Collegiate DECA Campus Competition Host Guide

Campus Competition Hosting
Event Resource Guide
Developed and Revised by Collegiate DECA Officer Teams and DECA Inc. Staff

© Copyright 2010, DECA Inc. Revised 2012. All rights reserved. 1

Welcome ..........................................................................................................................................3
Event Checklist & Timeline ..........................................................................................................4
Key Management Topics ...............................................................................................................7
Registration fee ...........................................................................................................................8
Conference headquarters .............................................................................................................8
Conference volunteers .................................................................................................................8
Event testing ...............................................................................................................................9
Event role plays/case studies .......................................................................................................9
Event scoring ...............................................................................................................................9
Food ...........................................................................................................................................10
Event rooms ...............................................................................................................................10
Event signs ................................................................................................................................10
Participant materials ..................................................................................................................11
Awards & participation certificates ...........................................................................................11
Scheduling Competitors…………..……………..…..………………………………………..12

Judges Information ......................................................................................................................13
How to find judges ....................................................................................................................14
Judge appreciation gifts .............................................................................................................14
Sample judges letter ..................................................................................................................15
Sample judges registration form ...............................................................................................16
Sample sponsorship form ..........................................................................................................17

Student Registration Packet........................................................................................................18
Sample conference welcome .....................................................................................................19
Sample competitive event summary .........................................................................................20
Sample participant registration form .........................................................................................22
Sample conference agenda ........................................................................................................23


Greetings from Collegiate DECA!

We are excited that you and your chapter are about to host an on-campus competition for your
members, perspective members, and/or other business organizations. We will do everything we
can to support you as you develop your competition. The Event Resource Guide is designed to
help you plan and organize a successful on-campus competition.

Competitions are an important part of the Collegiate DECA year. They provide members with
the opportunity to network with their peers, local business leaders, and campus faculty and
administrators while also demonstrating what students have learned in the classroom and through
work experience. A campus competition offers an experiential learning activity for ALL chapter
members, while also preparing those members who wish to compete at association or regional
conferences throughout the year. Ultimately they will be able to enhance their leadership skills
and expand their global network while representing your college or university as a competition
team at the Collegiate DECA International Career Development Conference.

Here are the main topics covered on the following pages:
- Event checklist & timeline
- Key event management topics
- Marketing your event to students on campus
- How to find judges
- Sponsor and exhibitor information
- Student registration information

PLEASE NOTE: the information provided in this guide is designed as a reference for planning
your on-campus competition. It is strongly encouraged that you customize your conference to fit
the needs of your campus and students.

For additional support or information, please contact Jeff Collins, Assistant Executive Director,
at Jeff_Collins@deca.org and/or Shane Thomas, Director of Competitive Events, at
Shane_Thomas@deca.org. Please provide the name of your school, date(s) of competition, and
any specific questions you have regarding on-campus competitions. You may also contact any of
the Collegiate DECA national officers for support and information.

Sincerely,

Jeff Collins Shane Thomas
Assistant Executive Director, DECA Inc. Director of Competitive Events, DECA Inc.
Collegiate DECA


On-Campus Competition
Event Checklist & Timeline


Event Checklist and Timeline
NOTE: These are “ideal” timelines. The importance of certain activities varies by school, such
as securing space on your campus to run the events. If this is your first year hosting a
competition, simply do your best; the next year you will be able to plan further ahead.

Before the Event

Room reservations for competition 6 Months before event
*Plan for approx. 1 room per event. A few larger rooms may also work.
(On some campuses, space is at a premium.)

Send out sponsor and exhibitor packets 3 Months before event
*Follow up with potential sponsors 2 weeks after sending packets

Send-out judge’s information requests 3-4 Months before event
* Each event should have at least 1 judge. More judges may be added depending on
the number of participants in a given event. Alternatively, one judge can judge more
than one event (i.e. schedule Professional Sales in the AM and Sales Management in
the PM). If you are not yet prepared with exact details, send out a simple “save-the-
date” inviting potential judges to participate in your exciting new activity. To see a
sample judge recruitment form, visit www.deca.org/events/judge.

Make student registration packets available 2 Months before event
* Use announcements, similar to a save-the-date, even if all the details are not yet in
place.

Confirm volunteers for event 1 Month before event
* This is a great opportunity to engage campus faculty, administrators and other key
individuals in the Collegiate DECA competition. For example, a director of career
placement may be willing to greet the local business people when they arrive to judge.

Confirm judges for event 1 Month before event
* Follow up with all judges to confirm their attendance at your competition. A personal
phone call is very effective. Make phone calls a few days before the competition and
send reminder e-mails one week before the competition.


Order competition supplies 1 Month before event
Event tests
Event role plays/case studies
Scantrons for testing
Pencils
Name badges
Name badge holders
Participant certificates
Gifts for judges
* Supplies are available for purchase from DECA Images.
Order food for event 1 Month before event
Breakfast/snack for judges
Food for volunteers
Food for participants
* Order through local food vender or request donations. Be sure that you follow the rules
for food service on your campus.

DECA’s online resource library at www.CollegiateDECA.org has resources including a
customizable promotional poster, letterhead and PowerPoint template. Further, DECA has
designed a customized logo for each chapter. If you do not have a customized chapter log, email
publications@deca.org to request one.


Key Event Management Topics


Key Event Management Topics
Registration Fee (optional)
To calculate the registration fee, estimate a reasonable number of conference participants. Divide
the total cost of the conference by the number of projected participants. If this is your first
conference you should be conservative in your estimate of participation. If you have held
conferences before, use the average number of participants when calculating your registration
fee. Remember that it’s much better to have a little money left over that can be used for future
chapter activities than to not collect enough money to cover your costs.

Total expenses divided by # of attendees = registration fee to break even.

Example: $1,500 (expenses) divided by 75 attendees = $20 break-even fee. If you add $5.00 to
every fee, the affiliate will realize a $375 profit. If more than 75 students attend, each registration
will add to the overall conference profit margin. However, if only 46 people attend, your
conference will not lose money.

Conference Headquarters (optional)
As your event grows larger, so will the need to have a central location for conference operations.
A room may be designated as the conference headquarters where main conference functions are
held. Events such as test grading, judge orientation, volunteer check-in and tabulation of results
may take place in this room. Conference headquarters can also be used to store additional
conference supplies. Here are some suggested items and office equipment to have on hand in
conference headquarters:

‐ Printer/copier
‐ Laptops
‐ Copy paper
‐ Staplers, paper clips, scissors
‐ Pens, pencils, markers
‐ Tape (masking, painters, packaging tape)
‐ Extra name tags, name tag holders

Conference Volunteers
The number of volunteers you need to successfully host an on-campus competition will vary by
school. Take into account your individual event needs such as: number of competitors, number
of events, judges and other activities (workshops during the day, for example) you are
implementing into your competition. Below are some examples of volunteer tasks and staffing
needs.

Welcome/Registration Table (1-2 volunteers)
These volunteers will register each attendee upon arrival. Tasks may include; handing out
name badges, pencils, event agendas, competition schedules and the collection of conference
registration payments. Volunteers will also greet competitors, volunteers, judges and other
guests as they enter the conference area.


Key event management topics (continued)
Conference Headquarters Staff (1-2 volunteers)
These volunteers will help keep the event organized and running smoothly. Tasks include
printing extra name badges, tests, role-plays/business simulations, and additional signs (as
needed). Volunteers will also receive and tabulate the completed tests and role-plays. Final
event results will be calculated by these individuals.

Event Timers (3 volunteers)
These volunteers will be responsible for timing the event prep/ judging times. Volunteers will
also be in charge of making sure the events are running on-time and making adjustments to
the event schedule as needed.

Event Runners (5 volunteers)
These volunteers will take competitors from the event preparation area to the competition
room. The volunteers will introduce the competitors to the judges and collect the completed
scoring sheets and return them to tabulation room.

Event Testing
It is recommended that all competitors in on-campus competitions take the comprehensive exam
related to their event. You should have one exam for each competitor. Extra exams should be
available in conference headquarters. Scantron sheets should be used to administer the exams.

Exams available through DECA Images at http://decaimages.stores.yahoo.net/comevmat1.html.

Event Role Plays/Case Studies
The Collegiate DECA competitive events program is recognized for helping prepare students for
their professional careers. For each event, students are judged by business and industry
professionals. There are approximately 20 different competitive events offered which are
structured around six academic/career areas.

Business Simulations and Case Studies available through DECA Images at
http://decaimages.stores.yahoo.net/comevmat1.html.

Calculating Scores with Multiples Judges in an Event (optional)
When you have more than one person judging an event, it is recommended that the judges
collaborate using one score sheet for each competitor/team.


Food (optional)
Depending on the length of your on-campus competition, it may be necessary to provide snacks
or meals to your competitors, judges and volunteers. The cost of the food should be factored into
the registration fee of the competition. Snacks should be made available to judges and volunteers
throughout the day and can be located in conference headquarters. If your event runs through
lunch time, it is recommended that you provide a light lunch to your volunteer and judges (if
competitors have easy access to food, it is easier to have them get lunch on their own). Typically,
breakfast items are made available to the volunteers and judges before the event.

Event Rooms
The number of rooms to reserve will depend on the size and availability of rooms on your
campus. Larger rooms may accommodate multiple events whereas smaller rooms may only be
suited for one event. Classrooms work well. All event testing may be done at one time and in the
same room. Individuals taking tests should be separated by event category. One room divided
into sections with pipe and drape for each competitive event is the ideal set-up for competition (if
pipe and drape is available at little to no charge). If pipe and drape is not available, multiple
events set up in different areas of the room will suffice. You should allow at least 15-20 feet
between each competitive event.

Event Signs
You should have signs clearly marking the location of each competitive event. These signs will
guide competitors and participants to the correct event and will identify each event category.
Check with your school’s facility guidelines regarding the posting of signs in buildings on
campus.

Marketing Your Event to Students on Campus
Event marketing is an important part of the conference planning process. Use of flyers, signs,
posters, social media, or other advertisements are a great way to spread the word about your on-
campus competition. Be aware of campus guidelines, and use the templates provided in the
Resource Library at www.CollegiateDECA.org.

Promoting the competition is one of the most important aspects of the success of the event.
Promotions should reach all target audiences and deliver the message effectively for these
audiences. Remember that it is not only the participants but also the community, school, and
local businesses who can take interest in your competition.

For Students:
Competition information should be brief but interesting. Let students know the date(s) and
location of the competition as well as what they should be prepared for. Be sure to schedule
your promotional efforts so that students have enough time to make decisions and pay
necessary fees.

For School Administration:
School administrators should know in advance that this event is happening on campus. This
is an opportunity to explain and demonstrate how the Collegiate DECA program operates
and its many benefits to students. This will help with your chapter’s success in running future
events.


For the Community:
Let them know what is happening and why it is important for the community, especially local
business. Highlight any possible local business participants whether they are judges,
sponsors, or guest speakers.

Inviting Students from Other Colleges or Universities
While you might want to keep it simple the first year and only include students from your
campus, most chapters who have offered on-campus competitions have expanded them after the
first year to include students from nearby colleges and universities (even if they did not yet have
a Collegiate DECA chapter). If you host nearby colleges or universities that do not yet have
Collegiate DECA chapters you will need to modify some of your language and branding. In this
instance you might call your event the (School Name) Invitational Business Competition: Hosted
by the (School Name) Collegiate DECA Chapter.

Participant Materials
Each conference participant should be provided with scratch paper/note cards and a pencil for
competition. Outside materials for the case study/role plays should not be permitted, unless
specified in the designated event participant instructions.

Awards/Participation Certificates (optional)
You may decide to create awards (certificates) for the winners of your competition. Simple
design or publishing programs typically have certificate templates available for download.

Additional certificates are also available through DECA Images at
http://decaimages.stores.yahoo.net/giftsawards.html.

Follow-up
Post activity follow-up can be just as important as promoting the event itself. It will give the
attendees a chance to receive recognition for their efforts and it will help give those who were
not in attendance a chance to see what they missed. Follow-up will also allow you to promote
your next projects such as your regular chapter meetings, the next conference, or upcoming
service projects.

Post-activity follow-up can be an excellent way to involve the community at large. A letter
describing the conference/Collegiate DECA will encourage local businesses to continue their
involvement, or become involved in the future.


Scheduling Competitors
Below is a schedule template that can be used or modified to help schedule competitors in
various events. Note: additional sections may be added to accommodate large numbers of
competitors.

Section A: HR prep HR present HR finish
Name time time time
1 2:15 2:45 3:00
2 2:30 3:00 3:15
3 2:45 3:15 3:30
4 3:00 3:30 3:45
5 3:15 3:45 4:00
6 3:30 4:00 4:15
7 3:45 4:15 4:30
8 4:00 4:30 4:45
9 4:15 4:45 5:00

Section B: HR prep HR present HR finish
Name time time time
1 2:15 2:45 3:00
2 2:30 3:00 3:15
3 2:45 3:15 3:30
4 3:00 3:30 3:45
5 3:15 3:45 4:00
6 3:30 4:00 4:15
7 3:45 4:15 4:30
8 4:00 4:30 4:45
9 4:15 4:45 5:00

Section C: HR prep HR present HR finish
Name time time time
1 2:15 2:45 3:00
2 2:30 3:00 3:15
3 2:45 3:15 3:30
4 3:00 3:30 3:45
5 3:15 3:45 4:00
6 3:30 4:00 4:15
7 3:45 4:15 4:30
8 4:00 4:30 4:45
9 4:15 4:45 5:00


Judges Information


How to Find Judges
Start your search for judges on your own college campus. Professors, instructors, support staff,
and administrators would all make great judges for your on-campus competition. Serving as
judges will give these individuals the opportunity to become more involved with Collegiate
DECA and also help them gain a greater understanding of what students experience when they
go to association, regional or international conferences. Further, judges will see first-hand the
effort that goes into competition and hopefully be more likely to support your college or
university’s competitors at the International Career Development Conference.

Other sources for judges include local business owners, managers, or business professionals you
or your chapter members know. If you have a list of alumni members, reach out to them to serve
as judges for the competitive events.

You should plan to have at least one judge per event. Larger events will require additional
judges. The need for judges will depend on the number of competitors participating in your on-
campus competition.

For ideas and sample judge recruitment materials, visit www.deca.org/events/judge. Use these
materials as a template and modify them to suit your needs.

JUDGE PREPARATION TIPS:

Preparing your judges for the event will help immensely. Sending information about competitive
events and Collegiate DECA when you initially reach out to potential judges. This will let them
know exactly what they need to be prepared for. You can also hold an orientation session for the
judges and allow them to ask any pertinent questions. Make sure to explain the format of the
competition itself so that they will understand when they are seeing the competitors during the
competition sessions.

Appreciation Gifts for Your Judges
It is a good idea to show appreciation to the individuals who volunteer their time to judge for
your on-campus competition. You should plan to purchase or make small gifts of appreciation
for your judges. The gifts, however, do not have to be expensive. Sometimes the smallest
gestures send the most meaningful message of appreciation.

Find great gift ideas at DECA Images at http://decaimages.stores.yahoo.net/.

One of the best ways to show your appreciation after the conference is to send a professional
thank you letter to judges that acknowledges the time they spent volunteering their time with
students on your campus. Handwritten notes from students are even more personal. NOTE:
Carefully proofread the professional letters AND any hand-written notes.

Sample Judge Request Letter
Please see the sample letter on the next page. If you are inviting other colleges or universities to
send students to compete you will need to modify the language slightly.


Sample Judge Request Letter

(Date, 20XX)

Dear (Business Member),

Would you like the opportunity to share your professional knowledge and experience with potential future
businesspeople, entrepreneurs and leaders? You can accomplish this by getting involved as a (name of
chapter) Collegiate DECA campus competition judge and/or career fair exhibitor. This year’s competition
will be held on (date of competition), in the (building competition will be held in) at the (school name).
The expected commitment time is from (insert times here).

Collegiate DECA “On Campus Competitions” are designed to provide college students preparing for
careers in (insert career areas based on your members’ majors) with relevant and rigorous learning
experiences in a variety of marketing, business, finance and entrepreneurship competency areas. As a
judge you will have the opportunity to interact with these hard working students from (insert school
name(s) here):

Please take advantage of this great opportunity to interact with these emerging leaders and become a
Collegiate DECA judge. All you need to do is complete the enclosed registration form and return it to the
address listed. We would also like you to rank, based on your interest or experience, the top three areas
you would like to judge.

Judges are asked to register in person at (time) in the (location of check-in, including address) on the day
of the event. You will be provided with an orientation to your role as a judge, as well as specific
information about the competitive event you will be judging. Refreshments will also be provided during
the orientation session.

We look forward to having you judge at the (school name) Collegiate DECA On-Campus Competition!
Please feel free to address any concerns or questions you may have using my contact information below.

Respectfully,

(Coordinator’s Name)
Conference Coordinator
(School Name) Collegiate DECA
(Phone Number)
(E-mail Address)


Sample Judge Registration Form
Collegiate DECA On-Campus Competition

Name: [Type text]
Title: [Type text]
Company/Organization: [Type text]
Home Address: [Type text]
Home Telephone: [Type text]
E-mail Address: [Type text]
Have you judged a Collegiate DECA or High School DECA event in the past? [Type text]

Please register to volunteer by (Enter Date)

Below is a listing of the competition areas that will be offered at the Collegiate DECA On-
Campus Competition. To the left of the events please indicate from 1-3 (1 being the most
desired) the events that you would be interested in judging.

___ Accounting ___ Human Resources Management
___ Advertising Campaign ___ International Marketing
___ Banking Financial Services ___ Marketing Management
___ Business Ethics ___ Professional Sales
___ Business Law ___ Project Management
___ Business Research ___ Restaurant and Food Service
___ Business to Business Marketing Management
___ Corporate Finance ___ Retail Management
___ Entrepreneurship-Starting a Business ___ Sales Management Meeting
___ Entrepreneurship-Growing a Business ___ Sports and Entertainment Marketing
___ Fashion Merchandising and Marketing ___ Travel and Tourism
___ Financial Statement Analysis ___ Website Design
___ Hotel and Lodging

Please mail or e-mail to:
(School Name)
(Conference Coordinators Name)
(Address)
(City, State, Zip Code)

E-Mail: (E-mail Address)


Sample Career Fair Exhibitor Registration Form
Collegiate DECA On-Campus Competition

Please complete this form and submit with payment to (School Name) Collegiate DECA to
register as a Career Fair Exhibitor for the on-campus competition. Deadline for submission
is (Date, 20XX).
SECTION I. General information (please check ONE)

Public/Private Exhibitor___ DECA National Advisory Board Member Exhibitor___

Non-Profit Exhibitor___ Academic Exhibitor___

Name: Title:

Company/Organization:

Address:

City: State/Province: ZIP/Postal:

Phone: Fax: Email:

On-site representative/booth manager will be:

SECTION II. Exhibitor fees
Yes, we wish to register as an exhibitor at the following rate (please check appropriate line):

Public/private exhibitor___ - $000 National advisory board member exhibitor___ - $000

Non-profit exhibitor___ -$00 Academic exhibitor___ - $00

SECTION III. Payment information
Number of booths ________ x _______ = Total enclosed $ ___________

Please complete all required sections, sign, and mail with full payment. Make your check payable to
(Insert information) and include proper notation on the record line. Send payment and registration form
to: (Contact Person), (Address), (City, State and Zip Code).

Method of payment (check one): ___ Check Cash ___ (on-site payment only)

Authorized signature: ___________________________________________________


Student Registration Packet


Sample Student Registration Cover Letter

(Date, 20XX)

Members, advisors and students:

Inside this packet you will find all of the materials you need to register for the (school name)
Collegiate DECA On-Campus Competition. This year’s conference will be held in the (building
competition will be held in) at the (school name) on (date, 20XX). Registration for this year’s
conference will be ($0.00) per student.

This year’s conference will include:
- Keynote Speaker (Optional, but recommended)
- Competitive Events Testing
- Competitive Events Judging
- Awards Ceremony (Optional, but recommended)

This is an excellent opportunity to for professional development, networking, and preparing
yourself to compete at Collegiate DECA conferences and in the job market. In order to make the
conference a success, we urge ALL chapter members to attend.

If you have any questions, please feel free to contact me at any time. I look forward to seeing
you soon!

(Conference Coordinator Name)
Conference Coordinator
(School Name) Collegiate DECA
(E-mail Address)
(Phone Number)


Sample Competitive Event Information
Competitive Events
Collegiate DECA programs and competitions are clustered around six academic areas:
1. Business Management and Administration
2. Communications and Technology
3. Entrepreneurship
4. Finance and Accounting
5. Hospitality and Tourism
6. Marketing and Sales

Competitive Events allow students to put their experience, skills and
knowledge to the test while representing their college/university.
Collegiate DECA members are eligible to compete in one of over 20 different competitive
events.
Collegiate DECA competitive events recognize student achievement and provide opportunities
for traveling to conferences and networking with peers. The Collegiate DECA competitive
events program is recognized for helping prepare students for their professional careers–in all
events students are judged by business and industry professionals in all events.

General Rules & Regulations

1. All participants must be members of the local Collegiate DECA chapter with the current
year's membership dues paid.

2. All participants and entries in a specific project or competitive activity must have been
authorized for entry by their chapter advisor.

3. First, second, and third place awards may be given for each event. (optional)

4. A participant may be allowed to enter only one competitive event during the on-campus
competition. (NOTE: You may want to allow them to enter more than one event.)

Briefing Sessions

1. Participants are responsible for providing all audiovisual equipment needed for their
presentation. (e.g., tape recorders, projectors, screen, easels, computers, etc.)

2. Non-graphing calculators will be allowed during the business simulations events. Cellular
phones with calculator applications will NOT be allowed.

3. There will be no power outlets or extension cords available during competition.


Sample Competitive Event Listing

The following competitive events are being offered as part of this completion:
(Modify list for your conference.)

___ Accounting
___ Advertising Campaign
___ Banking Financial Services
___ Business Ethics
___ Business Law
___ Business Research
___ Business to Business Marketing
___ Corporate Finance
___ Entrepreneurship-Starting a Business
___ Entrepreneurship-Growing an Existing Business
___ Fashion Merchandising and Marketing
___ Financial Statement Analysis
___ Hotel and Lodging
___ Human Resources Management
___ International Marketing
___ Marketing Management
___ Professional Sales
___ Project Management
___ Restaurant and Food Service Management
___ Retail Management
___ Sales Management Meeting
___ Sports and Entertainment Marketing
___ Travel and Tourism
___ Website Design


Sample Student Registration Form
Return to: Collegiate DECA
(School Name)
(Conference Coordinator)
(Return Address)
(City, State, Zip Code)

Instructions:

1. Registration fee is $XX.XX per student.

2. A check should be sent with all completed forms. Please make checks payable to:
(Enter who the check should be made payable to here)

3. Only qualified participants are eligible to attend; see general rules and regulations.

4. Registration information must be received electronically by (Insert Date). Registration
payment must be postmarked by (Insert Date).

5. There will be no refunds issued after submission.

Name: Major:

Address:

City: State/Province: ZIP/Postal:

Primary phone: Secondary phone:

E-mail: School:

Competitive Event 1:

Competitive Event 2 (optional):

Signature: Date:


On-Campus Competition Agenda
(Subject to change)

Activity Time Location
Conference Volunteer Check-In 9:00 - 10:00 Room XX

Registration 10:00 - 10:30 Room XX

Judge check-in 10:30 - 12:00 Room XX

Opening session 10:30 - 11:00 Room XX

Competitive event testing 11:00 - 12:00 Room XX

Competitive event judging 12:00 - 4:00 See below

Workshop (optional) 12:30 - 1:30 Room XX

Networking event (optional) 5:00 p.m. Room XX

Closing/Awards session 5:45 p.m. Room XX

Competitive Event Location
Accounting Room XX
Advertising Campaign Room XX
Banking Financial Services Room XX
Business Ethics Room XX
Business Law Room XX
Business Research Room XX
Business to Business Marketing Room XX
Corporate Finance Room XX
Entrepreneurship-Starting a Business Room XX
Entrepreneurship-Growing an Existing Business Room XX
Fashion Merchandising and Marketing Room XX
Financial Statement Analysis Room XX
Hotel and Lodging Room XX
Human Resources Management Room XX
International Marketing Room XX
Marketing Management Room XX
Professional Sales Room XX
Project Management Room XX
Restaurant and Food Service Management Room XX
Retail Management Room XX
Sales Management Meeting Room XX
Sports and Entertainment Marketing Room XX
Travel and Tourism Room XX
Website Design Room XX


Collegiate DECA Campus Competition Host Guide

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