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(Updated July 20, 2007)
Documentation is an important and necessary element for Arts and Science Competition. While local competitions may choose to make documentation optional, it is a requirement for regional and kingdom level competitions. While the expected level of documentation may vary with different competitions, the general purpose is the same, an explanation of what makes that entry authentic.
Good entries begin with research and documentation. Before beginning the actual construction of a project intended for competition, start with research and documentation. This is really much easier than a lot of people think.
Remember the five W's that were taught in high school: Who, What, Where, When, and Why? If these five questions are answered in the research stage, before construction begins, good documentation writes itself.
Who were the people who made the item historically?
What materials, techniques, and processes were used to complete the item?
Where were the makers located?
When did they exist?
Why did they make this item?
The purpose of documentation is to show to the judges that you know what you are doing. This is very important because not every judge knows about every category. For example, while I know quite a lot about embroidery, I know very little about heraldic display and nothing at all about illumination. As a judge I am relying on your documentation to inform me of the importance of your entry. This is especially important in a situation where a judge is unable to consult with someone who does know about a particular category.
The first thing that you should include in your documentation is a one-page summary explaining your entry and why it is important. This summary is intended to answer any questions that a judge might have about your piece. If you just leave a book, the judge is not going to know where to look for the pertinent information. The summary tells the judge what he or she needs to know.
When writing your summary, you should address the following issues: time and place, style, construction techniques, and materials.
If you do not use a period material or technique, do not be afraid to state this in your summary. It is your opportunity to show what you know. Also be certain to tell the judge why you made the change. Sometimes the original material is unavailable, prohibitively expensive, or simply not practical. For example: While the embroidery is done on linen, a period material, the weave of the linen is not period. I chose to use this style of linen because it would make the item more likely to withstand hard usage.1. Time and place: Tell the judge when and where a piece would have occurred in period. For example: Assisi work was done in Italy during the 13th century.
2. Style: Give a general description of the piece. It addresses the issues of pattern, color, motif, usage and other related information. For example: Assisi work typically utilized biblical scenes. While most Assisi work was completed in red, green and blue were also used. Because of the durability of the long-arm cross-stitch, Assisi work made excellent cushions.
3. Construction techniques: Explain how you made your entry. For example: Assisi work is generally outlined in the double-running stitch and the background is embroidered with a filling stitch such as the long-arm cross-stitch or the brick stitch.
4. Materials: Tell the judge what was used and when. For example: In keeping with the traditional style, I embroidered this was completed with silk thread on a linen ground.
While it is always a good idea to include copies of your sources, it is not a requirement. You can use either photocopies or the books and articles themselves. Because most judges do not have enough time to find the relevant information themselves, help them out. If you left a book, mark the page with a bookmark and a sticky note. If you included photocopies, use a highlighter to point out the relevant information. If you are using the Internet as a source, print the pertinent information from the website. One important point, if your research makes a reference to a little known fact or a controversial issue, _include_ a copy in your documentation. Another good idea is to have a friend proofread your summary for grammar and spelling errors.
Annotated Bibliography
Arts and Sciences in Meridies: http://meridianarts.bizhat.com/index.htm
This is the Meridian Arts and Science Homepage. It contains a lot of useful and valuable information. This page contains everything from category guidelines to information for A&S officers to copies of the judging forms used as Kingdom Arts and Science Faire. The Meridian Arts and Science page is a fairly comprehensive overview of the Meridian State of the Arts.
The following web pages are subsections of the Meridian A&S Homepage. I listed these sections separately because of the useful guidelines they provide. While the type of information found on each page is similar, the specifics are different.
1. Entering A&S Faires - A Comparison of Expectations : This document explains the differences between faires held at the local, regional, kingdom, and inter-kingdom levels.
2. Faires and Competitions - What is the difference? : This document explains the differences between faires and competitions. It describes the advantages and disadvantages associated with the various formats that are commonly practiced throughout the kingdom.
3. Entering A&S Faires - Expectations of an Entry: This document gives detailed information about the general expectations of any entry. It discusses the entry, documentation, source evaluation, and presentation.
3. KASF Categories : Before entering in Kingdom Arts and Science Faire, it is important to be familiar with the category guidelines and descriptions. Veteran artists should regularly check the category listing because there may be some changes from year to year. It is also important that you understand the rules for entering.
4. Judging Arts and Science Competitions: While I realize that most of you will not be involved in judging a contest, I included it here because I think it is helpful to know what is the judges' point of view. If you know what a judge will be looking for, it is much easier to anticipate any potential questions. In most competitions, especially with static arts, there is little to no opportunity to talk with a judge and answer any questions he or she might have about your entry.
(Copyright 2007, Katherine Estep Stephenson)