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Guidelines for Participation

National Cocoa Awards for Country

Linking to the International Cocoa Awards of the Cocoa of Excellence Programme

Logos of organizers

Please Note: These guidelines are intended to inform and help national organization committees to organize national cocoa awards or similar competitions, linking to the International Cocoa Awards of the Cocoa of Excellence Programme. They are only suggestions and can be

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adapted by each country (indicate in red) and translated into any languages.

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Contents

WELCOME TO THE NATIONAL COCOA AWARDS....................................................................................................INVITATION TO COCOA PRODUCERS......................................................................................................................ABOUT THE COCOA OF EXCELLENCE PROGRAMME & THE INTERNATIONAL COCOA AWARDS.............................

What matters to us.............................................................................................................................................Our Vision.................................................................................................................................................6

Our Purpose..............................................................................................................................................6

Our Objectives..........................................................................................................................................6

How cocoa producers benefit.............................................................................................................................CALENDAR for the YEAR EDITION...........................................................................................................................HOW THE NATIONAL COCOA AWARDS & THE COCOA OF EXCELLENCE PROGRAMME WORKS...........................PART A: RESPONSIBILITIES & PROCEDURES FOR PARTICIPANTS IN THE NATIONAL COCOA AWARDS.................

National Organization Committees’ responsibilities.........................................................................................Cocoa producers’ responsibilities.....................................................................................................................

PART B: REQUIREMENTS FOR SUBMITTING COCOA SAMPLES TO THE NATIONAL COCOA AWARDS...................Number of cocoa samples per producer..........................................................................................................Quantity of beans.............................................................................................................................................Types of bean samples.....................................................................................................................................I. Commercial Samples......................................................................................................................13

II. Experimental Samples....................................................................................................................13

Storage of the cocoa samples...........................................................................................................................Submission of the cocoa samples.....................................................................................................................

Diversity is a sample selection criterion.................................................................................................15

Cocoa sample quality standards.......................................................................................................................Desirable quality of cocoa samples.........................................................................................................16

Applied quality criteria for accepting or rejecting cocoa samples..........................................................17

Data on each cocoa sample..............................................................................................................................Required data for each bean sample......................................................................................................18

Purpose and use of data.........................................................................................................................18

Feedback to participants........................................................................................................................19

Annex A. Data Form for each sample...............................................................................................................Annex B. Check list to be included with samples..............................................................................................Annex C. Harvest and post-harvest practices...................................................................................................

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WELCOME TO THE NATIONAL COCOA AWARDS

The partners of the National Cocoa Awards in COUNTRY are pleased to announce the new YEAR Edition. The National Cocoa Awards are an opportunity for National Organization Committees to recognize and promote high-quality cocoa and cacao diversity nationally, while selecting the best samples for the International Cocoa Awards of the Cocoa of Excellence Programme. The National Cocoa Awards are the entry point for cocoa producers to participate in the International Cocoa Awards of the Cocoa of Excellence Programme, a global competition recognizing the work of cocoa farmers and celebrating the diversity of cocoa flavours globally.

The National Cocoa Awards are coordinated by ORGANIZATIONS and jointly organized in partnership with the Cocoa of Excellence Programme.

DESCRIBE EVALUATION, SELECTION AND NOMINATION PROCEDURES FOR THE NATIONAL COCOA AWARDS: All cocoa samples received by the SUBMISSION DEADLINE by the National Cocoa Awards are given an anonymous code for blind processing and analyzed with a physical evaluation of the beans and cut test. Bean samples passing these initial tests are processed into cocoa liquor and evaluated by a panel of experts. The best NUMBER samples are selected to receive a National Cocoa Award. The National Cocoa Awards will be celebrated at WHERE that will take place the DATE.

NUMBER (COUNTRY SAMPLE QUOTA) samples are selected to be submitted to the YEAR Edition of the International Cocoa Awards of the Cocoa of Excellence Programme.

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INVITATION TO COCOA PRODUCERS

Cocoa producers are invited to send well-prepared, fermented and dried cocoa bean samples to the National Cocoa Awards. The deadline for submission of samples for the National Cocoa Awards is DATE.

Providers of cocoa bean samples can be:

Individual farmers Groups of farmers Producer cooperatives or organizations Cocoa estates National research centers

If you wish to participate, please contact your National Organization Committee and stay informed about events and specific requirements and conditions.

These guidelines provide an overview of the requirements and procedures for submitting cocoa samples to the National Cocoa Awards. Please contact your National Organization Committee or visit www.cocoaofexcellence.org for the guidelines for the International Cocoa Awards of the Cocoa of Excellence Programme.

ABOUT THE COCOA OF EXCELLENCE PROGRAMME & THE INTERNATIONAL COCOA AWARDS

The National Cocoa Awards are the entry point for cocoa producers to participate in the Cocoa of Excellence Programme and the International Cocoa Awards, a global competition recognizing the work of cocoa farmers and celebrating the diversity of cocoa flavours globally.

The Cocoa of Excellence Programme, coordinated by Bioversity International, is jointly organized with Event International in partnership with Guittard Chocolate, Seguine Cacao, Cocoa and Chocolate, Barry Callebaut, Puratos and with sponsorship from CAOBISCO, the European Cocoa Association (ECA), The Federation of Cocoa Commerce (FCC), Nestlé, the Lutheran World Relief (LWR), Mars UK, and with in-kind contributions from the Cocoa Research Centre of the University of the West Indies (CRC/UWI), Valrhona, Weiss Chocolate and CocoaTown.

Every two years, this unique programme recognizes quality, flavour and diversity of cocoas according to their origin. By bringing together leading sensory evaluation experts, the chocolate industry and the next generation of cocoa pioneers, the Cocoa of Excellence Programme recognizes and rewards cocoa with exceptional and unique flavour attributes, while bringing know-how, cocoa evaluation tools, market opportunities and incentives for safeguarding cocoa diversity to farming communities and national organizations globally.

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http://www.cocoaofexcellence.org/

All cocoa samples received by ENTER DATE by the Cocoa of Excellence Programme are given an anonymous code and analyzed with a physical evaluation of the bean and cut test. Bean samples passing these initial tests are processed into cocoa liquor and evaluated by an international panel of experts. The best 50 high-quality samples from different origins, with recognized or interesting flavour attributes, are nominated for the International Cocoa Awards and evaluated by a broader panel of professionals and sensory evaluation experts. The best 3 to 5 cocoa samples from each of the 4 producing regions are selected and receive an International Cocoa Award celebrated at the Salon du Chocolat that will take place from 28th October to 1st November 2017.

The contact information and flavour profiles of the best 50 samples are made public. All sample producers receive a detailed feedback report. The feedback is a critical part of the Cocoa of Excellence Programme, providing an opportunity to understand and improve quality at cocoa producer’s and National Organization Committee’s levels.

The National Organization Committee in each country oversees the implementation of the Cocoa of Excellence Programme at the national level and ensures that rules are applied, confidentiality is respected and anonymity ensured. The National Organization Committee selects samples from cocoa producers to be submitted to the Cocoa of Excellence Programme that represent the range of diversity of cocoa and cocoa producers of the country and gives preference to new sample providers or those that have not previously won an International Cocoa Award.

At the national level, the Cocoa of Excellence Programme can assist with guidelines and forms that can be used for National Cocoa Awards and in general guidance on procedures, requirements and cocoa quality and flavour evaluation

Globally, the Cocoa of Excellence Programme is responsible for overseeing the implementation at the international level and ensuring that rules and regulations are applied, confidentiality is respected and anonymity is ensured during the entire evaluation process. The Cocoa of Excellence Programme establishes a Technical Committee responsible for the evaluation of each sample and for the selection of samples in a transparent and fair manner. It advises on all technical processes including quality evaluation standards and selection of the expert panel for the evaluation of the best 50 samples.

Please contact the Cocoa of Excellence Programme if you would like to organize a National Cocoa Awards competition. Find more information about the Cocoa of Excellence Programme at www.cocoaofexcellence.org.

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http://www.cocoaofexcellence.org/

What matters to us

The Cocoa of Excellence Programme aims to promote and provide global recognition to farmers producing high-quality cocoa.

Our VisionTo achieve cocoa farmers' and producers’ professionalization and long-term sustainability of the cocoa supply chain.

Our PurposeRecognize, value and preserve cocoa diversity by providing global recognition of high quality cocoa.

Our Objectives

1. Increase awareness and promote education along the cocoa supply chain on the opportunity to produce high quality cocoa and preserve flavours resulting from genetic diversity, “terroir” and know-how of the farmers who prepare cocoa

2. Facilitate communication and linkages between cocoa farmers and producers and operators in the supply chains

3. Stimulate and increase capacity of producing countries to recognize, seek out and preserve quality and diversity in cocoa.

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How cocoa producers benefit

Awards & national and global recognition: the best cocoa samples of exceptional quality, unique flavours and promising market opportunities receive a National Cocoa Award. The best samples are selected by the National Organization Committee to be submitted to the International Cocoa Awards, where the best 50 samples from different cocoa regions are selected, processed into chocolate and nominated for the International Cocoa Awards. Between 3 and 5 cocoa producers from each of the 4 regions receive an International Cocoa Award.

Individual feedback and recommendations: All cocoa samples that are submitted to the International Cocoa Awards are evaluated by an international panel of experts and sample providers receive a detailed individual feedback report, including a quality and flavour analysis and recommended innovations and improved practices. This feedback provides an opportunity for farmers to improve some practices and increase their capacity to produce high-quality cocoa and navigate on the premium cocoa market.

Marketing opportunities: the Cocoa of Excellence Programme and the International Cocoa Awards provide a platform for cocoa producers to meet representatives from the national and global cocoa and chocolate industry. Contact information for the 50 nominated samples for the International Cocoa Awards are published and shared with the industry through the Cocoa of Excellence website. Promising samples are displayed and promoted at the Salon du Chocolat celebrations and similar cocoa and chocolate events as well as distributed to interested chocolate makers.

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CALENDAR for the YEAR EDITION

Below, you can find the Calendar for the YEAR Edition of the National Cocoa Awards & the YEAR Edition of the International Cocoa Awards of the Cocoa of Excellence Programme:

Date Activity Responsibility

Date

At national level, the Year Edition of the National Cocoa Awards and the Year Edition of the International Cocoa Awards of the Cocoa of Excellence Programme, are announced. Guidelines for participants are published.

National Organization Committee

Date

Well-fermented and dried cocoa samples that comply with the requirements of the National Cocoa Awards are send to the coordinators of the National Cocoa Awards.

Cocoa producer

Date

The National Cocoa Awards, after the established submission deadline, receives the samples. It is given an anonymous code for blind processing.


Date Samples are evaluated for quality and physical defects.


Date Samples passing physical evaluations are processed into cocoa liquor.


DateThe samples are evaluated blindly by a panel of national experts and NUMBER cocoa producers are selected to receive a National Cocoa Award.

Cocoa Expert Panel

Date The National Cocoa Awards notifies the winners confidentially.


Date The National Cocoa Awards celebrates the winners WHERE.


January-February 2017

National Organization Committees send a minimum of 5kg of the recommended quotas of the bean samples to the Cocoa of Excellence

National Organization

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Programme. Committees

28th February 2017

Deadline for receiving samples for the Cocoa of Excellence Programme at Bioversity International, Samples are given an anonymous code for blind processing.

Cocoa of Excellence Programmes

March & April 2017

Samples are evaluated for quality and physical defects.

Cocoa of Excellence Technical Committee

March-May 2017

Samples passing physical evaluations are processed into cocoa liquor and evaluated blindly by a panel of international experts.


June & July 2017

Selection of the 50 best samples from different cocoa regions and origins to be nominated for the International Cocoa Awards.


July 2017The 50 nominated sample providers are confidentially notified that their sample will be celebrated at the Salon du Chocolat in Paris.

Cocoa of Excellence Programme

August 2017The 50 best chocolate samples are evaluated blindly by a wider panel of sensory evaluation experts and chocolate makers.

Expert Sensory Evaluation Panel

Early October 2017

Between 3 and 5 cocoa producers from each of the 4 cocoa regions are selected for an International Cocoa Award.


Early October 2017

The winners of the International Cocoa Awards are confidentially notified.


28 October – 1 November 2017

Salon du Chocolat in Paris, France - celebration of the best 50 samples and the International Cocoa Awards.


November 2017

Contact information and flavor profiles of the 50 nominated samples including the ICA winners are published and made available for the cocoa and chocolate industry.


November 2017

Participation certificates are posted to the best 50 samples producers that did not win an ICA and did not attend the ICA ceremony. ICA Certificates are posted to those not represented at the celebrations in Paris.


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February 2018

Feedback reports with bean and liquor evaluations are prepared for all samples and sent to the National Organization Committees to be send to bean producers.


February 2018

National Organization Committees send feedback reports to the providers of the cocoa samples.


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HOW THE NATIONAL COCOA AWARDS & THE COCOA OF EXCELLENCE PROGRAMME WORKS

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Cocoa producers send cocoa samples to their National Organization Committee

Cocoa samples are analyzed by the Cocoa of Excellence Technical Committee and accepted samples are processed into cocoa liquor

Sensory evaluation is carried out and the 50 best samples are selected, processed into chocolate and nominated for an International Cocoa Award

Sensory evaluation of the 50 best samples is carried out by a wide panel of experts and chocolatiers and 3-5 cocoa producers from each of the 4 cocoa

producing regions are selected to receive an International Cocoa Award

The cocoa samples are processed into cocoa liquor, evaluated by an expert panel and the best samples are selected to receive a National Cocoa Award

The 50 best samples and the International Cocoa Awards winners are celebrated at the Salon du Chocolat in Paris

Detailed feedback reports are prepared for each sample and sent to the National Organization Committees to be send to each sample provider

Contact information and flavour profiles of the 50 best samples published and made accessible for the cocoa and chocolate industry

The winners of the National Cocoa Awards are celebrated and the National Organization Committee selects the best cocoa samples to be send to the Cocoa

of Excellence Programme

PART A: RESPONSIBILITIES & PROCEDURES FOR PARTICIPANTS IN THE NATIONAL COCOA AWARDS

National Organization Committees’ responsibilitiesThe coordinators of the National Cocoa Awards are responsible for defining the specific requirements and procedures for the National Cocoa Awards in their country depending on their capacity to treat and evaluate cocoa samples.

As a minimum, the coordinators of the National Cocoa Awards should:

1. Define the specific procedures and requirements for the National Cocoa Awards2. Develop guidelines and forms for participants in the National Cocoa Awards3. Decide how samples and data are collected and managed4. Announce the National Cocoa Awards and inform cocoa producers from all cocoa

producing regions of the country5. Establish an expert panel to evaluate the samples6. Coordinate the production of cocoa liquor or, alternatively, organize a cocoa liquor

preparation workshop7. Coordinate quality testing and flavour evaluation of samples8. Coordinate the celebration of the National Cocoa Awards winners9. The members of the National Committee must select/confirm the coordinator for each

National Cocoa Awards edition.10. The coordinators must have a fluent communication with the Cocoa of Excellence

Programme, informing about any changes within the National Committee (new members, new coordination, etc.).

It is recommended to announce and promote the National Cocoa Awards in all cocoa producing regions of the country and to a diversity of cocoa producers large and small. Encourage cocoa producers to participate through a press- and radio release and send information material and the guidelines to stakeholders in the cocoa industry and to NGOs implementing cocoa development programs.

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Cocoa producers’ responsibilitiesCocoa producers that are interested in submitting samples to the National Cocoa Awards and thereby the Cocoa of Excellence Programme should be aware of that they are responsible for:

Ensuring a minimum of AMOUNT Kg of well-prepared, fermented and dried beans for each sample. Samples of less than AMOUNT Kg may not be accepted.

Ensuring to send no more than NUMBER samples to the coordinators of the National Cocoa Awards. If more samples are sent, the coordinator of the National Cocoa Awards reserves the right to eliminate samples.

Following the procedures in these guidelines to ensure that all samples meet the requirements and conditions of the National Cocoa Awards. Samples that do not meet the requirements may not be traceable and therefore cannot be considered.

Ensuring that the cocoa samples are accompanied by a completed Data Form with all information available on the producer, origin and mode of preparation of each sample. The bean producer is responsible for the quality of the information provided with each sample.

Including the Check List to ensure that conditions are met. Sending the bean samples to the National Cocoa Awards as soon as they are ready and

properly aged (for minimum 6 weeks after drying), preferably from DATE to be received no later than SUBMISSION DEADLINE.

Covering the cost of shipment of all bean samples sent to the National Cocoa Awards and the Cocoa of Excellence Programme.

Producers are encouraged to enclose photos of pods (both open and closed) from 5 trees and, if feasible, photos of cut fresh beans and close ups of flowers. The maximum size of the photos should be 4MB.

Only experimental samples may be produced through a “micro-fermentation” method and no samples from modified or “artificial” fermentations with addition of flavour material, fruit pulp or juices are accepted.

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PART B: REQUIREMENTS FOR SUBMITTING COCOA SAMPLES TO THE NATIONAL COCOA AWARDS

Number of cocoa samples per producerThe coordinators of the National Cocoa Awards should decide how many samples each producer is allowed to submit to the National Cocoa Awards competitions (1, 2 or 3 samples), depending on the expected number of participants and the coordinators’ capacity to handle and evaluate the samples.

For this edition, cocoa producers are allowed to submit NUMBER of samples to the National Cocoa Awards.

The coordinators of the National Cocoa Awards should also decide if cocoa producers are allowed to submit both experimental and commercial samples. Please keep in mind that maximum 1/3 of the samples sent to Bioversity International for the International Cocoa Awards should be experimental.

Quantity of beansEach cocoa sample should be a minimum of AMOUNT Kg of well-prepared, fermented and dried beans. Samples of less than AMOUNT Kg may not be accepted.

Types of bean samples

The sample can be from two types of cocoa beans: commercial samples or experimental samples:

I. Commercial Samples are prepared by cocoa farmers/producers from existing commercial plantations, or group of plantations, representing traditional or improved/modern cocoa varieties from different geographic/climatic origins. It should be possible to reproduce the same quality cocoa at commercial scale (several tons per year) in subsequent years.

II. Experimental Samples are derived from interesting new varieties (newly selected varieties or materials with special quality traits) or through new post-harvest processes (e.g. novel fermentation method, etc.). These potentially interesting experimental samples may not be available yet for commercial scale production, but may become so within a few years’ time. These samples may be prepared by cocoa farmers or by research institutes.

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IMPORTANT NOTIFICATION:

Only experimental samples may be produced through a “micro-fermentation” method.

Samples from modified or “artificial” fermentations with addition of flavour material, fruit pulp or juices are not accepted.

Storage of the cocoa samplesCocoa producers should store the samples in adequate conditions before sending the samples to the National Organization Committee. The following procedures are recommended:

Damaged or empty beans and remaining placentas are to be removed before bagging. The use of clean and odour-free jute, cotton or nylon bags is recommended. Storage should be in an insect-free cool room, where the beans are protected from

excessive humidity (above 70%) and abnormal odours. The samples should be send as soon as they are available and properly aged. The

beans should be stored for a minimum of 6 weeks after drying.

IMPORTANT NOTIFICATION: It is advised, although not required, that the bean producer maintains a duplicate of a 5-6 kg sample of each of the submitted samples of beans in storage at their location pending receipt and initial evaluations of the submitted sample. This is recommended in case of damage or loss of the initial sample as well as against any questions of bean quality.

Submission of the cocoa samplesCocoa producers should send a minimum of AMOUNT kg of each of the bean samples as soon as they become properly aged and available, preferably from DATE and to be received no later than DATE. Samples submitted of less than the required AMOUNT kg may not be accepted.

Samples should be sent in suitable containers, at least made of rigid carton, to avoid loss or contamination of cocoa beans. Please make sure that bags are strong and well-sealed, to avoid any breakage and loss of beans during transport. It is recommended to use plastic snap seal bags.

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The cost of the shipment to the National Cocoa Awards is covered by the sample provider/the National Organization Committee. The cost of the shipment to the Cocoa of Excellence Programme is covered by the sample provider/the National Organization Committee.

The samples should be sent to be received by DATE to:

NATIONAL ORGANIZATION COMMITTEEADDRESSPHONE E-MAIL

The completed data form with detailed information on each of the samples should be sent by email to: NAME AND E-MAIL.

Please also include a printed copy of the Data Form in the sample package.

If feasible, please inform the National Organization Committee of when the sample is send, the name of the courier, and the courier’s tracking number, so that we can trace the sample package in case of need. Please print the completed Check List and enclose it in the sample package.

See Check List in Annex B.

Diversity is a sample selection criterionThe National Cocoa Awards and the Cocoa of Excellence Programme aims at recognizing and empowering a wide group of cocoa producers nationally and globally. National Organization Committees will therefore select samples that represent the range of diversity of cocoa and cocoa producers of each country and give preference to samples of different genetic bean types, terroirs and/or prepared by using different post-harvest protocols. When selecting samples to be submitted to the Cocoa of Excellence Program, the National Organization Committee gives preference to new sample providers or those that have not previously won an International Cocoa Award. It is at the discretion of the National Organizing Committees to allow a past International Cocoa Award winner to participate in the International Cocoa Awards. The National Organization Committee and the Cocoa of Excellence Programme strongly encourages that samples from previous winners of the International Cocoa Awards should be from a different genetic bean type, terroir and/or post-harvest process than those samples that already received an International Cocoa Award.

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Cocoa sample quality standards

Cocoa bean samples should be selected based on their high quality and consistency. Moreover, it is recommended that if possible, samples should be harvested in the main harvesting season. All samples should be well fermented and dried in order to preserve and enhance their potential flavour development.

Desirable quality of cocoa samples

The presence of defective beans should be within internationally acceptable thresholds, i.e. maximum 3% mouldy beans, 3% slaty beans and 3% beans with other defects (broken, insect damaged, germinated, rotten or empty beans).

The beans should be properly fermented, resulting in moderate bitterness and astringency and low percentages of slaty beans.

Purple and partly purple beans should be at a level which allows all positive flavour notes to show through without unsatisfactory and unbalanced astringencies.

Only experimental samples may be produced through a “micro-fermentation” method. No additional ingredients should be added to the fermentation, i.e. flavour material,

fruit pulp or juices. The beans must be properly dried and the moisture content should be between 6.5%

and 7.5%. The beans should be stored for a minimum of 6 weeks after drying and before shipping

to allow the flavour to equilibrate prior to flavour testing. The beans must be free from abnormal odours. The beans should be free from the presence of off-flavours, i.e. smoke, mould, earth,

dirty or excessive acidity, bitterness and astringency. The bean should be reasonably free from foreign matter and cocoa residue, i.e. broken,

flat, shriveled and clumped beans or placenta, pod husk or shell fragments. The beans should be free from any evidence of adulteration. The beans should be reasonably uniform in size. A bean count of 100 beans or less per 100 grams is desirable, but not required.

All activities in cocoa production, management and processing ultimately affect flavour development and bean quality. We highly recommend that you consult the CAOBISCO/ECA/FCC Cocoa Beans: Chocolate and Cocoa Industry Quality Requirements. September 2015 (End, M.J. and Dand, R., Editors), which provides an extensive overview of

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harvest and post-harvest procedures, internationally accepted cocoa quality standards, and quality testing methods. This guide can be downloaded from www.cocoaquality.eu.

Basic guidelines for harvest and post-harvest practices are provided in Annex C.

Applied quality criteria for accepting or rejecting cocoa samples

Samples received by the National Organization Committee and later the Cocoa of Excellence Programme are acknowledged and analyzed to ensure that the moisture content, cut tests, presence of defective beans, mouldiness, smoky flavours, etc. of the fermented beans are all within acceptable limits.

Samples with evident off-flavours or with other defects above internationally acceptable thresholds are not considered for further evaluation.

Samples with the following defects will be rejected by the National Organization Committee and the Cocoa of Excellence Programme:

Moisture content of more than 8.5%

Infested with insects

Displays disqualifying levels of internal mold (>4%) Displays critical defects, such as off flavours, minimal amount of mouldy beans, beans

and % beans with other defects (broken, insect damaged, germinated, rotten or empty beans)


With the purpose of recognizing and celebrating cacao genetic diversity nationally and globally, the National Cocoa Awards and the Cocoa of Excellence Programme will not accept samples from modified or “artificial” fermentations, i.e. samples where flavour material, fruit pulp or juices has been added to the fermentation.

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http://www.cocoaquality.eu/

Data on each cocoa sampleThe bean producer is responsible for that each sample is accompanied with the complete data and for the quality of the information provided with each sample. Samples that are not accompanied with the requested information are not traceable and are not considered for further evaluation.

Required data for each bean sample

A completed Data Form is required, with all information available on the producer, origin and mode of preparation of each sample. A copy of the data form is shown in Annex A.

Sample providers should use the Excel Spreadsheet format provided by the Cocoa of Excellence Programme, which can be downloaded on the Cocoa of Excellence website. Samples that are not accompanied with a completed data form are not traceable and cannot be considered.

Please include a printed copy of the completed Excel Spreadsheet data form in the sample package and send an electronic copy by email to NAME & E-MAIL OF COORDINATORS OF NATIONAL COCOA AWARDS.

Photos of pods (both open and closed) from 5 trees and, if feasible, photos of cut fresh beans and close ups of flowers would be useful in order to classify and handle each sample correctly. The maximum size of the photos should be 4MB.

Purpose and use of data

What the information is used for:

Classifying, evaluating and processing the samples correctly and to facilitate reproducibility of obtaining samples with the same quality profiles. And particularly the following:

o Information about the genetic bean type is used to determine the roasting conditions, which are different for each type of cocoa bean to bring out the full potential of flavours.

o Information about planting material, farming practices and post-harvest practices is used to develop individual feedback reports with explicit recommendations to sample providers

o Information about the scope of production makes it possible to assess and communicate the marketability and reproducibility of each sample.

Publishing the contact information for sample providers that are nominated among the 50 best samples and made it accessible for the cocoa and chocolate industry through the Cocoa of Excellence website.

Promoting the best 50 samples and the International Cocoa Awards.

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Producing and sending the feedback reports to each sample provider and National Organization Committee.

Producing scientific analysis and reporting whilst ensuring anonymity, unless there are specific objections.

Monitoring and evaluating the impact of the Cocoa of Excellence Programme


Samples that are not accompanied with a completed Excel Spreadsheet data form are not traceable and will be rejected.

Since a key objective of the Cocoa of Excellence programme is to connect buyers with producers, it is critical that the producer make available full contact details, including email address and mobile phone numbers in the Excel Spreadsheet data form.

Feedback to participants

As a minimum, all participating cocoa producers should be informed about the results of their samples. The coordinators of the National Cocoa Awards should assess if they have the expertise and capacity to develop and send detailed feedback reports with cocoa liquor results to the participants in the National Cocoa Awards.

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Annex A. Data Form for each sampleThe data form can be downloaded on the Cocoa of Excellence website.

IMPORTANT NOTE: indicated in bold and with * are the required minimum essential information. However, we would appreciate if you could provide as much information as possible on the sample for analysis purposes.

Copy of Data Form

Type of data Description ReplyA. Person that filled out the form*Full name of sender First name and family name

*Organization*Email address*Phone number*Date information sent dd/mm/yyyy

B. Type of Sample*Country name *Sample number Identification of the cocoa bean sample *Type of sample Commercial or Experimental?

If commercial sample, what is the quantity of beans (tonnes/year) of the same origin that can be reproduced with similar quality in following years?

If experimental, what type of sample? E.g.: New variety / Accession in genebank / Local native variety / New processing method?

If other type of experimental sample, please describe C. Information on the origins of the sample*Full name of producer of the sample

Name of farmer, cooperative or farmer association, or other

Is the producer a farmer? A cooperative or farmer association? A research station? Other, please specifyIf the producer is associated to a cooperative, please provide the name of the cooperative

*Contact information of sample provider

Email

Phone number*Location of the farm or plantation Address:

Town: District:

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Type of data Description Reply Region: Size and production of the plantation

Size of plantation from which the sample was obtained, in hectares (ha)

Productivity of the plantation where the sample came from (Kg/ha)

Average age of the trees from which the sample was obtained (years)

Climate Start of the dry period (month of the year) End of the dry period (month of the year)

*Farming practices

Type of farming practices: Traditional /Certified organic / Rainforest Alliance / UTZ / Fairtrade / Others. If Others, please specify. Please include a copy of the certificate

Use of fertilizer? Yes/No If use of fertilizer, please specify what type Use of pesticides? Yes/No If use of pesticides, what products? Use of permanent shade? Yes/No *Variety Local name(s) of variety

Dominating genetic origin of variety: Criollo (as anciently cultivated or similar) / Trinitario / Forastero / Nacional / Other type.If Other type, please specify

If other genetic origin, which one? If a cross, what are the names of the parents (mother x father)?

If experimental sample, describe the genetic origin

*Trees Are the trees planted from seed, grafted or other propagation technique?If grafted, what is the root stock (if known)?If grafted, what type of grafting is used (top graft, patch bud graft, graft on mature tree)?

D. Information on when and how the bean samples were prepared*Sample characteristics

When was the sample fermented and dried? (month/year)

Were any aromatic materials, fruit pulp or juice added?

Where was the sample fermented? On-farm or On experimental station?

Weight of cocoa sample collected (kg) Has a cut test been done? Yes/No If a cut test was done, what % of slaty beans? % of violet beans/not fermented? % of violet-brown beans/semi-fermented? % of brown beans?

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Type of data Description ReplyStorage of the sample Temperature of sample storage (degrees Celsius C°)

Relative humidity of sample storage’s place (%) Any pest control carried out? Yes/No Post-harvest practices Time between harvest and pod breaking (in days)

*Fermentation method As usually applied in the region? Yes/No

If no, what is the main difference

Fermentation carried out in: Wooden boxes / Heaps / In bags / Other.If Other, please specify

Pre-drying of wet beans before fermentation? Yes/No

Estimated size of fermentation mass in heap, boxes or bags (kg)

Duration of fermentation (days) Number of turns during fermentation

Number of days after fermentation started when beans were turned (days)

Please be aware of that samples from modified or “artificial” fermentations with addition of flavour material, fruit pulp or juices are not accepted

Only for experimental samples

If micro-fermentation was done: weight of wet beans in netted bags placed in a fermentation mass (kg)

If micro-fermentation: weight of total cocoa mass (kg) *Sun drying Drying as usually done in the region? Yes/No If not, what is the main difference? Duration of total drying process (days) Composition of the drying floor material? If other drying floor, what material? Thickness of bean layer on the drying floor (cm) Utilisation of mixed sun and artificial drying: Yes/No *Solar drying (covered) Please describe the construction of the solar dryer

What is the bean bed depth on the drying trays?What is the composition of the drying trays?Duration of solar drying (days)?

*Artificial drying: “mechanical” or “forced”

Type of dryer used: Tray and fire / Samoa type / Other

If other type of drier, which?

Source of heat used: Wood /Waste /Gas / Fuel / Others. If Others, please specify

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Type of data Description Reply Thickness of the bean layer (cm) Duration of artificial drying (days)?

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Annex B. Check list to be included with samplesEach cocoa bean sample should be accompanied by the Check List below to ensure that all practical conditions and procedures are met. Please enclose a printed copy of the check list with the sample. The check list can be downloaded on the Cocoa of Excellence website.

Ensure that each of these steps have been completed Done (√)

1. Samples are of a minimum AMOUNT kg of fermented and dried cocoa beans.

2. No more than NUMBER samples per cocoa producer are submitted to the National Cocoa Awards.

3. No samples are prepared by modified or “artificial” fermentations, i.e. flavour material, fruit pulp or juices added to the fermentation.

4. The shipping instructions on the sample package specify that it contains fermented and dried cocoa beans without commercial value.ANYTHING ELSE THAT SHOULD BE SPECIFIED ON THE SAMPLE PACKAGE?

5. All required information is completed via the Excel Data Form.

6. The Electronic version of the Excel Data Form for each sample is sent via email.

7. A printed copy of the completed Excel Data Form is enclosed in the sample package.

8. The samples are send to WHERE.

9. All samples are sent to be received not later than DATE.

10. This check list is enclosed in the sample package.

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Annex C. Harvest and post-harvest practices

Information for this chapter is taken from CAOBISCO/ECA/FCC Cocoa Beans: Chocolate and Cocoa Industry Quality Requirements. September 2015 (End, M.J. and Dand, R., Editors), primarily chapters developed by members of the Technical Committee or to which they have contributed. We highly recommend that you seek guidance in this guide, which provides an extensive overview of post-harvest procedures, internationally accepted cocoa quality standards, and quality testing methods. The guide can be downloaded on www.cocoaquality.eu.

HARVEST

Keep tools and equipment clean and well-maintained. Harvest pods as soon as they ripen: generally, harvest every week during peak periods

and every two weeks in non-peak periods. Carry out a separate weekly sanitation check and remove diseased, insect damaged

and mummified pods using tools that are only used for this purpose. Avoid damaging the flower cushions and other parts of the tree when cutting the pods. Avoid unnecessary cutting or wounding of the pods: do not use a machete to pick up

pods from the ground. Do not store wounded or damaged pods for longer than one day before they are

opened and fermented. Undamaged pods should normally be opened within a week of harvest. Keep tools and equipment for opening pods clean and well-maintained. Break open the pods without causing any damage to the beans. Discard any beans which are mouldy, diseased, discoloured, damaged or germinated. Keep good quality beans free from contamination as they are moved to the

fermentation area.

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http://www.cocoaquality.eu/

FERMENTATION

Ensure the fermentation method is appropriate to the bean type, climate, quantity of beans and locally available technology. The fermentation process used should be according to the best available technologies that bring out the intrinsic qualities of the genetics and “terroir” and follow these guidelines:

Only seeds from healthy pods should be used for fermentation Removal of the placentas, empty and diseased beans should be done after pod breaking Fermentation in large enough amount (minimum amount of wet beans of 100 kg =

1,000 pods) to allow for adequate fermentation conditions Heap, basket or box fermentation, or other traditional process Fermentation mass to be covered and protected from rain and/or cold Duration of fermentation will depend on the variety and local conditions (between 2-7

days) Turning of the fermentation mass in an appropriate way, depending on cocoa variety.

If unknown use 24, 48 and 96 hours after initiation of fermentation Only experimental samples may be produced through a “micro-fermentation” method

(in mesh bags placed inside large cocoa fermentation masses).

DRYING

The final moisture content of the samples should be less than 8% and follow these guidelines:

Sun-drying recommended (when possible) Protection from rain is required during the drying process Covering of beans required during the night Thickness of layer of drying between 3 and 5 cm to avoid mouldiness or over-

fermentation Optimum drying is to 6.5-7.8% humidity (with duration of 5 to 10 days, generally) Drying is complete when beans are crispy and have lost elasticity when pressed in the

hand.

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MICRO-FERMENTATION

Guidance on post-harvesting processing techniques suitable for use where limited quantities of beans are available, developed by D. Sukha and E. Seguine

Typically, fermentations require in the order of 50kg of wet beans, but the following guidelines can be used to prepare samples for flavour evaluation where more limited quantities of beans are available.

Harvesting, pod-breaking and bean extraction for small-scale fermentations

The guidelines provided above should be followed to ensure that only fully mature, ripe but not over ripe, non-diseased pods are harvested. Where the Batch insert micro fermentation method is to be used to ferment a sample of beans enclosed within a mesh bag within a larger fermentation mass, it is important to ensure that the pods to provide beans for the surrounding fermentation mass are harvested on the same day as the sample pods.

Fermentation

Fermentations of samples for flavour testing can be achieved in different ways but regardless of method used, should be carried out in a covered and sheltered space providing adequate protection against rain, wind and direct sunlight and should start immediately or within six hours after the beans have been extracted. The timing of turning(s) or mixing of the fermentation mass, and the optimal endpoint of the fermentation will vary according to the variety. For most “Forastero” and Trinitario types the first turning will be at 48 hours, with a second turning at 96 hours, and the optimal end point is likely to be between 120 – 168 hours. Fermentation times for Criollo varieties could be as short as 48 hours with no turning or one turning after 24 hours. Regardless of variety, optimal end point can be assessed visually by cutting a few beans and looking for well-defined internal ridging.

Batch insert micro fermentations

This technique can be used to ferment samples of beans contained within a mesh bag (also referred to as a “net” bag) within a larger fermentation mass, The size of the mesh bag can be adapted according to the amount of beans available, and the technique has been used successfully for samples ranging from approximately 200g to 3000g, though samples of approximately 750g to 1000g are typical. It is important to keep the surface area to volume ratio of the fermentation mass constant and this can be achieved with heaps, baskets or fermentation boxes of at least 50 kg capacity. Baskets made of woven rattan with dimensions of approximately 38-50 cm diameter by 48 cm deep, can be used for this purpose. Good results have also been obtained using inverted plastic laundry baskets of similar dimensions which have had their bases removed and been strengthened with rattan hoops. Fermentation

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boxes 60 x 60 x 60 cm (200 kg capacity) or 90 x 90 x 90 cm (700 – 900 kg capacity) can also be used.

These should be made of suitable nonresinous, hardwood with slats with gaps large enough to allow drainage of the fermentation exudates (known as “sweatings”) whilst small enough to prevent beans from passing through.

The bean sample for evaluation must be placed in labelled bags, made of an inert material such as nylon or polyethylene with no metal parts, and are of approximate size 20 x 35 cm to allow a layer 2-3 beans thick when spread flat in the fermentation box. A mesh size opening of 10 mm mesh allows good contact between the sample and the fermentation mass and the thread diameter should be 0.7 mm or greater for strength. As a cautionary point, there could be a risk of flavour transfer from the fermenting mass to the micro fermentation in the mesh bag. This possible fermenting mass effect could be overcome by using similar varieties for the fermenting mass as the sample in the mesh bag and/or by using a finer (<10 mm) mesh size opening.

It is important that each mesh bag is not overfilled and that there is enough spare capacity to allow the bag to be held at each end to facilitate turning. The label on each mesh bag must contain information relevant to the sample such as (but not limited to) the clone name, the date of the start of fermentation etc.

Mesh bags should be buried in the top 15 – 20 cm of the fermenting mass ensuring that each bag is at least 5 cm from the wall of the box and separated from other bags by at least 3 cm. A maximum of two layers of bags, with four bags per layer, can be included but there must be at least 3cm of fermentation mass between the layers and the top layer must be covered by at least 5cm of beans. The top of the fermentation must be covered by at least two layers of banana leaves and then two layers of food grade jute bags for insulation.

The first turning is done after 48 hours by removing the jute bags and leaves, then transferring the top of fermentation mass into a food grade plastic box or bucket. Each layer of fermentation mass and mesh bags as well as the bottom layer of the fermentation mass are placed into separate plastic boxes or buckets and are thoroughly mixed. The beans in the mesh bags are mixed by holding the ends of individual bags in each hand shaking them from left to right a few times. The layers of beans and mesh bags are replaced in reverse order so that the top layer moves to the bottom and the bottom layer is at the top, whilst the central layer remains in its original place, and the mass is re-covered with the banana leaves and jute bags. The second turning is done after 96 hours by repeating the process and the optimal end point determined by visual assessment of the beans as described above.

Styro-cooler Fermentation

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Styrofoam coolers of dimensions 27 cm (L) x 26 cm (W) x 17 cm (D) or 44 cm (L) x 28 cm (W) x 29 cm (D) respectively are a convenient way to ferment small (between 15 – 30 kg ) bean quantities from the same variety or a defined mixture of varieties. Styrofoam coolers are relatively cheap and easily available in most countries. Six to eight holes evenly spaced at 4 cm and of diameter 1.5 cm are made on the underside to facilitate the drainage and aeration of the fermenting mass. It is recommended that the coolers (regardless of size) are placed off the ground (on small blocks of wood) to allow for optimal drainage and aeration.

New coolers can be inoculated artificially with a defined micro-floral matrix at particular time intervals, scrapings from a used fermentation box (preferred) or left to be naturally inoculated by fruit flies. Inoculation from a used fermentation box is achieved by taking scrapings from the inside top and bottom surfaces and mixing in double the volume of water (distilled water is best) to create a paste. This paste is thoroughly mixed into the wet beans when they are filled into the cooler at the start of fermentation to evenly distribute the inoculum from the used fermentation box throughout the fresh wet bean matrix. This is then covered with banana leaves and the matching Styrofoam lid to retain the heat given off during fermentation. The beans are generally turned by mixing well after 48 hours and 96 hours and the optimal end point is determined by visual inspection

Recommended application of fermentation methods

The method chosen from the options provided above should be appropriate to both the quantities of wet bean available as well as the objectives of the study. The styro-cooler method is used for homogenous or defined bean masses and takes more beans than the batch insert micro fermentation method. The batch insert micro fermentation allows more samples to be processed but requires larger fermentation masses (mother heaps/boxes) to insert the mesh bags into. There is also the potential risk of some flavour transfer from the larger fermentation mass. Single pod micro fermentations handle small quantities without contamination but suffer from the lack of averaging a larger number of pods. Each method used therefore has advantages and disadvantages which must be considered and weighed against the benefits derived from using a particular method.

Drying

The beans should be carefully and thoroughly dried. Where the batch insert micro fermentation method has been used, the samples can be dried in their mesh bags though care should be taken that the beans are not spread in a one bean thick layer on a drying tray, since this would result in drying at too fast a rate due to full exposure of all beans both to air as well as to the sun. Samples from Styrofoam container fermentations should be dried in small heaps. All samples, including those in mesh bags, should be heaped up at night to allow moisture levels to equilibrate.

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It is essential that when many samples are being prepared at the same time (such as with multiple batch insert micro fermentations) they are not mixed up during drying and trays with individual labelled cells or separations can be used to minimise this risk. The optimal end point of drying should be between 6.5 – 7.8% moisture content as assessed by a suitably calibrated moisture meter.

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