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This article is for event organizers. If you are a judge, please see our Resources for Participants section.
The first step to setting up judging in your event is recruiting judges.
Similarly to how there is the Presentation Submission Form which you can customize and share with presenters for them to upload their presentations, the Judge Recruitment Form may be found under Judging > Judges, shown below:
This is the form that you will need to share with prospective judges so that they may register themselves as judges for the event. The form can be accessed by anyone, regardless of whether they have been pre-authorized via your Access Settings, and whether your event has been launched or not. However, to fill out the form, the prospective judge will first need to sign up for an account on Symposium, as their account will then be designated as a judge for your event; they will be prompted to sign up when they go to the Judge Recruitment Form link.
The Judge Recruitment Form asks prospective judges to provide their areas of expertise, as shown below:
These areas of expertise are important because they populate into the judges column under Judging > Judges, as highlighted in the next image, allowing you to more easily determine which judges may be best suited to evaluate particular presentations as you make assignments.
As prospective judges complete the Judge Recruitment Form, they’ll be registered as judges for your event and their ‘card’ will show up in the Judges column on the right side of the page.
On the other end, as presenters submit their presentation materials through the Presentation Submission Form, presentation cards will appear on the Presentations column on the left side of the Judges page, as shown above.
NOTE: The 'mentor' field in the presentation submission form, shown below, will populate into the Presentation cards on the Judges page so that you may easily screen for conflicts of interest when assigning judges to presentations. On the presentation submission form: On the presentation card on the Judges page:
You may customize the Judge Recruitment Form if there’s additional information that you’d like to collect for your records about judges the same way you can customize the Presentation Submission Form, with new short answer fields, multi-select fields, and now even Likert scales.
If you would like to set a deadline for when prospective judges can register by, you can do so through setting a date and time to close the Judge Recruitment Form. This date and time can be modified at any time, even if the deadline has passed.
NOTE: The Judge Recruitment Form cannot be edited once responses come in (as with the Presentation Submission Form).
If you would like to test the form and ‘judge recruitment’ process, you may open it and submit a response yourself as a test, and then come back to Judging > Judges and delete your test Judge ‘card’ that pops up in the right side Judges column. Once you delete the judge card, you are welcome to go back and further edit/customize the Judge Recruitment Form. (You may need to refresh your page to see changes on your page.)
After completing the Judge Recruitment Form, the judge will be registered automatically for the event and will be able to access it once the event has been launched. They will see the following confirmation page:
If, however, a judge is deleted (i.e. their card is deleted, as covered in Step 2), their registration will be rescinded and they’ll need to register using a pre-authorized email like any other attendee (which is based on your event Access Settings).