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Two-day schedule

A planning guide for members hosting the PAMA Global Annual Competition: the Secretariat’s recommendations for both days, from managing contestants to the closing dinner.

1

Contestants management

  • Verify the number of contestants in each group. First-time host members should limit contestants to 500; members that have hosted twice or more, to 600. (Contestants who do not achieve a minimum total score of 300 receive no award or certificate.)
  • Awards distribution: 20% Champions, 20% first runners-up, 30% second runners-up, 30% third runners-up. Markers may send the list to the Secretariat for confirmation.
  • When contestants tie on total score, ranking is decided by tie-breakers; if still tied, compare each subject in competition order; if still equal, an extra tie-breaker is held with the time limit reduced to 45 seconds.
  • Verify the names on the ID passes against the list.
  • Use a different T-shirt colour for each group, ideally matching each group’s test-paper colour.
2

Awards and trophies

  • Awards distribution: 20% Champions, 20% first runners-up, 30% second runners-up, 30% third runners-up of all contestants in a group.
  • Best Coach Award trophy — one per group; five best-coach awards. (The Secretariat offers a US$100 scholarship to each Champion of Champions winner.)
  • Contribution Awards depend on a country’s contestant count: 1–9 contestants, one free award courtesy of the host; 10 or more, two free awards, with additional awards available from the host at cost.
  • The Secretariat manages the extra events each year, from preparation to hosting, best scheduled 11 am–12 pm on competition day. Use distinct, high-quality, resilient designs for trophies, medals and prizes, and provide carrying containers.
3

Competition questions and papers

  • The Secretariat provides only the exam-paper source files; the host country handles printing.
  • Ensure enough copies for all contestants. Each country and observing member receives a set of question papers (prepare about 30 sets for official and observing members).
  • Use different paper colours per group; print ID numbers on the back beforehand so contestants only verify their number during the competition.
  • After printing and marking, papers are sealed and kept secure; the chief referee opens the seal in the open on competition day to demonstrate fairness.
4

Annual almanac

  • Make the annual almanac about 64 pages long.
  • Every contestant receives one copy.
  • Every chairman receives two copies.
  • Reserve 20 copies for the Secretariat for promotional purposes.
5

Contestant certificates

  • Use the Mail Merge function in Word or a similar program to print certificates.
  • Alternatively, print certificates with contestants’ names and stamp the finishing places on them.
6

Staff placement

  • All staff wear a uniform or vest of the same colour and carry identification.
  • Raise the flags or signs for each country in the opening ceremony.
  • Distribute papers to contestants — assign 25–30 people, each responsible for one row or column — and transfer papers to the markers.
  • Mark papers — assign one marker per 15–20 contestants, ideally per row or column.
  • Record scores into the computer with at least two teams: one reads the paper scores, the other records them.
  • Assemble the full score report and distribute a copy to each chairman for the award ceremony; organise the certificates for the ceremony.
  • Award-ceremony staff line up students by group and prize (one person per 25–30 students); at least two staff on stage guide students and guests and call winners’ names; at least five staff on stage handle prizes and trophies, in matching uniform and white gloves.
  • Appoint one chief referee — ideally an honorary chairman — who may enter the marking room to resolve disputes or irregularities.
  • Place experienced staff in front of the stage to organise test papers and hand them to the distributing team.
7

Catering and seating duties

  • Chairmen may be seated together during the luncheon (about two tables).
  • Lead contestants and family members to their seats during the luncheon.
  • Avoid cuisine with pork out of respect for Muslim traditions.
  • Plan the seating chart beforehand to save time and serve registered guests.
8

VIP and contestant seating

  • Seat all contestants facing the stage, with at least 30 cm between each to avoid plagiarism or distraction.
  • Avoid seating contestants from the same country together. Seat Group A — the youngest, needing the most attention — closer to the stage, followed by Groups B, C and D.
  • Reserve seats for all current chairmen, three Secretariat representatives, and other VIPs and guests.
  • Seat family members from the same country in the same zone for better communication.
  • Unless the stage has room, keep only the Champion trophies on stage; place the rest beside it and hand them to contestants as they go up.
  • Use catchy designs and vibrant colours for the stage and background.
  • Each country provides two national flags (if not already supplied); observing members prepare three (two for the host, one backup for the Secretariat). PAMA’s official flag (150 cm × 170 cm) is large and must be hung rather than placed on a pole.
  • Prepare table mats, number plates or stickers, and small souvenirs, placed on the tables before the event.
9

Annual extra exhibition event

  • Covers the Prize Tournament, Reveal Mental Arithmetic Exhibition, and Computer Flash Competition.
  • In the pre-competition meeting, the Secretariat explains the year’s exhibition-event procedures, prepares the necessary materials, and informs the host country in advance of any equipment needed, such as a projector.
10

Opening ceremony

  • Entrance order: the Secretary-General with the PAMA main flag, then member countries’ flags in alphabetical order, then observing members’ flags. Play the national anthem as each national flag enters.
  • Assign one staff member to hold each country’s name-and-flag sign, followed by that country’s chairman and one contestant.
  • At most three opening speeches (three minutes each plus translation, in the native language and English) from the host-country chairman, host-country VIPs, or an honorary chairman.
  • Award the Chairman Certificate (by host-country VIPs), followed by one or two opening performances.
11

During the competition

  • The host-country chairperson is suggested as Chief Referee.
  • All subjects are announced and moderated by one or two chairmen together; give the first subject to the host country, then proceed from the countries with the most contestants to the fewest.
  • Demonstrate the “Start” and “Stop” cues and commands at the beginning.
  • Provide at least two MCs — one in the native language, one in English.
  • The computer flash competition is moderated by the Secretariat in an elimination format requiring improvisation; at least two staff help check answers, and chairmen who have not moderated may assist.
12

Talent show

  • Allow enough room on stage for talent shows.
  • Arrange the order of performances (5–8 minutes each) and assign people to manage music, line-up and announcements.
13

Award ceremony

  • Appoint one Master of Ceremony — ideally an honorary chairman — to lead the moderation and procedures, working with the MCs.
  • Inform chairmen of their duties at the pre-competition meeting and prepare their documents; MCs keep backup plans in case a chairman is absent.
  • At most two speeches, three minutes each (native language with English translation), ideally by the host-country chairman and a VIP.
  • During the handover of the PAMA flag, the next host country’s chairman gives a short speech of about three minutes.
  • The Champion of Champions and Best Coach Award trophies should be of unique design; as these are usually announced together, contestants, teachers and parents share the stage.
14

Pre-competition meeting and welcoming dinner

  • The Secretariat collects the membership admission fee, annual membership fee, and other dues.
  • The host country presents the competition procedures and must-knows.
  • The Secretariat explains the rules for the computer flash competition, reveal mental arithmetic, and prize tournament.
  • The host country distributes competition documents — almanac, T-shirts, ID tags, photos and others.
  • Observing members present and introduce themselves.
  • Members review the Secretariat’s meeting report.
  • Welcoming dinner and souvenir exchange.
15

Celebratory dinner

  • Distribute contestant certificates, full competition scores, and the sample questions.
  • Review the competition and discuss potential shortcomings.
  • Hand over materials to the next host country — national flags, PAMA main flags, and flagpoles.
16

Miscellaneous

  • Send the invoice for all competition charges to members for verification one month before the competition.
  • Remind contestants to bring a small souvenir (about US$10) to exchange during the luncheon.
  • Arrange the order of group-photo sessions after the competition.
  • The host country appoints a professional photographer and videographer; only Secretariat-authorised photographers may shoot group-photo sessions, and only photographers, videographers and the Secretary-General may enter the competition area.
  • Train paper-distributing staff to maintain order and correct any violations among contestants.
  • The host country announces the time and location of the pre-competition, post-competition, and other meetings.
  • Post PAMA Global’s website address and QR code on venue posters.
  • The host country orders the computer-flash-competition medals locally (about US$20 each, ten required); the Secretariat covers the expense.
  • The host country prepares small desktop flags of all attending countries for meetings and the stage.
  • For the Secretariat to order table mats (US$3 each), inform them at least three months in advance.
  • The host country is encouraged to invite news media and press.
  • Send official competition-invitation documents to all members at least three months in advance, allowing time for government coordination and visa applications.
  • Any items not covered here will be added in future.