Homebrew Competition Registrar

Homebrew Competition Registrar
Total Hours – 82 – updated 6/10/2012

1. Initial Competition Creation
Contact Nelson Crowle (the creator and administrator of the Reggie beer competition registration system) to request that a competition be added. Adding the competition (from the administrator side) takes only a couple of minutes – but allow a day or two for turnaround. You will need to provide an email address which will be used to receive competition setup information. Typically, this email address should be a single person’s address, and probably would be that of the Competition Organizer. If this is a new competition that has no previous logo, then also email a hi-resolution graphic (approximately square) with your request.
a. Hours: 1
b. Completion Date: Mid January

2. Initial Competition Setup
Using the information received by email from Step 1, collect and enter the details of the competition. The information that you will need includes: Competition Organizer name and email address, host homebrew club name (e.g., “Dunedin Brewers Guild”), the cost to the brewer for each entry (e.g., “$6.00”), the name of the competition (e.g., “Best Florida Beer Competition”, “2012”), a PayPal ID if you will accept PayPal payments, Logo location and size information (get this from Nelson, from Step 1), which Style Guideline you will be using (e.g, “BJCP 2008”), the start and end dates for accepting online entries, the ship-to and/or drop-off points where brewers can deliver their entries, and number of bottles needed per entry (e.g., “3”). After completion of this step, Reggie will be online for the competition, and will accept entries, but only within the specified date range.
a. Hours: 2
b. Completion Date: Mid January

3. Set up Competition Database
Database – BrewComp (which most Florida competitions have used for several years) is an Access 2003 database application that is used to track and enter data during the judging of the competition. It gets the initial information from Reggie regarding entries, and then allows the Registrar the ability to enter judging scores, enter judge information, generate Flight Information sheets for judges and the Cellarmaster, print medal labels, and then generate final results (including web page output of medal winners, information for the Florida Circuit standings, the BJCP judge points report, and scanning and emailing of entrant scoresheets, if desired). The Registrar needs to select a computer setup (suggest a laptop and a laser printer) that can be used during the competition. Nelson will provide the Registrar with the most recent version of BrewComp (it usually is enhanced or modified for every competition). The computer used MUST have a copy of Access available on it, and the Registrar MUST run the copy in “compatibility” mode for versions of Access newer than 2003. Set up several parameters specific to the competition (hint – use label medals that already have a template in BrewComp, or plan EARLY with Nelson to use a new label format). If you have not used BrewComp before, plan to spend several hours playing with it. A BrewComp User’s Manual is provided.
a. Hours: 8 (or more, depending on your familiarity with BrewComp, Access, and Windows)
b. Completion Date: Several days before the bottle labeling party

4. Download the entry data into the BrewComp database. Run BACKUP on BrewComp NOW!
a. Hours: 3
b. Completion Date: Any time after online registration has closed, but several days before the bottle Labeling Party

5. Work with the Competition Organizer and other volunteers to get the bottles sorted, organized, and labeled. BrewComp will print out return-address labels that can be used to make the labeling easier and less prone to human error. Provide these labels for the Bottle Labeling Party (scheduled by the Competition Organizer). Also, assist in tracking down any missing/broken bottles, working with Competition Organizer to contact brewers for replacements. Also, track payment information (both PayPal, and collecting checks attached to entry bottles), and report to Competition Organizer with any discrepancies. It is important that ONLY the Registrar have access to the database since it provides information that links the brewer with the entry to be judged, and the competition needs to be run in a double-blind fashion for anonymity. Run BACKUP on BrewComp periodically after any significant changes.
a. Hours: 8 (for Registrar), 4-8 (for any volunteers directly involved in Labeling Party)
b. Completion Date: Several days before the first Judging Session

6. Work with the Competition Organizer to set up flights for judging. Plan the number of flights (strongly suggest no more than 9 entries per judge-pair per style) or plan to use round-robin judging for each style (and planning to have enough judges to not require any judge-pair to judge more than 9 entries). Print out Flight Information sheets for each flight or each style, and provide them to the Competition Organizer to be used by the Cellarmaster and to be used by the judges. Run BACKUP on BrewComp periodically after any significant changes.
a. Hours: 8
b. Completion Date: after Bottle Labeling Party, but before first Judging Session

7. Attend judging (and pre-judging) events, or collect the Flight Summary sheets from each judging session. The Registrar needs to be present particularly during the final judging day to reprint various forms, and to answer any questions about entries. After receiving Flight Summary sheets (which contain judge scores and a list of the judges and steward for a flight), enter the score information into BrewComp, and also enter the judge information, to give the judges credit for their BJCP points. The Registrar will need to print 2nd-round Flight Information sheets as well as BOS Flight Information sheets on the final day (and sometimes before the final day). Also, the Registrar will need to provide BOS entry information to the Competition Organizer and Judge Director to allow them to make a decision as to who will judge the BOS. Other duties of the Registrar include providing information to the Judge Director to allow for flight assignments, preventing an entrant from judging a category in which they have an entry. Scan scoresheets when received, or file them in envelopes. Run BACKUP on BrewComp periodically after any significant changes.
a. Hours: 6 per pre-judging event (plan 3 to 4), 12 for the final day judging event
b. Completion Date: Mid February through the Final Judging date

8. After the BOS judging has completed, generate any reports necessary for the Awards Ceremony (list of medals, etc.). BrewComp will generate a web page that can be used for the Awards Ceremony (you can transfer these files to another computer for the presentation – copy Awards.htm and awards.txt), or the Competition Organizer may choose to set up some other form of presentation (e.g., Power Point). Also, print medal labels after all first and second round judging has completed, and then print the BOS medal labels after BOS judging has completed. Run BACKUP again on BrewComp. High- stress work is done – have some homebrew!
a. Hours: 4
b. Completion Date: After Final Judging, before Awards Ceremony

9. Monitor the Awards Ceremony, prepared to provide technical support or data support as necessary.
a. Hours: 2, but will involve tasting and sampling commercial and/or homebrew beer 😉
b. Completion Date: During Awards Ceremony

10. Upload results to website(s) – After the Awards Ceremony, use the BrewComp created web page, or create your own, and upload to your website, providing a link to the BFBC webmaster. Coordinate with others to deliver scoresheets to entrants (picked up, mailed, or emailed if scanned).
a. Hours: 6
b. Completion Date: After Awards Ceremony (same day), or next day

11. Print BJCP judge point reports (PDF is preferred – to save trees). Verify them with the Competition Organizer, and then email them to David Houseman and Gordon Strong (BrewComp will do this for you). Run a final BACKUP on BrewComp.
a. Hours: 4
b. Completion Date: Next day after Awards Ceremony