USBANDS 2013:25TH ANNIVERSARY SEASON

EVENT STAFF DISCUSSION #1Monday, September 9th

8:00pm Eastern

WELCOME!

Agenda for the evening Introductions of the team Mission Statement Consistency in Service Timeline to the Event Scheduling & Vacancies House Cleaning Why We Do This?

USBANDS 2013 TEAM

Justin Heimbecker, Director (justin@yea.org)

Larry Markiewicz, Judge Liaison (larry@yea.org) Lisa Pirie, Travel Agent (lisa@yea.org)

Nic Broussard, Event Operations Manager (nic@yea.org) Nate Foreman, Event Operations Associate (nate@yea.org) Ashley Pittman, Volunteer Coordinator (ashley@yea.org) Sean McDermott, Event Operations Associate (TBD)

Jon Swengler, Band Relations (jonathan@yea.org) Melissa Reese, Band Relations (mreese@yea.org) Grant MacElhiney, Band Relations (grant@yea.org)

Mission Statement of YEA!

To support the development of young people into magnificent human beings through participation in

the performing arts.

*We are not a competitive agency, and we are not an teaching agency.

*It’s about the MAGNIFICENT HUMAN BEINGS at the center of it all.

*We are service with a smile, we are accommodating, and sympathetic, and compassionate, and while we push for excellence, we are here to support band directors and their bands.

USBands Event Staff – RETREAT NOTES

Consistent Service (with a smile ) How we Prepare for an Event How we Dress at an Event How we Manage an Event

*The Airline Comparison*

Using common vocabulary - breaking habits EVENT … not SHOW ADJUDICATOR … not JUDGE STUDENT/MEMBER … not KID USBANDS … not USSBA (or CMBC)

Timeline of an Event (30,000 feet)

14 Days Show is closed for band registration. Begin building the schedule.

12 Days Schedule and event notes are shared throughout the office. The team

signs off on all events for next weekend. 10 Days

Preliminary schedule goes out to all participating bands/adjudicators/event staff/ hosts – bands have @48 hours to address new scheduling concerns.

Addressed in this sheet will be digital vs. tapes – the transition is ongoing Event box is built/finished, and any necessary supplies are sent to the

Event Coordinator or Manager. We will work to schedule a call for next week: host, coordinator/manager,

Justin/Nic/Nate 8 Days

Final schedule goes out to all, if any adjustments were made. If not, a confirmation is sent out. PS – A date/time stamp goes on EVERYTHING to avoid confusion. When in doubt, go with the most recent version.

Timeline of an Event (30,000 feet)

4 Days Event box should have arrived with Coordinator/Manager – verify that all materials are

accounted for and confirm with office – PLEASE OPEN YOUR EVENT BOX RIGHT AWAY!! Set up GROUPME or Texting Group

3 Days Pre-event call takes place with host/coordinator/office to ensure details are in place for

the weekend. Pre-event text goes out to from Coordinator to all adjudicators, event staff, key

personnel in preparation for the weekend. 1 Day

Final check-in, any adjustments that need to be made, etc … D Day

Coordinator/AC arrive to event at least 2 hours early. Checklists and prep Tabulator arrive to event at least 90 minutes early. Setup and assist with Coordinator. Live text conversation keeps everyone in the loop and in “real time” on the stuff that

matters Follow Up

Scores and recaps to the office (scores@yea.org) Electronic reports from all personnel involved (no more paper reports) Office staff will send feedback from the events as quickly as possible, to let everyone

know how we’re doing.

Scheduling & Assignments

Every single event needs the following: Coordinator, Assistant Coordinator, Tabulator

Larger events also need the following: Event Manager, Finance Manager, Merchandise Manager,

Registration, Parking, Concessions, Airgrams, Candygrams, Volunteer Coordinator, etc.

*The office staff will typically migrate to the larger events, simply because of sheer numbers. That said, we need our representatives in various locations to continue to provide the most consistent service possible.

*IF the office staff is at your event, the roles don’t change. We don’t want to get in your way – do your thing!!

Scheduling & Assignments

Round 1 was sent in July After feedback, and DCI/Wedding …

Round 2 was sent out on September 3rd

There are still confirmations and adjustments coming in (please reply if you haven’t yet)

Let’s switch docs and take a look at what we’ve got … and what we need.

House Cleaning – Event Wear USBANDS EVENT STAFF WEAR

3 events = $25 voucher for USBands gear 5 events = $50 voucher for USBands gear

Baseball Cap ($10) Beanie ($10) Polo ($20) Oxford ($25) Fleece ($30) Jacket ($35) Parka ($40)

*We will be sending out links/coupons shortly, for Event Staff to purchase their USBands Event Staff Wear. Stay tuned here! *We can ship, or just deliver the gear to you at a show to save on expenses. Simply indicate your preference when you make the order.

House Cleaning – Pay Dates

The following will be our pay rates & dates for the 2013 fall season:

Week #1 & #2 (Sep. 14 & Sep. 21) To be paid on September 26th

Week #3 & #4 (Sep. 28 & Oct. 5) To be paid on October 10th

Week #5 & #6 (Oct. 12 & Oct. 19) To be paid on October 24th

Week #7 thru #9 (Oct. 26 & Nov. 2 & Nov. 9) Event Staff Volunteer Weekends

**We CAN NOT send a check to you without a W9 submitted this year.** **Please email to justin@yea.org.**

House Cleaning – Pay & Donations

$125 Coordinator $100 Assistant Coordinator / Tabulator

You may receive an invitation to consider donating your Event Staff Pay to the organization… this is completely up to you!

After last year’s stormy conclusion to the season, we learned that many people were able and willing to kindly give back even more.

We understand that you give your time and energy already. Your consideration is appreciated.

House Cleaning – Band Data

BAND DATA This is where we keep track of names, phone numbers,

addresses, event assignments, schedules, etc … It is constantly undergoing refining and work, but it is

definitely the best system we have to work with. Please take a moment this week, to make sure your

information is current and complete.

trigonroad.com/yea

*If you are new, or haven’t logged in for awhile, just enter your email address and click “forgot password” and a new one will be sent to you. Any questions, contact the office.

Moving Forward …

Band Data! W9 Event Staff Gear Event Staff Resources Confirm Assignments NEXT WEEK – SAME TIME

We will focus on the tabulation process, as well as some more coordinator and AC training

THANK YOU

Thank you for giving your time, energy, and talent to USBands for our 25th Anniversary season. We are honored to have you as part of the team.

Remember, this is about tens of thousands of young human beings, and they have been placed in our care.

Let’s keep in touch, and have a great season!!