MAIN STage guidelines
Please read through the following information. There are a number of items that you will want to be aware of as you plan your production to travel to PA Thespian Conference. Several of these rules are the same as those you will face if you take your production to the International Thespian Festival. Others are necessary for the giant undertaking that is PA Thespian Conference and our organization. We realize everyone has special circumstances, however, these rules/guidelines will be enforced and exceptions may not be possible.
It is possible some specifics below will be updated for the 2020-21 Conference
In order for a Troupe to be allowed to present a Main Stage show at the PA State Thespian Conference, a royalty payment must be paid (or waived).
Please submit the ROYALTY AFFIDAVIT FORM. This must be received no later than the Fall State Board meeting for you to be able to perform your show at the State Conference.
Main Stage shows should provide their own written programs. (+/- 1,000)
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 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 will be given with the program notes and play introduction.
The Board has instituted the following for Schools that present work that raises concerns....
Level 1) Written notice identifying discrepancies from your content statement and the response to performance.
Level 2) School and/or Director not allowed to perform for 4 years at conference.
Level 3) Troupe and/or Director not allowed to participate with the State Conference for 1 or 2 years.
Your personnel will run your entire show - sound, lights, fly*, load in, strike, etc.
(* - IF Conference staff determine your personnel can safely handle this)
- MOVE IN - There is a (strict) 2 hour on stage/move in set up time for your show. This will begin about 2 ½-3 hours before your scheduled start time (TBA, but that is pretty close.) All of your rigging, lighting, final assembly, move in must be done during this relatively small window of time.
- LOAD IN – there will probably be time before your Move In to unload your truck into the host facility (stage shop). At this time you may also have some time to do some assembly and organization of your things. Please know that your load in time will be given to you and will be determined by the time schedule of the conference and host facility. This has proven a challenge when trucks arrive at the conference on their time schedule and not the conference’s schedule. You need to make arrangements with your truck driver to be available several hours before your production and then after your production for load out.
- STRIKE – You have 1 hour to strike and load out your set. This includes sound, lights, set, costume, dressing rooms, clean up, etc. This also includes load back on to your truck. There is not space to Strike your set and materials in the Shop area of the school and leave them there for a later pickup. Your truck must be available to reload during your Strike. Please plan on taking your set back to your home school to dispose of it. While there is limited dumpster space at the host facility, we can not guarantee that there will be room for you to get rid of your set there.
- LIGHTING – Lighting is pretty much set and you will need to use what is provided. You will have the opportunity to focus a few instruments. This must be done during your Move in and then reset during your Strike. You could conceivably change the gel on some lighting instruments, but again, this will have to be done in your limited Move in and Strike time. Additional lighting information will be sent closer to the conference.
- RIGGING – It is at the sole discretion of the Conference TD to determine if an object may be flown – safety is of prime importance at all times. You have the opportunity to hang and fly soft goods and some set pieces. Every item that is flown or hung must be fire proofed (if fabric). It will be up to the Conference Tech Director whether your personnel may operate the fly system. A tentative batton schedule is attached, a final version will be sent closer to the conference.
- TECH PERSONNEL – It is your responsibility to supply the tech personnel to load in, set up, run, strike and load out your show. The Conference TD will determine if your personnel will be allowed to operate the fly bar. If not, Conference personnel will operate the fly (being cued by your personnel.)
- SOUND – The PA Thespian Conference will supply floor mics, Sound system, computer for sound cues (Itunes or Q lab), and a CD player. You may bring your own sound board and tie it into the Conference system, or you may use the Conference sound board. If you want to use wireless microphones, you are encouraged to bring your own equipment. It is possible that you may be able to use conference wireless equipment (limited supply), however that conversation must take place at least a month in advance of the conference. In the past, schools that have tried to share/or combine Conference wireless with equipment they bring have had issues and limited success.
- FOLLOW SPOTS – There are 2 followspots in the booth (rear center of the auditorium). You will not be able to change the gel on any of the followspots. (your personnel will operate these)
- ORCHESTRA PIT – Schools that perform at the State Conference will have their Pit in front of the stage on the auditorium floor level.
- PIT ORCHESTRA – You need to plan on bringing all the instruments, music stands, cables, cords, etc that you will need for your production.
- DRESSING ROOM – There is one dressing room that has 2 smaller changing rooms and 2 bathrooms in it. If you are using a cast of more than 20, this space will be a bit cramped. If this is your situation, you should contact the Conference host to discuss another possible option for some of your cast.
- MEALS – Shows that are performing in the evening will be Moving In during the dinner time. You may send your personnel to the Caf to eat (possibly staggering your personnel), or you may arrange in advance to have box meals from the Caf available for your personnel to eat backstage. If you are interested in this option, you must contact the Conference host at least 2 weeks in advance in order to arrange for the box meals.
- COMMUNICATION – There is a wired, 1 channel communication system with headsets at the following positions – Offstage L downstage, Offstage L upstage, Offstage R downstage, Offstage R Fly Bar, Sound Booth, Light Board, each Followspot, and a stage manager position in the booth.
- RESPONDERS – After your performance, you will be responded to by our PA State Main Stage adjudicators. We suggest that your cast and crew may want to sit in on this session where you will get verbal and written feedback. This process is intended to give positive reinforcement and constructive suggestions. Most schools have found this to be a very productive and helpful feedback. Unfortunately, this does eat into your Strike time (especially if your schedule strike is tight). Some schools have people being Strike right away while part of their crew is sitting in on the responders.
- ADJUDICATION – If you are interested in taking your production to perform at the International Thespian Festival, you will need to be screened by adjudicators from the national level. If you are considering taking your production to the International Festival, you need to be prepared to be in for a costly undertaking. Each production is slightly different, but it is fairly common for schools to spend $40,000-$80,000 to take their show to the International Thespian Festival. Part of that process is the fee to be adjudicated. This involves flying the adjudicators to your show, hotel bills, ground travel, etc. This alone can cost several thousand dollars. You can schedule the adjudication to be done at your home school, or it is possible to have your production adjudicated when it is presented at PA Thespian Conference. There are limits to how many productions can be adjudicated at PA Thespian Conference. If you are seriously interested in taking your production to Festival and to be adjudicated at PA Thespian Conference, the arrangements need to be made early very early (beginning of the school year). There is a $300 cost to you to be adjudicated at the State Conference. If you are for a slot at Festival, PA Thespians will reimburse you that $300 payment. If you are not seriously interested in taking your production to Festival, PA responders will offer a great opportunity to receive constructive feedback on your production (at no cost).
- COMMUNICATION – obviously this is a large endeavor for you as well as the host facility. The conference will be managing up to 6 full length productions and up to One Acts in a very cramped 2½ days. The more you can communicate with the Conference Tech staff in advance, the better we can assist you with your various needs. Waiting until your 2 hours load in to discuss options really cramps your production and limits what the Conference Tech Staff can do to assist you.
Revised 7/31
It is possible some specifics below will be updated for the 2020-21 Conference
In order for a Troupe to be allowed to present a Main Stage show at the PA State Thespian Conference, a royalty payment must be paid (or waived).
Please submit the ROYALTY AFFIDAVIT FORM. This must be received no later than the Fall State Board meeting for you to be able to perform your show at the State Conference.
Main Stage shows should provide their own written programs. (+/- 1,000)
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 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 will be given with the program notes and play introduction.
The Board has instituted the following for Schools that present work that raises concerns....
Level 1) Written notice identifying discrepancies from your content statement and the response to performance.
Level 2) School and/or Director not allowed to perform for 4 years at conference.
Level 3) Troupe and/or Director not allowed to participate with the State Conference for 1 or 2 years.
Your personnel will run your entire show - sound, lights, fly*, load in, strike, etc.
(* - IF Conference staff determine your personnel can safely handle this)
- MOVE IN - There is a (strict) 2 hour on stage/move in set up time for your show. This will begin about 2 ½-3 hours before your scheduled start time (TBA, but that is pretty close.) All of your rigging, lighting, final assembly, move in must be done during this relatively small window of time.
- LOAD IN – there will probably be time before your Move In to unload your truck into the host facility (stage shop). At this time you may also have some time to do some assembly and organization of your things. Please know that your load in time will be given to you and will be determined by the time schedule of the conference and host facility. This has proven a challenge when trucks arrive at the conference on their time schedule and not the conference’s schedule. You need to make arrangements with your truck driver to be available several hours before your production and then after your production for load out.
- STRIKE – You have 1 hour to strike and load out your set. This includes sound, lights, set, costume, dressing rooms, clean up, etc. This also includes load back on to your truck. There is not space to Strike your set and materials in the Shop area of the school and leave them there for a later pickup. Your truck must be available to reload during your Strike. Please plan on taking your set back to your home school to dispose of it. While there is limited dumpster space at the host facility, we can not guarantee that there will be room for you to get rid of your set there.
- LIGHTING – Lighting is pretty much set and you will need to use what is provided. You will have the opportunity to focus a few instruments. This must be done during your Move in and then reset during your Strike. You could conceivably change the gel on some lighting instruments, but again, this will have to be done in your limited Move in and Strike time. Additional lighting information will be sent closer to the conference.
- RIGGING – It is at the sole discretion of the Conference TD to determine if an object may be flown – safety is of prime importance at all times. You have the opportunity to hang and fly soft goods and some set pieces. Every item that is flown or hung must be fire proofed (if fabric). It will be up to the Conference Tech Director whether your personnel may operate the fly system. A tentative batton schedule is attached, a final version will be sent closer to the conference.
- TECH PERSONNEL – It is your responsibility to supply the tech personnel to load in, set up, run, strike and load out your show. The Conference TD will determine if your personnel will be allowed to operate the fly bar. If not, Conference personnel will operate the fly (being cued by your personnel.)
- SOUND – The PA Thespian Conference will supply floor mics, Sound system, computer for sound cues (Itunes or Q lab), and a CD player. You may bring your own sound board and tie it into the Conference system, or you may use the Conference sound board. If you want to use wireless microphones, you are encouraged to bring your own equipment. It is possible that you may be able to use conference wireless equipment (limited supply), however that conversation must take place at least a month in advance of the conference. In the past, schools that have tried to share/or combine Conference wireless with equipment they bring have had issues and limited success.
- FOLLOW SPOTS – There are 2 followspots in the booth (rear center of the auditorium). You will not be able to change the gel on any of the followspots. (your personnel will operate these)
- ORCHESTRA PIT – Schools that perform at the State Conference will have their Pit in front of the stage on the auditorium floor level.
- PIT ORCHESTRA – You need to plan on bringing all the instruments, music stands, cables, cords, etc that you will need for your production.
- DRESSING ROOM – There is one dressing room that has 2 smaller changing rooms and 2 bathrooms in it. If you are using a cast of more than 20, this space will be a bit cramped. If this is your situation, you should contact the Conference host to discuss another possible option for some of your cast.
- MEALS – Shows that are performing in the evening will be Moving In during the dinner time. You may send your personnel to the Caf to eat (possibly staggering your personnel), or you may arrange in advance to have box meals from the Caf available for your personnel to eat backstage. If you are interested in this option, you must contact the Conference host at least 2 weeks in advance in order to arrange for the box meals.
- COMMUNICATION – There is a wired, 1 channel communication system with headsets at the following positions – Offstage L downstage, Offstage L upstage, Offstage R downstage, Offstage R Fly Bar, Sound Booth, Light Board, each Followspot, and a stage manager position in the booth.
- RESPONDERS – After your performance, you will be responded to by our PA State Main Stage adjudicators. We suggest that your cast and crew may want to sit in on this session where you will get verbal and written feedback. This process is intended to give positive reinforcement and constructive suggestions. Most schools have found this to be a very productive and helpful feedback. Unfortunately, this does eat into your Strike time (especially if your schedule strike is tight). Some schools have people being Strike right away while part of their crew is sitting in on the responders.
- ADJUDICATION – If you are interested in taking your production to perform at the International Thespian Festival, you will need to be screened by adjudicators from the national level. If you are considering taking your production to the International Festival, you need to be prepared to be in for a costly undertaking. Each production is slightly different, but it is fairly common for schools to spend $40,000-$80,000 to take their show to the International Thespian Festival. Part of that process is the fee to be adjudicated. This involves flying the adjudicators to your show, hotel bills, ground travel, etc. This alone can cost several thousand dollars. You can schedule the adjudication to be done at your home school, or it is possible to have your production adjudicated when it is presented at PA Thespian Conference. There are limits to how many productions can be adjudicated at PA Thespian Conference. If you are seriously interested in taking your production to Festival and to be adjudicated at PA Thespian Conference, the arrangements need to be made early very early (beginning of the school year). There is a $300 cost to you to be adjudicated at the State Conference. If you are for a slot at Festival, PA Thespians will reimburse you that $300 payment. If you are not seriously interested in taking your production to Festival, PA responders will offer a great opportunity to receive constructive feedback on your production (at no cost).
- COMMUNICATION – obviously this is a large endeavor for you as well as the host facility. The conference will be managing up to 6 full length productions and up to One Acts in a very cramped 2½ days. The more you can communicate with the Conference Tech staff in advance, the better we can assist you with your various needs. Waiting until your 2 hours load in to discuss options really cramps your production and limits what the Conference Tech Staff can do to assist you.
Revised 7/31