Northeast Colorguard Circuit

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Show Host Information

Introduction - This Information and checklist have been compiled by the Northwast Color Guard Circuit to assist show hosts and to assure that shows are run in a uniform manner. Show hosts use this as a guide and develop it specifically for your own needs. This checklist attempts to be all-inclusive, but there may be uniqueness to some shows that would require the addition of items to this listing. The contest Chairperson should check each item as completed, making notes on progress. Contest Chairpersons are asked to contribute their suggestions for improvement of this packet to the President and Vice President of the NECG Circuit. The VICE PRESIDENT will be in charge of all shows during the competition season. She / He will act as the liaison between the show host and the Board.


2008 Northeast Color Guard Circuit Officers:

President - Tim Denmark

Vice President - Joann Piasecki

Treasurer - Sandy Damiani

Secretary - Josette Taylor


SHOW SPONSOR’S CHECK LIST

PRE-SHOW PLANNING & PREPARATION
   *
Clear the date with the school authorities/calendar
   *
Double check for community or other school schedule conflicts 
   *
Set Date with Northeast Color Guard Circuit
   * Put Date and event on School and community Calendars
   * Clear use of school facilities
           * School Administration
           * Athletic Department
           * Custodial Staff
           * PA System
           * Parking for Buses/Spectators
           * Concession Stand/Cafeteria (HUGE POTENTIAL FOR INCOME)
           * Contest Meeting Room
           * Tabulator’s Room
           * Restroom Facilities
           * Changing Area(s) for Students
           * Changing Room for Judges

THINGS TO ORDER/PUBLISH AS SOON AS POSSIBLE

    * Trophies
    * Tickets
    * Programs – (HUGE POTENTIAL FOR INCOME)
    *
Cassette Tape Labels – these should be filled out in advance
           * Contest and Date
           * Guard Name
           * Classification
           * Judges Name
           * Judges Caption

JUDGES

  • The Vice-President is in charge of securing judges for your show. You will however have to complete and sign a contract with the NY Federation of Contest Judges. Once this contract is signed and sent in, no changes to the requested number of judges can be made.
  • Again – remember to pre-label score sheets and tapes.
  • Have the sheets and tapes separated by Judge when the judges arrive at your contest site.
  • Have a few extra cassettes on hand in case of a malfunctioning tape.
  • Have a few extra score sheets on hand in case of late entrants, classification changes.
  • Arrange with Chief Judge to pay judges in cash. Suggest you pre-arrange receipt for chief judge as they receive the cash. Count the cash turned over in front of/with the chief judge.
  • Please inform the chief judge of the contest that the critique should go in order of furthest distance from the contest site. Those having to travel the furthest enter first. Please also have a schedule prepared for them in this order as some do not know from which area a unit may be from.
  • Show host must provide a dinner for their Judging panel.

 

SHOW CLASSIFICATION PERFORMANCE ORDER FOR THE 2008 SEASON

  • Cadet
  • Regional A
  • A1
  • Senior
  • Scholastic A
  • Independent A
  • Scholastic Open
  • Independent Open
  • Scholastic World
  • Independent World
TIMING OVERVIEW –

Class

Maximum Performance Time

Minimum Prop Time

 Interval

Minimum Equipment Time

Scoresheet Used

Cadet

4

3

7

3

Regional A

Regional A

4

3

7

3

Regional A

A1

5.5

4

8

3.5

A

Senior

5.5

4

8

3.5

A

A

5.5

4

8

3.5

A

Open

6.5

5

9

3.5

Open

World

7.5

6

10

3.5

World


CONCESSIONS

  • Appoint Chairperson
  • Obtain Workers and planners
  • Anticipate need for food based on number of guards in the contest – order Food/Beverages/Paper products
  • Have monthly meetings up to 30 days prior to contest date to ensure everything is covered – change to weekly within 30 days of contest date.
  • Booth –
    • Tables, grills, paper products, condiments
  • Signs – where is the cafeteria?, menu, prices (Canadian exchange if necessary)
  • Trash receptacles/recycle receptacles
  • Arrange for trash disposal and grounds pick-up immediately after the contest.
  • Arrange for change on hand
  • Arrange for Canadian Exchange chart
  • Arrange for periodic collection of accumulated money, safe-keeping, counting, wrapping. Suggest that large cash build-ups are not permitted.
  • Change boxes, bank deposit bags
  • Money aprons if necessary

SPECIAL CREWS/ASSIGNMENTS NEEDED

  • Tabulator(s)
    • Table/Chairs
    • Calculator
    • Bags/Envelopes/Rubber Bands to secure Tapes & Sheets for each guard.
  • Runner(s) (those who receive the score sheets from the judges and deliver to the tabulators)
  • Security – Parking Lots, hallways, crowd control, doorways to gymnasium
  • Guides for guards entering the show
  • First Aide/Nurse/EMT on stand-by
  • Trophy Display/Presentation
  • Admissions –
    • People to work the door
    • MAKE SURE THEY KNOW THAT ALL UNIT DIRECTORS WITH A NECGC ISSUED BADGE ARE ADMITTED FRONT SIDE SEATING FREE OF CHARGE.
    • Hand stamps
    • Change
    • Canadian exchange information
    • Directions to unit room/changing facilities
    • Show information for contestants (practice, warm-up and show times)
  • Program/Raffle Ticket Sellers
    • At entrance
    • In stands
    • In cafeteria
  • Money Handlers
    • Wrappers
    • Night deposit bags/etc.

 

COMMUNICATION WITH PARTICIPANTS – PLEASE SEND THE PACKET IN THE MAIL….. EMAIL IS GREAT BUT YOU NEED TO SEND A PAPER TRAIL AS WELL.

  • Send advance sale tickets with voucher form
  • Directions to school or competition site
  • Maps showing warm-up areas, prop storage areas, immediate area of contest floor including entrance and exit doors.
  • Bus Parking
  • Spectator Parking
  • Unit Entrance
  • Spectator Entrance
  • Cell Phone number for day of show – staffed with a person who can provide information – times, DIRECTIONS, weather conditions, etc.
  • General Show information – practice times, warm up times, performance times, critique location/time/line-up, cafeteria menu, prices, rest rooms location, etc.
  • NOTIFICIATION MUST BE PROVIDED ON THE ENTRANCE AND EXIT OF GUARD MEMBERS AND FLOORS/PROPS….PER WGI RULES/REGULATIONS
  • Delivery of pre-show announcements for each Guard. – upon arrival or to announcer?

 

SHOW SITE

  • Professional Sound system and announcer are required.
    • CD player, variable speed tape deck
  • Line contest floor to WGI specifications

 

PUBLICITY

   * Pre-Event Publicity – local newspaper, school calendars, signs in school/area businesses, radio   
   * Post-Event – contact the local radio stations, newspaper or TV stations, let them know of your show, invite them to do a story on it, take pictures, film it, etc….get the word out…it will only help you for future contests to attract more spectators.

 

POST EVENT TO DO’S

  • Financial Statements – how much money did we make?
  • Publicity – get the word out
  • Thank-You’s – during the course of putting the show together, keep track of who does what and send them a formal Thank-You note.
  • Send Re-Cap to Allen Buell – 33 Yarmouth Road, Rochester, NY 14610

 

MISCELLANEOUS

  • National Anthem – taped or live – (American & Canadian)
  • Have Keys to important areas – ESPECIALLY THE COPY ROOM – also make sure the copier is warmed up and ready to copy when the final recap is completed! Please don’t make guards go in to critique without recaps!
  • American Flag
  • Canadian Flag

 

POST CONTEST MEETINGS – CRITIQUE

  • MUST start at 10:30 – some larger shows may want to have a small portion of the critique during the intermission
  • Make sure everyone is aware of the location
  • The Chief Judge or Contest Director will handle this meeting
  • Guards that have the farthest distance to travel will go first – HAVE this order determined BEFORE the critique begins. The earliest critique will begin as soon as the judges are available….which should be DURING retreat and presentation of awards.
  • Arrange for the tabulator (or someone) to have access to the photocopier to provide a MINIMUM of 4 copies of the recap to each guard.

 

TABULATION INSTRUCTIONS

  • A tabulation error is catastrophic when one considers how serious it can be if results of a competition are announced incorrectly. It becomes obvious that the job of the tabulator(s) is VERY important.
    • Personnel required
      • Runners – at least two
        • Collect the completed judging score sheets and tapes and deliver to the tabulator station.
          • There are six judges – divide these up so the same runner goes to the same judges each time
            • T & P
            • Movement
            • Equipment
            • EA
            • GE1
            • GE2
        • Runners may also be called upon to run messages between/among the tabulators and judges
        • Prior to step-off, the runners should introduce themselves to the judges they will assist throughout the night.
      • Tabulators – one or two (suggest two, one to initially complete the recap/reconciliation and one to check for possible errors)
        • Compute the value of each score sheet and enter the total in the boxes necessary on the recap sheets. Total the scores on the sheets, jot that number down. Total the scores on the recap – it should match the number you jotted down. If it doesn’t find your error.
        • The numbers on the sheets are written in whole numbers 200 is equivalent to 20.0. It is easiest to work this way until determining the final score. Divide your total by 10. The highest score possible is 100 points.
        • Maintain a legible master recap sheet, done in black ink for eventual copying at the conclusion of the show.
        • Make copies of the final recap – 4 for each unit, one for each judge, one to be sent to the NECG Circuit President for inclusion in the next newsletter.
    • Materials Need to build a tabulator
      • Table
      • Chair (s)
      • Pencils
      • Razor Point Black Felt Tip Marker
      • Calculator (and a back-up)
      • Several recap sheets (in case of mistakes)
      • Large clasp mailing envelopes
      • Paper clips
      • Rubber bands (for judges tapes)
      • Copy Machine
    • Tips for Tabulation
      • Become familiar with each sheet prior to show time.
      • You simply add the scores written by the judges – again check the addition!
      • The recap sheet should be labeled clearly with the show date and location.
      • Label judges names in their respective captions. This should not be done until just before show time – sometimes the judging panels change from your first notification to the show date.
      • Be sure to have the guards listed in order of appearance.
      • Draw a heavy black vertical line between classifications on the recap
      • Keep a running compilation on the recap sheets as the show progresses. Be sure to work in pencil until the last guard performs for that class.
      • Maintain the score given by each judge on the same line. The competitors will want to compare the scores of each judge throughout the show.
      • The tabulating team should actually practice running a set of actual sheets (from a previous show) or facsimile sheets. Working diligently, the time to complete a full set should be under 8 minutes. By keeping the recap current, there should be no problem in getting the recaps to the announcer and running copies at the same time.
      • With a short judging panel (four instead of 5), you must total all four sheet and then multiply by 1.25 to make the score out of 100.

 

Good Luck and have a great show!

 

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