Virtual Tournament Procedures
Please do NOT ignore or go against any health advisories. Understand that we will be evaluating your solutions, not the quality of your video. This means that you can “meet” as a team online and record the performance if that is your only option or gather and perform following school and local guidelines.
Registering for a Virtual or Online Tournament:
- Create a team login from your membership number once you know the problem and division you are competing in. After logging into members area under your member number, select ‘Team Registration’ and fill out your information. You will be given a team-specific login and password. This is what you will use going forward to enter the Members Area and compete in your tournament.
- Fill out required information. There will be upload links for your recorded solution and required paperwork. You do not have to have the solution/paperwork when you register but be sure to know the deadline for submission! Read below to see how to upload. Remember, there will be two deadlines: registering for your tournament and then submitting your solution.
- After the submission deadline, an official will check your paperwork and contact you if anything is missing or not accessible. Be sure to list the best email address for the coach/team contact when registering and add firstname.lastname@example.org to your safe sender list.
- During a time pre-determined by your Tournament Director and communicated to all teams, the Spontaneous portion of competition can be found after logging into the Members Area. At some time during your virtual tournament, there will be a link to the Spontaneous problem that will be available over a number of days. Your team can only access the link once, so be sure to have a plan to be together either in person or virtually depending on health guidelines and your preferences before following the link. More info on how to compete in Spontaneous will be published in the future before your competition.
Creating the video of the problem solution:
The Required Video for All Teams:
- will include a video of the 8-minute solution plus an additional seven minutes of explanation (15 minutes total).
- The 8-minute portion must be a continuous and unaltered recording, the camera can move around the performance area, zoom in/out, etc. Edits in any way, added effects, etc. are not allowed in the solution video. All team members, props, settings, etc. must be in the frame at some time to be scored and do your best to show props, settings, and costumes.
- The 7-minute explanation time is added after the performance is completed. The team is allowed to highlight components of the solution in the video. This could be how certain items were created, how they operated, how they added to the solution, and so on. This portion may be edited and must be included after the performance portion of the video. Non team members may appear in the explanation portion of the team’s video, but the team members should be providing the additional explanation regarding the required Long-Term and Style elements. This is your chance to talk to the judges and show off different parts of your solution, so think about what you’d want the judges to know about your work!
- if using conference/meeting software, the use of virtual backgrounds is not allowed with one exception: if the team creates a physical background it may be converted into a virtual background shared by other team members. However, at least one team member must use the original background during the performance.
- A physical membership sign is not required to be in the video. The file name of the solution and all additional paperwork must include your membership name and number. If part of your scored solution includes the membership sign it is allowed in addition to naming the video as described.
Filming the solution:
- is allowed to be recorded by someone not on the team. Non team members may act as stagehands in supporting the team’s performance. They may not add to the solution in any other way.
- recording devices, microphones, virtual meeting programs or apps are exempt from cost.
- must begin with “Team Begin!” This is when setup occurs and the 8-minute performance time begins (placing backdrops, props, etc.). Time limits for presenting the solution and any overtime penalties still follow the problem rules. In cases of remote performance recording where the team is separated, teams may begin their performances with sets, props, costumes, etc. in place to allow performances to fit within the required time limit.
- may have any type of ending the team wishes as described on the team list.
Forms and pictures to help judges:
- When your tournament registration begins you must register your team. This will give you access to the fields where you will submit the links to all of your required submissions.
- The Team List, Style Form, Cost Form, Outside Assistance Form, and anything else required by the problem should not be part of the solution + explanation video. Teams must upload a separate link to this paperwork before the submission deadline through the Members Area. Download the forms and learn about submitting your solution here.
- Teams may recreate these forms in the format that is easiest for the team to fill out the information, provided they use the same language and items are in the same order. They must be a recognizable replica of the online forms provided by Odyssey of the Mind. They must be uploaded as a single .pdf to ensure judges will be able to open them. If you don’t have the ability to convert to pdf you can convert the file at https://www.adobe.com/acrobat/
- Pictures are optional, but can help highlight scored aspects of your solution. You may submit up to 10 pictures of your solution and 4 Style pictures, one for each Style category. These are NOT required to be taken while the solution is being presented. They will be uploaded via a shareable link, the same way as forms. All pictures must be in a single pdf document and may include captions. See more tips here.
- All teams are encouraged, but not required, to submit a performance script. Subtitles edited onto the recording are not allowed.
Submitting the Long-Term Performance:
- The video must be uploaded to a file sharing service of your choice (Google Drive, Microsoft, YouTube, etc.) provided it is publicly accessible in the USA.
- Create a shareable link for the video and paste it into the appropriate field after your team logs into the Members Area. Be sure your sharing settings allow anyone with the link to view it.
- Do the same with your paperwork, pictures, and script as described above. Check and double check your sharing settings for all so the judges don’t miss an aspect of your solution.
- Be sure to check the email used during team registration regularly for any communication from the judges during the tournament.
Once judging is completed, the team will receive and review the scores similar to an in-person tournament. The Head Judge will notify the coach/team contact through email that the scores are available. The team has 48 hours after the email is sent to login and view the scores and any comments from the judges through the Members Area. If questions arise within that 48 hours, there is an area for the team to comment back. The Head Judge will then respond through the same online system.
Stay tuned for your tournament’s Award Ceremony to find out where you placed! Have fun!
Click Here: To get an idea of how to create a virtual solution in various formats, check out these videos from Virtual World Finals!