All content copyright © South London Federation 2015 - 2019
Last updated March 2019

Host Club Procedures

This page provides details of the responsibilities of a club hosting an SLF competition, a pdf copy of this document can be opened HERE .
Host Club Procedures Refer to the Building & Running the Competition in PEX & DiCentra instructions for further details on using PEX & DiCentra where you see [PEX DiCentra] Host clubs must be running DiCentra version 4.12.289 or later. A PEX licence must be installed on all copies of DiCentra being used for the competition (one licence does all). PEX licences are available from Wilbur Imaging for £8 at: http://www.wilburimaging.com/machform/view.php?id=31808 Prior to the Competition At least 4 weeks before the competition, the host organiser will: o Import the competition rules into DiCentra from the download available on the SLF website [PEX DiCentra] o Match the PhotoEntry & DiCentra competitions in PEX [PEX DiCentra] o Set the competition status to 'Open' in PEX [PEX DiCentra] o Email the SLF Competition Contacts of all participating clubs (list of SLF Competition Contacts available on the SLF website) and notify them that their images can now be uploaded to PhotoEntry. [The appropriate SLF Competition Contact in each participating club will reply by email.]  The SLF Competition Secretary will send a reminder to the judge, but it is hoped that the Host Club will also contact the judge at least 2 weeks before the competition as a matter of courtesy.  Before the closing date ie at least 2 weeks before the competition, the participating clubs will upload their images in the correct resolution and format to PhotoEntry. They will email the host organiser when their entry is complete. Note: The host organiser can log into PhotoEntry at any time to check what entries have been uploaded - click on the running man symbol in the Run column to the right of the competition to do this. Do NOT alter or delete any of the entries! As soon as possible after the closing date, the host organiser will: o Log into PhotoEntry and check that all participating clubs' entries are present. o Close the competition in PEX [PEX DiCentra] o Download the images from PhotoEntry to DiCentra using PEX [PEX DiCentra] Note: This will automatically make the DiCentra competition.  Host organiser produces the scoresheet in DiCentra and emails it to the SLF Competition Contacts of all participating clubs [PEX DiCentra]  Host organiser additionally prints scoresheets for all clubs for distribution on competition night.  Host organiser ensures that the competition and the Projector Samples Competition 1400 x 1050 (available from SLF web site) are in DiCentra on the laptop that will be used on the night of the competition [PEX DiCentra]  Host organiser ensures that blank SLF certificates are available for the competition. On Competition Night  Host organiser takes along: o Printed copies of scoresheets o Blank certificates o The laptop with the DiCentra competition(s) on it.  Host club set up hall in good time.  For print competitions: o Ensure there are enough tables for print collation & return. o Arrange for one member to put prints up and another to take down. Ensure that print handlers know to put marked prints in club piles for quick return at end of evening. o With the assistance of one person from each club, collate prints into the order on the scoresheet: To collate prints quickly and safely: 1. Place print no. 1 face up at the bottom of the pile with print no. 2 face up on top of that etc. The pile will now be in reverse order to that shown on the scoresheet. 2. Advise the judge to go through the prints once, each time taking the top print and placing it face up on the second pile. The prints will be back in the order shown on the scoresheet. o Place tie-breaker prints in a separate pile.  Give scoresheets to participating clubs.  Arrange for one visitor to give vote of thanks.  Advise judge of requirements: o Marks out of 10 (half marks allowed). o Number of certificates to be awarded (equal to the number of clubs participating in the competition on the night). Note: Certificates must go to the top scoring work. o Tie-break arrangements. The judge needs to award an order of preference to the appropriate tie-break prints/PDIs. Note: Prints to be viewed on easel to obtain proper lighting.  For print competitions, invite judge to look through the prints. This must be done by going through the pile once to get the prints back in the correct order on the scoresheet (see above). Ensure that the judge doesn’t see the back of prints at any time.  For PDI competitions: (Refer to the Projector & Laptop Setup Notes on SLF website for full details of how to set up projectors & laptops for digital projection) o Set the digital projector to it's native resolution. o Ensure the projector screen format isn't being distorted to match the laptop screen. If it is, adjust the Windows Multiple Display settings to either: Extend these Displays (and run DiCentra in Dual Screen mode) or Just use the Projector Screen o Run DiCentra Projector Samples Competition 1400 x 1050 to enable judge to assess colour reproduction of projector.  Run competition, record marks and certificate winners using DiCentra. Note: Hosts must repeat each mark after it's given to ensure that it is recorded correctly by all scorers.  At end of competition, agree scores with participating clubs.  Ensure that judge resolves all tie-breaks by looking at appropriate tie-break prints/PDIs and awarding an order of preference [PEX DiCentra] Note: Prints to be viewed on easel to obtain proper lighting.  Get certificates signed by judge and Chairman and issue to appropriate clubs. Pay the judge (fees can be reclaimed from the SLF - email details to Paul Gosling at pagosling68@gmail.com ).  For print competitions, oversee return of prints at end of evening. After the Competition  The host organiser will upload the results to PhotoEntry using PEX  The host organiser will produce the results list from DiCentra  The host organiser will email the results list to the SLF Competition Contacts of the participating clubs  The host organiser will email the results list to the SLF Competition Secretary who will forward them to the SLF webmaster for inclusion on the website. After 2 weeks, the host club will delete the competition from DiCentra but retain a copy of the completed scoresheet. Refer to the Building & Running the Competition in PEX & DiCentra instructions for further details on using PEX & DiCentra where you see
All content copyright © South London Federation 2015 - 2017

Host Club Procedures

This page provides details of the responsibilities of a club hosting an SLF competition, a pdf copy of this document can be opened HERE  .
Host Club Procedures Refer to the Building & Running the Competition in PEX & DiCentra instructions for further details on using PEX & DiCentra where you see [PEX DiCentra] Host clubs must be running DiCentra version 4.12.289 or later. A PEX licence must be installed on all copies of DiCentra being used for the competition (one licence does all). PEX licences are available from Wilbur Imaging for £8 at: http://www.wilburimaging.com/machform/view.php?id=31808 Prior to the Competition At least 4 weeks before the competition, the host organiser will: o Import the competition rules into DiCentra from the download available on the SLF website [PEX DiCentra] o Match the PhotoEntry & DiCentra competitions in PEX [PEX DiCentra] o Set the competition status to 'Open' in PEX [PEX DiCentra] o Email the SLF Competition Contacts of all participating clubs (list of SLF Competition Contacts available on the SLF website) and notify them that their images can now be uploaded to PhotoEntry. [The appropriate SLF Competition Contact in each participating club will reply by email.]  The SLF Competition Secretary will send a reminder to the judge, but it is hoped that the Host Club will also contact the judge at least 2 weeks before the competition as a matter of courtesy.  Before the closing date ie at least 2 weeks before the competition, the participating clubs will upload their images in the correct resolution and format to PhotoEntry. They will email the host organiser when their entry is complete. Note: The host organiser can log into PhotoEntry at any time to check what entries have been uploaded - click on the running man symbol in the Run column to the right of the competition to do this. Do NOT alter or delete any of the entries! As soon as possible after the closing date, the host organiser will: o Log into PhotoEntry and check that all participating clubs' entries are present. o Close the competition in PEX [PEX DiCentra] o Download the images from PhotoEntry to DiCentra using PEX [PEX DiCentra] Note: This will automatically make the DiCentra competition.  Host organiser produces the scoresheet in DiCentra and emails it to the SLF Competition Contacts of all participating clubs [PEX DiCentra]  Host organiser additionally prints scoresheets for all clubs for distribution on competition night.  Host organiser ensures that the competition and the Projector Samples Competition 1400 x 1050 (available from SLF web site) are in DiCentra on the laptop that will be used on the night of the competition [PEX DiCentra]  Host organiser ensures that blank SLF certificates are available for the competition. On Competition Night  Host organiser takes along: o Printed copies of scoresheets o Blank certificates o The laptop with the DiCentra competition(s) on it.  Host club set up hall in good time.  For print competitions: o Ensure there are enough tables for print collation & return. o Arrange for one member to put prints up and another to take down. Ensure that print handlers know to put marked prints in club piles for quick return at end of evening. o With the assistance of one person from each club, collate prints into the order on the scoresheet: To collate prints quickly and safely: 1. Place print no. 1 face up at the bottom of the pile with print no. 2 face up on top of that etc. The pile will now be in reverse order to that shown on the scoresheet. 2. Advise the judge to go through the prints once, each time taking the top print and placing it face up on the second pile. The prints will be back in the order shown on the scoresheet. o Place tie-breaker prints in a separate pile.  Give scoresheets to participating clubs.  Arrange for one visitor to give vote of thanks.  Advise judge of requirements: o Marks out of 10 (half marks allowed). o Number of certificates to be awarded (equal to the number of clubs participating in the competition on the night). Note: Certificates must go to the top scoring work. o Tie-break arrangements. The judge needs to award an order of preference to the appropriate tie-break prints/PDIs. Note: Prints to be viewed on easel to obtain proper lighting.  For print competitions, invite judge to look through the prints. This must be done by going through the pile once to get the prints back in the correct order on the scoresheet (see above). Ensure that the judge doesn’t see the back of prints at any time.  For PDI competitions: (Refer to the Projector & Laptop Setup Notes on SLF website for full details of how to set up projectors & laptops for digital projection) o Set the digital projector to it's native resolution. o Ensure the projector screen format isn't being distorted to match the laptop screen. If it is, adjust the Windows Multiple Display settings to either: Extend these Displays (and run DiCentra in Dual Screen mode) or Just use the Projector Screen o Run DiCentra Projector Samples Competition 1400 x 1050 to enable judge to assess colour reproduction of projector.  Run competition, record marks and certificate winners using DiCentra. Note: Hosts must repeat each mark after it's given to ensure that it is recorded correctly by all scorers.  At end of competition, agree scores with participating clubs.  Ensure that judge resolves all tie-breaks by looking at appropriate tie-break prints/PDIs and awarding an order of preference [PEX DiCentra] Note: Prints to be viewed on easel to obtain proper lighting.  Get certificates signed by judge and Chairman and issue to appropriate clubs. Pay the judge (fees can be reclaimed from the SLF - email details to Paul Gosling at pagosling68@gmail.com ).  For print competitions, oversee return of prints at end of evening. After the Competition  The host organiser will upload the results to PhotoEntry using PEX  The host organiser will produce the results list from DiCentra  The host organiser will email the results list to the SLF Competition Contacts of the participating clubs  The host organiser will email the results list to the SLF Competition Secretary who will forward them to the SLF webmaster for inclusion on the website. After 2 weeks, the host club will delete the competition from DiCentra but retain a copy of the completed scoresheet. Refer to the Building & Running the Competition in PEX & DiCentra instructions for further details on using PEX & DiCentra where you see