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Sponsor Meeting

Sponsor Meeting. Conference 2014. Welcome. WELCOME TO THE ST. LOUIS GRAND RENAISSANCE AND AMERICA’S CENTER

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Sponsor Meeting

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  1. Sponsor Meeting Conference 2014

  2. Welcome WELCOME TO THE ST. LOUIS GRAND RENAISSANCE AND AMERICA’S CENTER Since this is the second year at the site, bumps we experienced last year may be fixed. Since every year is slightly different it means different challenges to meet and different problems to overcome.

  3. A brief look at the State of MST • Missouri continues to grow – with more than 5 new troupes affiliating in the last 4 months. • Missouri continues to be active leaders in Educational Theatre – Debbie Corbin on the National Board. • Missouri also has one of the largest delegations at the ITF festival in Lincoln every year. • Leadership was the largest it has ever been. Hopefully, it will continue to grow and be an activity you and your students view as a valuable experience in your season.

  4. Thank you! • Thank you for helping us to grow – the 2014 conference has the largest number of delegates, troupes, and colleges/vendors ever! We look forward to bringing a great educational theatre conference opportunity to more Missouri ITS students. • One of the ways we can do this is through the active involvement of our sponsors. Thank you to those of you who are presenting workshops and productions. Thank you in advance for performing your adult delegate duty – it helps make everyone’s conference experience smoother.

  5. Numbers • Total Troupes – 83 (79) • Total Delegates – 1668 (1441) • Total Student Delegates – 1473 (members 1209/non 264) • Total Jr. Delegates – 146 • Total Jr. Student Delegates – 124 • Colleges – 26 (24) • Vendors -10 (6)

  6. Conference 2014 • If you are staying in the conference hotel – please collect your student delegate’s room keys each day and only allow them in their rooms when you see fit. This allows you greater control as to where your students are and releases you (and us) from any liability in case a student is in their room when you don’t want them to be. • Also just a reminder that our insurance does not allow for delegates to use the pool (and the Conduct Guidelines state it as well) so please do not allow your delegation to do so. • Reminder that there will be a luggage holding room when checking out and the suggested gratuity is $1 per bag. • Each adult delegate received 5 vouchers for snacks in the MST store in their troupe’s packet upon check-in. • Please be present in the halls and workshops – your presence encourages appropriate conference and theatre behavior.

  7. Conference 2014 • The decision split the conference – offered more students the opportunity to attend and also offered students opportunities to get into workshops more easily (since it is essentially 2 smaller conferences running at the same time). • Go to General Sessions. There are less of them, but the ones that exist will all have very important announcements. • Dismissal from the final session will be complicated (although not as bad as last year due to expected weather) – please keep this in mind.

  8. New/Tweaks to 2014 • Split conference schedule - 2 seatings of each performance • Feedback for 123 as a mainstage venue was not positive (responding to your feedback) and was one of the reasons why we chose a split schedule and chose to make it a One Act only venue. • Guidebook – a request from the STOS – EdTA made it affordable. • Accept’d tweaks as we continue to try to provide a relevant and useful tool for scholarship and college selection. • College Sponsored Scholarship Breakfast – piloting this year • 2 different types of meal plans (again responding to feedback)

  9. Next year changes • We are going to try to continue to keep these to a minimum – however we are going to continue to tweak activities and policies to gain the most advantage, the safest, and most cost effective conference for the most number of students. In addition a new site will mean new challenges. • In order to reduce potential mistakes in the future we ask that you do not use old forms or assume “it’s always been done this way so…” • We have tried to increase the amount and timely manner in which we send/post information for you and will continue to try to do so. (Note: sometimes we are at the mercy of other non-MST board members for this) • Related to the above - please remember all the members of the board hold the same jobs you do – theatre teachers who have classes to teach and productions to direct like you do. It is not always possible for us to answer you as quickly as you/we would like.

  10. Slide from Last yearBroadway tastes – Off Off Off Broadway budget • In an effort to be more cost effective and limit any raises in the conference fees we are going to have to make some hard choices we may be doing some or all of the following: • Limiting the number of shows that perform/load in and out as a Main Stage – Reduced to 2 instead of 3 • Eliminate or change swag items – Reduced to t-shirts dropped bags • Limit the technical elements that are allowed to perform for One Acts or consolidate to a few basic items that are provided on site • Eliminate programs we are currently running that are high in cost but low in student interest. – Reduced some Guest Artist time on Page 2 Stage needs, eliminated some workshops w/low scores, eliminated Freestyle and Improv Showcase due to lack of interest • Changing the schedule to use time and spaces differently and more cost effectively Split schedule

  11. Expense Breakdown 2013 Conference Actual Breakdown • Scholarships - $3.12 (4%) • Office/Conference Supplies - $1.23 (2%) • Chapter Travel - $.52 (1%) • State Conference Expenses (not counting Guest Artists) - $55.49 (74%) • Guest Artists (Meals, Travel, Hotel) - $2.22 (3%) • Website - .69 (1%) • State Board Expenses - $1.96 (3%) • State Non-Conference Specific Student Activities - $5.57 (7%) • Advocacy - $.18 (1%) • Awards, GA Stipends, and Honorariums - $4.02 (5%) NOTE: none of the above takes board members donations (usually unofficial) into account

  12. Financial Report • Treasurer’s Report • Thank you to all those who paid their conference bill on time. We are at 98% paid. • Please make sure in the future you update your bookkeeper’s W-9 • Many schools sent payment to Debbie Corbin/Branson • Reminder that you can print off paid invoices on-line.

  13. Financial (cont.) • Due to venues requiring pre-payment of goods and services we can no longer wait for your PO’s check to arrive – we need the funds by the requested due date to pay for the conference. We do understand that many of you are at the mercy of your schools but for the most part • Next year any school/troupe who owes money (either registration or hotel) on Jan 1st will be charged a 20% rate for the ‘loan’ MST had to extend to the troupe to cover their pre-conference expenses. (NOTE: this is not inclusive of late/change fees).

  14. Some anticipated ‘tweaks’ • Hotel reservations – Next year we will be using a reservation system called Passkey – which will allow sponsors to make their reservations directly- however this also means little to no safety net for sponsors who don’t enter information by due dates. • Main Stage/One Act Adjudication process – we will continue to tweak this to make it both an educational tool as well as a useful selection tool.

  15. Leadership • As mentioned in a previous e-mail we have found that a large % of mistakes in registration were due to troupe’s lack of attending Leadership OR not sending a delegate to a workshop of an event entered. • Leadership ‘14 will be held at the Capital Plaza in Jefferson City on Sept 13th(with some optional evening activities/workshops held on Sept 12th). Look for more information to be released as to hotel room prices and registration in late April on the website and in e-mails. • As with last year, Leadership will have the following activities: • Voting for new board members (student and adult) • Voting for the conference logo • Honor Troupe presentations

  16. REMINDER PLEASE read all emails completely from Missouri Thespians. We know you are busy people and we try to be very judicious in how we use the email blast system. Some emails may be very long, but they contain information that you need to know to help your students have a successful conference experience.

  17. Priorities for 2014 • Create a policy within our organization for an increased presence of our Alumni who wish to remain active and use their skills to help run the conference in order to encourage a continuing involvement after graduation. • Continuing to increase the number of active ITS troupes in the state – and increase the level of state participation of those troupes. • Continue to increase the number of Jr. ITS troupes in the state and the number of them attending our state conference. • Continue to bring the largest and most efficient conference possiblefor the largest number of students. • Explore potential funding options and/or sponsorships to help continue to bring activities to conference but keep costs low for our students.

  18. Reminders: Running for office • Students and Adults who are interested in running for office at Leadership in 2013 will be able to get the application on-line on March 1st. • All applications are due June 1stwith interviews happening at the July meeting. • All interested should look at the on-line listing of dates and times for board meetings to make sure they can meet the obligations.

  19. Future Sites • 2015 and 2016– Downtown Kansas City. Hotel costs will be slightly higher but pretty similar to this year. • 2017-2018 – St. Louis Renaissance Grand Hotel and America’s Convention Center. • 2019-20 Currently under investigation.

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