MINNESOTA STATE HIGH SCHOOL LEAGUE 2016 ONE ACT PLAY CONTEST MANAGER'S GUIDE

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1 MINNESOTA STATE HIGH SCHOOL LEAGUE 2016 ONE ACT PLAY CONTEST MANAGER'S GUIDE TO: One Act Play Contest Managers FROM: Chris Franson, Associate Director Denise Atkinson, One Act Play Rules Clinician / Consultant DATE: Fall, 2015 RE: 2016 ONE ACT PLAY SUB-SECTION AND SECTION CONTESTS This is your copy of the One Act Play Contest Manager's Guide. As you plan your contest program, we hope it will be helpful to you. The Registration Form, Play Safety and Selection Certification Form, Critique Sheet, Ballot, Final Tabulation Form, Letter of Instruction for Judges, and Judge s Comments to Play Director are available by downloading them from our web site ( Immediately after the contest, please mail a complete copy of your program to the League office. Do not hesitate to call on us if you feel we can be of further service. SUB-SECTION AND SECTION MANAGERS' CHECKLIST 1. Advance information sent to each school participating in the Section Contest. 2. Check to be sure you have received the Play Safety & Selection Certification Form and the Section Registration Form (found on League s website) from each school participating in the Section Contest. FAILURE TO SUBMIT THESE FORMS TO YOU MUST RESULT IN DISQUALIFICATION. 3. Advance announcement of Section contest to local papers and radio stations. 4. Review the MSHSL One Act Play Contest Manager's Guide. 5. Reminder Letter and Instruction to Judges along with map to school. 6. Local arrangements: Registration Meals Host Management Personnel - Review all assignments Judges' Meeting 7. * * * Give your Section winner the State Festival information Packet. This will be sent to you mid-january. 8. Fax or to the League office, Attn: Amanda Johnson the Section Results Form, Section Registration Form, and the Play Safety & Selection Certification Form of the school that advances to the State Festival IMMEDIATELY following the Section Contest. FAX No. 763/ ; arjohnson@mshsl.org. 9. Call results of your Section contest to local newspapers and radio stations as soon as contest is completed.

2 10. IMMEDIATELY following the completion of the Section Contest, mail, fax, or to the League office the following information in addition to the faxed results: List of all schools entered in your contest including title of play, author, name of director, and size of cast List of judges and schools they represent A copy of the program Name of school advancing to the State Festival ** Sub-Section Send all results and paperwork of schools advancing to the Section Manager. PRELIMINARY WORK 1. If at all possible, the Director of a participating show should not be designated as Contest Manager. Another faculty member should be assigned to coordinate the program the day of the contest. 2. Review the Fine Arts Rules and Policies Manual and carefully study the rules governing the One Act Play Competition. (This is essential.) 3. One Act Play can be found on our web site at click on One Act Play in the Activities drop down box, and then click on Rules and Policies. 4. Secure instructions and rules set up by the Region Committee. Under provisions of the Constitution, Region Committees have the authority to modify certain provisions if they so desire. If said committee has not officially modified the rules, then follow MSHSL Rules & Policies. Section Managers DO NOT have the authority to change any of the rules or policies. BE COMPLETELY FAMILIAR WITH ALL REQUIREMENTS. 5. Determine date(s), site(s), manager(s) and hire judges. Date should be set early in the fall or, if possible, at the final spring meeting (Consider date of State Festival and Section Contests before establishing the Sub-Section date). 6. Hire Judges: This should be handled by the Region Committee through the Region Secretary, but may be delegated to the Contest Manager. The Contest Manager and Directors of the Sub-Section/Section level contests should be involved in the selection of judges. When hiring judges: -- State date, time and place of the contest; -- State approximate number of plays to be judged; -- Outline specific duties--type and method of judging; and, -- Quote salary and other expenses allowed for the assignment Section judges should be selected by November 1. Upon hiring the judges for the State Festival, the MSHSL shall inform the Section Managers of the names of the judges. The Sections may then select the Section judges, and, upon the judges' acceptance, inform the Sub-Section Manager. The Sub-Sections shall then employ judges for their contests. Judges must be registered and must be selected from the MSHSL list of judges (available on MSHSL website under Officials and Judges on left-hand side of home page) Please take care to select judges who have expertise in theater. Waiver Section Managers may request a waiver form from the MSHSL office to hire judges who are not fully registered, for Sub-Section Contests. If granted, the judge must still register with the League office, pay the registration fee, and pass the test. It is further suggested that judging panels be composed of high school and college judges. It is strongly recommended that the judges should not all be from the same high school, college, or university. 7. Select registration manager, hosts, ushers, timekeeper, stage and lighting managers, etc. (Prepare written instructions for each.)

3 8. Notify all schools (be sure to check the League Web Site for a current list of schools in your section. Schools have been added) by December 31 as to: -- Site, date, and starting time of the contest. -- Name and affiliation of each judge. -- Plan for determining order of presentation. -- Registration procedure. -- Special events; i.e., lunches, etc. -- Special rules adopted by the Region Committee in charge. (REMIND ALL DIRECTORS TO REVIEW THE RULES FOR ONE ACT PLAY FOUND IN THE FINE ARTS RULES AND POLICIES MANUAL located on our web site at Please Note: Sub-Section and Sections do not have the perogative to change or adjust rules. For example: the 35-minute time limit must be enforced This is not an option! 9. Information to include in mailing to schools: -- Copy of stage floor plans and dimensions. List properties available. -- Two copies of the Registration Form and the Play Safety & Certification Form. Include where to send completed forms and deadline. -- Remind Directors of time limits for setting scenery between plays. (The rule is ten minutes for setup between plays, including the first play of the day and the first play following any break in the day's schedule.) Each manager will arrange times on the day of the contest when schools may see the theater s technical equipment before their 10-minute set-up times. Advise Directors to remove their sets as quickly and expediently as possible. (There is not a specific time limit for removing sets.) 10. Secure from all participating schools a minimum of ten days prior to the contest: -- Play Safety & Selection Certification Form from the Principal or Superintendent -- Two copies of the Section Registration Form (found on League website a. Title, author of play, royalty information b. Cast of characters (support personnel--student director(s) and/or crew members, not to exceed 20) c. Setting, including a well-drawn floor plan d. Plot for lighting desired e Playing time f. List of necessary heavy properties 11. Firearms, live ammunition (including bullets used as props), blank cartridges, or potentially dangerous weapons are prohibited. No real gun, cap gun, rifle, knife, or pistol (including starting pistols) may be used in any way, regardless of whether or not the firing pin is removed. Use of any of these weapons will result in immediate disqualification. Prop or mock-up weapons are permitted. Schools are reminded that given time limitations for set changes and due to safety concerns; materials/substances that may spill (such as water and other liquids, sprays, straw, glitter and other substances that cannot be easily picked up and/or cleaned up by hand, and other potentially "messy" substances), the use of any real food or beverages, and deliberate breaking or smashing of objects during performances are prohibited at all levels. If questions exist regarding what materials are permissible, contact MSHSL staff. The use of any live flame or fireworks is prohibited. Strobe lights, smoke, or fog shall not be permitted in MSHSL One Act Play productions at any level of competition. Audience participation is not allowed. FAILURE TO CONFORM TO THESE RULES RESULTS IN IMMEDIATE DISQUALIFICATION. 12. Oral Critique - Check on the Web Site for the Judges Critique Form to be used by judges at all Section and Sub-Section competitions. The One Act Play Advisory Committee has developed this, with input

4 from directors. Detailed instructions are included on the form. Conducting oral critiques at Sub-Section and Section contests is optional. However, if they are used, the following protocol must be followed: 1. Oral critiques are limited to the official company (20 students, 2 adults). 2. One judge presents the critique. Other judges are not present during the critique. This assignment may be rotated through the day. 3. Audience members are never present for the critique. 13. Send a reminder letter to Judges approximately two weeks before contest date. Include a map to the school and a sample of the Critique Sheet (found on the League website) to be used in the contest. Include Letter of Instruction for One Act Play Judges (found on League website). FINAL WEEK BEFORE CONTEST 1. Finalize the order of presentation of plays. 2. Prepare a program -- information supplied from the registration blanks. UNDER NO CIRCUMSTANCES SHOULD SCHOOLS OR DIRECTORS BE IDENTIFIED WITH PLAYS. 3. Arrange for home rooms or preparation rooms for participating schools. 4. Encourage attendance of the Region Committee. 5. Arrange for Break Room with refreshments for judges allow time for break in the schedule. Lunch should be provided for judges. 6. Final preparations for Judges: ** a. Critique Sheets (found on League website) including Director s Critique Sheets and blank sheets of paper. b. Official Ballot (found on League website) c. Final Tabulation Form (found on League Website) d. Some type of lighting so Judge(s) can write during performances. e. Locate Judge(s) in an area of the auditorium where the audience is seated, not in a secluded location. f. Communicate a reminder of report time and other information (BUT NOT NAMES OF SCHOOLS OR ANY INFORMATION THAT IDENTIFIES PLAYS WITH THE SCHOOLS THEY PRESENT). 7. Final mailing to participating schools: a. Order of presentation of plays b. Last minute reminders, especially about arrival times, loading and unloading places and procedures, times to check technical equipment (sound, lighting, etc.) before the ten-minute set-up times, and other information that will help the contest run smoothly. DO NOT MAIL TO JUDGES INFORMATION THAT IDENTIFIES PLAYS WITH THE SCHOOLS THEY REPRESENT! THE DAY OF THE CONTEST Please note: Be sure that judges and directors meet separately. There should not be any kind of combined meeting, and the judges and directors should not be introduced to each other. 1. Judges Meeting at least 30 minutes prior to scheduled start of the contest. a. Distribute and discuss Critique Sheets, sealed Judge s Comments to Play Director Forms (with envelopes), Ballots, and Letter of Instruction for One Act Play Judges. (All found on League s website) b. Caution judges about the age and educational level of the students. Ask for positive comments in language that will be clear to the students. c. Ask the Judge(s) to find something worthy of favorable comment for each play. d. Ask them to be especially careful that personal preference does not affect judgment of the performance, i.e., "I don't like such and such!" e. Ask them to be willing to explain decisions.

5 f. Ask them to remain after the contest long enough to answer questions if there are any. g. Remind them to rank and rate independently. h. Quote "Instructions for the One Act Play Judge" from the Fine Arts Rules and Policies Manual (located on our web site at "The sole function of the Judge, or Judges, is to determine the relative effectiveness of the speakers or presentations and not to enforce penalties for violations of rules or the validity of the selections presented." However, Judges must report rule violations to the Contest Manager. i. The Judge s Critique must be used by judges to evaluate each production. Each play shall be evaluated on its own merit. At the end of each contest day, each director will receive their school s critiques. Judges will independently rate and rank each play to determine the contest outcome. j. Remind Judges that the plays have already been certified to meet community standards and to comply with the dangerous weapons and safety rules. k. Judges are asked to stay at the sight for at least 15 minutes after the results are announced to deal with any questions or errors in tabulation. 2. Infractions of rules have occurred and there have been cases when these plays have advanced to a higher level where they have then been disqualified; it is absolutely essential that the Contest Manager or his/her designated representative view all plays participating in the contest. The Contest Manager is responsible for enforcement of contest rules; however, Judges and Directors must report rule violations or rule concerns to the Contest Manager. This must be done before the start of the next play or prior to the announcement of results for that contest. All protests regarding rule infractions shall be made immediately following the performance and the contest rules committee shall issue a ruling at that time. **To facilitate the operation of the contest, a contest rules committee MUST be formed. The committee should be made up of an uneven number of participating directors, including the Contest Manager. Any questions on the enforcement of rules should go to this committee who will make the final decision. Any committee member directly involved with a protest/appeal cannot be a member of the committee for that decision.** An alternate member to the Rules Committee should be named and should serve if a protest or rule question involves a member of the Rules Committee. All rules must be enforced at all levels of competition. If the Rules Committee determines that a rule has been violated, the Contest Manager must disqualify the violating production. 3. Directors are expected to select and edit plays to adjust subject matter, language, and gesture to local standards and ideals. The play represents the school and community, which support the activity and should reflect the standards of the community. a. A statement certifying that a contest play meets the local standards must be submitted by the participating school Principal or Superintendent to the Manager of the first level of MSHSL One Act Play competition. (The Play Safety & Selection Certification Form is on the website) 4. All Judges must be present before a contest play begins. 5. If a play is interrupted, the Contest Committee should determine whether it: a. Picks up where it left off; b. Starts over; or c. Starts over, but in a different place in the program order. 6. Check Judge s ballot(s) to determine that it is/they are complete, properly signed, and that the ranking is done according to official procedures. PLEASE MAKE SURE TO CALCULATE RESULTS CORRECTLY THEN DOUBLE CHECK! 7. Present awards As provided by the Administrative Region. It is a good idea before awards to have each cast and crew be recognized. 8. Immediately phone or FAX results to the next level Contest Manager so arrangements for the following contest can be started.

6 AFTER THE CONTEST HAS BEEN COMPLETED 1. After the Section Finals, give the State Festival packet of materials to the Director of the winning school. 2. Duplicate complete results for each contest indicating: a. Title of play b. School c. Rating d. Play (or plays) to advance e. Alternate or alternates f. Judge or Judges 3. SECTION MANAGERS must fax or the Section Results Form (attached to this guide), Section Registration Form, and the Play Safety and Selection Certification Form of the play qualifying for the State Festival to the Minnesota State High School League, FAX No. 763/ ; THIS MUST BE DONE IMMEDIATELY AFTER THE CONTEST IS COMPLETED! SUB-SECTION MANAGERS MUST FORWARD THESE MATERIALS TO THE SECTION MANAGER IMMEDIATELY UPON COMPETION OF THE SUB-SECTION CONTESTS. 4. SECTION MANAGERS: Mail copies of the Section Result Form to: (MAIL WITHIN 24 HOURS AFTER CLOSE OF THE CONTEST.) a. Each participating school b. Appropriate Region Secretary c. Minnesota State High School League office 5. File a written report for the Manager's files and send copies to the appropriate Region Secretary and the Minnesota State High School League: a. Problems that arose b. Criticism, if any c. Suggestions for future contests d. Authorization for payments of Judges fees, Manager fees, and other expenses incurred (REGION SECRETARY WILL MAKE PAYMENT.) e. Mail original ballots of the Judges to the appropriate Region Secretary. 6. Prepare final report and recommendations to be made at the annual section One-Act Play meeting of school representatives. IV. BEFORE, DURING AND AFTER THE CONTEST Keep the school administrators informed on all of the details of the contest operation. This is particularly necessary for the administrators of the host school. The preceding outline is only offers something concrete advice on which to base contest procedures. The many duties mentioned are not necessarily all for the Contest Manager but should be performed either by the Manager or his/her staff. If you have any questions, concerns, or problems, contact Denise Atkinson, Consultant/Rules Clinician, at or datkinson51@comcast.net.

7 MINNESOTA STATE HIGH SCHOOL LEAGUE MINIMAL EQUIPMENT AND FACILITY REQUIREMENTS FOR ONE ACT PLAY CONTEST All schools may host a one act play contest if these equipment and facility requirements are available. These facilities must be available in a school in order to host a contest. 1. Lighting equipment to cover six basic acting areas with individual area dimming control 2. Masking for wings (drapes, preferably black) 3. Masking for upstage area (across the back a traveler with curtains, preferably black, or a cyclorama of scrim or muslin) 4. Sound equipment that plugs into a basic public address system 5. Individual rooms for each participating school to use for costumes and makeup preparation 6. Adequate storage area for scenic units with adequate space for shifting between shows

8 MINNESOTA STATE HIGH SCHOOL LEAGUE ONE ACT PLAY SCORING PROCEDURES 1. Although both rating (i.e. A,B,C) and ranking (i.e. 1,2,3) systems may be used, advancement to the next contest must be based on rank. 2. The participants shall be ranked 1st, 2nd, 3rd, 4th and all others 5th. 3. To determine the average ranking of the several judges, the manager shall total the rankings for each play, and award 1st place to the play receiving the lowest total points, 2nd place to the second lowest, 3rd place, etc. Exception for SECTION CONTESTS: At Section Contests (Finals) ONLY, any play receiving first place rankings from a majority of judges shall be declared the Section Champion regardless of total ranking points and that play shall advance to the State Festival. Other plays will then be ranked according to items 3-6 listed here. If no play receives a majority of the first place rankings at Section Finals, the procedures outlined here in items 3-6 shall be used to determine all plays' final places. 4. In the event of a two-way tie for a given place, the play preferred by two of the three judges in the final round shall be awarded that place. Example: Judge's Rank X Y Z (total) Play A Play B Play B would be awarded the top place between the two because judges X and Y preferred B to A, while only judge Z preferred A to B. 5. If a tie still exists or a tie involves more than two plays, it should be broken by converting the several placings of the plays to reciprocal fractions: 1 equals 1.00, 2 equals.5, 3 equals.33, 4 equals.25, 5 equals.20. Rank the plays according to the highest total; if any plays are still tied, use the judge's preference. Example: Judge's Rank X Y Z (total) (place) Play A Play B Play C Play D Play E Play F The tie for first place is broken in favor of Play D as a result of judges' preference. The triple tie for 3rd place is broken by converting the ranks to fractions: Play A has.33,.20, and.33 for a total of.86; Play B has.25,.20, and.50 for a total of.95; Play F also has a total of.95. Thus, B and F are tied for 3rd place. That tie is broken in favor of Play B as a result of the judges' preference. Judges X and Z preferred B over F, while only one judge, Judge Y, preferred F. 5. If a three or four-way tie occurs with all plays having identical ranks, the tie is unbreakable. It will then be necessary for the judges to confer and award the places to the tied plays.

9 MINNEASOTA STATE HIGH SCHOOL LEAGUE 2016 One Act Play Contest Section Results Form TO: Amanda Johnson, MSHSL, Fax: ; Contest Manager: Site: Phone No.: Circle Section: Circle Class: A AA Final Results of Section One Act Play Contest Place 1 st SCHOOL 2 nd 3 rd 4 th 5 th 6 th MUST BE RECEIVED ON OR BEFORE FEBRUARY 6, 2016 ***Please fax or these results along with a copy of the Section Registration Form and Play Safety & Selection Certification Form from the school that advances to the State Festival to the MSHSL IMMEDIATELY following the completion of your SECTION Tournament. *** **Attn: Amanda Johnson Fax ; arjohnson@mshsl.org CONFIDENTIAL The information contained in this FAX (facsimile) is privileged and confidential, intended only for the use of the individual entity named above. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is strictly prohibited. If you have received this communication in error, please immediately notify us by telephone.

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