CWCShowcase

Tasks

Before Registration Starts

Training needs to be done for the volunteers that will be using the CWC Showcase App for the following:

• Vendor Management
• Competitor Management

A separate training session will be held for each group. The training session will consist of a review of the online documentation and a demo of the application. The application will be installed on each user’s device to verify that it functions.

Before Event Weekend

Training needs to be done for the volunteers that will be using the CWC Showcase App for the following:

• Judging Team Assignment
• Competitor Check-in
• Judging

A separate training session will be held for each group. The training session will consist of a review of the online documentation and a demo of the application. The application will be installed on each user’s device to verify that it functions.

Event Weekend

The event spans 3 days over a weekend. It starts on Friday and ends on Sunday.

Before Friday

• Make sure no users have Admin role, but make sure several users have User Management role so they can give someone Admin role if they need to.
• Export Judging and wait for the email to come with the attachment.
• Open the attachment and save as an Excel spreadsheet
• Setup the spreadsheet for printing.
  • Add File name in the header
  • Add “Page 1 of ?” in the footer.
  • Orientation Landscape.
  • Margins: top/left/right 0.25, bottom 0.5.
  • Make sure the columns fit on one page
• Print the spreadsheet
• Filter on each team and print individual team sheets
• Print this Task List
• Print out QR Code for https://charlottewoodcarvers.com/registration. It should be labeled REGISTRATION.
• Pack up the hardware for the event:
  • Monitors
  • Extension cords
  • Printer
  • Laptops
  • HDMI cables
  • Power strips
  • Power Adapters
  • Hot Spot
  • Tablets charged
  • CWC Showcase App opened on all devices to update and download latest data

Friday

This is setup day and the first check-in day for carvers.

• Setup the check-in hardware
• Verify Equipment:
  • Monitor and Laptops working
  • Laptops connected to internet
  • Printer works
  • Credit card hardware works
• Registration QR Code printouts are displayed in registration room

Saturday

Check-in closes at 8:30 AM and Judging starts shortly after.

• At 8:15 AM do the following:
  • Review the checked-in carvers count to verify you have all carvers checked in.
  • Filter Competitors list by “Checked-in=No” and review the list. If you notice anyone that should have been checked in, look for their carvings on the floor.
• At 8:35 AM make sure carver registration is closed.
• At 12:00 PM (or earlier) if judging is complete, export the prizes and print multiple copies.
• Have Rod review the awarded prizes on the floor (he can use the app or a printout). He might need assistance walking the floor and verifying the prizes sheet.
• Any changes can be made in the Judging module if someone was entered wrong on the app.
• Remove all Roles that allow users to update data or disable their accounts.
• Re-print the prizes if changes were made.
• Distribute the prize printouts to the winners circle.
• Optionally export judging. Filter by each division and print out copies to place at the end of the tables.

Sunday

• Assist with carver checkout/pickup (if applicable).
• Tear down technology (Laptops, Printers, Network).

Post Event

• Export final data for all modules (Vendors, Competitors, Judging).
• Deactivate volunteer user accounts (if necessary).
• Review any issues or feedback gathered during the event.