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Regional 4-H Textile Revue Pilot Planning Guide

As you read this Planning Guide, please keep in mind that this is a guide for a prototype event.

It represents recommendations for planning Textile Revues that will be similar to each other regardless of region. Each regional event will be tailored to the numbers of participants, location, etc.

If you pilot this event in 2016, we need your feedback regarding the guide. We want to improve it before making final recommendations for possible statewide implementation in 2017. If the event does become a State Days competition, this guide will be followed fairly closely to operate that event. An evaluation will be provided for paid and volunteers staff, as well as parents of participants so that we can “make our best better” after the 2016 pilot events have been held.

Location and timing

It is recommended that this event be held in conjunction with your Regional Fashion Revue, if possible.

Pros:

  • The two events complement each other and have similar audiences.
  • Youth who made wearables and non-wearables may participate in both Textile Revue and Fashion Revue on the same day.
  • Speakers and workshops can be appropriate for all participants.
  • Participants and families in Textile Revue can see Fashion Revue, and vice versa, educating in all areas of 4-H Clothing and Textiles.
  • Staff time will be utilized more efficiently; volunteers will be used in both events.
  • Transportation time/energy will be utilized more efficiently.
  • Eliminates the need to rent two facilities, if applicable.
  • Senior division youth who exhibit in both Fashion Revue and Textile Revue will be able to commit to only one contest for State Days participation on the day of the regional event. If the events are held on two separate days, senior division youth will not have adequate information to make a commitment to a particular contest.

Cons:

  • The location must be able to accommodate the needs of both events. The Textile Revue will require a room or several rooms to be set up with tables where participants will present to the judges.
  • Staffing may be stretched with the addition of a second event. Additional volunteers will be needed to carry out both events.

Judging

If your participation numbers warrant multiple judges, plan for either one set of 3 judges who judge all contestants, or two sets of 3 judges (6 total); one set of 3 judges will judge all Juniors, and the second set will judge all Seniors. If your participation numbers are low, consider one or two judges per age category, or one or two judges for the entire contest.

Judges should be selected based on their clothing and textiles background. Because entries in this contest may be quite varied, an attempt should be made to get individuals with varying skills—quilting, needlework, knitting, spinning, weaving, home dec, etc. are all fields which could be represented. The panel of judges should be able to appreciate all textiles skills, regardless of their personal specialty.

A standardized score sheet is provided by the state committee. Regions should not edit. Comments and suggestions for improvement are welcomed; any changes will be implemented state-wide for the following year.

Judging schedule

There is a senior division (ages 13-18 as of January 1) and junior division (ages 8-12). Each child gets a maximum of 5 minutes with the judges. The judges have 4 minutes to score while the next contestant sets up. Therefore, judges will be able to judge approximately 7 youth per hour.

Time with the judges will be allotted in this way:

  • 2-3 minutes Presentation time—the contestant should prepare a formal or informal presentation of the item that they are displaying, highlighting the methods, design choices, skills, etc. that they wish to discuss.
  • 2-3 minutes Interview time—The judges and contestant will have a conversation about the 4-H member’s item and experience creating it. This may include questions from the judges, up-close examination of the item that the 4-H member is displaying, and related textile or technique questions. No audience interaction is permitted.
  • Total time with the judge (Presentation + Interview) will not exceed 5 minutes.
  • 4 minutes Scoring time and moving to the next entry—the judges will complete the score sheet, including comments and constructive criticism, so that the 4-H member can make the best better. The judges will move to the next entry which will already be set up for judging, or will be set up during the scoring time.
  • Total judge time per contestant will not exceed 9 minutes. Approximate number of contestants per judging team: 7 per hour.

Judging results

After the judges have seen all the contestants that they are judging that day, they should review their scoring to select the top 7-14 entrants in each age division. In 2017 and after, they should rank the entrants, 1-14. The two or three top entrants (or more), determined by quota, in each region will be eligible to go to State Days. Alternates will be notified a top entrant cannot attend or if additional space becomes available for the state event. The rankings should not be announced at the awards program. Rather, gold winners (number determined by quota) and up to 7 blue winners should be announced. The alternates list should be maintained by the event coordinator.

Number of contestants

Number of contestants is limited by the number of judges and the number of judging hours you set aside.

You should pre-enter only the number of youth that you can accommodate in the schedule. You may need to set a first come, first served policy for entries.
Example: If your available judging time is 2 hours and you have one set of judges, you will be able to pre-enter 14 youth. If you have two set of judges, you may have 14 junior youth and 14 senior youth. All senior entrants must be evaluated by the same judges; all junior youth must be evaluated by judges who saw the other junior entrants.

The contestant’s day Option #1

If there is room for each contestant to display all day

  • Greet contestants when they arrive
  • Contestants will be assigned a contestant number and a presentation/interview time.
  • Direct them to the room where they must set up their display before the presentations begin
  • Contestants should report to the display room 15 minutes before their assigned interview time. They will be permitted into the room where their presentation will be made for 5 minutes while the judges are scoring the previous contestant. During blocks of time when they will definitely not be judged, they must attend Fashion and Textile Revue workshops, as determined by the event planning committee.
  • Contestants should not reveal their name or county in their presentation or display.
  • The event committee may wish to have a public viewing time. Contestants would stand by their display and interact with parents and other youth about the item that they made. This could be in the time just before the Fashion Revue, perhaps when guests are arriving for an evening Fashion Revue.
  • Contestants should plan to attend the Awards program. This may be a part of the Fashion Revue program.

The contestant’s day Option #2

If there is not room for each contestant to display all day—this is the likely format for the state contest

  • Greet contestants when they arrive
  • Contestants will be assigned a contestant number.
  • Direct them to the room where Contestants #1 and #2 should set up their display on two separate tables before the presentations begin. All contestants should have their materials in the room before the contest begins. All contestants will remain in the room as an audience for the other contestants. Parents and others may also be in the audience, if space allows.
  • Contestant #1 will present and interview with the judges for 5 minutes. During the 4 minute judges’ consultation time, Contestant #1 should remove his/her presentation items and Contestant #2 should prepare for judging.
  • Contestant #2 will present and interview for 5 minutes. During the 4 minute judges’ consultation time, Contestant #2 will remove his/her presentation items. Contestant #3 will prepare for judging. Continue, alternating tables and set up.
  • Contestants should not reveal their name or county in their presentation or display.
  • Contestants should plan to attend the Awards program. This may be a part of the Fashion Revue program.

Contest Room set up—Option #1

At least one or two rooms needed, determined by number of entries and size of room.

  1. One 8’ table per two contestants (32” height—not kiddie/classroom tables). If 8’ tables are not available, contestants should be told to bring their own card table, no larger than 52” square.
  2. Three portable chairs for each set of judges to sit within 8-10 feet of the presenter. These chairs will be carried as the judges move from display to display.
  3. No electricity will be provided for contestants.
  4. Supply one easel per age division (max. 2) that may be moved from display to display. If a contestant wants an easel to be with his/her display throughout the day, he/she should bring one.

or

Contest Room set up—Option #2

(Use this set up if space is limited. This is the plan for the State Days event)

  1. Two 8’ tables at the front of the room or front and side of the room. One table will be used for the current presenter and the second table will be used for the next presenter.
  2. Three chairs for each set of judges to sit within 8-10 feet of the presenter.
  3. No electricity will be provided for contestants.
  4. Supply one easel per age division (maximum 2) that may be moved between the two displays.

Volunteer and paid staff needed

  • One event coordinator/chair who will call meetings, answer questions, and coordinate the event
  • Paid staff liaison to handle finances/c-vent/etc.
  • 3 or 6 judges
  • Judges coordinator and traffic coordinator—recruits and orients judges; ushers youth into rooms at their scheduled times
  • Time keeper (1 per set of judges)—time presentations and interview times for each contestant
  • Registration coordinator—collects registration data, determines room assignments, welcomes contestants, distributes schedule for the day
  • Facility coordinator—works with Fashion Revue committee and facility to make room assignments and ensure that tables and chairs are available; facility set up and clean up with a committee that he/she recruits
  • Emcee—announces the goals of the event and the winners at the awards program; this may be the same person who announces for the Fashion Revue program or it may be the event coordinator, or other designated presenter
  • Other, as needed

Evaluation

For 2016, the pilot year, participants will be asked to complete an evaluation at the event. The evaluation will be provided. Those responses should be compiled and returned to the state co-chairs by August 15. In addition, adults’ thoughtful comments and suggestions for improvement should be sent to the state co-chairs by August 15. We appreciate your willingness to try this new culminating event. Your guidance will help us to make a good event even better for 2017 when we (hopefully) roll it out for the entire state!