TK/DK

Timekeeping and Doorkeeping at District!

Every troupe is assigned to time and doorkeep at least one IE room at District, we will also have time and doorkeepers at mock adjudication at Arnold. We will post the schedule for those of you assigned to door and/or timekeep here when it’s available late in the fall. Instructions for time and doorkeeping are listed below and should be used for mock as well as District.

TK/DK Instructions

  1. Shifts overlap on purpose. Once your relief has arrived and you have explained any specific or additional instructions to them, you may leave.
  1. DO NOT LEAVE IF YOUR RELIEF HAS NOT ARRIVED UNLESS THERE IS IN AN EMERGENCY OR YOU HAVE TO GO COMPETE IN AN I.E. In this case the alternate/runner takes over your position, and you are to return as quickly as possible or send another troupe member to replace yourself.
  1. You are scheduled in teams of 6. One person is the outside doorkeeper for each door, one person is the inside doorkeeper for each door, one person is the time keeper, and one is the alternate/runner. Everyone must stick to their assigned job. You are there for a reason!
  1. Take your job seriously and be friendly, respectful, and helpful to the judges and all other Thespians and adults. If you have a major problem or concern with someone or with a situation send one person from your team to report it to the front desk located in the lobby of the main theater, but if at all possible work with the judges to help keep the room moving along on schedule.
  1. In general do not touch anyone’s adjudication form. Judges should write the time on the sheet themselves, and official helpers will come collect adjudications from the judges.
  1. If for any reason you are completely unable to do your shift (you get sick, your I.E. gets rescheduled to the same time,…) you and your teammates are responsible for finding someone else from our troupe to cover your shift. If that doesn’t work, get a board member and/or your big to help you figure it out. DO NOT come to Mr. Blanks or Ms. McNulty to handle this for you unless you have tried everything else and it’s an emergency.
  2. First Team: Start by picking up your time keeping packet at the front desk located in the lobby of the main theater.

TIME KEEPER

  1. Responsibilities:  To keep the time of each performance accurately by recording it on a stopwatch.
  2. There is a 10 minute time limit for tech pieces. 5 minutes to present, 5 minutes for judges to give comments and ask questions.
  3. The time must begin immediately after the announcement of the troupe number in their introduction/slate.
  4. The time keeper will raise his/her hand high in the air at the 5 minute mark.  This is to provide the presenter with the opportunity to end within the next five seconds to avoid disqualification.
  5. The time keeper will stop the presentation if it goes past 5 minutes and hits the 5:30 mark.  This is critical in order to keep the rooms running on time.
  6. Any piece exceeding the 5:05 mark will be disqualified. The judges will mark this, not the timekeeper, but timekeepers should report it to the judges.
  7. For Tech events ONLY the time keeper will give an additional 5 minutes to the judges after the presentation, for them to discuss and ask questions. The time keeper must let the judges know when their five minutes is up by saying “time.”
  8. The judges in the room will let the time keeper know whether they want to see every time, or only those of a certain length.
  9. The first time keeper of the day should discuss what procedures the judges wish to follow and then relay that information to the time keeper taking over the next shift.  Each time keeper should then inform the next time keeper in the room.
  10. The judges may request a particular manner of handling the time keeping – as long as the procedures above are followed, the judges may choose how and when they are informed about the time of a piece.
  11. The time keeper should keep a festival schedule in hand to call each performer when the time arrives. The time keeper should also announce before each piece the following information:
    1. Please silence all electronic devices
    2. Audience: Use “happy hands” (sign language clapping) not “clappy hands” (clapping out loud)
    3. For this event you will have 5 minutes to present (if it’s a technical piece add: “and an additional 5 minutes for discussion with the judges”)
    4. I will raise my hand when you hit the 5 minute mark in your presentation and you will have 5 seconds to say “thank you” or “scene.”
    5. If you continue, I must call “time”
  12. Do not call an event to perform until the scheduled time.  Even if a student is present and ready to perform early, DO NOT ALLOW ANYONE TO MOVE AHEAD OF SCHEDULE.
  13. If there is a conflict between these rules and the judges in the room, the time keeper is to notify the festival hosts immediately by sending the runner to get someone from the front desk located in the lobby of the main theater at District.

INSIDE DOOR KEEPER

Responsibilities:  To ensure that no one leaves an event room while a performance is in progress, and to maintain quiet during all performances.

  1. When the time keeper calls a performer to begin, the inside door keeper should close the door to the room and remain by it during the performance.
  2. The inside door keeper should ask for quiet if there is still noise in the room after a performer has been called to perform.
  3. The inside door keeper should assist the outside door keeper in ensuring that no one enters the performance room without a festival badge.
  4. The inside door keeper should make sure that aisles are clear, and that proper theatre etiquette is observed during all performances.
  5. If a disturbance occurs, and the inside door keeper is unable to correct the situation, he/she should alert an adult in the room to the situation, and if it’s still a concern or it is an ongoing problem, the runner should be sent to report it to the front desk in the lobby of the main theater.
  6. At the conclusion of each event, the inside door keeper should open the door to allow troupes to enter and leave between events.
  7. The inside door keeper should keep a festival schedule in hand and should know which performance is on, next, etc. to answer questions from audience members and performers.

OUTSIDE DOOR KEEPER

Responsibilities:  To ensure that no one enters the performance area without a festival badge, that no one enters the performance area during a performance, and that the hallway outside the performance area remains quiet.

  1. The outside door keeper must ensure that NO ONE enters a performance area without a festival badge.  DEMAND to see a badge from each person attempting to gain entry.
  2. If they say they have lost it, or someone else is carrying it for them, or their sponsor has it, or anything else, DO NOT LET THEM ENTER THE ROOM.  Inform an adult in the room if there are any problems in this area and if needed send a runner to report it to the front desk located in the lobby of the main theater.
  3. When the inside door keeper closes the door for the next performance, the outside door keeper must ensure that all near the door remain quiet while the performance is in progress.
  4. The outside door keeper should keep a festival schedule in hand and should know which performance is on, next, etc. to answer questions from audience members and performers who are waiting outside the room.
  5. Absolutely NO ONE is to be admitted to the performance area once a performance has begun.  This includes sponsors, parents, etc.  Be polite, but firm.  If anyone insists on entering:
    1. First make sure whom they are going to see, and that the person they wish to see is actually performing at that time.  Often, audience members do not realize that they are demanding entrance to an event when the person they wish to see is not even performing at that time.
    2. Second, if it is the person they wish to see, remind them that they will be disrupting that person’s performance by entering, and that you are not allowed to let any one disrupt a performance.  They will be doing the performer a favor by NOT entering at this point, as the judges will be upset by the intrusion.
    3. Even if the person persists after all this, DO NOT LET HIM/HER IN THE PERFORMANCE AREA!  If the person gives you a really difficult time, alert an adult nearby and if needed after the performer is finished send the runner to alert someone at the front desk about the situation.

ADDITIONAL SUPPORT/RUNNER

  1. Fill in if someone from your team must go to the restroom, needs to be in another room for their IE, or cannot do their duty for some other reason (i.e. they are sick, hurt,…). DO NOT take over someone’s duty unless one of these situations arises.
  2. Sit quietly in the back of the room when not performing a duty so that you are available to assist, but not in the way or a distraction to people going in and out or to your team.
  3. If the judges are in need of someone to run and grab something for them, offer to assist.
  4. If someone needs to notify the front desk in the lobby of the main theatre of something about your IE room, you should be the one to run and explain the situation or take a note with you about the situation to the front desk.