How to make a digital contest entry: choose a format, prepare content, submit by link and QR code

What does it mean for a contest entry to be digitised?

Many contests now require entries to be digitised, meaning the entry exists in digital form so judges can view, listen to and interact with it on a phone or computer. It may be a video, a website, a 3D exhibition room, a game or an AI assistant. Entrants usually submit a link or QR code instead of, or alongside, a paper file.

Digitising is not just photographing your work and putting it online. A good digital entry does what paper cannot: rotate a model, walk through a space, tap to hear narration, play to check understanding. Each contest may set different rules on format, file size and submission, so read the rules carefully before you start.

Common formats for digital contest entries

Each format suits a type of content. Knowing the strengths of each helps you choose correctly from the start:

• 3D exhibitions, 360° tours

  A virtual gallery or panoramic photos where viewers move around and tap each object or document. Suits history, culture, heritage and school-tradition topics.

• Simulations, 3D models

  Viewers change parameters and see the result, or rotate a model to see its structure. Suits science, engineering and STEM entries.

• Learning games, quizzes

  Questions, scenarios and tasks with scoring and instant feedback. Suits revision, awareness-raising and life-skills topics.

• Websites, portals

  One place for all of a project's content: introduction, materials, activities, results. Suits initiatives and projects with many parts.

• AI assistants, chatbots

  Answer questions based on the materials you prepare. Suits topics with many questions, such as subject knowledge, study guidance or common procedures.

• Video, digital maps, audiobooks, QR codes

  Short story videos, maps marking places, stories read as audio, QR codes attached to real objects. Use them alone or as supporting parts.

Choosing the right entry format for each type of contest

No single format is best for every contest. Start with the question: what do judges need to see to understand my entry? Some suggestions:

• History, culture and tradition contests

  A 3D exhibition or 360° tour arranges materials into a space with a route and a story. Add voice narration so viewers can follow easily.

• STEM entries

  A simulation or 3D model shows how it works, with photos and video of the real product and its testing. Judges need to see both the idea and how you verified it.

• AI entries

  Explain what the AI does, which data it uses and where its limits are. An assistant that answers within your materials convinces more than a chatbot that answers everything.

• Initiative and solution contests

  A website or tool that real users have tried, with before-and-after figures. Here the digital product is evidence that the initiative works.

• Awareness and communication contests

  Short videos, quizzes and QR notice boards that are easy to share and measurable in views and participation. The shorter the message, the further it spreads.

• When torn between several formats

  Pick one main product and do it really well; other formats are only supporting parts. One tidy, smooth product beats many half-finished ones.

Preparing content before building the entry

The technical part is only the frame. What judges remember is the content, so prepare it carefully first:

• Outline or script

  Write down what viewers see first, what comes next and where it ends. A one-page outline makes building faster with fewer revisions.

• Sharp images

  Shoot in good light, without blur or tilt; scan old documents at high resolution. Name files in order so they are easy to arrange.

• Short, readable text

  Each item gets a title and a few lines of introduction. Longer parts should become audio narration or a read-more page.

• Credit your sources

  State where each photo, article and figure comes from. Prefer official sources and your own unit's materials.

• Ask permission for other people's images

  Photos of students, residents or other people's work need consent. For young students, ask the parents.

• Materials for an AI assistant

  If you build a chatbot, prepare common questions and correct answers in advance. This decides whether the assistant answers accurately.

Making the entry work well on phones

Most judges will open the product on a phone, sometimes right in a meeting. A few things to watch:

• No installation, no login

  Tap the link or scan the code and it opens straight away. Every extra step is a reason for a judge to skip it.

• Fast loading

  Compress images and video to just sharp enough; avoid a long wait on the first screen. If the content is heavy, show the introduction first.

• Large text, easy buttons

  Readable without zooming, buttons sized for a finger. Check it in both landscape and portrait.

• Test on several devices and networks

  Try it on Android, iPhone and a computer, on both Wi-Fi and 4G. Ask someone who knows nothing about the product to try it.

• Instructions on the first screen

  One short line such as “Drag to rotate” or “Tap an object to hear the narration”. Judges should not have to guess how to use it.

Submitting the entry by link and QR code

The exact submission method is set by each contest's rules. Whatever the method, prepare the link and QR code carefully:

• A stable link

  Use an address that stays the same throughout judging and afterwards. Avoid temporary links or links that require access requests.

• A clear QR code with a text link

  Print the code large enough with white space around it, and write the link below so anyone who cannot scan can type it. Scan it after printing.

• Put the link where it is easy to see

  On the cover, at the top of the written description and in the online submission, so judges do not have to search.

• Public viewing

  Open it in a private browser window or on someone else's device to be sure outsiders can view it.

• A backup

  Record a short screen video of the product, in case the connection is weak or the rules ask for an attached file.

• Keep it running during judging

  Do not make major changes or move the address while judging is under way. If you must update, note the date and what changed.

Checklist before submitting your entry

• Follows the rules

  Right topic, format, file size, deadline and submission method required by the contest.

• Accurate content

  Re-read names, places, dates and figures; fix every typo.

• Every button and link works

  Tap every object, every question and every internal link in the product.

• Clear audio

  Clear narration, moderate background music and a mute button for viewers in busy places.

• Author details in the right place

  Name and unit where the rules allow; some contests require no names on the product.

• A second person checks it

  Ask a colleague or student to use it from start to finish and give honest feedback.

Common mistakes when making a contest entry

• Choosing the format before the content

  Going 3D because it looks nice, then trying to fit content in. The result is often disjointed, with no running story.

• Too much text

  Pasting a whole long article onto the screen. Judges reading on a phone will soon skip it.

• Testing only on your own device

  It runs fine on yours, but on another phone the layout breaks or it does not load.

• Expired or locked links

  Temporary share links, folders that need permission, trial domains that expire in the middle of judging.

• Images with unclear sources

  Photos taken from the internet without credit, or images of people without permission, can lower your score or cause trouble.

• Leaving it to the last minute

  No time left to fix bugs, test devices or print QR codes. Aim to finish a few days before the deadline.

Presenting your entry to the judges

Many contests have a presentation round, or judges have only a few minutes per entry. Prepare so they understand quickly:

• Open with the problem

  One or two sentences on what your entry solves and for whom. Only then introduce the product.

• Let judges use it themselves

  Hand over the QR code so they open it on their own phones, instead of only watching you click on a projector.

• Follow one main path

  Prepare two or three highlights to guide judges to; you do not need to show everything.

• Be clear about your part

  Who did the idea, content and materials; which tools were used for the technical part, and who helped. Transparency builds trust.

• Show real usage

  How many students, colleagues or residents tried it and what they said. Photos of a real session carry a lot of weight.