Registration Conference 2014

Deadlines

Sept 7-Nov 1st – Open RegistrationSept 7th-Nov 1th – Rooming Lists, Parking Reservations (if bus is

staying on site)Nov 2nd -Nov 30th – Closed Registration – Escalating Change

fees are incurred: Nov 2-15 $25 per change/addition, Nov 16-30 $50 per change/addition, Dec 1-15 $75 per change/addition

Nov 26th – Final Confirmation of Names/Rooms for hotelDec 1st – Payments and Forms due (NOTE THIS IS A SUNDAY).

No rooms or seats will be assigned for your troupe without this. Dec 16st – NO MORE CHANGES ALLOWED (other than non-

refundable drops and/or designated alternate delegate swaps)

DelegatesYou may register as many delegate as you feel comfortable

taking. No caps exist. We suggest at least 1 adult per 12 student delegates. You may register 2 additional “alternates” in your original

registration. Students you may choose to swap out for other students who can no

longer attend the conference after the Dec 1st deadline. There will be no change fee for swapping out this/these students, Their names should be submitted in advance so their badges will be

ready at conference. It is suggested you select 1 of each gender for mixed gender schools. Adult(s) may be changed free of charge at any time – assuming this

does not change rooming or other assignments.

What information should I collect before finalizing registration of delegates on-line?Sponsor Duties for yourself (you will be signing up for this today

at Leadership), Additional Sponsors, and Retired Teachers. (Chaperones will be assigned Dance Duty unless you request a different job for them via e-mail to Andrea Martin).

Delegate’s name as you would like it to appear on their badge, membership number and t-shirt size (S-4XL) for each delegate (including Alternate Student(s) – see previous slide)

Students who will be involved in additional activities (Scholarships, IEs, Tech Challenge, IO, ect.) and their emails. NOTE: these events require additional fees and registration in some cases. Make sure you send someone to the Leadership workshop for additional information and requirements.

Invoice Page Troupe Registration $25

Additional Sponsors, Chaperones $40 per adult delegate

Student Delegates $85 per Thespian ($28.33 per day), $100 per non-Thespian ($33.33 per day)

Events IEs - $10 per event Tech Challenge - $35 Improv Olympix - $30 Scholarships - $15

Facility Fee $25 per delegate (if not staying in Conference Hotel block) ($8.33 per day)

Meals- $80 for 3 lunches and 2 dinners, $32 for 2 dinners

Advertisement in Program - $50-200 dependent on size

Payment Type – PO/Check – free, Credit Card Fee – up to $1000 - $25, $1001 To 1500 $35 1501 to 2500 is $45, more than $2501 is $50 . (This is what the processing company charges MST)

Individual BreakdownPer Thespian $28.33 – 1 show, 3 workshop sessions, 1 Late

Night activity or $5.66 per activity (or $6.66 per non-Thespian)

Average Hotel cost per Student Delegate (assuming a room of 3) - $38.85 per night of which $8.33 is going towards site space rental.

$1-5 per student for troupe expenses (additional sponsors, troupe registration fee, etc.)

Not including meals or transportation (which are highly individual to the troupe) – approx $70 per day of conference

Delegate Forms

There is a Adult Consent Form and a Student Consent Form.– please do not use old forms - use the form that says Conference 2014 on it. If you send in an old form(s) it will not be considered “turned in”. The same applies if you are turning in a Refusal for Medical Treatment form.

The Delegate Conduct Guidelines have also been updated. Please read/print out the one that says Conference 2014 on it for your delegates. Signatures on the Consent Form (both adult and student) indicates you will follow those guidelines. Ignorance of these rules will not be an acceptable reason for why you didn’t follow them. You (or your troupe) may still have consequences if a guideline is not followed.

Delegate Forms

The top 4 mistakes most people make on the forms Form is missing completely Not all the Info requested is filled out Missing a delegate’s signature Missing a parent/guardian’s signature

Please remember these are LEGAL forms that are designed to help us to help you in the event an emergency arises. Don’t try to be “funny” on the forms or think “that info is not really important for them to know”.

Double-check yourself/your troupe before mailing your forms in to avoid delays in completed registration and/or seating.

Don’t forget that these forms/registration factor into Honor Troupe totals

Housing

Doubles will house up to 4 people and are $116. 57 (price same as last year) Kings will house up to 3 people ( 1 roll away w/request) and are $116. 57 All rooms at the conference hotel will be reserved through MO State Thespians.

You will indicate what your needs are through the Housing Form. If you are not staying at the conference hotel you do not need to turn in a form

– but remember that you will be charged the $25 per delegate site rental fee and no rooms will be reserved for you.

No credit card hold – however no amenities unless you want to give a cc# Please use the form on the website. Fax the form to 314-558-9729 or e-mail it

to corbind@branson.k12.mo.us. An invoice for your hotel rooms will be e-mailed to you after it is received so you can submit for payment asap. Mail this check (along with the Conference Fee check) to Missouri State Thespians @ 419 Sorrento Drive, Ballwin, MO 63021.

Parking

If you are taking and parking a bus you must call to reserve a parking spot. The phone number is on the housing form.

If you are bring a standard vehicle to conference and you are staying at the hotel parking is complimentary. You will register these vehicles when you check-in. You are allowed 1 car per room rented.

If you are traveling to and from the conference parking is $14 per day Self-Parking (no in-out privileges) and $20 Valet. Both the bus and the car lots are cash and carry only.

MealsDebbie Corbin will explain – you can purchase either lunch

and dinner or just dinner. Menus are posted on-line for better decision making. Troupes that purchase a full meal package receive 1

complimentary sponsor meal package. $80 for all 5 meals, $32 for 2 dinners.

Split Schedule

Next year we will be using a split schedule – Yellow track and Blue Track

This will mean your troupe will be seeing a 3pm performance or a 8pm performance of the same show on Thursday and flipped on Friday. Saturday will have all delegates seeing an IE Showcase

Workshops will be balanced so that delegates will have similar opportunities while seeing a Main Stage vs. going to activities/workshops

For a detailed schedule go to the State Conference page of our website.

Sponsor Duties

All adult delegates who are receiving Conference benefits (show attendance, materials, workshops, etc.) must select a sponsor duty to briefly serve.

Troupe directors will select an option today with every effort made to accommodate – however once a job fills up others will need to be filled and you may be assigned a job that you did not initially request but that needs to be filled. Sponsors not here today will be assigned jobs as is needed. Chaperones will be assigned Dance Duty unless another job was requested and relayed to Andrea Martin.

Please remember to check-in with the board member before and after serving your duty so we can personally thank you.

Sponsor Duties

Sponsor Duties you may select from include: Hall Monitor – walk the halls during a workshop session to make sure

students are being appropriate. Also help monitor the elevators. (3 per session)

Improv Door Guard/Time Keeper – Makes sure students don’t enter room during performances and scenes run 5 minutes or less. (1 per room or up to 15 needed)

Improv Judge – Adjudicate team performances. Must attend Adjudication Training session today.

IE Judge – Adjudicate IEs. Must attend Adjudication Training session today. IE Door Guard – Makes sure students don’t enter room during performances. Mainstage House Manager – 2-6 per performance (House Right and Left on

each level. Makes sure troupes are sitting in their assigned areas and deals with minor behavior issues around them. (Depending on schedule 6-36 needed)

Sponsor Duties

Sponsor Duties you may select from include: Meal Monitor – Help take tabs and make sure students are eating during

the correct session. Help move students through the food line. Make sure students do not stay past their meal session. (6 MM needed for each meal or up to 30)

One Act House Manager – Help to make sure One Acts move smoothly. Make sure audience members are all wearing badges and stickers for that specific show. Help deal with minor behavior issues. (up to 6 needed)

One Act Stickers – Pass out One Act Stickers to interested delegates. (up to 6 needed)

Scholarship Auditions – Please only select this option if Amie has approached you.

Tech Challenge – Help time keep different session, help with check-in, door guards, judge events. Make sure safe conditions exist. Assist TC staff. (up to 15 needed)

Sponsor Duties

Sponsor Duties you may select from include: Workshop Presenter – Sign up to present a workshop at the

conference of something you feel you hold an expertise in. Workshop Assistant – Assist the workshop presenter of a workshop

session in any way the request. Make sure all delegates are wearing a badge to get into the session. Count the number of participants in the session and close the session if it gets to capacity. (ideally 1 per workshop)

Dance Duty – Make sure people going into the dance are wearing badges. Make sure delegates at the dance are staying appropriate and are following

So as you can see we need more than 150 duty slots to fill.

Future Plans

Next year’s conference will be in Kansas City2015 and 2016 will be in Kansas CityHotel room costs in KC will be $134.38 per single to quad per

night. This will be reduced down to $120 per single to quad under our tax exempt letter.

Currently visiting sites and arranging for the 2017-2018 conferences.