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By requesting GBA sanctioning and paying the sanctioning fees as specified herein, the contest organizer(s) agrees to be bound by these guidelines and all GBA rules and regulations.
II. APPLICATION FOR SANCTIONING
These regulations must be followed when making an application for GBA sanctioning:
1. The contest organizer(s) must apply to the GBA Board of Directors a minimum of six (6) months prior to proposed date of the contest.
2. A $50.00 non-refundable application fee must be included with the application.
3. When making application for sanctioning, the contest organizer(s) agrees to follow all GBA rules, regulations and judging procedures.
4. Upon approval, the contest organizer(s) agrees to follow all GBA sanctioning requirements, including payment of all fees/expenses and prize money as outlined in Section III.
5. The date of the Georgia Barbecue Association Championship will not be used for any other contest in the State of Georgia other than for the championship event.
6. First year contests and renewing contests that are moving to a new location require either a site inspection from a GBA rep or a map with photos of the contest site clearly showing all areas to be used by the contest.
7. In the case of multiple requests for the same contest date a “Right of First Refusal” for previously sanctioned GBA contest shall apply. Contestants from previous years will have the opportunity to reserve dates. Only one (1) contest will be sanctioned on any given date.
III. REQUIREMENTS AND RESPONSIBILITIES OF THE CONTEST ORGANIZER UPON SANCTIONING
The following requirements and responsibilities must be adhered to by the contest organizer(s) in order to be sanctioned by the GBA, once the contest receives sanctioning approval.
1. All sanctioning fees must be received at least 60 days prior to the contest date.
2. Contest organizer(s) must submit proof of liability insurance of not less than $1,000,000. This proof of insurance must come directly from the insurance carrier and shall name the GBA as an Additional Insured and must be received by the GBA no later than 30 days prior to the contest.
3. Failure to make payment for the sanctioning fees or to provide proof of liability insurance will result in GBA sanctioning being rescinded and forfeiture of all fees paid by the contest organizer(s).
4. Contest organizer(s) must submit a Letter of Guarantee from the contest sponsor(s) or underwriter to ensure that all prize money presented on contest application and advertising will be available for distribution at time of awards. Any checks awarded must be made payable to either the head cook of the team, cash or with payee left blank and must be negotiable at time of presentation.
5. Contest organizer(s) agrees to pay any and all applicable federal, state, and local taxes, fees, licenses, regulations, and permits arising from execution of the contest.
6. Contest organizer(s) agrees that the official GBA logo will be used on any and all promotional and advertising material including but not limited to, contest application, posters, banners, T-shirts, hats and flyers. The GBA will be announced as the official sanctioning body in any and all television, radio, internet or print reports. All Team and Judges Application forms for GBA sanctioned BBQ contests must be reviewed and approved by the GBA Lead Contest Representative prior to printing or mailing.
7. Contest organizer(s) agrees to pay all sanctioning expenses, as well as specified expenses for official GBA representatives present at the contest (see Section V).
8. Contest organizer(s) must submit cook team application for approval by the GBA.
9. Contest organizer(s) assumes responsibility of recruiting cook teams and judges for the contest and agrees to provide the GBA with a list of all teams that includes name, address, phone, fax, e-mail and any other pertinent data for inclusion in the GBA database. And to make contact with all parties including the GBA in the event of a problem.
10. Contest organizer(s) agrees to provide all specified materials designated by the GBA (see Section V1).
11. Contest organizer(s) may not cook as part of a cook team nor judge at their contest.
12. In the event of cancellation of the contest the contest organizer(s) shall immediately notify the GBA representatives by telephone, e‐]mail or telegram that the contest has been canceled. The contest organizer(s) shall then make contact with all the cook teams and judges and notify them of the cancellation. All entry fees paid by the cook teams shall be reimbursed to the cook teams by the contest organizer(s) within 15 days of the cancellation. The contest organizer(s) shall submit a written document to the GBA indicating the reason for the cancellation and stating that all entry fees paid by the cook teams have been refunded in full. The organizer(s) will forfeit all sanctioning fees paid to the GBA.
13. The GBA reserves the right to waive any requirement or responsibility.
IV. RESPONSIBILITIES OF THE GBA TO THE SANCTIONED CONTEST
The following will be provided by the GBA to the contest organizer(s) after sanctioning approval:
1. A minimum of two (2) GBA representatives to the sanctioned contest. Where the contest exceeds 40 teams, the GBA will provide one (1) additional representative. For each additional 10 teams the GBA will provide one (1) additional representative. These representatives will act as contacts with the contest organizer prior to the date of the contest and will be on the contest site to monitor the contest and ensure that all GBA rules, regulations, and judging procedures are followed. The GBA will provide the Contest organizer(s) with official GBA rules and regulations.
2. Camera and print ready GBA logos for use as specified in Section 111.
3. Mailing labels for prospective teams and judges.
4. Judging slips and all necessary computer hardware and software.
5. Only one (1) contest will be sanctioned on any given date.
V. SANCTIONING FEES/EXPENSES
As stipulated in Sections 11 and 111, the Contest organizer(s) agrees to pay the following fees and expenses.
1. Application fee (non-refundable, due with application) - $50.00
2. GBA sanctioning fee (non-refundable within the last 30 days prior to the contest) $350.00 for a total of $400.00 for up to 2 GBA representatives ($50.00 per representative). Each additional GBA representative required as per Section 1V, article 1, will require an additional $100.00 in sanctioning fees.
3. GBA representative’s expenses for out of town travel (Airfare + ground transportation and/or mileage @ 48.5 cents which is the prevailing Federal rate, receipts for ACTUAL COST of lodging and $35.00 per day per diem for food maximum three day.)
GBA sanctioning fees must be received by the GBA 60 days prior to date of the contest. The assigned representative(s) and the contest organizer will determine payment of representatives’ expenses. In the event of contest cancellation by the contest organizer(s), all previously paid expenses (such as airfare) shall be nonrefundable; should sanctioning be canceled by the GBA previously paid expenses shall be refundable. Contest organizer is responsible for payment of the GBA Representatives’ expenses at the end of the contest. If payment is not possible at that time, it must be made within 10 days of the contest. Failure to remit timely payment may prevent future GBA sanctioning of the event.
VI. REQUIRED MATERIALS PROVIDED BY THE CONTEST ORGANIZER(S)
The following materials will be provided by the Contest organizer(s):
For the cook teams:
1. “Clamshell” style Styrofoam containers - 9" x 9", un-sectioned with a lid. Minimum of 1 per team per category as well as backup supply of at least 20 containers and lids.
For the turn in area:
1. Two large tables with two chairs at each table.
2. Large trays to carry the turn in boxes to the tables.
For the judging area:
1. Sufficient tables for the judges. 6 chairs per table. Tablecloth on the table.
2. Bottled water: one bottle per judge, replaced as needed.
3. Napkins or paper towels: 1 package of at least 100 napkins or 2 rolls of paper towels per table, replace as needed.
4. Disposable plates: 24 per table
5. Two (2) sleeves of soda crackers per table.
6. Cooler with ice and bottled water.
7. Toothpicks.
8. Wet naps and/or running water for cleanup.
9. Sharpened pencils. One dozen pencils per table.
For the GBA rep:
1. Dedicated office space for the scoring computer. This space must include a dedicated power supply for the computer and printer.
2. Access to a copier.
3. A site layout showing the locations of the cook teams.
4. Updated team entry list showing the categories each team has entered.
5. Updated team list showing team name, head cook, address and phone number.
6. Confirmed judges list of all judges that have checked in.
7. Use of a golf cart or other transportation on and around the contest site.
In addition to the above, the turn in area and judging areas must be protected from the weather and sun.
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