1) Limit the number of entries per contestant. With enough people i would say one entry per person, as it makes them choose what they think is their strongest edit, and they could later submit another one into a later contest. Depending on participation though it may be wise to allow 2 or 3 per contestant, but i definatly think there should be a max number of entries. It would also make it easier on the judges as they will have less films to judge
2) rework score cards. I know this is being done, but to put in my 2 cents, i think each category should be broken down. have a score for audio but break it down into (suggestions only, not meant to be an exhaustive list) quality, originality (stuff like hearsy mix would get points here), bonus tracks (other language tracks, or 2.0 and 5.1 get boosts here. Additionaly stuff like subtitles would boost the points (and then hearing impaired subs would get even more), this might get put in audio or have its own score. Some of these can even be standard points. ie, 5 points for each track (though they get points added (or even deducted) for quality (or lack thereof)) so just cramming 20 audio tracks on wouldnt really help. similar categories for video, menus, extras.
3) break prizes into categories. I realize this would be hard on the wallet of the finacer, but perhaps people could donate prizes/money for prizes as 'sponsers' to help with the cost. that way you would have best audio winner, a best picture quality winner, a best extras, best menu, most inovative edit, best overal (plus whatever else you can think of)
4) I agree that keeping the pictures seperate would be easier on the contestants because its not fair to have them submit full cases. While it would be nice to have it presented as a 'retail dvd' and even maybe give an award for best presentation its very cost prohibative as mentioned. for instance printable dvd (which not everyone has access to a printer) ~30 cents, dvd case ~1 dollar, artwork ~1 ( i guess, this is dependant on quality produced. if you want nicer quality to make it look better since thats a judging aspect an inkjet wont be as nice. not everyone has access to a color laser printer so those that do would have an advantage. even getting it done up at kinkos, staples, or office depot isnt as nice as a color laser and would prob be more than $1 per cover) Not to mention the time to put this all together. plus postage (probably at least a dollar within the US as a single dvd with no case is about 63 cents. so we are looking at about $3-4 per disc (at least, doesnt include ink if self printed) multiplied by 7 judges is almost $30 to enter a contest, and thats just if you live in the US and all the judges are in the US.
5) more specific submission rules. if pictures (disc/case art) are allowed to be submitted via email maybe set up a gmail account for that. Email must come from the submitter of the dvd the artwork is for, with the title of the edit as the subject (or Fan Edit Contest: 'Edit Title'). all judges could than access this email and get the pictures (or set up rules to auto forward it to them). Have discs need to be postmarked by X date, and discs must be labeled (sharpie with title and editor (name/email) on disc, or 'offical' disc art) possibly also include an index card with Editor name/email and edit title with the disc.
think that covers my suggestions for making it run smoother. Keep in mind, these are just my suggestions to help with the smoothness of the contest and presented only with the intention of helping out the contest.
-Darth Simon
P.S. I also like the idea of a fan's choice category. maybe set up a poll after the submission deadline with hidden results (i think that can be done here) were people can vote for their favorite out of all the entries.