Want to host a show?
Show host applications can be found on the website during August and September under the 'Contests' tab. The application requests information about the performance area (floor size, warm-up facilities, doors and pathways, etc...) and a request for pictures of your facility. Additionally you will need to include available dates for your school, and a signature from a school official (principal or athletic director).
OK, I Have A Show, What Now?
Click here to Download the show host guide. It is an outline of the financial responsibilities when hosting a contest which will allow you to estimate your costs ahead of time. I know you will have many questions about judge travel, Debbie is handling that and will get you details as soon as she can. I suggest you reserve rooms now for the entire panel, and then cancel as necessary when we have definite numbers for you.
Amy's Tips For A Successful Show:
Fundraising and covering costs:
Using the financial guide, you can get a very good estimate of what this show is going to cost you. The best advice that I have ever heard is Cover your costs with your program sales up front. That way, everything you make on show day is profit. This is especially helpful in the event that your show has to be cancelled, as you will probably have spent some money ahead of time to facilitate your show. Distasteful, I know, but it does happen. Ask anyone at Dorman.. they have gotten the worst of it recently.
Request from directors: Be realistic with your concession prices. I encourage every host school to make as much money as possible on their show. Appeal to your community, sell souvenirs, advertising, even have a guitar hero tournament or raffle off a TV. BUT please consider that most students come with a limited amount of money to feed themselves and are stuck at your school all day. Some affordable choices will be greatly appreciated.
CIPA has earned a very good repuation for taking care of our judges. For you this includes picking them up promptly at the airport, providing a clean comfortable hotel, providing a good meal at the show, and arranging for travel after the show AND back to the airport on Sunday. It seems like a fairly common sense list, but I have heard that other areas of the country don't always pay attention to these details. Now, this is not to say that there should be linen and silver on the tables and five courses served. I use the "Grandma" standard (as in someone I respect and wish to take care of). If I wouldn't treat her a certain way, I wouldn't do that to the judges. Funny, I know, but it works for me.
Educate your parent and student volunteers about what their job should entail. The more information (schedules, maps, etc) that they have, the better they can help your visitors to your school. Let them know that they are going to be dealing with adults and kids (especially early season) who are nervous, in a hurry and stressed out. Give them a "panic button". Who to call, where to go if a situation escalates beyond their control.
If you choose to use a protective floor cover, it must be taped down securely for the duration of the contest. Mats and equipment will be pulled, dragged and scraped across it.. it has to be tough enough and anchored to withstand.
If there are any special scheduling requests, let the contest coordinator know and they will attempt to accomodate them. Your show will "close" two Saturdays prior. At that point you will have a good idea of units attending. However, a lot can change in a couple of weeks. If you plan on printing things to sell with participants and classes, wait as long as possible. I would make the schedule that goes in your program an insert that is added in the last day or two before the show.
As you plan your show, put on the goggles of the visitor that has never been there (or maybe even to a contest ever!) and think of things that will help them.. and make your day easier. :)
I'm sure there are a hundred other things you will think of as you start to work through this list. I'm usually pretty quickly available by email.