Hi, all! I was at the meeting - the procedure was the same as last year, but I do agree that it isn't explained very well on the website or con booklet.
The meetup for the fanfic and fanart contest entrants is traditionally on the morning of the final day, and it only lasts as long as it takes for the coordinator(s) to announce the prizes, award Kumoribucks to the winners, and pass on any feedback that people ask for. It's usually over within half an hour, but they schedule some extra time just in case a lot of people need feedback. About 2/3 of the winners were there to accept their prizes this year; the rest probably couldn't figure out where they needed to be (or just wanted the extra sleep).
I don't know who's going to be in charge of the contest for 2015, but I'll be sure to pass on the requests for a clearer explanation of the process, and a proper announcement at Closing Ceremonies. It really is kind of obtuse, the way it's set up now.