EVENT STAFF DISCUSSION WEEK #6 PREP Monday, October 14 th 8:00pm Eastern *Please make sure your phone/microphone is muted. *We’ll get started at 8pm Eastern. YEA! MISSION STATEMENT To support the development of young people into magnificent human beings through participation in the performing arts.

 Agenda for the evening  Week #5 Review  Week #6 Updates  It’s BIG EVENT season!!!  Remaining Needs  Looking Ahead  Indoor Planning  2014 Structure

 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.

 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.

 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 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” ABCD

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

 NJ States – 90 bands  Saturday (7am arrival)  Sunday – no flexibility(530am arrival)  Conference Call for Event Staff on TUESDAY (  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

 October 19  We still need two TABS in CT events  October 26 th  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 2 nd  We still need an AC in Chattanooga, TN

 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**

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

 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 15 th (fresh)  Draft of revised documents by December 31 st  Final draft of documents completed by February 1 st

 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

 We have 26 days left to make this the best possible version of USBands.  Thank you for your time, care, and energy!!!