Contest Entry Systems?

[ngsilver]

Many contests, especially those that have been around for a while are starting to move or already have moved to an online submission system of some type. These generally are useful because it allows entry and entrant information to be stored in a database that can be saved for years to come. It's easier for coordinators to deal with the data and it's usually easier for entrants in order to see their entry data and also sometimes know if their video has been received and what not. There are all kinds of these and each one is different, often times tailored to the convention and/or coordinator's tastes.

What I want to know is, as an entrant, what you you like best about these systems? What do you want to see out of these systems? What do you hate about these systems? You don't have to point out each con individually, but it could be used as a frame of reference.

Coordinators, what do you like best about these systems? What would you like to see out of these systems? Any functionality you think would be more or less useful to yourself and your entrants?

Me personally, I would love to see the integration of my own entry system with the org's database. It would be rather neat to simply have to type in the orgs video ID in the entry form and then all of the required data would be available for the video, with a few extra fields available for entrants to leave comments to the coordinator. It also makes finding said videos easier for people when linking the winners and such. In a way, if possible, this could then automate the contests entered and confirmed system already in place on the org. I think it would be cool. What do you think?

[Zarxrax]

I think the idea of linking it with the org database is neat, but many people submit videos to contests months before ever posting them on the org, so that would probably be a problem.

[ngsilver]

I should add that your ideas don't have to be realistic either, I just want to hear them.

I think the idea of linking it with the org database is neat, but many people submit videos to contests months before ever posting them on the org, so that would probably be a problem.

But at the same time wouldn't it also be cool if the option was there and you could return and link your entry with your org entry? Or because the two databases are linked by filing out the contest info it would then create a video profile on the org with a premier date set for either when the convention is or be able to tell it a date (which of course can then be changed?) Also, if this were available, I think having the option to also opt out of the automatic profile creation would be a necessity.

[godix]

The only problem I've encountered with online submissions is that some of them aren't really clear which name they'll use in the credits. Are they gonna display real name? Nicks? Studio names? Just clarifying the fields with a '(this is the name that will be shown on the credits)' in the field descriptions would solve that. I've had at least one con that announced my real name when I wasn't expecting it to be used.

A pronunciation field would be useful as well. I don't think I've heard my nick pronounced correctly at a con yet. Not a big deal for me, I've gotten rather used to 'go-dix', but I imagine people with non-american names would use this.

[DriftRoot]

The only problem I've encountered with online submissions is that some of them aren't really clear which name they'll use in the credits. Are they gonna display real name? Nicks? Studio names? Just clarifying the fields with a '(this is the name that will be shown on the credits)' in the field descriptions would solve that. I've had at least one con that announced my real name when I wasn't expecting it to be used.

Now see, I had the opposite happen: the con used my nick instead of my real name b/c somehow they got the impression that by providing my nick, I didn't want my real name used. So it's not an online submission-only problem. I wish contest coordinators across the board would:

a) Assume everyone has a nick and a real name. I think we're intelligent enough to leave the nick field blank if we don't want to use one.

b) Make it clear which (nick or real name) is going to be used for the contest and the permissions granted thereby. Unless the contest form is worded in such a way that I know EXACTLY what listing a nick means, it's kind of a crapshoot - it could mean the contest coordinators think I'm withholding permission to use my real name, it could mean I'd just "prefer" my nick be used or it might mean they can do whatever they want, I don't care.

c) Be as consistent as possible in the use of the editor's moniker. In other words, don't use the editor's nick in forums when announcing finalists, then their real name on screen at the competition, then something else when the winners are announced. For one thing it's confusing, for another it doesn't make a lot of sense to say "You can choose to use a nick instead of your real name" and then completely ignore this preference.

[kholaras]

The system that AWA uses is a bit of a frankenstein creation. The first year after quu's involvement finished we needed a bare minimum system to run the Pro contest voting and I ended up hodgepodge coding the thing as I was continuing to enter in entries. It sucked. The current system is a little better but some of it was written by our con webmaster, the rest by me.

To address some of the points, our system explicitly implements a 'studio name' which is used for all the public lists. It's a bit of a kluge since to distinguish between individuals within a studio we've had to go with stuff like "CBR (ngsilver)" but I think it gets the job done. Of course then MCWagner goes and does his own thing with the winners often announcing full names at the awards showing and on the certificates but there's not much I can do about that.

Things I've been meaning to implement if I had the time as part of the form:
Running time
Aspect (wide or standard)
Collaboration system

Org integration for contest coordinators I believe has actually been discussed in the past but there are some complications and limitations. The two systems would operate at completely different levels and granularity. There would be a lot of nice information that could be pulled from a video id and into a con database but it'd be a bit of a hassle too.

[ngsilver]

I know in the system I run there is no specification on the actual forms but in the help section it does list that if a creator name is supplied then that is what will be used for the public to see. Generally however, I stick to using real names for real life correspondence and for awards that come with a certificate. The studio and creator names are used in the video sorting mechanism for the final video archive. Those of you who have uploaded vids through the system will notice I tend to only require the entry #, video title, and your real name for the uploaded video. This is only for my own record keeping while working with entries and the entry system behind the scenes, once the contest is over the system provides me with an archival name I rename all videos to which uses more information such as creator name, studio, video title, ect.

Perhaps it isn't needed to be part of the entry form, but instead have the clarification of which name will be used when in the rules? I only say this as in my own development of the entry system I am working to making it universal, as in multiple contests could use it, and each contest coordinator has different tastes for what they want to do with entries.

[Bauzi]

What I really miss in all the upload systems: Something that checks the filesize FIRST before I finally uploaded the full video. I hate nothing more when I upload something and after finishing the file gets deleted because it's too big. Sucks ass!

[JaddziaDax]

I think the thing I like best about the AWA form is that it gives you a suggested file name, this makes things lots easier for me to just copy/paste the file, than attempting to figure out what format the con wants it in (is it video name first? or do they want song/artist first?).

Other things I like about it is that the system is pretty easy to use and there is no "sending in a notepad file with all this info" you just fill out the form with all the info and press the "lemmie ftp this button" and you get sent the ftp info in within a day or so and upload and you are done.

[kholaras]

Heh, glad you like it. It's there because *I* wanted a place I could cut and paste from cause I got tired of having to type all that junk out hundreds of times. After that it just made sense to include it there for the users and in the emails. I think I still need to tweak the generator function because it includes restricted characters like / and $ but whatever.

As for Bauzi's issue, where have you had that problem? I'm not that familiar with other conventions but there's a limited number of upload possibilities, essentially just
FTP and php scripts. FTP could be user spaced capped but the admin should have told you about that up front. And php scripts should be smart enough to realize the file's too big.