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Tabulation

Tabulation is reponsible for recording and tabulating exhibitor entry tag stubs which are marked during judging, and for creating the President's Awards List to be used during the Awards ceremony. Tabulation is also responsible for creating the Complete Awards List after the show and for posting results on the GCV website.  The Tabulation, Registration and Awards Chairmen work very closely together.  It is most helpful to attend flower shows and observe the process of Tabulation, Registration and Awards prior to hosting a show.

Guidelines

  1. Exhibitor entry tags must be filled out correctly for Tabulation to work efficiently. 
  2. Download sample Tabulation forms and Count Sheets from disc and customize as necessary.
  3. Study the Complete Awards List fom prior years to gauge the number of expected exhibitors.  This will help establish the number of Tabulators required.
  4. Maintain file box of stubs for one year.
Before the Show
  1. Prepare Count Sheets for Sweepstakes tabulators.
  2. Prepare customized copy of President's Awards List.
  3. Set up Tabulation area with tables, preprinted forms and supplies.
  4. Prior to judging, provide a copy of the President’s Award List  to the Chairmen listed below.   
    • GCV Daffodil, Lily or Rose Chairman
    • GCV Flower Shows Chairman
    • Host Club Awards Chairman 
  5. Provide Artistic, Horticulture and Sweepstakes Tabulators with an alphabetical listing of exhibitors.  This list should be obtained from Registration.
  6. Provide Daffodil, Lily or Rose reference books to assist with spelling. 
  7. Provide GCV Handbook and Directory for assistance with names.
During Judging
  1. Collect stubs from Runners in an IN box to start the tabulation process. Stubs will have the appropriate holes punched indicating which award was given.
  2. Record the stub, mark the stub with a check mark and place the recorded stub in an OUT box.
  3. Horticulture blue and red ribbon winners are sent to sweepstakes Tabulators to be recorded.   Circle the check mark to indicate sweepstakes recording.  Note GCV members since the runner-up in sweepstakes is always a GCV member.
  4. Record trophy winners on the Presidents Awards List.  Trophy winners may be indicated in a variety of ways, depending upon the judge.  There may be more than one blue ribbon in a class, but only one trophy winner.
  5. A traffic controller moves the stubs among various IN and OUT boxes and files recorded stubs by class.
  6. The GCV Daffodil, Lily or Rose Chairman and the GCV Flower Shows Chairman help ‘cross check’ winners with the Tabulation Chairman. If you are missing a trophy award, it is a good idea to check and be sure there was no award in that class.
  7. Provide a copy of the completed President’s Award List to the chairmen below to be used during Awards Ceremony.
    • GCV Daffodil, Lily or Rose Chairman
    • GCV Flower Shows Chairman
    • Host Club Show Co-Chairman 
After the Show
  1. Create electronic President's Awards List.
  2. Tally Count Sheets.
  3. Create the Complete Award List 
  4. Send copies of reports to Host Clob Co-Chairmen for distribution.
  5. Keep stubs for one year.  

 Supplies

  1. IN box
  2. OUT box
  3. Stub file box with separators for each class
  4. pencils, paper clips, erasers
  5. calculator
  6. Daffodil, Lily or Rose reference books
  7. GCV Handbook and Directory
  8. Count Sheets, preprinted Tabulation forms and alphabetical listings of exhibitors

 

Downloads Forms

Samples for testing only