Award Criteria

  1. Projects submitted for judging must be on official SMAA Entry Forms. If any project exhibit includes a video, a copy of the video should be submitted with the entry forms.
  2. A written report detailing the project must be sent to SMAA Headquarters no later than July 1 (faxed or email). An email confirmation will be sent from the SMAA Headquarters.
  3. Written reports must be typed, double-spaced and no more than four pages in length.
  4. Each state may have one “State” entry. A state entry is a project initiated by the state in which at least 3 counties in the state participated; or a project that was a multi-county collaborative effort; or a project on an institution or organization representing the whole state.
  5. Each county in the state may have one “county” entry. Members-At-Large, where there is no organized county Alliance/Auxiliary, who initiated a project, may enter the project as a county project.
  6. All entries must be for projects started or completed within twelve (12) months of the entry deadline.
  7. The entry must not have been previously submitted for consideration unless it is an ongoing or multi-year project.
  8. All entries should relate to individual events or activities within, or relative to, the region of the Southern Medical Association.
  9. All entries should relate to the particular focus or category of entries for the year submitted.
  10. Projects will be judged on the following criteria:
    • Overall merit and/or value;
    • Collaborative efforts;
    • Goals clearly stated and met;
    • Quality of documentation;
    • Overall planning and execution;
    • Clarity of presentation.
  11. Counties and states, working in collaborative efforts with other organizations and agencies, must clearly identify these organizations in the written report, make the organization aware that the project has been submitted for judging and keep them abreast of the outcome and request that information and any awards won by the project be placed in the organization’s official newsletters and journals.
  12. All entrants are required to exhibit their projects in the Hospitality Room at Convention. Exhibit boards are available from SMAA office at a nominal charge of $8.00, or you may develop your own display board. An entrant may choose to use the SMAA Project Portfolio instead of an exhibit board to display a project. The portfolios are available from the SMAA Office at a nominal charge of $14.00. As with the exhibit boards, the portfolio should include pictures, photographs, memorabilia, etc. to illustrate the project. Identify on the back of the board the following information in large print: project name, full name of county alliance and state, membership size and name of person bringing exhibit to convention.
  13. Within the parameters of these general guidelines, the project materials may be presented in many ways, including but not limited to, the following: books, manuscripts, poems, brochures, videotapes, audio tapes, slide or power point presentations, scrapbooks, or displayed pictures and articles.
  14. All exhibits must be in place by noon of the opening day of the SMA Alliance Annual Meeting and removed by noon of the last day of the Annual Meeting.
  15. If using a display board, an exhibit cannot exceed 36 inches by 36 inches by 36 inches. If exhibit is transported in a box, please place the box under the table.
  16. If the exhibit will require any special equipment, the Alliance submitting it is responsible for arranging for the equipment, although SMAA will cooperate as much as possible.
  17. Final review and judging will occur at the Annual Meeting.

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