Our club has run the Maryland Microbrewery Festival HB Competition for three years now, this will be our fourth.
Entries are received either at my home, or at one of four other drop-off points, which are homebrew shops. The entry period is about two weeks, and they all have refrigerators where entries are kept until we pick them up.
The next evening, two to four of us get together one evening to enter the data into competition software, print the labels, apply them to the bottles, and apply a piece of clear packing tape over each label to protect it from moisture (either condensation, or melted ice in a cooler on judging day).
The next day the entries are put back into refrigeration until competition day.
Early on competition day, the entries are moved to coolers with no ice in them, but with ice on hand, and allowed to warm up a little bit because judges don't want the beers too cold. With each pull, our stewards ask the judges if the beer temp is holding up, and when they start getting a little warm, we sprinkle a little bit of ice into the coolers.