CONFERENCE HANDBOOK
The State Conference Handbook should explain many of your questions about the PA State Conference. If you have further questions, please do not hesitate to email the Chapter Director.
last update 8/8/20
The State Conference is designed to give students throughout the state an opportunity to learn about theatre, display their talents, and collaborate with other theater students and professionals from around the Commonwealth. The Conference includes theatre-related workshops, presentations of full-length and one-act plays, and a variety of other activities in performance and technical theater: National Individual Events, senior thespian scholarships and cash awards, and junior college auditions. Registration materials are posted on the PA State Thespian Website. All Troupe Directors of active Troupes in PA will be emailed information about the State Conference and Registration information.
CONFERENCE DATES AND DEADLINES
April 1
- Application to perform a one-act or main stage
due September 15th
- Workshop applications (will be open in August)
due October 1st
- National Individual Event applications (with performance rights paperwork per EdTA)
- Student State Board applications (Google form)
- Senior Scholarship Award applications (Google form)
- Junior College Audition applications (Google form)
due October 31st
- Conference registration (students, chaperones and directors)
due Dec 6th - State Board meeting
- STO Select video applications due
- Administrator's Award applications
- Affidavit of Proof of one-act and main stage royalty payment
- Hall of Fame Honor Troupe Applications
- All One-Act Program information
- Performance Introduction Information for STO announcement
- Honor Troupe applications
Payment of conference fees from school districts for Troupe Participation in Conference is due ASAP - no later than hand delivered at Conference Registration. PAYABLE TO PA THESPIANS
Alphabetical listing of Important Items
ACTING TROUPE DIRECTOR
If a Troupe Director cannot attend the State Conference, an Acting Troupe Director can be named by the Troupe Director and confirmed by the School Principal via an official letter to the Chapter Director. The Troupe Director should send the contact information for the Acting Troupe Director to the registration chairperson. It is expected that the Acting Troupe Director will meet all deadlines and assume all responsibilities of the Troupe Director for participation prior to and during the State Conference.
ADJUDICATION AND CRITIQUES
Following One Act and Main Stage performances your cast and crew will meet with a team of respondents who will offer feedback on the performance.
ADMINISTRATOR AWARD
PURPOSE
- To recognize outstanding leadership in arts education
- To motivate excellence in arts education
- To draw public attention to accomplishments of school arts leadership
PROCESS
Nominations for the Pennsylvania Administrators Award may be submitted by any Thespian director. To make a nomination, a Troupe Director uses the form found on the website.
During the fall planning meeting held shortly before the conference, the State Board will review the applications and select a winner(s).
CRITERIA FOR SELECTION
The nominee(s) must be active advocates for the arts and arts education. Also, the nominee(s) must demonstrate leadership in support of the school arts programs.
PRESENTATION
The award will be presented at the conference at a time convenient to the winner(s), or to the troupe director if the winner(s) is/are unable to attend.
ADULTS
The only adults who may attend the conference with a troupe are those who are officially chaperoning that school’s students (or are attending as a workshop presenter or exhibitor). We suggest schools bring 1 adult to every 10 students, but some school districts require a different ratio. Every attending adult must have all of their clearances verified through TRAK-1.
All chaperones will receive a Chaperone Expectations and Responsibilities form and will need to sign up to monitor 2-3 hours of specific duties during the conference.
COLLEGE AUDITIONS & TECHNICAL INTERVIEWS FOR JUNIORS
College Auditions and Technical Interviews are open to juniors who are interested in auditioning for the visiting colleges. The process for the College Auditions is the same as the process for Performance and Technical Scholarship auditions (see those requirements listed under Senior Scholarship & Cash Awards). You may submit up to 5 Juniors for performance and 5 Juniors for tech from each troupe.
CONFERENCE ONLINE REGISTRATION
All troupe registrations need to be done through the online registration by the posted due date. The link is found on the pathespians.org webpage.
ELECTRONIC TROUPE DISPLAY
Each troupe is invited to submit a 2-minute movie of your troupe's past years' events. Upload it to YouTube, and e-mail the link to the State Director to show during Conference.
Create a YouTube account, or use an account one of your students or your school already has created. Upload your video and (unless you want otherwise) list it as UNLISTED.
How to create a new YouTube channel - https://support.google.com/youtube/answer/1646861?hl=en
How to upload videos to YouTube - https://support.google.com/youtube/answer/57924?hl=en
Info about video privacy setting is here - https://support.google.com/youtube/answer/157177
Making a video unlisted means that only people who have the link to the video can view it. To share an unlisted video, just share the link with the people who you’d like to have access to it, and they’ll be able to see it. Unlike private videos, the people you share the video with do not need to have a Google account to see the video, and they can share with more people simply by forwarding the link to them. Unlisted videos won’t appear in any of YouTube’s public spaces, like your channel page or search results, but it could appear elsewhere on the web if you or anyone who you shared the video with shares it more broadly (which PA Thespians WILL NOT do). Your YouTube account needs to be in good standing to be able to create unlisted videos.
Once you have uploaded your video, email the link to Seth Werner.
FEE SUMMARY
$110 - Student Thespian Registration
$120 - Student Non Thespian Registration
$50 - Adult Registration (Directors and Chaperones)
$15 - IE (per person)
$15 - Sr. Scholarships and Jr. College Auditions (per person - paid with registration, google application form)
$25 - Tech Challenge (per team)
$25 - One Act performance fee
$300 - Main Stage Adjudication fee (returned if selected)
$35 - Shuttle Bus (per person)
$25 - Late Registration (for troupe)
$10 - Late change fee (per change after registration deadline)
$50 - Vendor table
HALL OF FAME
Often a troupe has a student who is thoroughly dedicated to the troupe and is invaluable to the director in the operation of the troupe. To recognize these dedicated students, we have established the Thespian Hall of Fame. Each director will be given the opportunity to nominate one student from the troupe for Outstanding Thespian Hall of Fame, one student from the troupe for the Performance Hall of Fame and one student for the Technical Hall of Fame. These names should be submitted with the online registration. Awarded students will be recognized at the Conference.
HEALTH/SECURITY/CONFERENCE RULES
Each delegate (student, director, & chaperone) will need to complete a copy of the Health and Behavior Form. This can be downloaded from the website. Each delegate should carry a completed form with them in their name badge.
Conference Delegates (students, directors, & chaperones) are expected to attend all conference events.
HEADPIECE AND MAKE-UP CHALLENGE
Create a team of 5: 1 headpiece designer, 1 make-up designer, 2 crew, 1 model. The model should wear rehearsal blacks.
What to bring:
1. full make-up kit, your choice, no wigs
2. Items for headpiece construction: (a base will be provided) *2 yards of fabric,
*3 yards ribbon, *(may be multiple equaling a total of), 3 felt squares, 3 yards wire (bring your own wire cutters), 1 dozen large pipe cleaners, role of masking tape (any width), roll of scotch tape, glue gun and glue sticks (extension cord), set of markers, safety pins, sewing kit, newspaper, 3 paper plates, ornamental object of choice ex. feather, flowers, etc.
HONOR TROUPES (due Dec 6th)
The Pennsylvania Thespian Honor Troupe Recognition Program recognizes those troupes that achieve a high level of excellence both on stage and off. This is not a head competition, but a chance for individual troupe recognition. There is no limit to the number of troupes that can be recognized each year. A certificate will be presented to each school. The time frame is the previous school year (following the International Festival – ex. July, 2018 - June, 2019). Troupes must attain at least the minimum point value in each category to be eligible for an award and may not claim more than the maximum points in any one category. Download the application from the website.
HOTELS
A list of recommended hotels and rates are be posted on the website. All hotel reservations are the responsibility of the individual Troupe Directors. (please be reminded there are taxes for Hotels)
THESPYS - INDIVIDUAL THESPIAN EXCELLENCE AWARDS (formerly IEs) (due through Registration Oct 15th)
Students wishing to participate in these should check the pathespians.org website for the latest updates on rules and regulations. There are very specific categories and requirements within these categories. All applicants (performance and tech) must be dressed in 'professional' black for their audition or interview (shoes included). The registration fee will be $15 per person for each IE events ($15 for monologue, $30 for duets, etc)
Students receiving superior ratings are eligible to participate in the International Festival IEs. Students must go through the state IE process to be eligible to go on to Festival.
We follow all rules and regulations that are followed on the National Level. Audience members may come and go between performances in the individual rooms, the time limits will be strictly adhered to & performers must bring their own playback device for musical IEs. (it is highly advised that your prepared material is under the time limit so that you do not go even 1 second over your time limit and become disqualified – remember there may be audience reaction since you are performing live)
Students participating in the IEs will need to download and print 3 copies of the judging rubric for their event. The Student should fill out the information at the top of the form on each copy and bring those copies to their IE room to be used to judge their event. If a student does not have copies of their judging sheets, they may purchase copies from the Conference office to use.
The Judging Forms and the Rules & Regulations undergo revisions through the National Office each year. Please see the pathespians.org for a link to the updated information.
INDIVIDUAL REGISTRATIONS
Individuals who are not students, Chaperones and Troupe Directors should register for the conference using the Individual Registration link found on the pathespians.org webpage. This would be for College Reps, Workshop leaders (not associated with a Troupe), and Vendors.
LICENSING & CENSORSHIP POLICY
The State Board fully supports ethical use of licensed material. Failure to comply with the licensing agreement can result in possible legal and/or State Conference consequences.
The State Board does not feel that it is their function to act as a censor in determining what is or what is not appropriate to perform at the State Conference. We rely on each director’s discretion and professionalism to screen your work. We are aware that what is acceptable in one school district may be found totally inappropriate in another. Therefore, we ask that directors consider carefully the language and content of anything they plan to perform at the Conference, remembering that we are mainly composed of knowledgeable, but impressionable, students ages 13 and up, with a thirst for quality theatre. A troupe should not perform anything at conference that would not be acceptable on their own stage and that has not been performed before a home audience. In addition, where questionable language, action, or theme will be presented, a warning must be given with the program notes and play introduction.
NOTE: If there is any doubt as to the content, language or depiction of the material in a show, it is the troupe director’s responsibility to err on the side of caution. If a troupe director cannot self-edit the show (or do not have permission to do so by the publishing company) then the show choice is not appropriate for the State Conference. The State Board reserves the right to enact consequences for a failure to abide by these guidelines.
MAIN STAGE ADJUDICATION
Troupes presenting full length shows have the opportunity to have their shows adjudicated for an invitation to perform at the International Festival (the last week of June.) There is a $300 charge for this adjudication at the State Conference. If the show receives an invitation and performs at Festival, the $300 charge will be refunded.
The adjudicators are supplied by EdTA. Following the state conference they submit their recommendation to the International Festival Coordinator. EdTA will announce selections after January 1st. If invited to take a show to Festival, you will be expected to attend the entire Festival and to present the same show with the same actors and set that the adjudicators viewed at the state conference. This is a very expensive endeavor (PA troupes have spent over $50,000 to take a production for performance on the main stage at the Festival, and some schools at Festival spend over $150,000 to bring a Mainstage show).
MEALS
The following meals are included as part of the Conference registration fee: Thursday dinner, Friday lunch, Friday dinner and Saturday lunch. Many (but not all) of the hotels provide complimentary breakfasts.
NURSE
During the school day, the school nurse will be available for health issues. Outside of the host school’s day, PA Thespians will have a nurse available in the conference office. More involved medical issues with individual conference delegates should be discussed with the conference host well in advance.
PERFORMANCES AT STATE CONFERENCE
The State Conference tries to give as many schools as possible an opportunity to perform in either a one-act or full length mainstage play.
Reminder: The choice of play should be appropriate for all students attending. Where questionable language or action will be presented, a warning should be given with your program notes.
Please Take note: This is an opportunity for you to highlight the work of your students and to present high quality high school theatre targeted to an audience of 13-18 year olds. The State Board does not feel that it is their function to act as a censor in determining what is or what is not appropriate to perform at the State Conference. Since we do not have a screening process for the shows, we need you to take this responsibility very seriously. We are aware that what is acceptable in one school district may be found totally inappropriate in another. Therefore, we ask that directors carefully consider the language and content of anything they plan to perform at the Conference, remembering that the conference is composed of knowledgeable, but impressionable, students ages 13-18, with a thirst for quality theatre. A troupe should not perform anything at conference that would not be acceptable on their own stage and that has not been performed before a home audience. If there is any doubt as to the content, language or depiction of the material in your show, it is your responsibility to err on the side of caution. If you cannot self-edit the show (or are not allowed by the publishing company/author to do so) then the show choice is not appropriate for the State Conference.
ANY changes you wish to make to the script (lines, casting, etc) MUST have been requested for through the publishing company and that permission letter must be sent to the Chapter Director by the Fall Board meeting or you will not be permitted to perform.
We recognize there is a significant expense to bring a Main Stage show to perform at the Conference. Schools that do so will receive a stipend to assist in those expenses.
Reminder: The choice of play should be appropriate for all students attending. Where ‘edgy’ or questionable language or action will be presented, a warning must be given with your program notes.
In order to be eligible to apply to perform a Main Stage - the director and troupe must have already presented a One Act at the PA Thespian Conference. In order to be eligible to perform a One Act - a director and troupe must have already attending the PA Thespian Conference.
Because of time constraints, there may be more schools wishing to perform than slots available. The procedures below will be followed:
RIBBONS
Ribbons will be given out for various things delegates are involved with during Conference. Troupe Directors should use the appropriate form (registration or other) to order the appropriate ribbons for their delegates to the Conference.
ROYALTIES
Each school/troupe is responsible for any royalties for your performances of One Acts or Main Stage productions at the PA State Conference. An Affidavit of Proof of royalty payment must be submitted to the Chapter Director no later than the fall board meeting. Please remember that the playwright is also an artist and deserves to be paid for his/her art.
SEATING
Individual auditorium seating will be assigned for each delegate. Seating will be based on conference registration. Important note – if delegates are added after troupe registration is submitted, they may not be seated with the rest of their troupe.
SENIOR SCHOLARSHIPS AND CASH AWARDS
To apply, students must be Senior Thespians and members of an active troupe.
Troupes are limited to 3 performance and 3 tech applicants who may apply. There is a $15 fee (payable with troupe registration) to apply for a Scholarship or Cash Award.
All scholarship money will be distributed through EdTA headquarters. Recipients will be contacted by EdTA around the end of the school year. The money will be sent directly to the recipient's college/university financial aide director. Cash awards of will be granted directly to the recipient.
AWARD INFORMATION
Each applicant may only audition in ONE of the following areas (if you select a scholarship category and do not win the scholarship, you will automatically be considered for a Cash Award):
choose one option...
1. ACTING - Perform one two-minute monologue or two one-minute contrasting monologues.
or 2. MUSICAL THEATRE - Perform one two-minute vocal selection. Bring your own recorded accompaniment - your own CD player or your own digital player. A speaker with a 1/8" mini cable will be supplied (bring your own Iphone adaptor and other adapators as needed).
or 3. COMBINED ACTING/MUSICAL THEATRE - Perform two pieces for a total time limit of up to two minutes: one acting and one vocal. Bring your own recorded accompaniment - your own CD player or your own digital player. A speaker with a 1/8" mini cable will be supplied (bring your own Iphone adaptor and other adapators as needed).
PERFORMANCE JUDGING SYSTEM
Adjudicators will score students on a scale of 1 to 10 in the following areas: Characterization, Interpretation, Tempo/Pace, Voice/Projection/Diction (vocals or monologues) or Physical Expression (dance), and Overall Effectiveness of the performance.
DEDUCTIONS WILL BE GIVEN for going over time limit, and failing to wear ‘dress black’ clothing. Be advised!! Students whose performances run over the two-minute time limit will be docked 1 point for every 2 seconds over the 2 minute time.
IMPORTANT: Please remember that your TOTAL performance time is 2 minutes. Time will be called at 2 minutes 10 seconds and the student will be stopped.
Dress: No theatrical makeup is allowed. Costumes are not allowed. Students must wear all black clothing when performing (including shoes). Students should refrain from wearing anything that might distract the judges, thus lowering their score.
TECHNICAL SCHOLARSHIP INFORMATION
Technical Theatre applicants will present a portfolio that best illustrates their area(s) of expertise to a panel of adjudicators. Each student will have 5 minutes for their portfolio presentation and 5 minutes for a Q & A with the adjudicators.
Applicants will be assigned an audition time. Applicants who miss their assigned time will forfeit their scholarship opportunity.
Students must wear all black clothing for their interview. Clothing should be appropriate ‘dress black’ for an interview (including shoes). Students should refrain from wearing anything that might distract the judges, thus lowering their score.
FAILURE TO FOLLOW THE ABOVE REQUIREMENTS OR TO SUBMIT COMPLETE APPLICATION WILL PREVENT APPLICANT FROM BEING ABLE TO AUDITION.
SHUTTLES
Some troupes do not have access to transportation throughout the festival. A Shuttle service is available to transport delegates for $35 per person.
SPECIAL NEEDS
Troupe Directors should note any special dietary needs of their students at the appropriate place on the registration form. If anything is more involved, the troupe director should contact the conference host about any special needs.
STO SELECT EVENTS
STO Select Events are presented to provide more students attending the State Conference opportunities to perform at the conference. Troupes presenting a Main Stage or One Act production are not eligible to participate in STO Select Events.
Schools may apply to be considered to perform by submitting a video application. The STO will select those events that meet the requirements. If there are more submissions that meet the requirements than we have time for, the STO will randomly select from those qualified submissions. We totally understand that schools will not have finished products ready to video and submit by the deadline. The STO expect to see works in progress. This is not a competition, but an avenue to show that work is being done and the general overall performance. We will notify all schools selected after the Fall Board Meeting.
Monologue:
A. One Student should prepare a monologue (no longer than 2 minutes) using material from a published play (not a musical). Appropriateness of the content for the conference audience must be considered.
B. A quality performance would exhibit: evident interpretation, voice (projection, quality), vocal characterization, and physical characterization.
Scene Acting:
A. Select two to four students to present a scene from a published play.
B. Selections from poetry, fiction, screenplays, music lyrics are not permitted.
C. The scene is limited to a maximum of 4 minutes.
D. A quality performance would exhibit: appropriate interpretation, voice (projection, quality), vocal characterization, physical characterization and character interaction.
Solo/Duet Show Tune:
A. The song MUST be from a stage musical (not film, TV, or pop)
B. One or two students may participate.
C. Accompaniment music may be on a CD containing no vocals, or you may bring an accompanist.
D. Acapella performances are NOT permitted.
E. Your performance is limited to 3 minutes, so edit your music accordingly.
F. A quality performance would exhibit: good vocal quality (pitch, projection), clear diction, evident interpretation, entertaining overall presentation.
Solo/Duet Show Dance:
A. The song MUST be from a stage musical (not film, TV, or pop)
B. Your dance should feature one or two of your members.
C. Accompaniment music may be on CD or you may provide an accompanist. Music containing vocals is permitted.
D. Your performance is limited to 3 minutes, so edit your music accordingly.
E. Costumes appropriate to the song may be worn.
F. A quality performance would exhibit: expression of a mood, outstanding technique, correct timing, interpretation of the music, entertaining overall presentation.
Group Show Dance Event:
A. The song MUST be from a stage musical (not film, TV, or pop)
B. Your dance may feature as many of your members as you choose.
C. Any accompaniment music may be on CD or you may provide an accompanist. Music containing vocals is permitted.
D. Your performance is limited to 4 minutes, so edit your music accordingly.
E. Costumes appropriate to the song should may be worn.
F. A quality performance would exhibit: group precision, expression of a mood, outstanding technique, correct timing, interpretation of the music, entertaining overall presentation.
Production Number Event:
A. The song MUST be from a stage musical (not film, TV, or pop)
B. Your number may feature as many of your members as you choose.
C. All accompaniment music may be on CD that is music only, containing no vocals, or you may provide an accompanist. Accapella presentations are not permitted.
D. Your performance is limited to a maximum of 5 minutes, so edit your music accordingly.
E. Costumes appropriate to the song may be worn.
F. A quality performance would exhibit: expression of a mood, appropriate choreography/movement, outstanding technique, correct timing, interpretation of the music, and an entertaining overall presentation.
Submitting a Video for an Event to be considered for an STO Select Event slot....
To submit a video application - video your complete performance (based on the guidelines). Create a YouTube account, or use an account one of your students or your school already has created. Upload your video and (unless you want otherwise) list it as UNLISTED.
How to create a new YouTube channel - https://support.google.com/youtube/answer/1646861?hl=en
How to upload videos to YouTube - https://support.google.com/youtube/answer/57924?hl=en
Info about video privacy setting is here - https://support.google.com/youtube/answer/157177
Making a video unlisted means that only people who have the link to the video can view it. To share an unlisted video, just share the link with the people who you’d like to have access to it, and they’ll be able to see it. Unlike private videos, the people you share the video with do not need to have a Google account to see the video, and they can share with more people simply by forwarding the link to them. Unlisted videos won’t appear in any of YouTube’s public spaces, like your channel page or search results, but it could appear elsewhere on the web if you or anyone who you shared the video with shares it more broadly (which PA Thespians WILL NOT do). Your YouTube account needs to be in good standing to be able to create unlisted videos.
Once you have uploaded your video, email the link to the Chapter Director by 6pm, Dec 6th.
STUDENT THESPIAN OFFICERS (STO)
What is an STO? An STO is a Student Thespian Officer. The STO’s job is to plan, manage, and host the next year’s Conference. Also, the STO serve as a constant communication link between the students and the adult state board; therefore, it is their job to serve as an advocate for the students.
There is to be only one candidate per troupe. At the conference, all candidates will participate in the Student Leadership workshop. This workshop will be the process through which the new STO will be selected.
TECH CHALLENGE
Select a team of up to 7 students to participate. A troupe may enter more than 1 team. Each team will be given directions and a set of objectives to achieve. This activity is based on the Tech Challenge at the International Thespian Festival. Activities may include knot tieing, drop folding, lighting hanging, sewing, scene striking, quick change, etc. Teams will be timed for speed and accuracy.
See the pathespians.org website for a link to more information.
TICKETING
Some One Act shows will be presented in a secondary Black Box theatre which seats approximately 100 people. Tickets will be available during the conference for those shows on a first come first serve basis. Usually Friday shows are available Friday morning and Saturday shows are available Saturday morning.
WORKSHOPS
There will be several workshop sessions offered during the conference. Every student is expected to attend all sessions for which s/he is eligible unless excused by their troupe director or state director. Examples of workshops include dancing, singing, voice development, lighting, scenery construction, scene painting, dialects, improvisation, stage combat, auditioning, publicity, makeup, and costuming.
In early fall, workshop submissions will be solicited. Workshop presenters are paid $300 to present the same workshop 3 times. The workshop submission form will also be on the website by late August/early September.
Troupe Directors will receive a workshop list / descriptions and selection form in late October. We recommend Troupe Directors have their students make their workshop selections asap, and Troupe Directors complete the workshop registration as directed. Workshops will be assigned on a first come/first serve basis.
The State Conference is designed to give students throughout the state an opportunity to learn about theatre, display their talents, and collaborate with other theater students and professionals from around the Commonwealth. The Conference includes theatre-related workshops, presentations of full-length and one-act plays, and a variety of other activities in performance and technical theater: National Individual Events, senior thespian scholarships and cash awards, and junior college auditions. Registration materials are posted on the PA State Thespian Website. All Troupe Directors of active Troupes in PA will be emailed information about the State Conference and Registration information.
CONFERENCE DATES AND DEADLINES
April 1
- Application to perform a one-act or main stage
due September 15th
- Workshop applications (will be open in August)
due October 1st
- National Individual Event applications (with performance rights paperwork per EdTA)
- Student State Board applications (Google form)
- Senior Scholarship Award applications (Google form)
- Junior College Audition applications (Google form)
due October 31st
- Conference registration (students, chaperones and directors)
due Dec 6th - State Board meeting
- STO Select video applications due
- Administrator's Award applications
- Affidavit of Proof of one-act and main stage royalty payment
- Hall of Fame Honor Troupe Applications
- All One-Act Program information
- Performance Introduction Information for STO announcement
- Honor Troupe applications
Payment of conference fees from school districts for Troupe Participation in Conference is due ASAP - no later than hand delivered at Conference Registration. PAYABLE TO PA THESPIANS
Alphabetical listing of Important Items
ACTING TROUPE DIRECTOR
If a Troupe Director cannot attend the State Conference, an Acting Troupe Director can be named by the Troupe Director and confirmed by the School Principal via an official letter to the Chapter Director. The Troupe Director should send the contact information for the Acting Troupe Director to the registration chairperson. It is expected that the Acting Troupe Director will meet all deadlines and assume all responsibilities of the Troupe Director for participation prior to and during the State Conference.
ADJUDICATION AND CRITIQUES
Following One Act and Main Stage performances your cast and crew will meet with a team of respondents who will offer feedback on the performance.
ADMINISTRATOR AWARD
PURPOSE
- To recognize outstanding leadership in arts education
- To motivate excellence in arts education
- To draw public attention to accomplishments of school arts leadership
PROCESS
Nominations for the Pennsylvania Administrators Award may be submitted by any Thespian director. To make a nomination, a Troupe Director uses the form found on the website.
During the fall planning meeting held shortly before the conference, the State Board will review the applications and select a winner(s).
CRITERIA FOR SELECTION
The nominee(s) must be active advocates for the arts and arts education. Also, the nominee(s) must demonstrate leadership in support of the school arts programs.
PRESENTATION
The award will be presented at the conference at a time convenient to the winner(s), or to the troupe director if the winner(s) is/are unable to attend.
ADULTS
The only adults who may attend the conference with a troupe are those who are officially chaperoning that school’s students (or are attending as a workshop presenter or exhibitor). We suggest schools bring 1 adult to every 10 students, but some school districts require a different ratio. Every attending adult must have all of their clearances verified through TRAK-1.
All chaperones will receive a Chaperone Expectations and Responsibilities form and will need to sign up to monitor 2-3 hours of specific duties during the conference.
COLLEGE AUDITIONS & TECHNICAL INTERVIEWS FOR JUNIORS
College Auditions and Technical Interviews are open to juniors who are interested in auditioning for the visiting colleges. The process for the College Auditions is the same as the process for Performance and Technical Scholarship auditions (see those requirements listed under Senior Scholarship & Cash Awards). You may submit up to 5 Juniors for performance and 5 Juniors for tech from each troupe.
CONFERENCE ONLINE REGISTRATION
All troupe registrations need to be done through the online registration by the posted due date. The link is found on the pathespians.org webpage.
ELECTRONIC TROUPE DISPLAY
Each troupe is invited to submit a 2-minute movie of your troupe's past years' events. Upload it to YouTube, and e-mail the link to the State Director to show during Conference.
Create a YouTube account, or use an account one of your students or your school already has created. Upload your video and (unless you want otherwise) list it as UNLISTED.
How to create a new YouTube channel - https://support.google.com/youtube/answer/1646861?hl=en
How to upload videos to YouTube - https://support.google.com/youtube/answer/57924?hl=en
Info about video privacy setting is here - https://support.google.com/youtube/answer/157177
Making a video unlisted means that only people who have the link to the video can view it. To share an unlisted video, just share the link with the people who you’d like to have access to it, and they’ll be able to see it. Unlike private videos, the people you share the video with do not need to have a Google account to see the video, and they can share with more people simply by forwarding the link to them. Unlisted videos won’t appear in any of YouTube’s public spaces, like your channel page or search results, but it could appear elsewhere on the web if you or anyone who you shared the video with shares it more broadly (which PA Thespians WILL NOT do). Your YouTube account needs to be in good standing to be able to create unlisted videos.
Once you have uploaded your video, email the link to Seth Werner.
FEE SUMMARY
$110 - Student Thespian Registration
$120 - Student Non Thespian Registration
$50 - Adult Registration (Directors and Chaperones)
$15 - IE (per person)
$15 - Sr. Scholarships and Jr. College Auditions (per person - paid with registration, google application form)
$25 - Tech Challenge (per team)
$25 - One Act performance fee
$300 - Main Stage Adjudication fee (returned if selected)
$35 - Shuttle Bus (per person)
$25 - Late Registration (for troupe)
$10 - Late change fee (per change after registration deadline)
$50 - Vendor table
HALL OF FAME
Often a troupe has a student who is thoroughly dedicated to the troupe and is invaluable to the director in the operation of the troupe. To recognize these dedicated students, we have established the Thespian Hall of Fame. Each director will be given the opportunity to nominate one student from the troupe for Outstanding Thespian Hall of Fame, one student from the troupe for the Performance Hall of Fame and one student for the Technical Hall of Fame. These names should be submitted with the online registration. Awarded students will be recognized at the Conference.
HEALTH/SECURITY/CONFERENCE RULES
Each delegate (student, director, & chaperone) will need to complete a copy of the Health and Behavior Form. This can be downloaded from the website. Each delegate should carry a completed form with them in their name badge.
Conference Delegates (students, directors, & chaperones) are expected to attend all conference events.
HEADPIECE AND MAKE-UP CHALLENGE
Create a team of 5: 1 headpiece designer, 1 make-up designer, 2 crew, 1 model. The model should wear rehearsal blacks.
What to bring:
1. full make-up kit, your choice, no wigs
2. Items for headpiece construction: (a base will be provided) *2 yards of fabric,
*3 yards ribbon, *(may be multiple equaling a total of), 3 felt squares, 3 yards wire (bring your own wire cutters), 1 dozen large pipe cleaners, role of masking tape (any width), roll of scotch tape, glue gun and glue sticks (extension cord), set of markers, safety pins, sewing kit, newspaper, 3 paper plates, ornamental object of choice ex. feather, flowers, etc.
HONOR TROUPES (due Dec 6th)
The Pennsylvania Thespian Honor Troupe Recognition Program recognizes those troupes that achieve a high level of excellence both on stage and off. This is not a head competition, but a chance for individual troupe recognition. There is no limit to the number of troupes that can be recognized each year. A certificate will be presented to each school. The time frame is the previous school year (following the International Festival – ex. July, 2018 - June, 2019). Troupes must attain at least the minimum point value in each category to be eligible for an award and may not claim more than the maximum points in any one category. Download the application from the website.
HOTELS
A list of recommended hotels and rates are be posted on the website. All hotel reservations are the responsibility of the individual Troupe Directors. (please be reminded there are taxes for Hotels)
THESPYS - INDIVIDUAL THESPIAN EXCELLENCE AWARDS (formerly IEs) (due through Registration Oct 15th)
Students wishing to participate in these should check the pathespians.org website for the latest updates on rules and regulations. There are very specific categories and requirements within these categories. All applicants (performance and tech) must be dressed in 'professional' black for their audition or interview (shoes included). The registration fee will be $15 per person for each IE events ($15 for monologue, $30 for duets, etc)
Students receiving superior ratings are eligible to participate in the International Festival IEs. Students must go through the state IE process to be eligible to go on to Festival.
We follow all rules and regulations that are followed on the National Level. Audience members may come and go between performances in the individual rooms, the time limits will be strictly adhered to & performers must bring their own playback device for musical IEs. (it is highly advised that your prepared material is under the time limit so that you do not go even 1 second over your time limit and become disqualified – remember there may be audience reaction since you are performing live)
Students participating in the IEs will need to download and print 3 copies of the judging rubric for their event. The Student should fill out the information at the top of the form on each copy and bring those copies to their IE room to be used to judge their event. If a student does not have copies of their judging sheets, they may purchase copies from the Conference office to use.
The Judging Forms and the Rules & Regulations undergo revisions through the National Office each year. Please see the pathespians.org for a link to the updated information.
INDIVIDUAL REGISTRATIONS
Individuals who are not students, Chaperones and Troupe Directors should register for the conference using the Individual Registration link found on the pathespians.org webpage. This would be for College Reps, Workshop leaders (not associated with a Troupe), and Vendors.
LICENSING & CENSORSHIP POLICY
The State Board fully supports ethical use of licensed material. Failure to comply with the licensing agreement can result in possible legal and/or State Conference consequences.
The State Board does not feel that it is their function to act as a censor in determining what is or what is not appropriate to perform at the State Conference. We rely on each director’s discretion and professionalism to screen your work. We are aware that what is acceptable in one school district may be found totally inappropriate in another. Therefore, we ask that directors consider carefully the language and content of anything they plan to perform at the Conference, remembering that we are mainly composed of knowledgeable, but impressionable, students ages 13 and up, with a thirst for quality theatre. A troupe should not perform anything at conference that would not be acceptable on their own stage and that has not been performed before a home audience. In addition, where questionable language, action, or theme will be presented, a warning must be given with the program notes and play introduction.
NOTE: If there is any doubt as to the content, language or depiction of the material in a show, it is the troupe director’s responsibility to err on the side of caution. If a troupe director cannot self-edit the show (or do not have permission to do so by the publishing company) then the show choice is not appropriate for the State Conference. The State Board reserves the right to enact consequences for a failure to abide by these guidelines.
MAIN STAGE ADJUDICATION
Troupes presenting full length shows have the opportunity to have their shows adjudicated for an invitation to perform at the International Festival (the last week of June.) There is a $300 charge for this adjudication at the State Conference. If the show receives an invitation and performs at Festival, the $300 charge will be refunded.
The adjudicators are supplied by EdTA. Following the state conference they submit their recommendation to the International Festival Coordinator. EdTA will announce selections after January 1st. If invited to take a show to Festival, you will be expected to attend the entire Festival and to present the same show with the same actors and set that the adjudicators viewed at the state conference. This is a very expensive endeavor (PA troupes have spent over $50,000 to take a production for performance on the main stage at the Festival, and some schools at Festival spend over $150,000 to bring a Mainstage show).
MEALS
The following meals are included as part of the Conference registration fee: Thursday dinner, Friday lunch, Friday dinner and Saturday lunch. Many (but not all) of the hotels provide complimentary breakfasts.
NURSE
During the school day, the school nurse will be available for health issues. Outside of the host school’s day, PA Thespians will have a nurse available in the conference office. More involved medical issues with individual conference delegates should be discussed with the conference host well in advance.
PERFORMANCES AT STATE CONFERENCE
The State Conference tries to give as many schools as possible an opportunity to perform in either a one-act or full length mainstage play.
Reminder: The choice of play should be appropriate for all students attending. Where questionable language or action will be presented, a warning should be given with your program notes.
Please Take note: This is an opportunity for you to highlight the work of your students and to present high quality high school theatre targeted to an audience of 13-18 year olds. The State Board does not feel that it is their function to act as a censor in determining what is or what is not appropriate to perform at the State Conference. Since we do not have a screening process for the shows, we need you to take this responsibility very seriously. We are aware that what is acceptable in one school district may be found totally inappropriate in another. Therefore, we ask that directors carefully consider the language and content of anything they plan to perform at the Conference, remembering that the conference is composed of knowledgeable, but impressionable, students ages 13-18, with a thirst for quality theatre. A troupe should not perform anything at conference that would not be acceptable on their own stage and that has not been performed before a home audience. If there is any doubt as to the content, language or depiction of the material in your show, it is your responsibility to err on the side of caution. If you cannot self-edit the show (or are not allowed by the publishing company/author to do so) then the show choice is not appropriate for the State Conference.
ANY changes you wish to make to the script (lines, casting, etc) MUST have been requested for through the publishing company and that permission letter must be sent to the Chapter Director by the Fall Board meeting or you will not be permitted to perform.
We recognize there is a significant expense to bring a Main Stage show to perform at the Conference. Schools that do so will receive a stipend to assist in those expenses.
Reminder: The choice of play should be appropriate for all students attending. Where ‘edgy’ or questionable language or action will be presented, a warning must be given with your program notes.
In order to be eligible to apply to perform a Main Stage - the director and troupe must have already presented a One Act at the PA Thespian Conference. In order to be eligible to perform a One Act - a director and troupe must have already attending the PA Thespian Conference.
Because of time constraints, there may be more schools wishing to perform than slots available. The procedures below will be followed:
- The host school may have one performance slot of its choice (this is based on the annual rotating host concept. For a repeating host, the host slot would not apply).
- Attendance at one prior conference is required for other schools to request a performance slot.
- Recommendation is to have presented a one-act prior to submitting for a mainstage.
- Choice of one act and/or mainstage slot will be submitted by the spring Board meeting of the year prior to the conference.
- A school may apply for both one act and mainstage, but mainstage selection procedures will be followed first.
- If not chosen for mainstage, consideration for one act will be made AFTER one act only schools’ selection procedure is followed.
- If one act slots remain, the schools not chosen for mainstage will be in secondary random drawing to fill the remaining one act slots.
- Schools submitting both forfeit the automatic preference for one acts in the third one act bullet below.
- Preference will be given to titles that have not been performed for the past three years.
- Random draw at the spring board meeting will assign the available slots.
- Random draw will be sorted by category: drama, comedy, musical, etc. to maintain a well-balanced program.
- Random draw at the spring board meeting will assign the spaces available.
- If selected, one act performers will submit $25 performance fee.
- Automatic Preference: Schools that apply for and are not chosen will receive preference for a one act performance slot the following year.
RIBBONS
Ribbons will be given out for various things delegates are involved with during Conference. Troupe Directors should use the appropriate form (registration or other) to order the appropriate ribbons for their delegates to the Conference.
ROYALTIES
Each school/troupe is responsible for any royalties for your performances of One Acts or Main Stage productions at the PA State Conference. An Affidavit of Proof of royalty payment must be submitted to the Chapter Director no later than the fall board meeting. Please remember that the playwright is also an artist and deserves to be paid for his/her art.
SEATING
Individual auditorium seating will be assigned for each delegate. Seating will be based on conference registration. Important note – if delegates are added after troupe registration is submitted, they may not be seated with the rest of their troupe.
SENIOR SCHOLARSHIPS AND CASH AWARDS
To apply, students must be Senior Thespians and members of an active troupe.
Troupes are limited to 3 performance and 3 tech applicants who may apply. There is a $15 fee (payable with troupe registration) to apply for a Scholarship or Cash Award.
All scholarship money will be distributed through EdTA headquarters. Recipients will be contacted by EdTA around the end of the school year. The money will be sent directly to the recipient's college/university financial aide director. Cash awards of will be granted directly to the recipient.
AWARD INFORMATION
Each applicant may only audition in ONE of the following areas (if you select a scholarship category and do not win the scholarship, you will automatically be considered for a Cash Award):
- Performance Scholarship - $1,000 scholarships will be available only to students who are planning to major or minor in some area of the performing arts.
- Performance Cash Award - $200 performance awards will be available to any senior who may or may not be planning to major or minor in the performing arts.
- Tech Scholarship - $1,000 scholarships will be available only to students who are planning to major or minor in some area of the performing arts.
- Tech Cash Award - $200 tech awards will be available to any senior who may or may not be planning to major or minor in the performing arts.
choose one option...
1. ACTING - Perform one two-minute monologue or two one-minute contrasting monologues.
or 2. MUSICAL THEATRE - Perform one two-minute vocal selection. Bring your own recorded accompaniment - your own CD player or your own digital player. A speaker with a 1/8" mini cable will be supplied (bring your own Iphone adaptor and other adapators as needed).
or 3. COMBINED ACTING/MUSICAL THEATRE - Perform two pieces for a total time limit of up to two minutes: one acting and one vocal. Bring your own recorded accompaniment - your own CD player or your own digital player. A speaker with a 1/8" mini cable will be supplied (bring your own Iphone adaptor and other adapators as needed).
PERFORMANCE JUDGING SYSTEM
Adjudicators will score students on a scale of 1 to 10 in the following areas: Characterization, Interpretation, Tempo/Pace, Voice/Projection/Diction (vocals or monologues) or Physical Expression (dance), and Overall Effectiveness of the performance.
DEDUCTIONS WILL BE GIVEN for going over time limit, and failing to wear ‘dress black’ clothing. Be advised!! Students whose performances run over the two-minute time limit will be docked 1 point for every 2 seconds over the 2 minute time.
IMPORTANT: Please remember that your TOTAL performance time is 2 minutes. Time will be called at 2 minutes 10 seconds and the student will be stopped.
Dress: No theatrical makeup is allowed. Costumes are not allowed. Students must wear all black clothing when performing (including shoes). Students should refrain from wearing anything that might distract the judges, thus lowering their score.
TECHNICAL SCHOLARSHIP INFORMATION
Technical Theatre applicants will present a portfolio that best illustrates their area(s) of expertise to a panel of adjudicators. Each student will have 5 minutes for their portfolio presentation and 5 minutes for a Q & A with the adjudicators.
Applicants will be assigned an audition time. Applicants who miss their assigned time will forfeit their scholarship opportunity.
Students must wear all black clothing for their interview. Clothing should be appropriate ‘dress black’ for an interview (including shoes). Students should refrain from wearing anything that might distract the judges, thus lowering their score.
FAILURE TO FOLLOW THE ABOVE REQUIREMENTS OR TO SUBMIT COMPLETE APPLICATION WILL PREVENT APPLICANT FROM BEING ABLE TO AUDITION.
SHUTTLES
Some troupes do not have access to transportation throughout the festival. A Shuttle service is available to transport delegates for $35 per person.
- to the hotels on Thursday night
- to the Conference on Friday morning
- to the hotels on Friday night
- to the Conference on Saturday morning
SPECIAL NEEDS
Troupe Directors should note any special dietary needs of their students at the appropriate place on the registration form. If anything is more involved, the troupe director should contact the conference host about any special needs.
STO SELECT EVENTS
STO Select Events are presented to provide more students attending the State Conference opportunities to perform at the conference. Troupes presenting a Main Stage or One Act production are not eligible to participate in STO Select Events.
Schools may apply to be considered to perform by submitting a video application. The STO will select those events that meet the requirements. If there are more submissions that meet the requirements than we have time for, the STO will randomly select from those qualified submissions. We totally understand that schools will not have finished products ready to video and submit by the deadline. The STO expect to see works in progress. This is not a competition, but an avenue to show that work is being done and the general overall performance. We will notify all schools selected after the Fall Board Meeting.
Monologue:
A. One Student should prepare a monologue (no longer than 2 minutes) using material from a published play (not a musical). Appropriateness of the content for the conference audience must be considered.
B. A quality performance would exhibit: evident interpretation, voice (projection, quality), vocal characterization, and physical characterization.
Scene Acting:
A. Select two to four students to present a scene from a published play.
B. Selections from poetry, fiction, screenplays, music lyrics are not permitted.
C. The scene is limited to a maximum of 4 minutes.
D. A quality performance would exhibit: appropriate interpretation, voice (projection, quality), vocal characterization, physical characterization and character interaction.
Solo/Duet Show Tune:
A. The song MUST be from a stage musical (not film, TV, or pop)
B. One or two students may participate.
C. Accompaniment music may be on a CD containing no vocals, or you may bring an accompanist.
D. Acapella performances are NOT permitted.
E. Your performance is limited to 3 minutes, so edit your music accordingly.
F. A quality performance would exhibit: good vocal quality (pitch, projection), clear diction, evident interpretation, entertaining overall presentation.
Solo/Duet Show Dance:
A. The song MUST be from a stage musical (not film, TV, or pop)
B. Your dance should feature one or two of your members.
C. Accompaniment music may be on CD or you may provide an accompanist. Music containing vocals is permitted.
D. Your performance is limited to 3 minutes, so edit your music accordingly.
E. Costumes appropriate to the song may be worn.
F. A quality performance would exhibit: expression of a mood, outstanding technique, correct timing, interpretation of the music, entertaining overall presentation.
Group Show Dance Event:
A. The song MUST be from a stage musical (not film, TV, or pop)
B. Your dance may feature as many of your members as you choose.
C. Any accompaniment music may be on CD or you may provide an accompanist. Music containing vocals is permitted.
D. Your performance is limited to 4 minutes, so edit your music accordingly.
E. Costumes appropriate to the song should may be worn.
F. A quality performance would exhibit: group precision, expression of a mood, outstanding technique, correct timing, interpretation of the music, entertaining overall presentation.
Production Number Event:
A. The song MUST be from a stage musical (not film, TV, or pop)
B. Your number may feature as many of your members as you choose.
C. All accompaniment music may be on CD that is music only, containing no vocals, or you may provide an accompanist. Accapella presentations are not permitted.
D. Your performance is limited to a maximum of 5 minutes, so edit your music accordingly.
E. Costumes appropriate to the song may be worn.
F. A quality performance would exhibit: expression of a mood, appropriate choreography/movement, outstanding technique, correct timing, interpretation of the music, and an entertaining overall presentation.
Submitting a Video for an Event to be considered for an STO Select Event slot....
To submit a video application - video your complete performance (based on the guidelines). Create a YouTube account, or use an account one of your students or your school already has created. Upload your video and (unless you want otherwise) list it as UNLISTED.
How to create a new YouTube channel - https://support.google.com/youtube/answer/1646861?hl=en
How to upload videos to YouTube - https://support.google.com/youtube/answer/57924?hl=en
Info about video privacy setting is here - https://support.google.com/youtube/answer/157177
Making a video unlisted means that only people who have the link to the video can view it. To share an unlisted video, just share the link with the people who you’d like to have access to it, and they’ll be able to see it. Unlike private videos, the people you share the video with do not need to have a Google account to see the video, and they can share with more people simply by forwarding the link to them. Unlisted videos won’t appear in any of YouTube’s public spaces, like your channel page or search results, but it could appear elsewhere on the web if you or anyone who you shared the video with shares it more broadly (which PA Thespians WILL NOT do). Your YouTube account needs to be in good standing to be able to create unlisted videos.
Once you have uploaded your video, email the link to the Chapter Director by 6pm, Dec 6th.
STUDENT THESPIAN OFFICERS (STO)
What is an STO? An STO is a Student Thespian Officer. The STO’s job is to plan, manage, and host the next year’s Conference. Also, the STO serve as a constant communication link between the students and the adult state board; therefore, it is their job to serve as an advocate for the students.
There is to be only one candidate per troupe. At the conference, all candidates will participate in the Student Leadership workshop. This workshop will be the process through which the new STO will be selected.
TECH CHALLENGE
Select a team of up to 7 students to participate. A troupe may enter more than 1 team. Each team will be given directions and a set of objectives to achieve. This activity is based on the Tech Challenge at the International Thespian Festival. Activities may include knot tieing, drop folding, lighting hanging, sewing, scene striking, quick change, etc. Teams will be timed for speed and accuracy.
See the pathespians.org website for a link to more information.
TICKETING
Some One Act shows will be presented in a secondary Black Box theatre which seats approximately 100 people. Tickets will be available during the conference for those shows on a first come first serve basis. Usually Friday shows are available Friday morning and Saturday shows are available Saturday morning.
WORKSHOPS
There will be several workshop sessions offered during the conference. Every student is expected to attend all sessions for which s/he is eligible unless excused by their troupe director or state director. Examples of workshops include dancing, singing, voice development, lighting, scenery construction, scene painting, dialects, improvisation, stage combat, auditioning, publicity, makeup, and costuming.
In early fall, workshop submissions will be solicited. Workshop presenters are paid $300 to present the same workshop 3 times. The workshop submission form will also be on the website by late August/early September.
Troupe Directors will receive a workshop list / descriptions and selection form in late October. We recommend Troupe Directors have their students make their workshop selections asap, and Troupe Directors complete the workshop registration as directed. Workshops will be assigned on a first come/first serve basis.