Event Staff Retreat 2013 Event Coordination Discussion

 Welcome to the Coordinator Discussion session  What will we do? We will discuss and participate Share experiences and ideas Ask questions and advice Find the answers from within the group – not on the screen There are dozens of years experience in the room today. Our best practices are within the room, not in a textbook  What will we NOT do? We will not lecture

Who are the Event Coordinators And Assistant Coordinators?  The Face of USBands  Ambassadors  Customer Service Providers  Sound Block  Liaisons Judges Parent Volunteers Office Staff

Who are the Event Coordinators And Assistant Coordinators ?  We are “On” from the minute we arrive  How are you presenting yourself?  What special things to do you do to prepare for a show that may help others?

Roles and Responsibilities  Have knowledge of and support USBands policies and practices.  Band parents and sponsoring organizations will look to you for guidance – be ready to provide it to the best of your ability.  Rely on your teammates for support.  In some cases, sponsors will be in a panic… you need to be the calm.  A smile and a few kind words can be the great equalizer.  When in doubt, verify with someone from the office staff.  Keep a low profile. We are not ringmasters, DJ’s or game show hosts. We should be effective facilitators with little visibility.  Protect your sponsor’s revenue opportunities.  If you see trouble… run to it!

Typical Coordinator’s Week  Make sure you receive your show box for the coming weekend.  Make your pre-show day contact with the show sponsor. Review pre-show check list If bad weather is a possibility, make sure an indoor plan is being formulated. Decide a time to meet on Show Day.  Contact your team members to confirm show details.  Prepare show sheets and other last minute details.  Double check the weather forecasts. If weather outlook deteriorates as the week progresses, be sure to stay in touch with the show sponsor.  Put together your texting list.

Your Show Day!  Find the show sponsor upon your arrival. Review any latest developments. Review pre-show checklist.  Judges room set-up.  Review day with your AC.  Survey the venue. Review flow. Hang Banners. Press box / Judges accommodations. Tabulator placement and accommodations.  Check in with the chief judge and discuss any pending details.  Make sure all the Judges have arrived… or you at least know where they are.  Meet with your announcer. Review script. Go over signals. How to handle air grams.  Delegate tasks to your AC as needed.

Your Show Day! (cont…)  Meet with key show workers just prior to show start. Make sure everyone is on the same page. Identify any potential issues. Make sure they start the show knowing you are their best friend for the evening.

During the Show…  It’s your show and your responsibility to make it run as smoothly as possible.  Communicate with your AC.  Your AC is the key to keeping the show moving along smoothly.  Greet each band and thank them for spending their day with USBands and for supporting the show. Last minute info? Running start, etc.  Be aware of the environment during a band’s performance. Can you hear any other bands warming up? Is the announcer’s mic turned off ? Address issues immediately.

The Retreat and Scores  The AC is responsible for setting up the drum majors for retreat. Should be started during performance of last band.  Tabulator should be getting scores verified and sheets printed.  While scores are being prepared, Coordinator takes control of retreat setup while AC gets sheets and recaps for critique.  Stay in contact with tabulator until scores are ready.  Make sure presenters are organized.  Trust your tabulator to make sure scores are completed and announcer has been prepared.  Oversee the distribution of the awards.

Post Awards…  Thank everyone for coming.  Police the front sideline area to make sure nothing is left behind.  Retrieve any banners / signage.  Make yourself available for any questions or issues as the night wraps up.  Head to critique to assist in the wrap-up there.  Police the judges room and critique area.  Wrap-up with show sponsor.  Make sure you thank everyone for their efforts.  Be the last USBands person to leave the venue.  Show Reports!

What If…  A Judge (or Two) is late and arrives after the show begins.  A Judge doesn’t show at all.  It begins to rain sporadically after the show starts and the first two bands perform.  It downpours just before intermission and it is clear that the show cannot continue outdoors.  The show starts to fall behind. What are your options?

The Assistant Coordinator  The key to the show flow.  “First Face” of USBands.  Should not be forgotten!  Will often times have more face time with bands than a coordinator.  You control the timing and pace of the show, band entry and exit and traffic.  Yes, in a pinch a show can run with out an AC, or a band parent may be a substitute, BUT what we want a successful USBands show to look like has a great AC.