Download as Microsoft Word Document ( 148k ) - left-click to view, right click to <save as >

---

Rotary Creative Youth

Aim of the event

The Rotary Creative Youth competition is an opportunity to encourage and recognise the artistic talents of 11-18 year olds within your area and to bring art and crafts from the classroom and into the community. It is a free event for members of the local community to visit and become involved.

Format

The competition is split into various categories (see Appendix A for suggestions). Depending on the number of entries, each category may then be split into age bands e.g. if you have 50 entries into the Painting section then you may want to split them into two categories as appropriate. Each entrant can enter more than one category but must complete a separate entry form for each (see Appendix B).

Entry for visitors is not charged to encourage a high attendance rate. Visitors have the chance to vote for which piece they think is the “best in show”. This entry then receives the overall competition prize.

The event culminates at the end of the day in the prize giving ceremony hosted by Club President.

Cost

In the region of £500.

Prizes

Prizes for each category are up to the discretion of the club. However, a good guideline is two prizes per category (winner and runner-up) and a separate prize for overall competition winner. Each recipient also receives an official certificate (see Appendix D).

Additional prizes may also be offered. For example, if you have a local photographer, they may allows the winner(s) of the photography section a half-day session at their studio to see what it is like inside professional photography studio. They may also be part of the judging panel, gain free advertising or be a sponsor of the event.

Number of People Involved in Organisation

Sub-group members: 6

People on the day: 10

Judges: 3 (minimum)

Optional

Refreshments – tea/coffee

Rotary Creative Youth – Event Schedule

(tick when

completed)

-26 wks	Set up sub-committee (min. 6 people with varying skills and experience)
	Ensure support of Rotary Council
	Confirm date of event in association with schools and colleges curriculum timetable (research has shown that January is a good time)
	Select venue (see attached)
	Venue provisionally booked and risk assessment undertaken
	Decide catchment area
	Compile contacts database using Rotary networking arrangements
	Establish Rotary public liability insurance
-20 wks	Design and agree publicity material
	Potential sponsors contacted
	Decide on categories
	Locate judges for each category
-15 weeks	Publicity material signed off and printed
	Invitations agreed and distributed with final entry date 6 weeks prior to event
-10 weeks	Issue posters and flyers
-6 weeks	Deadline for entries
	Receive entry forms and establish level of entry
	Chase entries if necessary
-4 weeks	DECIDE WHETHER EVENT TO GO AHEAD!
	Book display materials (exhibition stands if necessary)
	Confirm venue and security arrangements
	Confirm judges and sponsors Confirm help by Rotarians and Inner Wheel (for refreshments)
-2 weeks	View entries
	Send out joining instructions to entrants, judges and sponsors
	Advise entrants on display format
	Contact local press
	Book photographer
-1 week	Ensure all printed material for event i.e. ballot papers/local notices etc. prepared
	Review risk assessment
-3 days	Confirm final number of entries
-1 day	Receive entries and display (allowing sufficient time for set up)
	Check venue
	Catalogue entries and display
Event Day	Brief helpers (minimum of 10 required)
	Ensure judges are welcomed and briefed
	Ensure public are informed and encouraged in!
	Pack up
	Take details of winners (see Appendix E)
+1 week	Prepare budget analysis – income-v-outgoings
	Send thank you letters to sponsors and judges
	Notify press with list of winners and photographs
	Debrief

Appendix A

Suggested Categories

· Pottery

· Woodwork and Metalwork

· Sculpture and Model-making

· Photography

· Painting

· Textiles

· Collage

Depending on the number of entries, you may want to split these categories again e.g. having a separate category for painting for 11-15 year olds and one for 16-18 years olds. This can be decided nearer the time.

Appendix B

Example Poster

Appendix C

Example Entry Form

CREATIVE YOUTH – ENTRY FORM

25 January 2003

Leaside Church Hall, High Street, Ware

I would like to make an entry into the Creative Youth Competition on 25 January 2003.

Name………………………………………………………………

Age…………………

Address…………………………………………….

……………………………………………………..

……………………………………………………..

School/organisation………………………………………………………….

The category I would like to enter is ………………………………………………………..

Return by post to {NAME AND CONTACT DETAILS}

Please use separate entry forms when entering more than one category.

Appendix D

ROTARY CREATIVE YOUTH

This is to certify that

…………………………………………………………………………………………………….

Won

OVERALL COMPETITION WINNER

voted for by the public

at the Rotary Creative Youth competition on 25 January 2003

Presented by The Rotary Club of Ware.

A. Goodfellow

President

Appendix E

Ware Rotary Creative Youth Competition

25 January 2005

WINNERS DETAILS

Congratulations on winning your prize! Could you please take a moment to complete the details below for our records:

Name:

School:

Address:

Postcode:

Telephone:

Email:

Many thanks.