Bring an experienced field team to your competition - the people and equipment that turn entries into a fair, smoothly-run, fully-scored event. This page explains what the team covers, how local and remote teams differ, and the indicative terms for engaging one.
The field team is the on-site backbone from How it works - the green "Contaste in-house" work. Some tasks are flexible: your own volunteers can do them for free, or the team can take them on as a paid add-on.
| Task | Who |
|---|---|
| Scrutineering & official results Licensed scrutineering on the Contaste system — the core of a fair, accepted result. | Field team |
| Judge tablets & equipment Our hardware, set up, tested and supported through the day. | Field team |
| Live schedule & big-screen display Heats, recalls and results driven live from the system. (Screen/projector hardware is set up by an AV partner.) | Field team |
| Results calculation & online publication Computed instantly and posted to your event page the moment they are final. | Field team |
| Competition numbers — generation & printing Generated by the system; printed on our equipment on-site. Advance printing is a paid add-on (see fees). | Field team |
| Competitor check-in / registration desk Your volunteers can run the desk for free, or our team can staff it as a paid add-on. | Volunteers (free) or field team (paid) |
| Diploma printing You provide the template; your volunteers can print for free, or we print on-site as a paid add-on. | Volunteers (free) or field team (paid) |
Surrounding production roles - sound, lighting, decoration, DJ, MC, photo/video, streaming - are arranged separately through specialist partners. See the full picture on How it works.
The single biggest cost difference is how the team gets to your event. Everything else - the daily fee and the on-site work - is the same.
Lives in the same city or nearby and reaches the venue by personal or public transport. No flights, usually no hotel. Travel is settled simply by distance.
Flies in from another city or country. Flights, transfers, accommodation, travel days and per diem are agreed in advance and covered by the organizer.
| Aspect | Local team | Remote team |
|---|---|---|
| Transport | Own or public transport, settled by distance — fuel, parking, tolls. | Flights, transfers, baggage and visa costs where applicable, agreed in advance. |
| Accommodation | Usually not needed — only for very early starts or very late finishes. | All required nights are provided or covered by the organizer, incl. arrival/departure nights. |
| Travel days | None or minimal. | Charged at 50% of the daily fee — or a full day if travel exceeds ~6 hours. |
| Door-to-door travel | Short and simple to agree. | Agreed in advance: route, timing, baggage, reasonable connections. |
Charged per competition working day by its length. Figures are a starting point - the exact rate is confirmed with the specific team.
| Competition working day | Daily fee |
|---|---|
| Under 8 hours approximate — to be agreed with the specific team | € 200–350 |
| Under 10 hours | € 245–395 |
| Under 12 hours | € 290–440 |
| Under 14 hours | € 335–485 |
| Over 14 hours | € 380–530 |
These apply only when relevant. Tasks marked "or your volunteers" are flexible - skip the fee by handling them with your own people.
| Item | Fee | Applies to |
|---|---|---|
| Federation license event fee (WADF, IDO, WDSF or another federation) | € 50 per day | Local & remote |
| Diploma printingor your volunteers (free) | € 50 per day | Local & remote |
| Competition numbers printed in advanceor your volunteers (free) | € 50 one-time | Local & remote |
| Printer transportation (if a printer must be brought) | € 50 one-time | Mainly remote |
| Travel & health risk fee | € 2 per day | Local & remote |
| Tablet handling & risk fee | € 1 per tablet / day | Local & remote |
| Laptop handling & risk fee | € 3 per laptop / day | Local & remote |
| Router handling & risk fee | € 2 per router / day | Local & remote |
| Meals, or per diem if proper meals are not provided | € 40 per day | Local & remote |
Licensed events (WADF, IDO, WDSF and others) carry extra professional and administrative requirements: holding and maintaining the license, following federation rules, preparing data and results in required formats, importing/exporting marks and official reports, and meeting equipment, software, workflow, presentation and dress-code requirements. The fee also reflects the responsibility of producing results accepted as official.
Diploma printing is more than pressing print: checking names, categories and placements, last-minute corrections, connecting and testing printers, and making sure diplomas are ready in time for awards - often during the busiest part of the event. You provide the diploma template and content requirements in advance so the layout can be tested beforehand.
It does not require scrutineering-level qualification, so it is a natural candidate to give to a dedicated volunteer or assistant on a separate laptop and printer - keeping the scrutineer focused on results and reporting. If we print on our printer, ink/toner is charged on top; special paper, unusual formats and large volumes are provided by the organizer unless agreed otherwise.
Equipment handling and risk fees are a practical reimbursement for the wear, packing, transport and continuous on-site use of professional gear - not a substitute for legal insurance. If the team must bring a printer, the one-time transport fee covers safe packing and extra baggage handling; airline baggage or overweight charges, if any, are travel expenses covered by the organizer.
All travel is covered by the organizer in addition to the daily fee, calculated door to door from the team's home to the venue or hotel and back. For remote teams this is agreed in advance: flights, route, transfers, baggage, arrival/departure timing, nights and any visa requirements. Travel may be booked by the organizer to agreed parameters, or booked by the team and reimbursed.
Accommodation is provided or covered for all nights the event requires, including arrival before the first working day and departure after the last when same-day travel is not safe or practical. During working and travel days the organizer provides proper meals (real breakfast/lunch/dinner per the schedule, water and breaks) or pays the per diem. Snacks, sweets and fast food are appreciated extras but are not proper meals.
The fee follows the actual length of the working day. If delays, extra rounds, technical issues or organizer decisions push the day past the agreed range, the fee moves to the next level in the table automatically.
All prices are in euros. Bank, conversion, PayPal, Wise and intermediary fees are covered by the organizer. Unless agreed otherwise in writing, payment is made after the competition by a mutually agreed method (bank transfer, SEPA, Wise, PayPal). The date is held on mutual trust and written confirmation; no deposit unless separately agreed. Invoices and payment documents are provided where applicable.
Travel days are charged when travel prevents other work or takes a substantial part of the day: 50% of the applicable daily fee, or a full day if travel (including transfers and waiting) exceeds 6 hours or requires significant overnight travel.
| Cancellation time | Amount due |
|---|---|
| 14 or more days before the first working day | Only non-refundable expenses and preparation work already done. |
| Less than 14 days before the first working day | 25% of the agreed daily fees, plus non-refundable expenses and preparation already done. |
Non-refundable expenses may include flights, accommodation, visa costs, baggage and payment fees. Completed preparation may include schedules, data processing, checks, communication, registration fixes and report/printing setup. If the event is postponed, the new date is subject to availability; if the team is not available, it is treated as a cancellation. For events of 5+ paid days, package pricing may be agreed in writing in advance.
If the event or federation requires equipment to be approved in advance, request the equipment list before the event. Typical gear includes laptops, tablets, routers and printers. The final configuration depends on event size, number of judges and competition areas, internet availability, federation requirements and the required workflow.
For federation, official and formal events with public presentation or award ceremonies, professional appearance and an appropriate dress code are maintained to the event level. Working languages, communication channels, briefing format and contact persons are agreed before the event. To avoid mistakes, important information - schedules, entry lists, technical requirements and last-minute changes - should be provided in writing whenever possible.
Planning an event and weighing what to keep, delegate or hand to us? See How it works or what we offer.
