USBANDS 2013:25TH ANNIVERSARY SEASON

EVENT STAFF DISCUSSIONWEEK #6 PREP

Monday, October 14th 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 TO THE CALL!

Agenda for the evening

Week #5 Review

Week #6 Updates It’s BIG EVENT season!!!

Remaining Needs

Looking Ahead Indoor Planning 2014 Structure

WEEK #5 IN REVIEW

19 events this past weekend 17 on Saturday 2 on Sunday (NJ)

Total of … 25,000 performers this weekend? Season subtotal of something like 85,000 kids on

the field??

Weather continues to be relatively good. Two shows in MD forced inside. 1 in TX inside.

Issues from the weekend

1 missing judge 1 event started late due to staff arrival Some issues with totes and sheets A few dropbox issues – not too many A sick tabulator – emergency replacement A few trophy/award challenges 2 cancelled flights – emergency

replacements Some printer issues – compatibility, ink,

software downloads, etc.

Reminders - EXCELLENCE Coordinators starting the Event on Thursday

GroupMe leading up to the Event Is everyone responding? Anyone NOT responsive? Double-checking on all details? Hashes, host band competing, announcer, etc.

Arriving to the Event on time and dressed properly No one cares about OUR issues; they care about THEIR event. If you were catching a plane … would you miss the flight?

Communication within the team When something strays from the plan, use each other to solve the problems. Getting more

eyes on the problem avoids costly mistakes.  Have “The List” in front of you at all times

We’ve made a habit in the office of carrying around a paper and pen, and writing EVERY little thing we see that isn’t perfect, every concern, every idea, etc … I would encourage everyone to try it.

The Time between Last Band and Awards Can never be too short … and can never be too accurate :)

Scores Can never be posted TOO soon

Sending in Materials Collecting Checks, Sending in Count sheets, etc. etc. etc. ... How quickly can we put a bow

on it?

General iPod/ Drop Box Notes• Some schools may block DropBox.com• Ask for a personal or preferred email address, assistant director or alternate staff

member. • Directors can invite anyone to listen to their tapes themselves, but may also request

that a tabulator add additional staff members• WiFi is not needed to use the Apple or Android App – a 3 or 4G connection will do on a

phone. • iPads – Need Wifi • Tabs will need to listen to the first few seconds of each file to verify caption, length of

recording, and quality of judge – From this past weekend: “we have yet to receive our color guard tape on the Dropbox - we

received 3 minutes of random judge chatter”• Recommendations

– Sit in Press box, not field– Use headphones– Distance yourself from announcer or judges if possible

• Remind judges not to update the software on their device. • Turn off iPods at the end of the night if the judges do not

Needs to say “On” (oops)

Tabulator / Drop Box Troubleshooting- Most common snags

• Red button to record

• “Ready to record” box turns blue when uploading, yellow when it is unable to connect.

• Keep recording!

1. “My file isn't uploading!”- If the files are “unable to upload” the

wifi signal is not strong enough. Keep recording, do not switch applications

2. “I don’t know how to use this thing”

3. All files are uploading, but you are missing “Color Guard”

A B C D

Tabulator / Drop Box Troubleshooting

Invite to Folder – Shown right

Share Link – Shares, but with limited capabilities

“I never got an invite to drop box”

Tabulator / Drop Box Troubleshooting – Invitations via Mobile(Yes, I have a lot of apps….and don’t yet have iOS7)

• Dropbox.com is a free service website, not a USBands creation

• Free app for file/ data sharing

• Android / Apple• Instant transfer of data• DropVox is a software

program designed specifically for use with dropbox.com

Once sent, directors will be able to click the link to gain access to their files for the evening

WEEK #6 – BIG WEEKEND!! NJ States – 90 bands

930-1200 Saturday (7am arrival) 800-400 Sunday – no flexibility(530am arrival) Conference Call for Event Staff on TUESDAY (email Very tight interval times, stressed directors, hills, etc …

PA States – 15 bands First time event at this site – need to take great care of the details

TN States – 12 bands We NEED volunteers here – who do you know? We have run here before – need to run a great event to build this back up

NY Empire Cup – 10 bands We NEED volunteers here – who do you know? Minimal support here

MD Chesapeake Challenge – 34 bands Great support here!! We need to be PERFECT in all we do!!

TX Conroe Showcase– 16 bands The Texas tour continues

Remaining Holes

October 19 We still need two TABS in CT events

October 26th We still need AC and TAB in Johns Creek, GA We still need AC in Robbinsville, NJ We still need TAB in Cordova, TN

Nov 2nd We still need an AC in Chattanooga, TN

Nov 2nd Weekend - CRAZY

MetLife Nationals Mid Atlantic States in Annapolis Southern States in Chattanooga Remo Finale in Austin 4 Preview Events

Washington Township Union Old Bridge Bunnell**We shifted quite a few office assignments here**

Nov 9th Weekend

MetLife Nationals J. Birney Crum Nationals**We shifted quite a few office assignments here**

Beyond November 9th

Review of all timelines and processes for local and regional events What can/should the office handle? What can/should the event staff handle? What can happen, when? Earlier?

Documentation Review of every document, checklist, training

guide Goal is to collect input by November 15th (fresh) Draft of revised documents by December 31st Final draft of documents completed by February

1st

Event Staff Structure

Structuring the Event Staff Regional Committees to assist with staffing and

management of local events Committee Leaders interface directly with the office Coordinate efforts on event boxes, supplies, trophies,

communication – will require EARLY planning

Training from the PROS to the ROOKIES ; improved orientation for our new folks

If we are to grow this thing with excellence, we need to do things differently – very few sacred cows, moving forward

THANK YOU

We have 26 days left to make this the best possible version of USBands.

Thank you for your time, care, and energy!!!