USBANDS 2013:25TH ANNIVERSARY SEASON
EVENT STAFF DISCUSSIONWEEK #6 PREP
Monday, October 14th 8:00pm Eastern
*Please make sure your phone/microphone is muted. *We’ll get started at 8pm Eastern.
YEA! MISSION STATEMENTTo support the development of young people into
magnificent human beings through participation in the performing arts.
WELCOME TO THE CALL!
Agenda for the evening
Week #5 Review
Week #6 Updates It’s BIG EVENT season!!!
Remaining Needs
Looking Ahead Indoor Planning 2014 Structure
WEEK #5 IN REVIEW
19 events this past weekend 17 on Saturday 2 on Sunday (NJ)
Total of … 25,000 performers this weekend? Season subtotal of something like 85,000 kids on
the field??
Weather continues to be relatively good. Two shows in MD forced inside. 1 in TX inside.
Issues from the weekend
1 missing judge 1 event started late due to staff arrival Some issues with totes and sheets A few dropbox issues – not too many A sick tabulator – emergency replacement A few trophy/award challenges 2 cancelled flights – emergency
replacements Some printer issues – compatibility, ink,
software downloads, etc.
Reminders - EXCELLENCE Coordinators starting the Event on Thursday
GroupMe leading up to the Event Is everyone responding? Anyone NOT responsive? Double-checking on all details? Hashes, host band competing, announcer, etc.
Arriving to the Event on time and dressed properly No one cares about OUR issues; they care about THEIR event. If you were catching a plane … would you miss the flight?
Communication within the team When something strays from the plan, use each other to solve the problems. Getting more
eyes on the problem avoids costly mistakes. Have “The List” in front of you at all times
We’ve made a habit in the office of carrying around a paper and pen, and writing EVERY little thing we see that isn’t perfect, every concern, every idea, etc … I would encourage everyone to try it.
The Time between Last Band and Awards Can never be too short … and can never be too accurate :)
Scores Can never be posted TOO soon
Sending in Materials Collecting Checks, Sending in Count sheets, etc. etc. etc. ... How quickly can we put a bow
on it?
General iPod/ Drop Box Notes• Some schools may block DropBox.com• Ask for a personal or preferred email address, assistant director or alternate staff
member. • Directors can invite anyone to listen to their tapes themselves, but may also request
that a tabulator add additional staff members• WiFi is not needed to use the Apple or Android App – a 3 or 4G connection will do on a
phone. • iPads – Need Wifi • Tabs will need to listen to the first few seconds of each file to verify caption, length of
recording, and quality of judge – From this past weekend: “we have yet to receive our color guard tape on the Dropbox - we
received 3 minutes of random judge chatter”• Recommendations
– Sit in Press box, not field– Use headphones– Distance yourself from announcer or judges if possible
• Remind judges not to update the software on their device. • Turn off iPods at the end of the night if the judges do not
Needs to say “On” (oops)
Tabulator / Drop Box Troubleshooting- Most common snags
• Red button to record
• “Ready to record” box turns blue when uploading, yellow when it is unable to connect.
• Keep recording!
1. “My file isn't uploading!”- If the files are “unable to upload” the
wifi signal is not strong enough. Keep recording, do not switch applications
2. “I don’t know how to use this thing”
3. All files are uploading, but you are missing “Color Guard”
A B C D
Tabulator / Drop Box Troubleshooting
Invite to Folder – Shown right
Share Link – Shares, but with limited capabilities
“I never got an invite to drop box”
Tabulator / Drop Box Troubleshooting – Invitations via Mobile(Yes, I have a lot of apps….and don’t yet have iOS7)
• Dropbox.com is a free service website, not a USBands creation
• Free app for file/ data sharing
• Android / Apple• Instant transfer of data• DropVox is a software
program designed specifically for use with dropbox.com
Once sent, directors will be able to click the link to gain access to their files for the evening
WEEK #6 – BIG WEEKEND!! NJ States – 90 bands
930-1200 Saturday (7am arrival) 800-400 Sunday – no flexibility(530am arrival) Conference Call for Event Staff on TUESDAY (email Very tight interval times, stressed directors, hills, etc …
PA States – 15 bands First time event at this site – need to take great care of the details
TN States – 12 bands We NEED volunteers here – who do you know? We have run here before – need to run a great event to build this back up
NY Empire Cup – 10 bands We NEED volunteers here – who do you know? Minimal support here
MD Chesapeake Challenge – 34 bands Great support here!! We need to be PERFECT in all we do!!
TX Conroe Showcase– 16 bands The Texas tour continues
Remaining Holes
October 19 We still need two TABS in CT events
October 26th We still need AC and TAB in Johns Creek, GA We still need AC in Robbinsville, NJ We still need TAB in Cordova, TN
Nov 2nd We still need an AC in Chattanooga, TN
Nov 2nd Weekend - CRAZY
MetLife Nationals Mid Atlantic States in Annapolis Southern States in Chattanooga Remo Finale in Austin 4 Preview Events
Washington Township Union Old Bridge Bunnell**We shifted quite a few office assignments here**
Nov 9th Weekend
MetLife Nationals J. Birney Crum Nationals**We shifted quite a few office assignments here**
Beyond November 9th
Review of all timelines and processes for local and regional events What can/should the office handle? What can/should the event staff handle? What can happen, when? Earlier?
Documentation Review of every document, checklist, training
guide Goal is to collect input by November 15th (fresh) Draft of revised documents by December 31st Final draft of documents completed by February
1st
Event Staff Structure
Structuring the Event Staff Regional Committees to assist with staffing and
management of local events Committee Leaders interface directly with the office Coordinate efforts on event boxes, supplies, trophies,
communication – will require EARLY planning
Training from the PROS to the ROOKIES ; improved orientation for our new folks
If we are to grow this thing with excellence, we need to do things differently – very few sacred cows, moving forward
THANK YOU
We have 26 days left to make this the best possible version of USBands.
Thank you for your time, care, and energy!!!