Post this timeline in a central location where the festival staff can track their progress and see how it all fits together. This is meant to be a guide. Write in actual dates. Modify it as needed.
Meet with the NHETG Board members
Meet with your administration for permission & heads-up
Enlist the Production Staff
Distribute Hosting Guidelines to the Production Staff
Hold brainstorming sessions with the Production Staff
Attend a Regional Drama Festival with some of your Production Staff.
Schedule a summer meeting with the NHETG board at the state festival host site.
Hold additional brainstorming sessions with the Production Staff (monthly).
Establish preliminary building use.
Attend the Summer NHETG Festival Planning Meeting (at the state festival host site) __/__/__
Ask questions at this meeting regarding this document.
Meet with your administration to keep them up to date.
Hold Regular Production Staff meetings at least monthly.
Cast the festival - Production Staff appoints its assistants & staff members (students & adults)
Determine preliminary schedule proof by NHETG Board.
Attend the January NHETG Board meeting __/__/__(at the state festival host site)
Board distributes registered shows to Regionals.
Board & Hosts assemble packets.
Workshops for adjudicators & consultants.
Lunch.
Distribute packets to attending Directors & mail to others.
Building tours for Directors, Board & Hosts.
Meet with your administration to keep them up to date
Send a Festival Alert Memo to your office staff .
Include a tentative schedule & building use.
Give them any other information that might help them handle phones, faxes, mail & email.
Send a Festival Alert Memo to your faculty.
Inform them of the wide spread use of the building.
Program Layout complete except for school/show pages.
Make Name Tags for NHETG Board & Life Members and others you know of in advance.
Call directors who have not yet submitted program pages.
Lay out Show Tickets & Meal Tickets.
Finalize festival schedule proofed by President & TD.
Finish program layout of all schools.
Initial Program Proofing round.
Customize school/show specific decorations & posters (opt).
Assign schools to Home Rooms (opt).
Make name tags.
Finish all signs/
Final Program Proofing round.
Send a memo to the office staff including the final schedule.
Program goes to press or photocopier.
Registration packets printed 4 days before festival.
Name tags complete.
School/show decorations, poster & banners complete (opt).
Hang & focus lights.
Send a memo to all Faculty reminding them of festival.
Tell them to secure their rooms.
Create Adjudicator Comment Sheet files.
Print Order Of Preference Charts.
Create Participation Award files.
Catch up.
Registration packets assembled.
Rehearse Host MC speeches to the audience.
Rehearse tours of the building.
Prepare the green room.
Prepare the set storage areas.
Empty wings & backstage areas of non festival essentials.
Rehearse the tech crew.
Tech shows of nearby school if possible.
Put signs up throughout building.
Decorate Home Base Rooms (opt).