Competition Organizers

1. Setting Up the Competition

Install and Configure the Software

  • Install The Spelling Bee Software on the computer(s) to be used for the event.
  • Connect the setup to necessary peripherals such as projectors, external monitors, or live-streaming devices if using the multi-screen or live video feed features.

Prepare the WordBank

  • Create or Import Word Lists:
    • Use the “Manage Words” screen to add, edit, or import words from text files or Excel templates.
    • Ensure the WordBank aligns with the competition’s rules (e.g., difficulty levels, specific origins, or themes).
  • Categorize Words:
    • Tag words by difficulty levels (e.g., easy, medium, hard) or origins (e.g., Latin, Greek) for different competition rounds.

Customize Competition Settings

  • Participant Details: Add names for each competitor in the software.
  • Timing and Rules:
    • Set maximum time per word (e.g., 120 seconds).
    • Define round-specific rules (e.g., elimination or practice rounds).
  • TTS Language: Select the preferred text-to-speech language for word pronunciation and voice guidance throughout the competition.
  • Resume Competition Checkbox: Use this if continuing a previously paused or incomplete competition or if you want to view results from past competitions.

2. Pre-Competition Setup

Verify Equipment

  • Ensure all devices (projectors, external monitors) are connected and functional.
  • Test the multi-screen feature for real-time audience display.

Test the Software

  • Conduct a dry run to familiarize the competition staff with features such as:
    • Displaying the next participant.
    • Submitting spelling attempts.
    • Adjudicating results.
    • Challenging and disqualification options.
    • Displaying all word information etc.

Brief Participants

  • Provide participants with an overview of the competition rules.
  • Explain how words will be presented (visually, audibly, or both) and the adjudication process.

3. Running the Competition

Launch Competition Mode

  • Select Competition mode from the top navigation menu.
  • Confirm all participants and settings are correctly configured.

Real-Time Competition Management

  • Participant Queue: Monitor the “Up Next” section to manage the sequence of spellers.
  • Word Presentation:
    • Use the built-in TTS announcer for pronunciation or definitions.
    • Enable “All Word Info” to display word definitions, sentences, and parts of speech when needed.
  • Adjudication Process:
    • Use the “Submit” button to record spelling attempts.
    • Automatic adjudication highlights correct spelling in green and incorrect in red. Correct spelling is displayed or announced for errors.
    • Live update option allows you to see errors as students spell the word.

Manage Competition Flow

  • Use the control buttons effectively:
    • Next: Advance to the next participant.
    • +30: Add extra time if needed.
    • Pause: Temporarily halt the competition for breaks. Or to enable the Disqualify option or to submit an alternative spelling.
    • DQ: Disqualify a participant if necessary.
    • Submit: Finalize spelling attempts.
  • Enable Live Updates for real-time audience feedback.

Elimination Rounds

  • Configure the competition to switch between elimination and non-elimination rounds.
  • Use the “Elimination” rule to allow subsequent participants to spell the same word if a participant misspells it.

Track Progress

  • Use the Audit Trail to monitor:
    • Participants’ round performance.
    • Words attempted and their outcomes (correct/incorrect).
    • Current status (active or eliminated).

4. Enhancing Audience Engagement

  • Enable Multi-Screen Mode:
    • Display the word being spelled, its definition, and usage on a projector or second monitor.
    • Live update of spelling attempt is displayed including incorrect spellings.
    • Optionally include a live video feed for audience and streaming platforms.
  • Provide periodic leaderboard updates to show standings.

5. Handling Challenges

Challenging an Elimination

  • Use the “Challenge” option if there’s a dispute regarding a spelling attempt. This option is only available at the end of each round for spellers eliminated in that round.
  • The software maintains a detailed Audit Trail for reference, including attempted spellings and adjudicated results.
  • The second monitor displays the history of all words spelt by each speller as they spell their words.

Customizing Rules Mid-Competition

  • Adjust settings dynamically, such as switching between randomized word orders or fixed sequences.
  • Enable/Disable live video feeds as needed.
  • Switch between wordlists at the end of each round.
  • Enable/Disable same word rounds.

6. Post-Competition Wrap-Up

Announce Results

  • Use the leaderboard or final standings to announce winners.
  • The software will also display the winner on all screens.
  • Celebrate achievements by sharing the detailed session report.

Generate Reports

  • Save session reports as excel sheets for:
    • Documentation and transparency.
    • Sharing with participants, schools, or sponsors.

Analyze Performance

  • Review session statistics, including:
    • Correct vs. incorrect spellings.
    • Most challenging words.

Reset or Prepare for Next Event

  • Reset the database or prepare a new WordBank for future competitions.

7. Key Features for Organizers

Automation

  • Automatic advancement between participants and rounds ensures a smooth flow.
  • Built-in adjudication reduces errors and ensures fairness.

Customization

  • Tailor every aspect of the competition, from timing rules to word selection.
  • Use filters to adjust WordBanks during the event if necessary.

Transparency

  • Display words, results, and audit trails on secondary screens for audiences and judges.
  • Provide detailed session reports for transparency and feedback.

By following this guide, competition organizers can leverage the full potential of The Spelling Bee Software to host professional, engaging, and well-organized spelling bee events.