2019 Contest Host Agreement

Transcription

1 2019 Cntest Hst Agreement Please read the entire dcument carefully befre deciding t bid n a cntest date, even if yu have previusly hsted an SFWGA cntest, as cnditins and requirements change frm year t year. The SFWGA is cmmitted t presenting clr guard cntests that reflect the highest standards f pageantry and adjudicatin, in a manner that is cnsistent frm week t week and site t site. We believe that this apprach is the best way t fster the success f ur Natinal cmpetitrs, prmte the grwth f the activities, and ensure a cntinued presence fr future generatins. This dcument describes the entire agreement between the Suth Flrida Winter Guard Assciatin (SFWGA) and the Event Partner that is hsting the cntest (The Hst). Page 1 f 7

2 CONTEST SAFETY AND SECURITY We believe that every perfrmer, instructr, spectatr, and vlunteer has the right t participate in a safe and secure venue. While serius ccurrences at ur cntests have been extremely rare, it is imprtant that all staff and hst schl vlunteers understand what t d shuld an emergency situatin arise. Yur hst schl chairpersn is expected t read the Cntest Emergency Prcedures dcument, which can be fund n the Cntest Hsts page f the SFWGA website, and prvide emergency directin t yur vlunteers when necessary. FLORIDA STATUTES The fllwing Flrida Statutes pertain t yu as an SFWGA event partner: FS Prminent disclsure f n-refund plicy (Fines up t $100 per vilatin) - The SFWGA allws yur rganizatin t determine whether r nt yu will make available the refund f admissin prices. If yu decide that as a rule, yu will nt ffer refunds, the fllwing written disclsure must be psted at the ticket windw: "General Admissin - N Refunds". If this ntice is nt psted, then it will be deemed that yur rganizatin will refund admissin prices t thse wh request it. Psting this ntice des nt prevent yu frm issuing an exceptin refund that yu deem apprpriate. FS Admissin sales cannt exceed the seating capacity f the premises (Secnd degree misdemeanr) - Yur rganizatin must discntinue admissin ticket sales when advised by the SFWGA Cntest Directr that n further spectatr seating is available. Yu may resume ticket sales when advised by the Cntest Directr that seating has becme available, fr example, fllwing an interim Retreat. FS Surcharges n credit card sales prhibited (Secnd degree misdemeanr) - Yur rganizatin may set the admissin price(s) and categries at yur Hsted cntest. Hwever, yu may nt charge a higher admissin price, nr add an additinal "prcessing" r "cnvenience" fee, t spectatrs paying by credit card, than is charged t spectatrs paying by cash, check, r ther means. BIDDING PROCESS We encurage members t bid fr multiple cntest dates. Bidding n multiple dates increases the chances f being selected t hst a cntest. Hst Bids fr the 2019 Seasn must be submitted by Octber 1, The bidding unit must ensure the availability f the campus fr each date that is bid n. We have fund that the successful cntests ccur when there are n ther events scheduled n campus n that date. It is critical that bidding units understand the financial respnsibilities and revenue rights f the cntests they bid n, as all cntests are nt the same. Carefully read the "Revenue, Expenses and Fees" sectin belw befre yu decide t bid n a cntest date. The SFWGA will nly award ne cntest, regardless f the number f cntest dates bid n. If pprtunities exist t hst mre than ne cntest, the SFWGA will slicit interest frm units wh bid n thse available dates. Members wh are awarded a cntest will be required t cmplete and return an "Event Site Agreement" t the SFWGA by Octber 31, Yur schl Administratin will be required t sign the agreement. Cntests can ften bring mre than 50 different grups frm multiple cunties t yur campus. Be sure t speak t yur Administratin abut the pssibilities f hsting a cntest befre yu bid n a cntest date. If the "Event Site Agreement" is nt received by the SFWGA by Octber 31, 2018, the cntest date may be awarded t anther bidder. Page 2 f 7

3 REVENUE, EXPENSES AND FEES Different cntests have different revenue and expense criteria. The Hst Bid frm will indicate whether r nt a Shared Cntest Expenses (Hst Fees) apply t each cntest. Cntests with Hst Fees: February 9th February 16th March 2nd March 9th The Hst will be entitled t all revenue frm admissin ticket sales, fd and beverage sales, and ther fund-raising activities undertaken by the Hst. The Hst will pay a shared expense Hst fee f $5,500 t the SFWGA. An initial depsit f $1,000 must be paid n later than Octber 31, 2018, and the balance f $4,500 must be paid n later than the cntest date. The Hst is respnsible fr prviding apprpriate dining services fr Judges and SFWGA staff, and paying any facility use charges, security r Plice fees, schl Administratr fees and custdial fees that may be required by their Administratin. Cntests withut Hst Fees: January 26th March 16th The Hst will be entitled t all revenue frm fd and beverage sales, and ther fundraising activities undertaken by the Hst. The SFWGA will be entitled t all admissin ticket sales. The Hst is respnsible fr prviding apprpriate dining services fr Judges and SFWGA staff. The SFWGA will pay $1,100 t the Hst as partial reimbursement tward the csts f judges fd, security, and custdial fees. Page 3 f 7

4 All Cntests regardless f Shared Cntest Expenses (Hst Fees) The SFWGA cvers and directly pays fr the fllwing: trphies and medals, judges fees, judges airfare, judges htel accmmdatins, judges grund transprtatin, music ryalties, sund systems, tabulatin, DigiTab, and lcal Wi-Fi internet equipment. The SFWGA als cvers and directly pays fr the fllwing Cntest Staff: Cntest Directr(s), Tabulatrs, DigiTab peratrs, Annuncer, and Starter(s). PROHIBITED ACTIVITIES The fllwing fund raising activities are prhibited at all SFWGA cntests: Parking fees r the slicitatin f dnatins fr parking. The sale f vide r sund recrdings f any participant s perfrmance. Gambling, including rulette wheels, bing cards, scratch-ff awards that require a purchase, the resale f Flrida Lttery tickets, r the use f Flrida Lttery tickets as a winning award. Raffle tickets that are sld by, r t, students. Raffle r auctin awards that include alchl r tbacc prducts. Any single raffle r auctin award that has a retail value in excess f $1,000. Happy Grams r similar activities that invlve cntest area annuncements. The Hst must allw SFWGA-member units t perate nn-fd fund raising tables r bths utside the gymnasium at n charge. Hwever, the Hst may deny the request f SFWGAmember units t perate fund raising activities that cnflict with fund raising activities undertaken by the Hst. The Hst has exclusive rights t all fd and beverage sales at the cntest venue. The Hst may charge a fee t nn-sfwga vendrs. A fund raising cncessin shall be cnsidered a nn-sfwga vendr if less than 90% f the prceeds directly benefit an SFWGA member unit. CORPORATE PARTNERS AND SPONSORS The SFWGA may enter int Spnsr agreements with third parties wh prvide financial cnsideratin t the SFWGA rganizatin. The Hst must allw cmpanies and individuals with whm such agreements are made t perate, demnstrate, and sell their prducts at SFWGA cntests withut charge. ADMISSION TICKET SALES at cntests with Hst Fees The Hst may set the admissin ticket price at any amunt. Additinal rates fr students, children, senirs, r thers may be ffered at the Hst s discretin. Admissin ticket prices will be displayed n the SFWGA website. Ticket prices can be changed by the Hst until 48 hurs befre the cntest. The Hst must immediately infrm the SFWGA f any changes in pricing. A prtable, wireless pint-f-sale system (Square reader) is available fr use. The nly cnnectin required is t a standard 120V electrical utlet. The Hst may als prvides their wn POS. Any credit card devices prvided by the Hst must accept American Express, MasterCard, VISA, and Discver cards. An SFWGA staff member will instruct the ticket windw persnnel n the use f the Square reader n the mrning f the cntest. Page 4 f 7

5 If the SFWGA POS is used, the SFWGA will frward payment fr credit card purchases, less bank fees, t the Hst within 30 days fllwing the cntest date. The hst rganizatin is respnsible fr filing Flrida sales and use taxes if applicable. The Music License Admissin Reprting Frm must be cmpleted by the ticket windw staff and turned in t the Tabulatin table at the cnclusin f the cntest. If the frm is cmpleted and turned in by the cnclusin f the cntest, the SFWGA will pay music ryalties fr all music played at the cntest under its license agreement with ASCAP and BMI. FIRST AID STATION The First Aid statin must be staffed by at least ne adult cntinuusly thrughut the cntest, frm the time f the first perfrmance until the end f Retreat, including all dinner and break times. The primary rle f the First Aid Statin is t assess the severity f an injury and determine if emergency medical care is needed. Fire Rescue (911) must be summned in any f the fllwing situatins: Uncnsciusness, fr any amunt f time, even mmentary Any type f head injury Difficulty in breathing Chest pain r rapid pulse Cnfusin r disrientatin The First Aid statin shuld be lcated in an air cnditined area near the gymnasium, and be capable f dealing with simple injuries such as small cuts, sprains, muscle spasm, injured fingers r tes, lightheadedness, and nausea. A ct, air mattress, r chaise lunge shuld be available fr perfrmers wh need t lie dwn as well as ice packs and water. Never directly administer any ral medicatin t a student, including ver-the-cunter pain relievers, r any type f inhaler. A chapern r parent frm the perfrming unit must remain at First Aid while any perfrmer is being treated. JUDGES, SFWGA CONTEST STAFF ROOM The Hst must maintain a Judges and SFWGA Cntest Staff Hspitality Rm that will be used during pre-cntest preparatins, meals and breaks. The rm shuld be lcated near t the gym fr easy and fast access (sme breaks are nly five minutes in duratin). The rm must be available cntinuusly thrughut the cntest, beginning ne hur prir t the first perfrmance, cncluding at the end f critique. Since judges typically use break and dinner times t validate scres, access t this rm must be restricted t judges, SFWGA cntest staff, and the Hst Vlunteer(s) that versee the rm. Access t the hspitality rm by the public, instructrs, perfrmers, parents and ther vlunteers must nt be permitted at any time. At least ne adult vlunteer must be n duty at all times t supervise access t the hspitality rm. Depending n the size f the cntest, plan fd and beverages fr apprximately 15 t 20 judges and staff. GYMNASIUM The gymnasium must be cleared and secured with all dr staff in place ne hur prir t the first perfrmance. This time is reserved fr the set up and testing f sund and tabulatin equipment, and sund checks by instructrs. The Hst s perfrmers d nt have rehearsal privileges in the gymnasium during this time. Page 5 f 7

6 A typical gym shuld be equipped with three large (6 ft.)table and 10 chairs fr the sund system, annuncer, tabulatin cmputers, and cntest staff must be prvided alng ne end f the gymnasium with 120 VAC pwer access. One additinal 6 ft. table fr trphies shuld be placed in a secure lcatin inside the gymnasium where it can be easily mved nt the flr during Retreat. 120 VAC pwer access t the cntest flr lcated at the frnt-center, and rear-center f the perfrmance flr fr use by the perfrming units. The Perfrmance Entrance and Exit Drs (the drs perfrmers use t enter and exit the cntest flr) must each be staffed by at least ne adult t cntrl traffic flw. CONTROL OF THE CONTEST AREA (GYMNASIUM) Fr the safety f perfrmers, spectatrs, vlunteers and staff, entrance int the gymnasium is restricted and must be mnitred at all gymnasium drs thrughut the duratin f the cntest, including breaks. Back packs, gym bags and equipment bags are nt permitted int the gymnasium at any time, r thugh any dr. The fllwing types f spectatrs and individuals may be admitted: Main Gym Entry Drs - Spectatr Side Peple wearing a spectatr wristband Peple wearing an SFWGA Directr, Instructr, Judge, r Cntest Staff badge, hst schl vlunteers Main Gym Entry Drs - Perfrmer Side Peple wearing a perfrmer wristband Peple wearing a chapern r prp crew wristband Peple wearing an SFWGA Directr, Instructr, Judge, r Cntest Staff badge, hst schl vlunteers Perfrmance Area Entrance Dr (the dr perfrmers enter t perfrm) Peple wearing a perfrmer wristband Peple wearing an SFWGA Directr, Instructr, Judge, r Cntest Staff badge, hst schl vlunteers Perfrmance Area Exit Dr (the dr perfrmers exit thrugh after their perfrmance) N ne is permitted entrance thrugh this dr. All drs t the gymnasium must clse when the annuncer intrduces the perfrming unit (Please welcme..) and must remain clsed until the cnclusin f the perfrmance. N ne is permitted t enter r leave the gymnasium while a perfrmance is underway. JUDGING AREA The Timing and Penalty judge will mark ff high and lw sectins f the frnt bleachers in which the judges will be seated. Parents and vlunteers f the Hst must ensure that spectatrs d nt sit within the indicated area. The ideal time fr this is fr the dr peple t check this area after the drs have been clsed, and befre the perfrmance begins. GROUNDS, PARKING LOTS, COMMON AREAS A Unit check-in table must be staffed by tw adults. The check-in table shuld pen at least ne hur prir t the first scheduled perfrmance time and remain pen until the last unit has checked in. Page 6 f 7

7 A check-in list will be prvided by a SFWGA staff member. Any deviatin frm this list must be apprved by an SFWGA staff member. The number f perfrmer wristbands will be checked prir t each unit s perfrmance and must match the cunt n the Timing & Penalty sheet. All perfrmers must be banded in a tan r neutral clr. Instructrs have permanent ID badges and are nt wrist-banded, r cunted as chaperns r prp crew. The Hst must prvide vlunteers t perate the Ticket Windw at cntests where Hst receives admissin ticket revenue. Wristbands fr paying spectatrs must differ in clr frm thse used fr perfrmers and chaperns. 120V electrical pwer must be available fr the credit card reader. Hsts must prvide tw indr facilities fr Clr Guard Equipment and Bdy warm up. Equipment warm up lcatins must have high ceilings. There must be ne vlunteer n duty at all times in each warm up area, wh will rtate the units at their assigned times. Prp Truck and Bus parking must be designated, preferably in clse prximity t the gymnasium. SFWGA Cntest Staff must be prvided the clsest vehicular parking t the gymnasium fr the lading and unlading f the sund system and cmputer equipment. The final versin f the perfrmance schedule is available n the SFWGA website by 12:00 nn n the Friday befre the cntest. Signs giving directins t the lcatin f the First Aid Statin must be psted utside the Perfrmance Flr Exit dr and in the cmmn area adjacent t the spectatrs entrance dr. Hsts may dwnlad the apprpriate signs frm the SFWGA website. RIGHTS OF AUTHORITY The SFWGA will assign a Cntest Directr t the event. The Cntest Directr will have full authrity f all activity in and arund the cntest areas fr the duratin f the event. Cntest areas include the gymnasium, staging area, access drs and fyers, and warm up areas. Designated event time begins ne hur prir t the first scheduled perfrmance f any participant (clr guard, percussin, sl, r exhibitin) and ends ne hur after the cnclusin f the last perfrmance f any participant. N activities, slicitatins, annuncements, banners, ad hc perfrmances, r changes t traffic flw, seating, r facilities may ccur withut the prir written cnsent f the Cntest Directr. SOUTH FLORIDA CHAMPIONSHIPS Each Cntest Hst rganizatin that is awarded a cntest must prvide 6 adult vlunteers fr the fllwing nn-fd shifts at the Champinship Finals cntest: Tw 4-hur mrning shifts, tw 4- hur afternn shifts, and tw 4-hur evening shifts. Names f these vlunteers must be prvided t the SFWGA Event Crdinatr n later than the Champinship Prelims cntest. These vlunteers will each receive an all-day admissin badge t the Champinship cntest. QUESTIONS? If yu have any questins, r need additinal infrmatin, please cntact Leah Rupert, SFWGA Event Crdinatr at: LeahRupert@sfwga.rg Page 7 f 7