Northern Spirits Workshop and Showcase

2012 - 2013 Regional Host Action Plan

ACTION DEADLINE WHO COMPLETED COMPLETED YES OR NO Establish two equally acceptable dates for Regional Festival at your Regional 12 months prior Meeting. to Festival Establish two equally acceptable locations for Regional Festival at your Regional 12 months prior Meeting. to Festival Book your facility(ies): space for performance, dressing/change rooms, 12 months prior workshop space, Regional Meeting space, and Social event space. to Festival If you are holding a Joint Festival (see Festivals Handbook, Guidelines, page 12 months prior 12), determine who will be the representative from each Region. to Festival Complete and submit a Tentative Festival Budget to the Provincial Office June 30 Read Festivals Handbook carefully, checking for any updates or additions to the September 30 manual. Complete an Intent To Enter Festival Form and return to SDA (an email will be October 15 sent to you within 4 days with an invoice for each play entered.) Note: Host must complete a form. Attend Festival Training and Information Workshop TBA - October Complete an Adult Membership application and submit to SDA Provincial October 31 Office. You need to complete a form for each adult whose name will appear on the program. When you complete an Intent To Enter Form Festival, usually the office will automatically bill you for a membership of the person listed as director. However, you should complete an Adult Membership Form each year. Complete and submit Host Information Forms sent to you from the Provincial October 31 Office. This includes an Updated Budget, appropriate accommodations available to participants, school rules, stage plan, technical information, and all fees. Plan and determine the day, time and place of your regional meeting or joint October 31 festival meeting. Based on the number of entries received, work with the Provincial Office to November 30 compile a tentative schedule (rehearsal, performance, adjudication).

Regional Host Action Plan 1 Page 1 of 3 4/6/2018 Contact an Adult Stage Coordinator and forward that person’s name and contact information to the Provincial Office. A contract will be sent to him/her from the December 1 Provincial Office for their services as Stage Coordinator. Send contact information for any workshop personnel (not adjudicators) so that a December 15 contract can be sent for their services. Send your Social Event’s description to the Provincial Office for distribution to January 31 your Regional participants. Contact your FOH and Backstage adjudicators to confirm theatre requirements February 15 and other information. See Page 23 of the Festivals Handbook Work with the Provincial Office to finalize your Festival schedule for your February 15 perusal. Plan the number of volunteers you will need for ticket sales, adult hosts to February 15 welcome schools, house manager, runners, etc. Finalize your Festival’s Schedule and submit your Final Budget form to the At least 4 weeks Provincial Office. prior to Festival Ensure all details are finalized (billeting, social event, volunteers, etc.). At least 4 weeks prior to Festival Ensure all technical requirements for each play are in the hands of the Stage At least 4 weeks Coordinator. prior to Festival Develop a ticket system and ensure you have reliable volunteers to collect At least 4 weeks admission fees (gate receipts). prior to Festival Decide on who will be the Master/Mistress of Ceremonies for each play session At least 4 weeks and the awards ceremony. prior to Festival Ensure all wristbands, programs, awards, awards script, etc. have been sent to At least 3 weeks you from the Provincial Office. prior to Festival Assign an adult to look after all arrangements at your festival for the FOH and At least 3 weeks Backstage adjudicators, i.e., food, water, etc. prior to Festival Collect all Unsung Hero/Cheer/Spirit of Festival nominees (whichever is At Festival applicable to your Region) form each director upon their arrival. Collect any information from Participants that the Provincial Office may ask you At Festival to collect. Ensure an adult or reliable student collects your gate receipts. At Festival Ensure a Master/Mistress of Ceremonies for all play sessions and the awards At Festival ceremony and they have the required information necessary. See Page 25.

Regional Host Action Plan 2 Page 2 of 3 4/6/2018 Ensure that all cell phones, pagers, etc. are turned off. Remind audience At each Play members that they can not take photographs or video during any performance – Session At disturbs actors, the audience and breaks copyright laws. Festival Check frequently to see that your FOH and Backstage adjudicators have At Festival sufficient water, food, etc. Host your Regional/Joint Festival Meeting, i.e., distribute agendas, take minutes, At Festival etc. Make sure you remind the Best Overall Production that information will be sent At Festival to them regarding the Provincial Festival from the Provincial Office. Email the name of the Best Overall Production to the Provincial Office so that Immediately information may be sent to them without delay. following your Festival Send your Gate Receipts to the Provincial Office. Within One week of festival Send all your bills (original receipts, invoices, etc.) to the Provincial Office. Within One week of festival Complete your Regional Festival Report. A report form is sent to you from the Within One Provincial Office and is also available on-line. Phone the Provincial Office if week of Festival you require more time to complete your Festival Report. Forward a typed copy of the minutes of your Regional Meeting to the Provincial Within One Office. week of Festival Ensure any information, forms, etc. you have collected from Participants have Within One been forwarded to the Provincial Office in the envelope provided to you. Note: week of Festival It is the responsibility of each director to ensure the Student Participant forms are sent to the Provincial Office; it is not a Host’s responsibility.

Regional Host Action Plan 3 Page 3 of 3 4/6/2018