Personnel

1. Event coordinator
2. Assistant for check-in, one (1)
3. Evaluators, two (2) for every fifteen (15) entries for fraction thereof for initial review of entries. Three (3) for finalist interviews.

Materials

1. Coordinator’s box, containing:
1. Event guidelines, one (1) copy each for coordinator and evaluators
2. Official rating forms, one (1) set for each event evaluator
3. List of entries with finalist report
4. List of evaluators/assistants
5. Pens for evaluators
6. Notepads for evaluators
7. Calculators, one (1) for each event evaluator
8. Results envelope
2. Tables for entries.
3. Tables and chairs for initial evaluators.
4. Tables and chairs for finalist evaluators and contestants.
5. One (1) extension cord for each evaluation team and one (1) power-bar with surge protection per evaluation team.
6. One (1) computer with monitor and CD/DVD ROM drive for each evaluation team for initial evaluation.
7. One (1) computer with monitor and CD/DVD ROM drive for finalist evaluation team

Procedure

1. Upon arrival at the conference, report to the CRC room and check the contents of the coordinator’s box. Review the event guidelines and check to see that enough evaluators/assistants have been scheduled.
2. Inspect the area(s) in which the event is being held for appropriate set-up, including room size, chairs, tables, outlets, etc. Notify the event manager of any potential problems.
3. At least one (1) hour before the evaluation of the entries is to begin, meet with your evaluators and check-in personnel to review time limits, procedures, and regulations. If questions arise that cannot be answered, speak to the CRC event manager before the evaluation begins.
4. Notify the event manager immediately of any team handing in its notebook and DVD that is not on the entry list. Determine if the team in question is properly registered.
5. Evaluators independently assess the entries.
6. For participants who violate the rules, the decision either to deduct twenty points (20) or disqualify the entry must be discussed and verified with the evaluators, event coordinator, and the CRC manager. Secure the initials of the coordinator and manager on the rating form.
7. The number of evaluators depends upon the number of entries. There are two (2) evaluators for every fifteen (15) entries or fraction thereof.  Each group of two (2) evaluators averages its two (2) scores to determine the top five (5) entries from the initial group of fifteen (15) entries. The top five (5) entries from each group are then reviewed by a different group of evaluators. These four scores are then averaged to determine the twelve (12) finalist teams to be interviewed.
8. The coordinator posts the twelve (12) finalist teams in the appropriate location.
9. The coordinator lists the finalists in random order on new rating forms that are given to the finalist evaluators.
10. Finalists report to the event area at the time and place stated in the conference program. Each finalist team signs up for a time to present its game. During the interview, the finalist team members will explain their work and answer any questions the evaluators may ask.
11. Three (3) finalists evaluators independently assess the twelve (12) finalist teams.
12. Evaluators average their three (3) scores to determine the ten (10) finalists and their ranking. Evaluators discuss and break any ties.
13. Complete and submit the finalist report and all related forms in the results envelope to the CRC room.
14. Collect all DVDs and notebooks and give them to the event manager.
15. If necessary, manage security and the removal of equipment and materials from the area.