The CJW Spelling Bee is usually held in early April and is hosted by a CJW club and coordinated with the CJW Education Chair.
The host club is responsible for the following arrangements and preparations:
• Reserve the location at a local school auditorium (no charge for facility preferred) with the following:
- A holding room/area for participants before Spelling Bee begins
- Cafeteria set up for refreshments/hospitality
- Stage area for competition
• Obtain set up instructions from CJW Education Chair to prepare stage for participants, Judges, Word Sayers, and Bee Master. Specific needs:
- Chairs for participants (numbered with tags from CJW Education Chair)
- American Flag
- Podium for Word Announcers
- Microphone
- Table and chairs for Judges
- Rulers, pencils, pads, water and glasses
• Obtain three Judges by invitation. Judges should be local dignitaries and/or CJW board members.
• Arrange for Bee Master.
• Arrange for speaker. (e.g.: Superintendent of Schools)
• Help CJW Education Chair with printed program (provide items for agenda).
• Provide microphone, tape recorder and monitor for Spelling Bee audiotaping.
• Provide volunteers for registration table.
• Provide escorts for contestants and guests (into auditorium and exit after elimination).
• Purchase gifts for Judges, Word Sayers and Bee Master.
• Conduct opening remarks and lead Pledge of Allegiance.
• Publicity in local paper(s).
• Set up hospitality area – extra table needed for prizes and gifts.
• Provide refreshments in cafeteria or other separate area. Club members purchase paper goods, drinks, and baked goods.
Check with CJW Education chair for CJW budgeted funds available for refreshments.
• Members to greet and assist contestants and their families in hospitality area when they are eliminated.
• Send thank you notes to speaker, Judges, Word Sayers, Bee Master and other invited guests.
Note: preparations start 2 to 3 months prior to Spelling Bee. An estimate of the number of volunteers needed for event is 15.
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