Guide to Preparing a Book of Evidence

Through the NCAGC, CAR & NGC awards program, garden club members receive recognition for outstanding achievement. A Book of Evidence, which is a compilation of facts and information related to a project or a flower show, is usually a requirement.

Preparation is important when applying for an award.

1. Review possible categories which your project might be eligible.
2. Plan to fulfill requirements listed in the scale of points by which your book of evidence will be judged.
3. Take before, during and after photos.
4. Plan publicity.
5. Involve youth and/or the community, if possible.
6. Keep a record of income and expenses.
7. Strive for 100% membership participation.
8. Adhere to the deadline for application. October 15, 2009

Receiving a prestigious NGC award is one of the highest honors to be achieved. Recognition creates pride and encourages members to further their efforts.

Guide to Preparing a Book of Evidence

FOLDER: A lightweight, solid color, theme-type binder should be used to secure the pages. The size is not to exceed 8 1/2" x 11", up to 6 sheets of paper, of which the front and back of each page being used, for a maximum of 12 pages .(exception Flower Shows)

LABEL: Outside Cover Outside label should include number and name of NCAGC, CAR or NGC Award, Category, name of club, city and state.

* Current NCAGC Awards Application forms are available from State Awards Chairmen or NCAGC website www.ncagardenclubs.org For Regional Awards (CAR) see Regional website www.gardencentral.org/car For National Garden Club Awards see NGC website-www.gardenclub.org
* For Regional (CAR) or National Garden Clubs (NGC) Awards Application form must be signed by the state president and state awards chairman
* For all Awards applications, permanently attach one completed form to inside front cover and attach second copy by paper clip.
* A 3-4 sentence summary is required on the form.
* Publications - enclose in an envelope with one copy of form permanently attached to outside and one enclosed inside envelope.
* Yearbooks - firmly clip two forms to inside front cover.

Garden club applications shall be judged according to size determined by number of members on whom NGC and state dues are paid, including Active, Associate, Inactive, honorary, Life, et al.
i small club of 29 members or less
ii medium club of 30-99 members
iii large club or 100 or more members

PRESENTATION:

* Not to exceed 6 pages, front and back for a maximum of 12 surfaces.
* Pages may be placed back to back in 6 top loading sheet protectors.
* Use standard 8 1/2" x 11" paper.
* All material must be attached to pages; no loose material; no pull-outs or fold-outs.
* Do not add extra information in back pocket
* Secure photographs neatly and well.

Begin page 1 with the number and name of NCAGC, CAR or NGC Award, name of club/s, number of members on whom NGC and state dues are paid.

WRITTEN TEXT: Concise, covers all requirements in award description and Scale of Points.

* Must have text, not just photos with labels.
* Should explain scope of project; need and fulfillment; completeness of work; involvement of members, community government agencies, youth, etc. Planning; activities to attain goal; evaluation of goals reached; how project benefited the community; etc.
* Emphasize work done in this calendar year; a very brief history may be included if continuing project
* Include specific information required in each award

* Financial report as necessary
*Letters of appreciation, community awards, radio/TV script; newspaper & magazine articles, etc.
* Landscape plan, if needed
* Clear, well-labeled photos with description
* Before & after photos from same perspective
* Photos may be interspersed throughout text or following text.

Remember to:

When the same project is eligible for various awards, submitting exact duplication of books of evidence is not acceptable. The text should address the specific award requirements.

Things NOT needed:
• No title page
• No table of contents
• No summary
• Double spacing of typed material
• Photos need not be matted
• Cutting photos with decorative scissors is usually detracting
• Yearbook or yearbook pages for documentation
• Extra information in back pocket of book
• No specific size for label on outside cover
• Numbered pages

Refer to the 2009- 2010 NCAGC Fall Directory for complete awards information.