The individual school hosts should plan to remain with their school during the entire festival experience. School hosts should view this as an opportunity to get to know our visitors better than anyone else.
Hosts should be available during the registration period so that you can greet your group as they arrive; if you can meet them outside, so much the better. If they arrive in a bus or large van, know where this vehicle and their truck should park.
After your group arrives and you help them register, give them a tour of the school. (If they arrive just in time for their tech rehearsal, do this afterwards) Bring them to the dressing room area first. If the host to that room is there, they will explain the use of the area, if not, please explain the process yourself. Everything you need to know is listed in the job description for Green Room Personnel. Show them where they’ll load in and out, introduce them to the load-in host, point out the cafeteria, the directors’ / adults’ lounge, Directors’ Critique room, student Student Forum rooms, bathrooms, the gym and any other available facilities, and their home base classroom.
Reminders to tell each group:
Where guest students are allowed to congregate and when.
The location of the directors’ (and other adults) lounge.
Name tags will be used for admission to the theater for play sessions, possibly as a meal ticket and as a pass to Student Forums. Do not lose your name tag. (If plastic tag holders are used, they should be taped closed on the sides.)
Where and when play programs will be distributed
When and where meals will be served
The snack bar location and hours.
Other
The Festival “headquarters” is usually the Registration/Information table/office.
The host school should determine in advance whether hosts may leave the school with their guests after their tech is over or during free time. If this is the case inform the information office where you will be going. Be prepared to make suggestions to the visiting director of things they can do during free time.
You should get a copy of your group’s program page so that you can begin to learn names before the group arrives. Get a copy of technical requirements so that you will know how much set they are bringing and find out where it will be stored from the Load-In Host. Anything you can do to personalize the festival experience for your school and to anticipate their needs, you should do.
Specific things you should do are:
Be familiar with Festival rules; get a copy and study it.
Know the load-in and storage procedures and areas.
Decorate the classroom that your school will use as a home base.
Remain in the theater with your group during their technical rehearsal.
Point them to the right people with their questions.
Be in the Green room with your group during the preparation before their show.
Watch their performance from the theater.
Know where people and things (like sets) belong at all times.
Check the attendance of the students in your group at the beginning of each play (except theirs & the one prior) and report to the house attendance coordinator. (Find out who this is.)