In Preparation (2–3 Months Before Event)

• Define Roles and Expectations
  • Establish clear job descriptions detailing responsibilities and qualifications for judges.
  • Coordinate with event organizers to finalize judging criteria and evaluation forms.
• Event Registration
  • Enter the event into IEEE vTools to facilitate tracking and communication.
• Targeted Recruitment
  • Identify potential judges whose skills and interests align with the event.
  • Utilize IEEE’s member database and professional networks for outreach.
• Utilize Multiple Communication Channels
  • Promote the judging opportunity through emails, social media, newsletters, and IEEE’s vTools.
• Streamline the Application Process
  • Simplify the volunteer application to collect essential information efficiently.
• Confirm Participation
  • Finalize the roster of judges and provide them with a summary sheet detailing event information, judging roles, and logistical details.

Pre-Event Preparation (1–2 Weeks Before Event)

• Provide Training and Resources
  • Offer training sessions and materials to prepare judges for their roles.
• Event Reminders
  • Send final reminders to judges, including venue details, attire guidelines, and arrival instructions.

On the Day of the Event

• Arrival and Registration
  • Use the roster to track judge sign-ins and provide on-site assistance as needed.
• Hold a Judge Meeting
  • Distribute summary information sheets, describe the event schedule, judging procedures, and address any questions or concerns.
• Pre-Event Check-In
  • Verify that all judges are present and ready at least 20–30 minutes before the event begins.

During the Event

• Judging Coordination
  • Facilitate the judging process, ensuring judges have all necessary resources.
• End of Judging
  • Collect score sheets and confirm that all evaluations are completed and submitted.

Post-Event Activities

• After-Action Report (AAR)
  • Conduct a debrief session to discuss successes and areas for improvement. Document three positives and three areas for enhancement.
• Recognize and Appreciate Volunteers
  • Send thank-you notes to all participating judges.
• Process Reimbursements
  • Receive and process reimbursement forms as needed.
• Event Documentation
  • Update IEEE vTools with attendance and feedback to support future planning.