setups, such as using smartphone cameras and simple lighting techniques.
Backup Plans: In case of significant technical issues (e.g., internet failure or camera malfunction), have contingency plans in place, such as allowing a re-recording of the performance or permitting a delay if the issue is reported early enough.

Pre-Competition Check-In:

Confirmation of Setup: Prior to the competition, confirm that all participants (live and recorded) have tested their setups successfully. This can be done through follow-up emails or a checklist in the participant portal.
Test Platforms: Encourage participants to familiarize themselves with the platform they’ll be using for submission (e.g., testing streaming software like Zoom or uploading a sample video file to the competition portal) to avoid any last-minute confusion.

3. Organize and Verify the Judging Process, Ensuring Transparency and Fairness

Goal: Ensure that the judging process is well-structured, fair, and transparent, so participants feel confident in the outcome of the competition.

Judging Panel Selection:

Experienced Judges: Select judges with relevant expertise in the competition’s focus area, whether it’s performing arts, music, dance, or another field. Ideally, the panel should include a mix of internal employees and external experts to avoid bias.
Diverse Representation: Ensure that the panel is diverse and includes multiple perspectives to guarantee fairness and avoid any personal biases influencing the outcome.

Judging Criteria:

Provide Clear Rubrics: Develop a detailed and transparent rubric for judges that outlines how each performance will be evaluated. This should include categories such as:

Creativity and Originality: How innovative and unique is the performance?
Technical Skill: How proficient and polished is the performance (e.g., execution, technique)?
Adherence to Theme: How well does the performance align with the competition’s theme or brief?
Overall Presentation: How well does the performer engage the audience or present themselves on stage?
Production Quality: For recorded performances, how clear is the video, sound, and lighting quality?
Objective Scoring: Encourage judges to rate each performance based on the rubric and avoid subjective judgments that could lead to inconsistent results. It’s essential that all judges score based on the same criteria to ensure fairness.

Judging Process Logistics:

Judging Panel Coordination: Coordinate the judging process to ensure that all judges have access to the performance submissions on time. If it’s a live event, judges should have the ability to watch the live performances or, if necessary, access recordings of the live sessions after the event.
Judging Sessions: For large competitions, break up the judging process into manageable segments. For example, have different panels of judges review specific categories or groups of performers to avoid fatigue or oversight.
Anonymous Judging (if applicable): To ensure that scoring is unbiased, consider anonymizing participant names during the judging process. Judges should only see the performance without any personal information that could influence their scores.

Verifying the Judging Process:

Double-Check Scores: After all performances are evaluated, have a neutral third-party or a competition coordinator verify that all scores are correctly tallied and that no conflicts of interest have occurred during the judging process.
Ensure Transparency: Be transparent with participants about how the judging process works. Provide general information about the judging criteria and the process used to score performances. If participants request feedback, offer constructive critiques that align with the rubric.
Monitor for Bias: Take steps to ensure no conflicts of interest exist between judges and participants. Judges should declare any relationships they have with participants before the judging process begins, and any perceived bias should be addressed immediately.

Announcement of Results:

Tally Scores and Confirm Winners: Once the judging is complete and scores are finalized, double-check the results to ensure that all data is accurate and that winners are clearly identified.
Public Announcement: Organize a virtual or in-person event to announce the winners, ensuring that all participants are recognized for their efforts. Announce the top performers and distribute any prizes or recognition publicly, either through a live event, a dedicated webpage, or via email.
Feedback to Participants: After the event, provide feedback to all participants, especially those who didn’t win. Offering constructive feedback helps maintain positive morale and encourages participants to keep improving.

By carefully managing the competition period, SayPro can ensure a smooth, transparent, and fair process for all involved. Timely submissions, well-tested technical setups, and clear, unbiased judging will contribute to the overall success of the event and create a positive experience for all participants.