collegiate deca campus competition host guide

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

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Campus Competition Hosting Event Resource Guide

Developed and Revised by Collegiate DECA Officer Teams and DECA Inc. Staff


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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


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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 [email protected] and/or Shane Thomas, Director of Competitive Events, at [email protected]. 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


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On-Campus Competition

Event Checklist & Timeline Developed and Revised by Collegiate DECA Officer Teams and DECA Inc. Staff


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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.


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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 [email protected] to request one.


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On-Campus Competition

Key Event Management Topics Developed and Revised by Collegiate DECA Officer Teams and DECA Inc. Staff


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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.


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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.


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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.


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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.


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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: Name

HR prep time

HR present time

HR finish time

1 2:15 2:45 3:002 2:30 3:00 3:153 2:45 3:15 3:304 3:00 3:30 3:455 3:15 3:45 4:006 3:30 4:00 4:157 3:45 4:15 4:308 4:00 4:30 4:459 4:15 4:45 5:00 Section B: Name

HR prep time

HR present time

HR finish time

1 2:15 2:45 3:002 2:30 3:00 3:153 2:45 3:15 3:304 3:00 3:30 3:455 3:15 3:45 4:006 3:30 4:00 4:157 3:45 4:15 4:308 4:00 4:30 4:459 4:15 4:45 5:00 Section C: Name

HR prep time

HR present time

HR finish time

1 2:15 2:45 3:002 2:30 3:00 3:153 2:45 3:15 3:304 3:00 3:30 3:455 3:15 3:45 4:006 3:30 4:00 4:157 3:45 4:15 4:308 4:00 4:30 4:459 4:15 4:45 5:00


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On-Campus Competition Judges Information



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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.


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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)


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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 ___ Advertising Campaign ___ Banking Financial Services ___ Business Ethics ___ Business Law ___ Business Research ___ Business to Business Marketing ___ Corporate Finance ___ Entrepreneurship-Starting a Business ___ Entrepreneurship-Growing a 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

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


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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: ___________________________________________________


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On-Campus Competition Student Registration Packet



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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)


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Sample Competitive Event Information

On-Campus Competition 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.


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Sample Competitive Event Listing

On-Campus Competition 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


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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:


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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

Documents

event testing

event scoring

event rooms

event signs

sample conference welcome

collegiate deca year

sample conference agenda

sample judges letter