Trophy Guru
Plan your club’s trophy archive project
A practical club committee checklist for a trophy archive: choose a pilot, photograph engravings, assign a reviewer, estimate the work and hand over the records.
Agree the first useful result
Choose a clear goal for the first stage. It might be a checked list of winners for one cup. Start with one trophy, review its names and make a sample board to show your committee.
Give the evidence and the decisions an owner
Choose someone to lead the work and someone to check old names. In a small club, this may be the same person. Agree who can approve the public board. Keep notes in club files so the next volunteer can find them.
Choose a pilot that teaches you something
Pick a trophy with several decades of clear names. Include a worn inscription if it reflects the rest of your collection. Gather old result sheets before taking photos. Use this first trophy to work out how to handle glare, initials and gaps.
Protect the physical collection
Ask before moving a trophy and place it on a stable surface. Try a new camera angle to read worn letters. Follow your club's handling rules for fragile or valuable items. Seek expert advice before cleaning or polishing them.
A committee checklist for the first trophy
Use this at the cabinet or copy it into your project notes. Complete a small pilot before estimating the whole collection.
- Record the trophy name, competition and where it is kept.
- Note the earliest and latest visible years, including any gaps.
- Photograph the complete trophy, then each engraved area with overlapping views.
- Keep a list of supporting sources: honours books, minutes, result sheets or photographs.
- Assign a reviewer who can compare each proposed name and year with its source.
- Record unresolved initials or dates as questions, not confirmed facts.
- Agree who can approve publication and who will maintain the archive next season.
- Export a copy of the reviewed records and record where the club keeps it.
Estimate the work from your own pilot
Record the time spent gathering the trophy, photographing it, checking the reading and resolving exceptions. Count both straightforward trophies and difficult ones when planning the next batch. Do not multiply the speed of your easiest cup across a cabinet of worn engravings.
| Record | What to write down |
|---|---|
| Scope | Trophy, competition, visible date range and number of engraved areas. |
| Capture | Photographer, date, image count and time taken. |
| Review | Reviewer, time taken, corrections and unresolved entries. |
| Other evidence | Source title, date or page, and where the original can be found. |
| Approval | Who checked the final record and whether it is ready to share. |
| Handover | Archive owner, export location and next review date. |
Budget for a staged archive
In Trophy Guru the first trophy is free, with up to 12 saved photographs and no payment card required. Additional credits cost £7.50 for one trophy, £60 for ten or £250 for fifty, including VAT. Credits do not expire. Allow separately for your volunteers’ time and any specialist handling or conservation advice your collection needs.
Check the full current pricing, show the committee the example honours board, or start the pilot with your first trophy free.
Explore the service
Explore the public honours board demo, read the current pricing or start your club archive.