Mission Statement. Time to Start Planning for the 58 th Annual Great Gulf Coast Region #10 Convention & Competition!

Transcription

1 Mission Statement Sweet Adelines International is a worldwide organization of women singers committed to advancing the musical art form of barbershop harmony through education, competition, and performance. Time to Start Planning for the 58 th Annual Great Gulf Coast Region #10 Convention & Competition!

2 FORM: SEND TO: DEADLINE: [ ] Quartet Entry Form SAI Headquarters - Tulsa January 21, 2019 [ ] Chorus Entry Form SAI Headquarters - Tulsa January 22, 2019 NOTE: Draw for order of appearance will take place at SAI Headquarters January 28, [ ] Housing Forms (One per room) Darline LeJeune February 1, 2019 [ ] Registration Form & Check Vicki Davis February 15, 2019 NOTE: Both form & check must be received before you will be registered. [ ] Meal and Rehearsal Request Forms Marci Haack Weatherford February 15, 2019 NOTE: Payment for chorus meals must be included with the Request Form. [ ] Volunteer List/Forms Jodi Ceaser February 15, 2019 [ ] Souvenir Pin Order Form & Check Cheryl Pyle March 1, 2019 [ ] Regional Education Fees Cheryl Pyle March 1, 2019 NOTE: ALL new members who join must also have their regional assessment paid to compete. Be sure your chorus has paid both their regional education fee to Cheryl Pyle and their dues to SAI Headquarters-Tulsa before they arrive at the convention. AGAIN THIS YEAR MAIL OR THE FOLLOWING FORMS PRIOR TO CONTEST!!!! [ ] Quartet Information Form Kellie Welsh March 1, 2019 [ ] Quartet Recording & Film Rights Form Kellie Welsh March 1, 2019 [ ] Chorus Information Form Kellie Welsh March 1, 2019 [ ] Chorus Recording & Film Rights Form Kellie Welsh March 1, 2019 SUBMIT THESE FORMS AT THE BRIEFING ON FRIDAY, March 22, 2019 [ ] Chorus Member Verification Form Kellie Welsh On Site [ ] List of Competing Chorus Members Kellie Welsh On Site [ ] Chorus Final Pose Form Kellie Welsh On Site [ ] Chorus Photo Order Form & Check Turn in at Briefing On Site [ ] Quartet Photo Order Form & Check Turn in at Briefing On Site Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 2

3 CORE COMMITTEE CHAIRS SUBCOMMITTEE CHAIRS CHAIR OF THE REGIONAL CONVENTION (CRC) FINANCE COORDINATOR Cheryl Pyle 1206 Barrington Drive Austin, TX [C] [O] COMPETITION COORDINATOR (CC) Kellie Welsh 1019 Laurel Valley Houston, TX [C] HOTEL HOUSING Darline LeJeune Hornsby Road Iowa, LA [C] [W] X 0 [W][F] darlinelejeune@gmail.com REHEARSAL & CHORUS MEALS Marci Haack Weatherford 425 Kirkwood Lewisville, TX [C] mahaack@pobox.com PATTERN Kay Hammett Sagehaven Dr. Houston TX [C] khammett@sbcglobal.net REGISTRATION Vicki Davis 452 Thompson Rd. Troy, TX [C] vdavis@tsswcb.texas.gov OFFICIAL PANEL LIAISON (OPL) Joni Miller 314 Bean Street Newton, TX [C] [H] jonisings@gmail.com VOLUNTEERS Jodi Ceaser 3015 Lockeridge Village Dr Spring, TX [C] [O] JDCeaser@msn.com TECHNICAL SERVICES Laura DeGraw 9826 N Lake Creek Pkwy #3301 Austin, TX [C] marketing@region10sai.org EVENTS COORDINATOR (EVC) Marilyn Turner 6010 Hansford Ln. Sugar Land, TX [H/O] [C] events@region10sai.org AWARDS Mary Hower Gypsy Street Corpus Christi TX [C] [H] marylu4449@aol.com HARMONY EXPO Carol Ogle 104 Skate Lane Monroe, LA [C] harmonyexpo10@gmail.com SILENT AUCTION Nancy Blackwell 237 Venable Lane Monroe LA Cell: NLRB@earthlink.net SHOW OF CHAMPIONS Jane Schlinke 1840 Rustic Oak Lane Spring Branch, TX [C] [H] ejane827@gmail.com Want to learn more about how to become a Steering Committee Member? Contact any of us for more information! Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 3

4 Start End Event Location Wednesday March 20, :00p 10:00p Steering Committee Gathering* Presidential Suite Thursday March 21, :00p 3:00p Hotel Pre-Con Staff Meeting* Salon 2 (or TBA) 5:00p 9:00p Registration/Ticket Sales/Lost & Found Atrium 5:00p 9:00p Harmony Expo (Sales) & Silent Auction Atrium 7:00p 9:00p Slide Show, Mixer & Quartet Reception (Everyone invited!) Donatello Ballroom 9:00p 9:45p Competing Quartets / Winners Circle Rehearsal Donatello Ballroom Friday March 22, :00a 9:00p Registration/Ticket Sales/Lost & Found Atrium 9:00a 9:00p Harmony Expo (Sales) & Silent Auction Atrium 9:00a 11:30a Panel Inspection Mic-Test Chorus/Quartet Briefing/Walk-Ons Team Coordinators, Directors and Competing Quartet Members Note: Quartet Walk-Ons Will Follow Briefing Raphael Ballroom 11:30a 11:45a Mass Sing Atrium 11:45a 12:00n First Timers Photo Atrium 12:00n 1:00p REGION #10 ALL MEMBER KICK OFF EVENT All members encouraged to attend! Donatello Ballroom 3:00p 9:00p Quartet Contest Raphael Ballroom Saturday March 23, :30a 11:30a Chorus Breakfasts As Assigned 7:30a 11:30a Rehearsals As Assigned 9:00a 9:00p Harmony Expo Atrium 9:00a 6:30p Silent Auction** Atrium 9:00a 8:00p Registration/Ticket Sales/Lost & Found Atrium 1:00p 5:00p Chorus Competition Raphael Ballroom 5:30p 7:30p Regional and Chorus Dinners As Assigned 8:00p 10:00p Show of Champions Raphael Ballroom A bulletin board will be available at the Registration Desk to post information about Saturday evening Chorus Hospitality Rooms/Parties. *By Invitation Only **Or as Announced (Times are subject to change) All events are held at the Hilton Houston North Address: Hilton Houston North, Greenspoint Drive, Houston, Texas, United States Phone: Website: Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 4

5 Happy New Year to Great Gulf Coast Region #10 Chapters and to all members! It is time to start preparing for our big spring event: the 58 th Annual Great Gulf Coast Region #10 Convention and Competition!!! Our deadlines are fast approaching. We recommend that each chorus appoint a Competition Coordinator who is responsible for making sure your chorus handles all required details and makes sure all forms and money are submitted by the deadlines given in our convention/competition forms. Included is a handy Competition Coordinator checklist of all tasks to be handled in the coming weeks. Any changes/updates will be posted on the Region #10 website and also distributed through the Region #10 lists. Deadlines for each of the forms are clearly indicated. Please make the deadlines a priority on your calendars. To assist the many organizers and coordinators, all forms and money need to be in on time. The competition information and forms are available for download at the Region 10 webpage: Convention weekend officially starts with our Thursday night Four s the Charm Kick Off held on the 2nd Floor in the Donatello Ballroom. Everyone is invited to join competing quartets and Winners Circle members for this special event. You ll have the opportunity to meet all our competing quartets and wish them well. It s a standing room only event, so don t be late!!!! We ll have a photo backdrop set up in the foyer of the Donatello Ballroom and you can take as many pictures as you would like with your chorus, quartet and/or singing sisters. You can post to Facebook and share with everyone both at the convention and back home! SOME REMINDERS: Again this year we will only have ONE riser configuration, so be sure to select the ALTERNATE riser configuration when you register with SAI to compete as a chorus. We will be using seven 6 riser sections, with NO inverted center section. See diagram of this year s riser set up on the Reg10 web site. Pictures for Chorus Competitors will be taken on stage immediately following your contest set again this year. We will continue to work with the official photographer to make sure you have time to check windows. You will hear a signal as the 4 photos are taken so you ll know when the picture-taking is done. Our Mass Sing on Friday will be held in the middle of the Atrium which seems to work very well. Listen for the music and join your chorus and regional friends for this bonding event. Immediately following the Mass Sing, we invite all First Timers (members who have never attended a Region #10 competition/convention before) to move to the front of the crowd for a group photo. The First Timers photo(s) will be available on the Region #10 website along with all the other candid photos done by our professional photographer during the convention weekend. Back by Popular Demand!!! FOUR S THE CHARM REGION #10 ALL MEMBER KICK OFF EVENT!!! Immediately following our Mass Sing and First Timers Photo, we invite everyone to join us in the second-floor Donatello Ballroom for a region-wide membership gathering. We will start with a parade of chorus flags (We ll display them during the Mass Sing and then parade with the flags up to this event before displaying them in the atrium for the weekend. If you need details about flag suggested sizes, let me know and I ll get those to you.) You ll want to be there to cheer on your chorus representative. Then we will present non-competition awards including the Nancy Carter Community Service Awards, Membership Growth Awards, recognition of the Sweet Adeline Extraordinaire from each chapter, door prizes from many of our vendors and who knows what else?!?!?! This membership meeting is a great way to have some social time with your regional singing sisters and still leave plenty of time for you to be in the Rafael Ballroom for contestant #1 in the Quartet Competition. If you have any brilliant ideas about what you d like to see at the Four s the Charm Regional Membership Meeting, please let our RMT Team Coordinator, Kaye Pledge, know as soon as possible. The Competition Steering Committee is here to serve and help in any way possible to make your contest experience enjoyable. We look forward to seeing you! Yours in Harmony, Cheryl Cheryl Pyle, Chair of the Regional Convention Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 5

6 (No reason for your members to not be fully informed. Forward this information to them.) REGISTRATION: Each member of Region 10 who attends the convention must purchase an all-events ticket. NO EXCEPTIONS! Proceeds from competition, in addition to paying for convention/contest expenses, also help provide funding for our regional programs and helps to support our regional champions. VOLUNTEERS NEEDED: Please volunteer an hour or two at the convention to help it run smoothly. There are many jobs available. Please complete and turn in a volunteer form to your chapter volunteer coordinator as soon as possible. Thank you. FIRST TIMERS GROUP PHOTO: First Timers are invited to move to the front row of sing for a group photo immediately following the Mass Sing on Friday morning. What a fun way to remember your first Region #10 competition/convention! All candid photos will be available on the Region #10 web site a few weeks following competition weekend. HARMONY EXPO: Plan to spend time in the Hilton Atrium shopping with our numerous vendors who love to present their products/items for your enjoyment. Their booth registration fees help support our convention/educational events, so please make it worth their while to be with us!!! If you know of a vendor who would like to come, please have them notify Harmony Expo Chair Carol Ogle at CHORUS CONTEST AWARDS PROCEDURE: As the competing Choruses are introduced in order of appearance, their Director and President will enter the stage and will remain there during the announcement of the results. As the results are read, the Director and President will step forward to receive their awards. When the new Chorus champions are announced the remaining Directors and Presidents will exit the stage. The new Champion Chorus members will receive a medal from an outgoing champion, and then make their way onto to the stage and the risers to perform. RISER CONFIGURATION FOR CHORUSES: Only one riser configuration this year... seven 6 riser sections with NO inverted center section. ***ROOM CANCELLATION***: The hotel has a strict 48-hour cancellation policy. Cancellation within 48 hours of scheduled arrival will result in a charge of one night s room and tax! HOTEL CHANGES/ROOMMATE CHANGES: Please do not contact the hotel directly to make changes to your room reservations. All changes should be made through our Reg10 Hotel Coordinator Darline LeJeune. YOUR ASSISTANCE WITH THIS MATTER WILL HELP US ALL!!! THANKS. HOTEL HOSPITALITY SUITE CHORUS REQUESTS: Only choruses that get their entire membership housing forms in first will have first consideration for Hospitality Suite requests. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 6

7 HOTEL CONFIRMATIONS: While we do our absolute best to honor all requests, remember, a confirmation is only a guarantee that you have a hotel room blocked for your stay. PHOTO ORDER FORMS: Quartet and Chorus Forms will be available on our regional website. Note: Photo orders placed at the convention help to raise funds for the support of our regional programs. If you are planning to purchase a posed photo, PLEASE order it in advance and support your region! New for 2019: Candid photos during contest will be available for the first time. Watch our regional website/blast for information about ordering candid on-stage photos. SPECIAL COMPETITION ARRANGEMENTS FOR MOBILITY IMPAIRED: Each chorus must submit the number of people with special needs to the CC Kellie Welsh as soon as possible. She also needs to know IN ADVANCE if any of your members need special assistance getting on stage. Ramps will be used by all competitors on both sides of the stage. Note: The Region will not make arrangements for scooters or wheelchairs, so please make accommodations accordingly. PURSES/BELONGINGS: Backstage personnel will be available to watch LIMITED personal belongings of competitors in the backstage area during your performances. Personal belongings will be gathered in specified bags from choruses and quartets at the beginning of the pattern. These belongings will be returned to your group as you leave the backstage area. Please redistribute belongings to members after you are back in the audience. CONTESTANT SCORE SHEETS: These will be available at a designated location min. after the end of each contest. For choruses these can be picked up only by the Chorus Director or the Team Coordinator/President. For quartets, only a designated person or a quartet member may obtain the score sheets. FRIENDS AND FAMILY SINGLE EVENT TICKETS: Single event $20 tickets for the quartet contest, chorus contest and for the show of champions on Saturday night will be available at our Region #10 registration table prior to each event. All members of Region #10 must pay our convention registration fee, but your friends and/or family can purchase tickets for $20 per event. WEB CAST RETURNS AFTER HIGHLY SUCCESSFUL DEBUT IN 2018: Friends and family unable to join us in Houston may subscribe to our webcast and watch the competition live. For only $25, registrants get live viewing AND post-contest access for two weeks following the weekend. Check our Region #10 website for opportunities to purchase PERSONAL PITCHES (individual shout-outs) for both the web cast and the program. NEW FOR 2019: PERSONAL PITCHES For just $5 you can place a shout out in our printed contest program for your riser buddy, director, section leader, or anyone else you want to recognize. Visit our Region #10 website to purchase PERSONAL PITCHES. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 7

8 weekend. GREAT GULF COAST REGION #10 CONVENTION 2019 PIN Do you sometimes get home from contest only to realize that you forgot to pick up this year s souvenir pin? Once again, we are giving you the opportunity to pre-order your souvenir pin through your chorus. Each chorus should assign someone to take pre-orders and payment from members, and then send a chapter check to reserve your pin(s). That person can pick up the envelope of pre-ordered pins at the contest registration desk to distribute to chorus members who prepaid. We will have a total of 225 pins available and pre-orders will be reserved first. Any unsold pins will be available on a first-come, first available basis at the Region #10 Registration Desk on convention Please print the order information: Chapter Name: Number of Pins we are pre-ordering & paying for: Payment Enclosed ( pins X $3 each): Print Name of Contact Person for Pin Order: Print for Contact Person: Preferred Phone # for Contact Person: PREORDER DEADLINE MARCH 1, 2019 Send this Souvenir Pin order form with a chapter check for required amount (Made payable to Sweet Adelines Region #10) to: Cheryl Pyle Finance Coordinator 1206 Barrington Drive, Austin, TX Questions? Cheryl Pyle: finance@region10sai.org Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 8

9 Thursday, March 21, 2019 Slide Show starting at 7:00 pm Formal Program 7:30 p.m. to 9:00 p.m. Donatello Ballroom Open to ALL MEMBERS including special guests: Competing Quartets & Winners Circle Members Be There to Meet and Greet Your Favorite Quartets! Arrive early to enjoy a slide show beginning at 7:00 p.m. before the formal program officially begins at 7:30 p.m. All competing quartets are invited to come to the stage, introduce their members, share a little about their time together as a quartet, and then sing a song to help kick off the weekend. Please notify Kellie Welsh or Kerri Mauney, your Winners Circle Coordinators, if you would like to say something or sing (5-minute limit). Slide Show Competing Quartets who want to be included in the photo slide show should send photos to Kerri Mauney kbmauney@gmail.com Deadline February 22, PLEASE!!! Region #10 has a tradition of giving Goodie Bags to each of our competing quartets, so feel free to join in the fun with little well-wishes for the contestants. You are welcome to add your personal cards and small good luck items to the individually marked quartet gift baskets/bags which will be in the Donatello Ballroom!!! The Winners Circle and Competing Quartets will have a rehearsal immediately following the reception, but there is plenty of room to stay and mingle in the foyer while they are busy! Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 9

10 FRIDAY, immediately following the Mass Sing, come join us in the 2 nd floor Donatello Ballroom for this fun and exciting start to our weekend! All of Region #10 members are encouraged to attend and sit together with your chorus. Be there to see what awards your chorus may receive and start the weekend out right! Chose a member (or two) to represent your chorus at the start of the meeting in the: After the Chorus Flags are paraded, we move on to Presentations of Awards: 1. Nancy Carter Community Service Awards 2. Membership Growth Award 3. Wall of Fame Recognition 4. Individual Attendance Awards 5. Surprise Chapter Awards Sprinkled throughout the meeting will be door prizes from our amazing Harmony Expo vendors. You can t win prizes if you are not present PLUS you ll miss all the fun, so make plans to arrive before noon on Friday for this special event! Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 10

11 To: All Chorus Competition Registration Coordinators From: Vicki Davis 452 Thompson Rd., Troy, TX [C] On the Region #10 Contest 2019 website, you will find a copy of the Individual Registration Form. Please make copies as necessary to ensure that all members have a form. ALL MEMBERS OF REGION #10 ARE REQUIRED TO PAY AN ALL EVENTS REGISTRATION. Those wanting a convention badge are encouraged to pay in advance for an All Events Registration. Please include each member s SAI ID number on the spreadsheet. Please set your chorus deadline well in advance of our regional deadline so that you can use these individual forms to complete your chorus registration spreadsheet. Names will appear on the badges as they are listed on the spreadsheet, so please double check your spelling. Remember, registration fees CANNOT BE REFUNDED, but are ALWAYS TRANSFERRABLE to another person. I much prefer to receive the completed/collected Individual Registration Forms and Chorus Spreadsheet by for speed and accuracy. There will be an empty excel spreadsheet file available for your use at the regional web site or feel free to contact me and I ll send you one. , call or text me with any questions. If you must use snail mail remember to allow 3-5 day delay to meet your Regional Deadline of Feb. 15th! When you mail payment please attach a copy of the spreadsheet. NO CREDIT CARD PAYMENTS FOR CONTEST REGISTRATION, due to the credit card fees charged by the banks. BE SURE TO INCLUDE a Contact Name, Chorus, phone number and with ALL correspondence PLEASE!!! ALL PAPERWORK AND PAYMENT MUST BE RECEIVED NO LATER THAN FEBRUARY 15, A $5 LATE FEE MUST BE APPLIED TO EACH AND EVERY REGISTRATION RECEIVED BY ME AFTER THE DEADLINE. SORRY, NO EXCEPTIONS. Please mail ALL individual registration forms (unless you have already ed them), chorus spreadsheet and one check payment, made out to Sweet Adelines Region #10, for the total amount on the paperwork to: Vicki Davis 452 Thompson Rd., Troy, TX [C] vdavis@tsswcb.texas.gov Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 11

12 Region 10 Convention & Competition 2019 Print Member Name: (as you want it printed on your name badge) REQUIRED OF ALL REGION 10 MEMBERS! Chorus/Regional Title: SAI ID#: Primary Chorus: Secondary Chorus: First Timer? [ ] Yes [ ] No CAL: [ ] Yes [ ] No Quartet Name (if competing): Other Region Affiliation: Guest Name(s): All Events Registration covers not only the Thursday Night Mixer, Friday Membership Event, our Quartet Contest, Chorus Contest and Show of Champions, but also the infrastructure cost to put on this convention... Feel free to ask any Steering Committee Member for details about the incredible expense of holding our competition weekend. NOTES: All registration fees are transferable, but not refundable. Each member s Regional Education Fee must be paid before she can compete. Show of Champions general seating is included in All Events registration. NOTE THAT CHORUS COLLECTION DEADLINE MAY BE EARLIER THAN REGIONAL DEADLINE. [ ] Member All Events (Paid received by 2/15/19) [includes name badge] $ 70 [ ] HOLD A SEAT FOR ME IN THE RESERVED SECTION FOR SHOW OF CHAMPIONS! $ 10 [ ] Member All Events (Paid received after 2/15/19) [includes name badge] $ 75 [ ] Guest All Events (Paid received by 2/15/19) [includes name badge] $ 75 [ ] Guest All Events (Paid received after 2/15/19) [includes name badge] $ 80 TOTAL ENCLOSED: $ Guest Single Event Tickets will be available on site at the Registration Desk. Single Event Ticket cost is $20 each for the Quartet Contest, Chorus Contest and/or Show of Champions. Make check payable to Your Chorus and give to your Registration Coordinator by your Chorus deadline. CAL Members, please send check (payable to Sweet Adelines Region #10) & Registration Form to: Vicki Davis 452 Thompson Rd., Troy, TX [C] vdavis@tsswcb.texas.gov Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 12

13 Chorus Coordinators: You may change this form to suit your needs, i.e., include all meals and any other group costs on this form, for YOUR information only, so each member can pay only one amount for all. Then you can divide up the information as needed and send it to the proper person handling each item. If you have any questions or would like for me to personalize the form to fit your chorus, please me the pertinent information: Hotel Housing Instructions Please the name and contact information for your chorus Hotel Housing Representative to Darline LeJeune as soon as possible so she will know whom to contact to clarify any information. Your designated Chorus Hotel Housing representative will be responsible for collecting the individual room forms with the required credit card information to guarantee one night s lodging per room. Please review each form for legibility and completeness. These forms must be submitted to me no later than February 1, PLEASE DO NOT LIST A MEMBER ON MORE THAN ONE ROOM FORM...THIS COULD BE CONSIDERED A DUPLICATE AND CAUSE A ROOM TO BE CANCELLED. If you know a member has special requirements, write the request in the Special Requests section. Please double check for completeness of the credit card number. All credit cards have 16 numbers except for AmEx, which has 15 numbers. You must also include the card expiration date... which cannot be earlier than March Hotel Housing information may be submitted on a single chorus list if all information on the individual forms are included on the chorus room list. Cancellations must be made 48 hours in advance of scheduled arrival date or one night s lodging & tax for the cancelled room will be charged to the credit card. HOTEL HOSPITALITY SUITE CHORUS REQUESTS: Only choruses that submit their entire membership housing forms in first will have first consideration for Hospitality Suite requests. These types of rooms are limited and are allotted on a first reserved, first assigned basis, with some consideration given to size of suite vs. size of chorus. You will need to indicate that a suite has been requested on the special requests section of the Room Form. All other rooms will be assigned, on a first received, first assigned basis. Hilton Hotel Room Floor Plans are included our website for your convenience. Some helpful hotel info: Adjoining Rooms are next door to each other. Connecting Rooms have an inside door between them. NO ROLL AWAY BEDS ARE ALLOWED. NO COOKING is allowed in hotel rooms due to Houston Fire Code!!!! All Hilton rooms now include mini-fridges. HOTEL CONFIRMATIONS: While we do our absolute best to honor all requests, remember, a confirmation is only a guarantee that you have a hotel room blocked for your stay. Please send your Hotel Forms by US mail or to: Darline LeJeune Region 10 Housing Coordinator Hornsby Road, Iowa, LA [C] [W] X 0 [W][f] darlinelejeune@gmail.com Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 13

14 SEND HOUSING INFORMATION TO DARLINE LEJEUNE NO LATER THAN FEBRUARY 1, PLEASE DO NOT CONTACT HOTEL CONCERNING HOUSING CHANGES... ALL DETAILS ARE HANDLED THROUGH DARLINE!!! Chorus Members should return this form to your Chorus Housing Representative. CAL Members should complete this form and mail or it directly to Darline LeJeune. Please print or type clearly. (Note: Deadline for the Chorus Housing Rep to submit all Housing Forms to Darline LeJeune is February 1, 2019.) CHORUS NAME: COMPETING? [ ] YES [ ] NO QUARTET NAME (only if competing): Note: If you want 2 rooms, please complete 2 separate hotel room reservation forms. ROOM CAPTAIN: Name: (2) Address: (3) City/State/Zip: (4) Phone: ROOM CAPTAIN/ROOMMATES: Before reserving, make sure you contact your roommates so you can: Confirm they re staying with you, not someone else. Verify their address and any other contact information, make/know their arrangements to pay their share of the bill, and confirm any special needs (based on availability). REQUESTED ACCOMMODATIONS: ROOMMATES: Only the Chorus Housing Coordinator. or Room Captain will be permitted to make ANY changes. 3/20 3/21 3/22 3/23 3/24 Arrival on: (check one) [ ] Wed [ ] Thu [ ] Fri Departure on: (check one) [ ] Fri [ ] Sat [ ] Sun Check in time is 3:00 p.m. and Check out time is 12 noon. Room Type Nightly Rate Room Type Nightly Rate [ ] Queen/Queen: ($ TAX) $ [ ] Standard King: ($ TAX) $ [ ] Executive King: ($ TAX) $ [ ] King Junior Suite: ($ TAX) $ [ ] Parlor King: ($ TAX) (Less than 5 of these are available) [ ] Smoking: Subject to availability at time of request. (Only 6 smoking rooms are available.) $ Special Requests Room Special Requests [ ] Handicap Room [ ] Rm Near Elevators METHOD OF ROOM GUARANTEE: [ ] Individual credit card (only one credit card per room needed to guarantee). [ ] Chorus check (attached) or credit card. Name as printed on card: Card Type: [ ] Visa [ ] MC [ ] AmEx [ ] Disc [ ] Check Card Number: Expiration: Credit Cards must be valid through March 2019 to guarantee a hotel room. HOTEL CONFIRMATIONS: While we do our absolute best to honor all requests, remember, a confirmation is only a guarantee that you have a hotel room blocked for your stay. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 14

15 Darline LeJeune Region 10 Housing Coordinator Hornsby Road, Iowa, LA [C] (W) X 0 [W][f] darlinelejeune@gmail.com Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 15

16 GROUP # 1. GENERAL ASSISTANCE Ever thought about volunteering? Here is a sampling of some of the volunteer positions needed at a Regional Convention! Registration Desk o General Information; Distributes badges and information packets or forms. o Lost & Found o Sells individual event tickets Raffle Tables Assists the International competing quartets and/or choruses at their raffle table(s) by selling tickets and/or accepting donations. Photography Assistant Assists photographer with contestant placement, and errands for both quartets and choruses. Collects photo orders and checks them for accuracy and payment. Silent Auction Assists at the display tables by giving instructions on how the auction works or describing items and finalizing closing of the auction and collection of payments. GROUP # 2. TRAFFIC PATTERN Check-in: o Check in all contestants o Transition to pattern assistant o Provide large bags to chorus o Remind to turn off cell phones Pattern Assistant: o Directs to assigned warm-up room o Gives 10 minute allowances for warm up with 2-minute warning o Refreshes rooms between competitors Escorts From Warm Up area to Back Stage Personal Belonging Assistant Collects belongings from performing members and gives their bags back to them after the performance. Special Needs Assistant Helps attendees in wheel chairs or on crutches to negotiate stages ramps or find seating. GROUP # 3. CONTEST OPERATIONS Doors Opens and closes ballroom doors per emcee s directions. No one can leave or enter during a contestant s performance. Doors are staffed both on the inside and the outside. Checks audience for badges or checks for and tears tickets as guests enter. Headphones Helps to visually monitor the total timing of the contest between judges, pattern and video group by listening to all groups and alerting CRC and CC with contest issues when needed. Videography Assistant Assists videographer during contests and awards ceremonies. Should be knowledgeable about zoom, panning, etc. Panel Guard At contest s end, keeps the audience at a safe distance while copies are being made at the panel table. GROUP #4. EXTRA Webcast Assistant Assists webcast hosts and producer with basic requests as well as effectively manage traffic flow of quartets and chapter representatives in and out of the Webcast area following their stage exit. Riser Crew Sets up, tears down and moves riser sections as part of a crew. Husbands, sons and male friends are great for this job. Volunteer-On-Call Prepared to help in any area if a volunteer is unable to do their task. This position has an assigned seat in the auditorium. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 16

17 Chorus Competition Coordinators: Please make multiple copies of this form and the Volunteer/Staffing Job Descriptions Pages and distribute to your members. The collected forms should be sent back to Jodi Ceaser by the Chorus Competition Coordinator no later than February 15, REGIONAL COMPETITION 2019: Volunteers Needed from March 21 March 23, 2019 Print Name: Print Address: Work# ( ) Home#( ) Cell#( ) Best way to reach me: [ ] Home# [ ] Work# [ ] Cell# [ ] Chorus Name: Quartet Name: If not a chorus member, check one: [ ] CAL [ ] Guest Are you competing in the chorus contest? [ ] YES [ ] NO Are you competing in the quartet contest? [ ] YES [ ] NO Are you expecting to sing on the Show of Champions? [ ] YES [ ] NO Please review the job descriptions and select which job(s) you prefer and we will try to accommodate you. Don t forget the Show of Champions it is fun too! Contest Volunteer Jobs I have held in the past: [ ] Put me wherever I am needed (your best choice) Contest Volunteer Jobs I would love to be assigned: Do you have special needs? [ ] YES [ ] NO For example, do you prefer a job where you are seated: [ ] YES [ ] NO If Yes, please describe any special considerations/needs: Please indicate the days and state times you are willing to work: THURSDAY FRIDAY SATURDAY [ ] AM [ ] PM [ ] AM [ ] PM [ ] AM [ ] PM FROM: FROM: FROM: FROM: FROM: FROM: TO: TO: TO: TO: TO: TO: Please feel free to call with any questions regarding these great opportunities. Jodi Ceaser 3015 Lockeridge Village Drive, Spring, TX [C] [O] JDCeaser@msn.com THANK YOU! Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 17

18 PRE-COMPETITION: 1. NOTE: Chorus Manager may mean President or Team Coordinator in your chorus. Appoint sub-committee chairs as needed by your chorus. For example: [ ] Registration [ ] Housing [ ] Special Functions (Meal, Rehearsal, etc.) [ ] Transportation (Arrange for Carpools for new members, etc) [ ] Volunteer Coordinator [ ] Rah/Rah [ ] Competition Bible [ ] Photography Orders [ ] Silent Auction Coordinator [ ] Souvenir Pin Pre-Order Coordinator Schedule a meeting of key people to coordinate all your competition activities. Copy information for respective subcommittee chairs, quartets, and chorus members as needed. Be sure each chorus member receives a copy of the for all members information from the competition packet. CHORUS REGISTRATION CHAIR a. Have members complete their individual registration forms. Then compile the information into the spreadsheet for the regional contest registration chairman. Please do not make changes to the layout of the spreadsheet! b. Include guest all-events orders on the spreadsheet. c. Send all of individual registration forms, the compiled spreadsheet for your entire chorus and guests, and payment by the 2/1/19 deadline. d. BE SURE ALL OF YOUR INFORMATION IS SUBMITTED ON TIME, preferably via , and that a paper copy of the registration spreadsheet with payment check, is ON TIME. ALL documentation must be received for your registrations to be processed. e. Submit any changes no less than 96 hrs. (4 days) before contest weekend. CHORUS HOUSING CHAIRMAN a. Have members complete the hotel reservation forms ONE form per room, NOT one form per person. b. Submit completed forms ON TIME. c. Submit any changes no less than 96 hrs. (4 days) before contest weekend. SPECIAL FUNCTIONS CHAIRMAN a. Complete the Chorus Rehearsal, Breakfast and Dinner request forms for submission to the Rehearsal and Chorus Meals Contract, even if no chorus meals are scheduled. b. Request rehearsal time and space on the Chorus Rehearsal form. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 18

19 TRANSPORTATION CHAIRMAN a. Make sure your chorus is aware of transportation plans. b. Discuss carpooling options and encourage members to travel together. c. Verify that every chorus member has transportation. VOLUNTEER STAFFING COORDINATOR a. Make sure your chorus is aware of the need for volunteers to help with regional competition. b. Copy the Volunteer Sign Up Form for all members. c. Collect the Volunteer Sign Up Forms from your members. d. Forward your chorus Volunteer Sign Up Forms to the Regional Volunteer Coordinator and follow up with any questions your members may have. RAH/RAH CHAIRMAN a. Be sure to schedule Rah/Rah and morale sessions as your chorus prepares for contest. b. Promote togetherness. Secret Pals? c. Plan to support your competing quartets. Have them perform often at rehearsal. d. Work on ways to develop a positive attitude. Plan some FUN stuff. e. Help your chorus develop ways to deal with stress. f. Don t forget SPECIAL things/information for your new members, such as making sure they each have a veteran member in their room! 10. COMPETITION BIBLE (Information given to all chorus members) a. Give your chorus member a packing list all parts of your costume, (dress, foundations, shoes, makeup), sewing kit, medications, etc. DON T FORGET A MAKEUP TOWEL OR TISSUES! (We don t use hotel linens to remove makeup.) b. Include a detailed schedule of activities, times, places, etc. c. Give hints on how to handle competition. d. Encourage review of the Judging Category Description Booklet available on line at the SAI website If you re going to play the game, you should be familiar with the rules! e. Circulate messages from your Chorus Manager or Director. f. Do anything else that will help make your chorus weekend as easy as possible with NO SURPRISES as far as your participation or performance is concerned. g. Stress TOGETHERNESS. Be sure your members know where to go and/or whom to see if there are problems or concerns. 11. CHORUS PHOTOGRAPHY CHAIRMAN a. Obtain Official Photo Order Forms through the link on the Region #10 competition website and distribute those to all your chorus members. b. Collect the order forms and payment from your members. c. Compile the chapter member orders on one form and get one chapter check for the entire order. d. Pre-plan pose with Director. e. Be sure your Team Coordinator/President has the completed photo order form and chorus payment check in hand to turn in at the Friday morning Chorus/Quartet Briefing. 12. CHORUS WEBCAST CHAIRMAN a. Be sure your Team Coordinator/President has completed the online webcast questionnaire (sent by to these contacts only) by the March 1, 2019 deadline. b. Remind Team Coord/President/Director to proceed to the webcast station immediately following onstage performance to ensure your chorus does not miss its webcast opportunity. Due to space constraints, interviews will be limited to these individuals. c. Remind chapter members that they (along with friends and family) can subscribe to the webcast to view the entire competition both live and on delayed replay (for a limited time). Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 19

20 13. CHORUS COMPETITION COORDINATOR a. Check with Chorus Manager to be sure all forms are completed and sent in ON TIME, or taken to contest, as required. b. Prepare congratulatory cards from your chorus to present to winners. c. Make sure you bring duplicate copies of all forms to competition in case there are problems. d. Be sure your photo order and ONE CHAPTER CHECK have been given to your Team Coordinator/President to turn in Friday morning at the Chorus/Quartet Briefing. e. Be sure members do understand hotel check in and check out times. Remind them that almost 600+ of us will be arriving within a 24-hour period and that there will most likely be lines at some time. f. Be sure your sub-chairs meet all regional deadlines. AT COMPETITION: a. Assist your chapter quartets as needed. b. Assist with any arrangements, if needed, for SHOW OF CHAMPIONS. c. Familiarize yourself with schedules, locations, people in charge, etc., so that you are available to HELP, to ANSWER QUESTIONS, and to EXPEDITE activities for your chorus. AFTER COMPETITION: a. Distribute copies of score sheets to all members. b. Share performance recording with chorus. c. Send congratulatory messages to winners if you did not already do it AT competition. d. Make a written evaluation of what went right or wrong and any suggestions for your file for next year s Coordinator. e. Chorus Team Leader, complete Evaluation form based on input from your Chorus and submit to the Chair of the Regional Convention. f. PAT YOURSELF ON THE BACK, THIS IS A BIG JOB!! Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 20

21 Saturday rehearsals are automatically scheduled according to space and order of appearance. Each chorus will have one hour on Saturday for rehearsal. Times will be determined after the official pattern is completed. All rehearsals will be flat floor only. No risers. Fill out this form completely and send to: Marci Haack Weatherford 425 Kirkwood Lewisville, TX Cell: Deadline: FEBRUARY 15, 2019 You will be notified when your Saturday breakfast and/or rehearsal times have been confirmed. CHORUS: CONTACT: ADDRESS: TELEPHONE: CELLULAR: ANTICIPATED NUMBER COMPETING INCLUDING DIRECTOR: FRIDAY chorus rehearsals may be requested. Please be explicit. We will do our best to give you the time you request. Does your chorus want Friday rehearsal space? [ ] YES [ ] NO Friday Time requested: [ ] AM or [ ] PM Chorus Rehearsal Forms are due to Marci Haack Weatherford no later than FEBRUARY 15, Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 21

22 Breakfast: Saturday, March 23, 2019, 7:00 A.M. 11:30 A.M. Many choruses opt to enjoy a breakfast as a social/bonding time to start their competition day. If you decide to have breakfast, one hour will be scheduled during the time slot listed above. Specific times will be coordinated with the official order of appearance times and space availability. Fill out this form completely and send to: Marci Haack Weatherford 425 Kirkwood Lewisville, TX [C] mahaack@pobox.com CHORUS: CONTACT (person who will pay for the meal): ADDRESS: CITY/STATE/ZIP: TELEPHONE: CELLULAR: BREAKFAST: [ ] YES [ ] NO Total Number of Breakfasts: Breakfast price is $ Breakfast Menu: Scrambled Eggs, Bacon, Sausage, Potatoes, Pastries, Coffee, Tea, Juice. *Menu items are subject to change. IMPORTANT: Payment for Breakfast MUST be made in advance. No Exceptions. Multiply the number of breakfasts by $ The price includes service charge, gratuity and private room. Please write a check for the exact amount payable to Sweet Adelines Region #10 and mail it to Marci Haack Weatherford at the address above. If you have any questions, please call Marci Haack Weatherford at CHORUS MEAL EVENTS MAY NOT BE CANCELLED AFTER MARCH 1, 2019, DUE TO HOTEL REQUIREMENTS! Additional meals may be added up until March 20, BUT NO CANCELLATIONS. Chorus Breakfast Forms are due to Marci Haack Weatherford no later than FEBRUARY 15, Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 22

23 Dinner: Saturday, March 23, 2019, 6:00 P.M. Rooms are available for individual Chorus Dinners on Saturday evening between Chorus Competition and the Show of Champions. Indicate on the form below WHETHER OR NOT your chorus is interested in booking a dinner during this time slot. Fill out this form completely and send to: Marci Haack Weatherford 425 Kirkwood Lewisville, TX [C] mahaack@pobox.com CHORUS: CONTACT (person who will pay for the meal): ADDRESS: CITY/STATE/ZIP: TELEPHONE: CELLULAR: DINNER: [ ] YES [ ] NO Total Number of Dinners: Dinner price is $ Dinner Menu: House Mixed Greens Salad with Balsamic Vinaigrette or Ranch Dressing; Fresh Seasonal Vegetables; Roasted Half Chicken with Garlic Cream Sauce; Wild Rice; Dinner Rolls and Butter; Vanilla or Chocolate Truffle Cake; Fresh-Brewed Coffee, Decaf Coffee and Iced Tea. *Menu items are subject to change. IMPORTANT: Payment for dinner MUST be made in advance. No Exceptions. Multiply the number of dinners by $ The prices include service charge, gratuity and private room. Please write a check for the exact amount payable to Sweet Adelines Region #10 and mail it to Marci Haack Weatherford at the address above. If you have any questions, please call Marci Haack Weatherford at CHORUS MEAL EVENTS MAY NOT BE CANCELLED AFTER MARCH 1, 2019, DUE TO HOTEL REQUIREMENTS! Additional meals may be added up until March 20, BUT NO CANCELLATIONS. Chorus Dinner Forms are due to Marci Haack Weatherford no later than FEBRUARY 15, Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 23

24 Your Chorus didn t plan for a Saturday Dinner Together? CAL Members, let s all meet and greet here! Don t have time between Chorus Contest and the Show of Champions to find a place for Dinner on a Saturday night in Houston? Don t want to fight the restaurant crowds? We have the answer for YOU!!! You may join many of your Region #10 friends for a catered dinner together in a meeting room right in the Hilton Houston North!!! Dinner: Saturday, March 23, 2019, 6:00 P.M. Room location to be announced. Dinner price is only $32.50 per person, this price is all-inclusive: salad, meal, beverage, dessert, plus service charge/gratuity. PLUS have great conversations with your Region #10 friends! Dinner Menu: House Mixed Greens Salad with Ranch Dressing; Fresh Seasonal Vegetables; Roasted Half Chicken with Garlic Cream Sauce; Wild Rice; Dinner Rolls and Butter; Vanilla or Chocolate Truffle Cake; Fresh-Brewed Coffee, Decaf Coffee and Iced Tea. *Menu items are subject to change. IMPORTANT: Payment for dinner MUST be made in advance. No Exceptions. Fill out this form completely and send with a check payable to Sweet Adelines Region #10 to: Marci Haack Weatherford 425 Kirkwood Lewisville, TX [C] mahaack@pobox.com PRINT YOUR NAME: CHORUS? Or CAL? ADDRESS: CITY/STATE/ZIP: TELEPHONE: CELLULAR: PRINT TOTAL NUMBER OF DINNERS: Individual Dinner Forms are due to Marci Haack Weatherford no later than FEBRUARY 15, Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 24

25 Read Photography forms and information will be available on our regional website to download and print. QUARTET CONTACTS PHOTO INSTRUCTIONS: Please have all forms filled out, and one quartet check for payment ready to turn in at the Friday Morning Briefing. At the briefing, we will collect all quartet checks and paperwork to give to the Photographer or his/her assistant. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 25

26 Kay Hammett Pattern Coordinator: [C] STOP #1: CHECK-IN (Reception area outside Donatello Room, 2 nd floor) Please be prompt. If delayed for any reason, please TEXT Kay Hammett, Make sure all cell phones are turned off after you check in. STOP #2: PRIMP & PHOTOGRAPHY (Salon 2) Primping supplies, water station and photography will be inside this room. Personal belongings should be no larger than one quart-sized bag per person. A Pattern Assistant will escort you to the Warm Up room for your scheduled 10-minute warm-up time. (Note: If you didn t turn in paperwork/payment at briefing, please do so now.) STOP #3: WARM UP (2 separate warm-up rooms will be used simultaneously) (This time is devoted to last minute mental/vocal preparation for the contest stage.) The Pattern Assistant will monitor your time to guarantee a full 10-minute warm-up. A Pattern Escort will take you from your warm-up room directly to the Backstage area. STOP #4: BACKSTAGE (OUTSIDE SOUTH BALLROOM DOORS on 1 st floor) REMEMBER, ABSOLUTELY NO TALKING OR SINGING IS ALLOWED IN THE BACKSTAGE AREA DURING THE PREVIOUS COMPETITOR S STAGE TIME. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 26

27 QUARTET NAME: (Please print) SONG 1: Please print and include ALL info requested SONG 2: Please print and include ALL info requested COMPETITION SONG 1: Contest Song Title: Composer(s) and Arranger: Date of Purchase & Source (Proof of Copyright Clearance): Song Type (Ballad/Uptune/Swing): COMPETITION SONG 2: Contest Song Title: Composer(s) and Arranger: Date of Purchase & Source (Proof of Copyright Clearance): Song Type (Ballad/Uptune/Swing): PLANNED STAGE ENTRANCE: (example: Stage Left, Stage Right, Center Stage) ELIGIBILITY FOR AWARDS: (Please indicate how many members of your quartet are competing in a quartet at regional competition for the first time.) Pattern Point of Contact (PPOC): Please be aware that the pattern team will check your phones to make sure they are on silent for the duration of the contest once you are all safely checked in. Please Print PPOC Name: / PPOC Cell number: ( ) - - Mail or this form to Kellie Welsh, Competition Coordinator, by MARCH 1, Laurel Valley Houston, TX [C] kgareri@sbcglobal.net Please DO NOT mail this form to International... Mail or it to the address above. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 27

28 Mail or this form to Kellie Welsh, Competition Coordinator, by MARCH 1, Laurel Valley Houston, TX [C] If you ve competed before, you ll remember that this form was turned in on site in the past. However, our Panel Secretaries are asking for this form when they arrive on Thursday, so please mail or it in by MARCH 1, ASSIGNMENT OF RECORDING AND FILM RIGHTS: QUARTET INSTRUCTIONS: Please read the following material before signing. Each member of the quartet must sign her name in the space provided. The members of the Quartet desire to compete at the Great Gulf Coast Region #10 Competition to be held in Houston, Texas, on March 22, In consideration of being authorized to compete at said competition, the undersigned hereby agree to the following terms and conditions: The Quartet of Sweet Adelines International hereby grants the exclusive right to record, film, and videotape any or all of the quartet s performances during the dates and at the location listed above. Sweet Adelines International is authorized to reproduce such recordings or any part of their performances. Sweet Adelines International is authorized to broadcast or allow the public performance to such recordings. All rights to fees, commissions, royalties, or profits received as the result of the distribution, sale, or lease of the recordings in any form are assigned to Sweet Adelines International to be used in any manner consistent with the purpose of Sweet Adelines International. SIGNATURES: Tenor Lead Baritone Bass Please DO NOT mail this form to International... Mail or it to the address above. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 28

29 Read Photography forms and information will be available on our regional website to download and print. CHORUS CONTACTS PHOTO INSTRUCTIONS: Please have all forms filled out, and one chorus check for payment ready to turn in at the Friday Morning Briefing. At the briefing, we will collect all chorus checks and paperwork to give to the Photographer or his/her assistant. Great Gulf Coast Region 10 Contest 2019 March 21 March 24, Page # 29