USBANDS 2013:25TH ANNIVERSARY SEASON

EVENT STAFF DISCUSSION #2

Monday, September 16th

8:00pm Eastern

*Please make sure your phone/microphone is muted. *We’ll get started at 8pm Eastern.

YEA! MISSION STATEMENTTo support the development of young people into

magnificent human beings through participation in the performing arts.

WELCOME!

Agenda for the evening Reminders Week #1 Review Looking Ahead To Week #2 & Beyond Nationals Adjustments – November Plans Jon Swengler – TABULATION EXPERT

REVIEW & REMINDERS

Update BandData account – PLEASE! W9 to Justin@yea.org ASAP Check the Resources page GroupMe text application Pre-event responsibilities (calls, texts) Arrival time (2 hours / 1.5 hours –

MINIMUM) Fill out Event Staff Reports online Dress/Attire at an Event

Speaking of Dress/Attire

The USBands Event Staff gear is now available 3 Events = $25 voucher for these items only 5 Events = $50 voucher for these items only

1) Go to www.34store.org and search “USBands” 2) Select item(s) you’d like to purchase. Add to cart.3) Coupon Code Options:

*13BANDJUDGE ($25 off, yes ship)*13BANDJUDGENS ($25 off, don’t ship)*13FALLJUDGE ($50 off, yes ship)*13FALLJUDGENS ($50 off, don’t ship)

*If you choose a “no ship” option, the merchandise staff will contact you within 24-48 hours to confirm which event you’d like the item(s) brought to.

*We are on the honor system. Plus, Justin will verify all orders that utilize the coupon code.

Timeline of an Event (30,000 feet)

14 Days Show is closed for band registration. Begin building the schedule.

12 Days Schedule and event notes are shared throughout the office. The team

signs off on all events for next weekend. 10 Days

Preliminary schedule goes out to all participating bands/adjudicators/event staff/ hosts – bands have @48 hours to address new scheduling concerns.

Addressed in this sheet will be digital vs. tapes – the transition is ongoing Event box is built/finished, and any necessary supplies are sent to the

Event Coordinator or Manager. We will work to schedule a call for next week: host, coordinator/manager,

Justin/Nic/Nate 8 Days

Final schedule goes out to all, if any adjustments were made. If not, a confirmation is sent out. PS – A date/time stamp goes on EVERYTHING to avoid confusion. When in doubt, go with the most recent version.

Timeline of an Event (30,000 ft) 4 Days

Event box should have arrived with Coordinator/Manager – verify that all materials are accounted for and confirm with office – PLEASE OPEN YOUR EVENT BOX RIGHT AWAY!!

Set up GROUPME or Texting Group 3 Days

Pre-event call takes place with host/coordinator/office to ensure details are in place for the weekend.

Pre-event text goes out to from Coordinator to all adjudicators, event staff, key personnel in preparation for the weekend.

1 Day Final check-in, any adjustments that need to be made, etc …

D Day Coordinator/AC arrive to event at least 2 hours early. Checklists and prep Tabulator arrive to event at least 90 minutes early. Setup and assist with Coordinator. Live text conversation keeps everyone in the loop and in “real time” on the stuff that

matters Follow Up

Scores and recaps to the office (scores@yea.org) Electronic reports from all personnel involved (no more paper reports) Office staff will send feedback from the events as quickly as possible, to let everyone

know how we’re doing.

Helpful Hints for Week #2

Gently let the bands know how they’re doing with setup/performance times. Not even a warning … just an acknowledgement.

Give the judges time to talk at critique … don’t rush them if you can help it. It’s early.

Check golf carts, pit, props – do they have the right tires, are they leaking, etc…?

Go the extra mile – the event doesn’t end with critique. GroupMe, follow up, etc … what sets us apart as a USBands event staff?

Scheduling & Assignments

Every single event needs the following: Coordinator, Assistant Coordinator, Tabulator

Larger events also need the following: Event Manager, Finance Manager, Merchandise Manager,

Registration, Parking, Concessions, Airgrams, Candygrams, Volunteer Coordinator, etc.

*The office staff will typically migrate to the larger events, simply because of sheer numbers. That said, we need our representatives in various locations to continue to provide the most consistent service possible.

*IF the office staff is at your event, the roles don’t change. We don’t want to get in your way – do your thing!!

Scheduling & Assignments

Needs for Sep. 21 weekend = RED FLAG COORD at Brick, AC at Manchester

Needs for Sep. 28 weekend = ORANGE TABS in CT seem to be in short order

Needs for Oct. 5 weekend = YELLOW We need TEXAS help – BIGTIME!!

Needs for Oct. 12 weekend = WHITE A few holes … TAB in CT again

Schedule Adjustments

November 2nd Nationals at MetLife (IO, IIO, VO, VIO, IVA, VA) Day 1 of Mid Atlantic States in Annapolis Southern States in Chattanooga Remo Finale in Austin Previews in WT, Old Bridge, Union, Bunnell (CT)

November 3rd Day 2 of Mid Atlantic States in Annapolis

November 9th

Nationals at MetLife (IIIO, IVO, IIIA, VIA) Nationals in Allentown (IA, IIA)

THANK YOU

Thank you for giving your time, energy, and talent to USBands for our 25th Anniversary season. We are honored to have you as part of the team.

Remember, this is about tens of thousands of young human beings, and they have been placed in our care.

Let’s keep in touch, and have a great season!!