Managing entries efficiently is a critical part of organizing an award or competition. Whether you’re running an industry award, an art contest, or a grant program, the way you collect, review, and judge submissions can significantly impact both the organizers and participants.
In this article, we look at the key differences between an online form and a dedicated awards management platform.
Entry Collection & Form Customization
Online Form: Basic fields (name, email, file upload, etc.) with limited customization options.
Submission Management Platform: Advanced form-building features, including multi-step applications, and category-specific requirements.
Judge & Review Management
Online Form: No built-in judging or scoring facility —entries may need to be manually sent to judges, or a presentation prepared for them. Scores inputted separately on a spreadsheet, which then need to be processed manually to select entries based on these scores.
Submission Management Platform: Dedicated judging portals with integrated scorecards, comments, and automatic scoring calculations. No complex formulas or human error.
Judges found scoring on Zealous very straightforward with no explaining or support required.
Akua Obeng-Frimpong
Arts Development Officer (Cambridge City Council)
Multi-Round Judging Support
Online Form: Requires manual coordination to shortlist and advance entries, which can be time-consuming.
Submission Management Platform: Seamlessly manages multiple judging rounds, automatically progressing shortlisted entries.
Automation & Workflow Management
Online Form: All updates, reminders, and tracking must be handled manually.
Submission Management Platform: Provides end-to-end support from submission to selection. Automates key processes such as email notifications, deadline reminders, and submission tracking.
Data Security & Access Control
Online Form: Limited security features; difficult to restrict access based on user roles.
Submission Management Platform: Role-based access control ensures that only authorized users (judges, entrants, admins) have access to relevant information. It will also allow the judging process to be very open and transparent as they can focus on just assessing applications.
The number of entries received was double what was expected. This success is highly correlated to the platform.
Kathryn Bohlmann
Girl Scouts Of Tropical Florida
File Management & Storage
Online Form: May have restrictions on file size, format compatibility, and storage duration.
Submission Management Platform: Makes mass handling of images stress free as it supports large media files, file types and centralized document storage.
Reporting & Analytics
Online Form: Basic reporting, requiring data export to spreadsheets for deeper analysis.
Submission Management Platform: Keeping on track and no wasting time reporting and analysing. Real-time analytics and dashboards provide insights into submission trends, scores, and judging progress on the spot.
Cost & Investment
Online Form: Typically free or low-cost but requires significant manual effort for management.
Submission Management Platform: Overall, saving time and resources. Higher initial cost but saves time, reduces administrative workload, and enhances overall efficiency without building anything from scratch.
Zealous has saved literally thousands of pounds in staff time.
Matt Freidson
Deputy Director (Creative Future)
Which Option is Best for You?
If you’re running a small competition with simple entry requirements and minimal judging needs, an online form can be a cost-effective and easy-to-use choice. However, if your competition involves multiple categories, extensive judging, and complex workflows, an award management platform can streamline the process, improve organization, and enhance the experience for entrants and judges alike.
The best choice depends on the size and complexity of your competition, as well as how much automation and structure you need. Many organizers found that time’s precious and they don’t have tonnes of resources, making efficiency a key priority. Investing in the right system from the start can lead to a more professional competition—and happier participants!
Still unsure? Explore different platforms and compare features to find the best fit for your competition. Best of luck with your awards!
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