(Use host county letterhead)

Insert Date

TO:4-H Staff and Volunteer Leaders in

(List counties included in event)

FROM:______, Volunteer Chair

______, 4-H Staff

RE:Regional Presentation Day, South Central Section

(Date) at (Location)

Schedule:8:00 - 8:45Check in for Judges (location)

8:45 - 9:30Judges’ orientation (location)

8:00 - 8:30Check in for Emcees and Door Monitors (location)

8:30 - 9:00Emcee and Door Monitor orientation (location)

8:00 - 9:30Check in for Presenters (location)

9:30 - 11:30Presentations

11:30Lunch – provided for judges

Also available for purchase by attendees

12:15Command Performances (location) (if offered)

1:00 approx.Awards Assembly

Each county needs to complete and return the following forms by (date). E-mail them by attachment. This entire packet is being sent to county offices by e-mail and hard copy. All entry forms are also available at .

Please send electronic forms to: .

OR if you are having entry information returned via survey, list that information here.

REQUIRED FORMS:

  • Presentation entries
  • Judges Roster. Judges must be adults with prior county presentation day judging experience. One judge is required for every three (3) presentations from each county. Judges will not judge their own children or be able to leave their room to watch their children’s presentations. We could use one or two adults who are not judging to assist in the Tally Room, prior experience is helpful.

  • List of Room Emcee and Door Monitors. Room Emcees must be in at least 7th grade. They will be in charge of the rooms and introduce the presenters. Door Monitors are in 4th grade and up and are responsible for opening and closing the door for each presentation and marking off the names on the sheet posted outside the door. Emcees and Door Monitors should be youth who are not planning to be presenters.
  • Special Information. Please provide special information regarding any of the presentations, presenters or judges. This information could include judges who are related to presenters, presenters with special needs (hearing, speech, vision, mobility, etc.), presenters giving two presentations or presenters needing to arrive late/leave early, etc.

PRESENTATION CATEGORIES

DemonstrationPrepared Speech

Illustrated TalkInterpretive Reading

Educational DisplayImpromptu Speech

Share the FunCultural Arts

Audio-Visual PresentationProblem Solving

Scientific Demonstration and Illustrated Talk

AGE DIVISIONS

  • Junior: Grades 4th - 5th and regular members in 3rd grade
  • Intermediate: Grades 6th - 8th
  • Senior: Grades 9th and up

ADDTIONAL INFORMATION

  • Rooms will be grouped by age divisions, with mixed presentation formats
  • Rooms will be equipped with a desk or table and easel. Presenters are responsible for their own AV equipment. If the presenter will need a screen in their room, it must be listed on the registration form.
  • A presenter may give two but no more than two presentations. If giving two, they must be in different categories. The presentations may be in different rooms, so check the program carefully and realize that scheduling may be difficult. One presentation is recommended.
  • The topic area for Impromptu speeches and Problem Solving category fact sets are attached. Per state rules, Impromptu presenters will randomly choose a topic and will then have 3 minutes to prepare their presentation. They may use 1 - 5 x 7 note card for the presentation.
  • There will be no judges’ critique in the individual rooms.
  • A complimentary lunch will be provided for each Judge, Tally Room help, Room Emcee and Door Monitor.
  • Coffee, morning snacks and lunches will be available for purchase in (location).
  • Command Performances will be given as time allows. Judges will nominate one presentation from each room for the Command Performance. Command performances will be given on stage in the ______. (include this if being offered)
  • During the awards assembly the presenters from each room will be asked to come up on the stage as a group for recognition.

  • Judging forms will be available for pick up by one adult representative from each county after the awards assembly.
  • The host county will provide all judging rubrics and certificates for all presenters.
  • The host county will contact each judge registered by the April 1st deadline with event information. It is up to each county to provide event information to Judges registered after the deadline, Emcees, Door Monitors and all Presenters.

SCHOOL POLICIES(list for site being used)

  • No food or drinks are allowed in the classrooms.
  • No weapons allowed (no guns or bows for a shooting sports presentation)
  • No rockets powered by accelerant.
  • No smoking.
  • Parking for stock or horse trailers will be located ______. Please keep any animal larger than a rabbit or chicken in your trailer until it is time to set up for your presentation. Outside demonstrations will be listed last in their assigned rooms.
  • You must clean up after your animal. If our committee has to clean up your mess, you will forfeit your award.
  • Please be polite guests.

BRING WITH YOU

Each county is to bring 3 easels labeled with your County name.

Designate one adult to pick up the final envelope after the awards.

DRIVING INSTRUCTIONS

(list address and instructions)

SC Section 2/2011