What to do when award judges visit

You've been shortlisted for an award and now the judges want to visit your organisation to decide whether you are going through to the next stage. Here's a guide on what to do:

Before the visit

  • Confirm the details of the visit in writing and find out how long the visit is likely to last.
  • Clear your diary of appointments so you do not run the risk of being late back to the office or distracted when the judges arrive.
  • Think about what you want to wear so that your personal presentation is congruent with the impression you have projected via the awards entry.
  • Brief staff – share the entry with them and talk about the key messages you wish to communicate.
  • Check you understand the purpose of the visit and spend some time thinking about answers to questions that the judges are likely to ask.

The day before

  • Tidy the office - first impressions count.
  • If relevant, remind staff to be at work on time and wearing uniform or appropriate clothing.
  • Decide whether you will be serving tea/coffee. Make sure you have fresh milk, clean cups and glasses, teaspoons (they always go missing) sugar, tea, coffee, water and biscuits that aren’t stale.
  • Check the cloakroom is presentable.
  • Brief staff on the arrangements. Make sure everybody knows the names of the judges. Decide who will greet the judges when they arrive and who will offer and make the tea/coffee.
  • Read through your awards entry and make notes of key points you wish to communicate.
  • Prepare a hand-out to give the judges when they leave. This should reinforce your key messages.

On the day

  • Make sure you are in the office with plenty of time to spare.
  • Give yourself at least one hour before the judges arrive to read through your entry, mentally prepare and rehearse any key points you wish to communicate.
  • When the judges arrive, introduce yourself and the team.
  • The judges are likely to be running to a tight schedule so check how they wish to proceed.
  • Answer the questions, don’t waffle and only provide information that is relevant.

When a presentation is required

Before the presentation

  • Check the brief and confirm whether you can or cannot attend.
  • Familiarise yourself with what is required, the subject of the presentation and how long you have to present.
  • Find out to whom you will be presenting.
  • What technology will be available?
  • Decide who is best placed to give the presentation - it doesn't always have to be the most senior person.
  • Prepare your presentation, rehearse it, time it and present it to an audience of critical friends.
  • Make sure you know where you have to go on the day.
  • Prepare hand outs and/or copies of the presentation for the judges.
  • Think about questions the judges may ask.
  • Plan what you are going to wear.
  • If you are travelling by car, fill up with fuel and find out in advance where you will you park. If you are travelling by train, check out times and whether you need to change trains. Save time by buying your tickets in advance.

On the day

  • Allow plenty of time to reach your destination.
  • Take a back-up copy of your presentation and a hard copy.
  • Check you have everything you need.
  • Stick to the required timings.

Good luck!