Prepare files for judging
After all of your files are correct and within the rules, create a folder to share with the judges. You can separate all submissions by folder or create one master folder that includes every work. We recommend using a cloud service such as Dropbox, Google Drive, or other of your preference and send the link to the judges.
No matter which option you choose, be sure to assign a number to every file and to the excel sheet so you never lose track of the compositions/composers. This is especially important in opportunities where composers would set the same text to music, thus having lots of compositions with the same name. You want to avoid having to figure out later which“Gloria” belong to which composer. Most importantly, you don’t want to give the prize to the wrong composer.
Setting up an organization method will allow effective communication and avoid rookie mistakes.
Judging Process
As I previously mentioned, every judge is different. Be sure to know your deadlines so you can know when to expect their feedback. While you wait for their decision, you can make sure to have all the awards ready (trophy, certificate, checks).
If you are part of the judging panel, decide what rubrics you’ll want to consider to make your recommendation. Some examples of what you can use to analyze the candidates include music (harmony, melody, accompaniment, voicing, counterpoint), text (text painting, word stress, intelligibility), portfolio, proposal, and many more details!
Some organizations share in their website what details they will be looking into. Some example of these include Chorus Austin, Esoterics, ICCCJ.
If you are able, ask the judges to create comments for finalists. The feedback is a nice gesture, helpful for participants to learn more about their music and how others perceive it. Many judges will be happy to create a little paragraph for the finalists since they are already analyzing the pieces.
Share results and comments (internal)
When you know the selected composers of your opportunity, it’s time to share the good and the bad news. As usual, there are many options here, and you can choose the one that works best for your organization and type of event.
Contact the winners or selected composers separately before publicly announcing your results. It will allow you to confirm that you have the correct information and to ask the composers for their bio or headshot for the announcement. It will also give you time to confirm that their composition is still within the rules (for example, not having won another prize if that’s part of your rules).
Remember to share the results with all of your applicants as well. When doing this, make sure to remember many artists will be disappointed they were not selected. It’s not your fault, you can’t choose everyone. However, you can make sure they know you considered them and that you know they are composers interested in your choir. If you can, offer something that allows them to connect with your organization.
Examples of this include:
- Tickets to your concerts
- Email review of the finalists
- Including finalists on the website post
- Discounts
In the next chapter, we will review the process to share your results on your website and social media. Including a special note in your newsletter, and sharing the news at your concerts will also be helpful. Your announcement lets people know that you are an organization that supports living artists.
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