Suggested Two-day Schedule and Planning

(1) Contestants Management Recommendations: 

1. Verify the number of contestants in each group. 

Members that host the competition for the first time should limit the number of contestants to 500. 

 Members that have hosted the competition twice or more should limit the number of contestants to 600. 

 (Contestants who do not achieve a minimum total score of 300 will not  receive any award or certificate) 

2. The awards distribution is 20% Champions, 20% first runner-ups,  30% second runner-ups and 30% third runner-ups (Markers can send the list to the Secretariat for confirmation) 

 3. Starting this year, in the case of multiple contestants having the same total scores, the final ranking will be determined by the tie-breakers.  If they have the same scores on the tie-breakers, compare the score of each subject in the order of competition. If the contestants share the same scores across all subjects, and extra tie-breaker will be conducted, and its time limit will be reduced to 45 seconds. 

 4. Verify the names on the ID passes with the list. 

 5. Use different colors for the T-Shirts of each group (Recommend  using the same color as the test papers of each group).

(2) Award and Trophies recommendations: 

1. The awards distribution is 20% Champions, 20% first runner-ups, 30% second  runner-ups and 30% third runner-ups of all contestants in a group. 

 2. Best Coach Award Trophy (one for each group; five best coach awards) 

 (The Secretariat offers a scholarship for $100 to each Champion of Champions  winners) 

 3. Contribution Awards (Number of contribution awards available to a country  depends on the number of contestants)  

 1~9 contestants (a free contribution award courtesy of the host country) 

10 or more contestants (two free contribution awards courtesy of the host  country. Order additional contribution awards from the host country. These  additional awards are charged) 

 4. The Secretariat manages all the organization details of the extra events each  year, from preparation to hosting. It is recommended to schedule these extra  events between 11 am to 12 pm on the day of the competition. 

For all the trophies, medals and prizes, we suggest using a different designs for  different awards. Use high-quality, resilient material for the prizes. Provide  containers so they can be easily carried. 

(3) Competition Questions and Papers recommendations: 

 1. The Secretariat will only provide the exam paper source files. The host country  is responsible for the printing. 

 2. Ensure there are enough copies for all the contestants. Each country and  observing member will receive set of question papers. 

 (Prepare about 30 sets for the official and observing members). 

 3. Use different colors for different groups of question papers for easy  recognition. Print the ID numbers on the back of the question papers  beforehand, so contestants only need to verify the number during the  competition.

 4. Question papers should be sealed and kept in safety after they are printed and  marked. On the day of the competition, the chief referee will open the seal in  open to show fairness. 

(4) Annual Almanac Recommendations 

1. We recommend making the annual almanac about 64 pages long. 

2. Every contestant should receive one copy. 

3. Every chairman should receive two copies. 

4. Reserve 20 copies for the Secretariat (for promotional purposes). 

(5) Contestant Certificate Recommendations: 

 1. Use the Mail Merge function in Word or similar programs to print the  certificates. 

 2. Alternatively, print the certificates with the contestants' names and stamp the  finishing places on the certificate. 

(6) Staff Placement Recommendations:  

All the staff should wear a uniform or vest of the same colour for easy identification.  They should also have identification on them. Their duties include: 

 1. Raising the flags or signs for each country in the opening ceremony 

2. Distributing the papers to contestants (We suggest assigning 25 to 30 people for this task. Each is responsible for one row or column) Handling and transferring the papers to the markers. 

 3. Marking the papers (We suggest assigning one marker for every 15 to 20  contestant. Ideally corresponding to each row or column of the seats) 

 4. Recording the scores into the computer (at least two teams of staff. One team reads  the scores of papers and the other team records them on the computer) 

Printing documents (Prepare and assemble the full score report. Distribute a  copy for each chairman for the award ceremony) 

Organizing the certificates for the award ceremony.

 5. Award Ceremony Staff 

A. Organizing and lining up the students by their groups and prizes (assigning  enough staff for each group. Assign one person for every 25 to 30 students. For  example, if there are 120 contestants in Group B, assign 4 to 5 staff to organize  the line-up)   

 B. Assign at least two staff on stage (guiding students and guests, managing the lines and calling the names of winners). 

Assign at least 5 staff on stage to handle the prizes and trophies. They should wear the same uniform and white gloves. 

 6. Assign one chief referee. We suggest appointing one of the honorary chairmen for this task. The chief referee can enter the marking room to resolve any potential dispute or irregularities.   

 7. We suggest placing staff members in front of the stage. They will organize the test papers and hand them to the team distributing the papers. 

This is a very important task. Assign experienced staff for this task. 

(7) Catering and seating arrangement duties: 

 1. The chairmen can be seated together during the luncheon (approximately two tables). 

 2. Lead contestants and family members to their seats during luncheon. 

 3. Avoid cuisine with pork out of respect for Muslim traditions. 

 4. Plan the seating chart beforehand will save a lot of time and allows services to actually registered guests.

(8) VIP and contestant seating arrangement recommendations: 

1. We suggest letting all the contestants facing the stage when they are seated.  Keep at least 30 cm of distance between each contestant to avoid plagiarism or distraction. 

2. Avoid sitting contestants from the same country together to avoid plagiarism and distraction. Consider sitting Group A contestants closer to the stage. Group A is the youngest group, and they need the most attention, followed by Group B, C  and D. 

3. Reserve seats for all current chairmen, three representatives from the Secretariat and any other VIPs and guests. 

4. Consider sitting the family members from the same country in the same zone for better communication. 

5. Unless there is enough room on the stage, only keep the Champion trophies on the stage. The rest prizes can be placed beside the stage. The staff can just hand the trophies to the contestants as they line up and go up the stage. 

6. Use catchy designs and vibrant colours for the stage and background. 

7. Each country will provide two of its national flags (if it has not done so already).  Observing members should prepare three flags (two for the host country and one for backup use at the Secretariat). One flag will be carried in during the entrance sequence in the opening ceremony and placed on the stage. The other will be used for display in the hall. PAMA's official flag is large in dimensions (150 cm x  170 cm), and it is not suitable on a flagpole. It needs to be hanged. 

8. Prepare the table mat, number plate or sticker and small souvenirs for the contestants and put them on the tables before the event. 

(9) Annual Extra Exhibition Event (Prize Tournament, Reveal  Mental Arithmetic Exhibition, Computer Flash Competition) 

1. In the pre-competition meeting, the Secretariat will explain the procedures of the exhibition event of the year. The Secretariat will prepare the necessary materials and will inform the host country if any stationary equipment is needed (such as a projector) in advance. 

 

(10) The Opening Ceremony Recommendations: 

1. The order of entrance: The Secretary-General and the PAMA main flag, all the flags of member countries in alphabetic order and the flags of observing members. 

(We suggest playing the national anthem when a national flag enters)  

2. Assign one staff to hold the sign with a country's name and flag. They are followed by the chairman and one of the contestants from the country. 

3. Opening address or speech: three opening speeches at most (three minutes plus translation in the native language and English) from host country chairman,  VIPs in the host country or honorary chairman. 

4. Awarding the Chairman Certificate for 2019 (by the host country VIPs) 5. Opening ceremony performance (one or two performances) 

(11) During the competition: 

1. We suggest the host country chairperson act as the Chief Referee. 

2. All seven subjects will be announced and moderated by one or two of the chairmen together. We suggest giving the first subject to the host country and then in the order of countries with the most contestants to least. 

3. Demonstrate the "Start" and "Stop" cues and commands in the beginning. 

4. There should be at least two MCs (one speaks in the native language and one in  English) 

5. Computer flash competition will be moderated by the Secretariat. The MCs need to work together. The competition takes an elimination format, and improvisation is required.  

At least two staff members are needed to help with checking answers (chairmen  who have not moderated an event can also help to check the answers)

12. Talent Show Recommendations: 

1. There should be enough room on stage for talent shows. 

2. Arrange the order of performances. Take note of the length of each performance  (5 to 8 minutes for each performance). Assign people to manage music, line-up and announcement. 

(13) Award Ceremony Recommendations: 

Appoint one Master of Ceremony. We suggest appointing one of the Honorary  Chairman, who will be responsible for the moderation, procedures of the ceremony. 

The Master of Ceremony will work with the MCs. 

Notes: 

1. Inform the chairmen of their duties in the award ceremony during the pre-competition meeting. Prepare the necessary documents for them so they are ready.  

The MCs should have backup plans in case the chairman is not present to give out the awards. 

2. Award Ceremony Speech (two people at most). Each person will speak for three  minutes (in the native language with English translation) 

We suggest the host country chairman and the VIP do the honor. 

3. During the handover of the PAMA flag, the chairman of the next host country  will give a short speech (about three minutes) 

4. Make sure each staff member knows their duties (see (6) for more details) The sixth field staff allocation recommendations 5, A and B.). 

5. The Champion of Champions and the Best Coach Award trophies should be of  unique design. These two awards of the same group are usually announced  together, so the contestants and the teachers can share the stage together. 

Parents and teachers are invited on stage for this award.

(14) Pre-competition Meeting and Welcoming Dinner  Recommendations: 

1. The Secretariat will collect membership admission fee, annual membership fee  and others from the members. 

2. The host country will present the competition procedures and must-knows. 

3. The Secretariat explains the rules and procedures of flash computer competition,  reveal mental arithmetic, or price tournament. 

4. The host country distribution competition documents (almanac, T-shirts, ID  tags, photos and others)  

5. Presentation and self-introduction from observing members 

6. Members go over the meeting report from the Secretariat 

7. Welcoming dinner and souvenirs exchange 

(15) Celebratory Dinner Recommendations: 

1. Distribution of contestant certificates and full competition scores and the sample  question. 

2. Review the competition and discuss potential shortcomings. 

3. Deliver the materials to the next host country (national flags, PAMA main flags  and flag poles). 

(16) Miscellaneous: 

1. We suggest the host country send out the invoice of all competition-related charges to all the members for verification and to avoid any mistake. 

2. Remind the contestant to bring a small souvenir (valued at around $10 US)  exchange with other contestants during the luncheon and make new friends. 

3. Arrange the order of group photo sessions after the competition. 

4. The host country will appoint a professional photographer and videographer to  record the whole event. Photos and videos will be shared with all members 

afterward. Only photographers authorized by the Secretariat can take the photos  during group photo sessions. Photographers must wear vests provided by the  Secretariat to enter the hall. 

5. Other than the photographers and videographers, teachers and parents are not  allowed to enter the competition area.  

6. Staff members who are distributing the papers to contestants should also be  trained to maintain orders and correct any violation among contestants. 

7. The host country will announce the time and location of the pre-competition,  post-competition and other meetings.  

8. We suggest posting PAMA Global's website address on posters around the  venue, so they can stay up-to-date with PAMA's events. 

9. The host country will order the medals for the computer flash competition  locally (the Secretariat pays for the expenses). The budget is about $20 for each  medal. Ten medals are required. 

10. The host country needs to prepare small desktop flags of all the attending  country (with stands used in all the meetings and on stage during the  competition). 

11. If the host country would like to have the Secretariat order the table mat for  them, please inform us at least three months before the competition. Each table  mat is $3 US. 

12. The host country is encouraged to invite news media and press to the  competition. 

13. Please send out the official competition invitation documents to all the  members at least three months prior to the date of the competition. This will  allow enough time for all members to collaborate with their government  departments and for students and parents and apply for visas. 

14. Any items not included in this guide will be added in the future.