Sanctioning Information

Click here to download the complete sanctioning information and application PDF.

Your First Question!

When people call inquiring about hosting a barbeque contest, the first question is always "Why do you want to have a contest?" If it is to make buckets of money the first year, you may be doomed to failure. Chances are much better for a successful contest, if it is to promote community awareness, or for a charity. This is not a one-shot or a one-person deal. Start slowly, keep it simple, and give yourself plenty of lead time. Think of it as a growing process, and you'll be on the right track. Surround yourself with capable and dedicated volunteers that share your passion for the event, delegate, and let them do their job. Is the contest in conjunction with an existing event? It is an attractive addition to a community/charitable festival with other activities. It is also a great main attraction with supporting activities (such as music, arts/crafts, car shows, and/or children's activities). Food, family, friends, and fun make a great combination. Giving the public a chance to sample world-class barbeque via competitor/vendors or tasting kits can be a great draw. (Be sure to co-ordinate with your local health department.)

To sanction or not to sanction?

The benefits of having a sanctioned BBQ contest are numerous. The Kansas City Barbeque Society (KCBS) is the world's largest organization of barbeque and grilling enthusiasts. KCBS sanctions nearly 300 contests across the U.S. annually.

A sanctioned contest offers the organizer:

(1) Integrity,
(2) Experience,
(3) A built in base of cookers and judges, and
(4) A support system of other organizers and members.

For the teams, it offers the assurance that a contest will be conducted in a professional manner, the prize monies will be awarded as advertised, and that the rules will be followed. Some events start off non-sanctioned and work toward sanction. Generally, if you start off as a KCBS sanctioned event your contest will run smoother, have more trust from the teams, and have a higher success rate. A non-sanctioned event is not highly regarded, nor supported by teams if they are not aligned with a proven entity. However sanctioning alone cannot guaranty the number of teams competing or the success of your event.

Starting the process of having KCBS sanction your contest:

Select three or four dates (if possible).
Call the KCBS office. 1-800-963-KCBS (5227)
READ this Sanctioning Packet CAREFULLY!
Call or e-mail the KCBS office with questions or for clarification.
Inquire with if there is a conflicting contest on the weekend you have chosen.
Complete this Sanctioning Packet and mail it along with the minimum sanction fee of $350 to KCBS
The application form along with a minimum of $350 must be the KCBS office no less then 90 days prior to the contest date.

How KCBS Sanctions a Contest:

The KCBS Board of Directors (BOD) meets each month. All completed applications received the past month in the KCBS office with the minimum fee are reviewed and considered for sanctioning. Before sanctioning is granted, the BOD reviews the application. Many things are reviewed and checked, such as conflicting dates the availability to provide "KCBS Contest Representatives" and others. After a vote of approval you will receive, by mail and/or fax, a copy of the last page of this package with the date approved and a signature from KCBS. Your event will be listed in the official newspaper of the KCBS (The Kansas City Bullsheet), and on our web site: www.KCBS.US, free of charge. KCBS will only advertise the contest as a "State Championship" after Governor's Proclamation is received in the KCBS office. Additional advertising in the Bullsheet or on the KCBS web site may be purchased to promote your contest. If for some reason your application is not approved you will receive a call and written notice as to why and your minimum sanctioning fee will be refunded.

The staff at KCBS is available to answer your questions, provide support and share their knowledge of conducting a successful contest. It's often more about what not to do, than what to do. Once Contest Representatives (Reps) are assigned, they are also available for guiding you on the path for a successful contest.

All first time contest organizers are required to attend and observe all aspects of a KCBS contest a minimum of 30 days prior to their event, and submit proof of attendance to the KCBS Office, or in the alternative write a detail contest plan to be submitted to and approved by the KCBS Board of Directors.

How much does KCBS Sanctioning cost?

Sanction fees are graduated based on the number of entries:

The Base Fee is:

1 - 50 teams = $350 plus $12 per team
51-75 teams = $525 plus $12 per team
76-100 teams = $700 plus $12 per team
for more than 100 teams contact the KCBS office for quote.

Extra Fees:

Extra categories in addition to the KCBS basic four are $25 per category. Examples of extra categories are sauce, dessert, etc...
Ancillary Contests are ones that require additional contest set up. Each Ancillary Contest is $100 per Event + $25 per Category + $5 per team. Examples of an Ancillary Contest is "Backyard Contest."
Kid's Q = $50

A minimum Sanction fee of $350 is required with each sanctioning package. This fee is non-refundable unless your contest is not approved for sanction. After approval and sanctioning, the fee is non-refundable for any cause, including breach by organizer of any terms of sanctioning.

The sanctioning cost are subject to change every calendar year, as posted on or before January 1st of that calendar year, regardless of the date you may send in a sanctioning request or confirmation for re-sanctioning of your contest.

The KCBS Representatives' Expenses (for out-of-town travel):

These expenses include:

Air fare plus ground transportation, and/or personal auto mileage at the IRS standard mileage rate on the day of the contest and/or cost of lodging and meals. Receipts from Representative's will be submitted with the Representatives' invoice.

(Example of mileage rates: 2010's rate is $.50 per mile) Beginning Jan. 1, 2007, the standard mileage rates for the use of a car (including vans, pickups or panel trucks) will be: 48.5 cents per mile for business miles driven; http://www.irs.gov/newsroom/article/0,,id=163828,00.html

Balance of KCBS fees and KCBS Contest Representative's reimbursements are due at the end of the contest day. KCBS fees due will be accepted by check by the KCBS Contest Representative. Any reimbursements due to the Contest Representatives should be paid directly to them.

In the event of cancellation either by the contest organizer or by KCBS, all previously paid expenses shall be non-refundable. The contest organizer will also reimburse to the KCBS Representative(s) any prepaid expense incurred by them which cannot be recouped.

What does KCBS provide a Sanctioned Contest?

Your event will be listed in the official newspaper of the KCBS (The Kansas City Bullsheet), and on our web site: www.KCBS.us, free of charge.
Two Contest Representatives will be provided for contest of 50 contestants or less. Three Contest Representatives will be provided for contest of 50 contestants or more. Additional Contest Representatives will be provided based upon the number of teams.
All judge's plates and judge's slips will be provided.
Computer(s) and proprietary program for tallying scores will be provided.
Proprietary uniform rules for the competition.

What do the Contest Reps do?

Contest Representatives:

Visit and greet teams
Supervise and coordinate the numbering & dispensing of presentation containers to contestants
Conduct Cooks Meeting
Conduct Judge Meeting
Conduct Table Captain's Meeting
Supervise the Judging process to ensure rules & regulations are followed
Supervise the Tabulation process
Attend to the required paperwork: Individual scores, reporting to KCBS, contest settlement
Enforce all KCBS rules and regulations throughout the contest

In short, Contest Representatives ensure the integrity of your event. They are your mentors, sharing positive contest experiences. They can be your lifeline in mapping a successful event. If there is a scoring problem, rule interpretation dispute, or question about judging, your KCBS Representatives assumes responsibility.

KCBS right to merchandise and promote sponsors:

KCBS reserves the right to display, promote and sell, KCBS products and services and that of its national sponsors at KCBS sanctioned contests. While it is impossible for KCBS to be at every contest, many contests will be asked to provide space for KCBS to display, promote and sell KCBS product and services and that of its national sponsors. KCBS will not be able to take its marketing promotion to every contest, and it is the exclusive right of KCBS to determine the location of such marketing activities. Organizer agrees to provide a space in a highly accessible area, either in the cook area or the near the judging area, where KCBS may place its official merchandizing trailer and promote, display and sell KCBS products and that of its national sponsors. The Organizer agrees to provide free of charge a space up to 40' x 30' for this purpose.

It is impossible for KCBS to market at nearly 300 contests per year. KCBS reserves the exclusive right to determine the location of KCBS marketing activities. KCBS and its sponsors/partners will be sensitive to any local sponsorship that an event already has secured, and will strive not to create any conflict or situation that jeopardizes that local sponsorship.

Next Step?

If you are ready to get your event sanctioned by KCBS, please click here.