America On Stage Promoter's Page

Welcome Promoters!
We are so glad to have such a great family of promoters. Every competition's promoters was hand-picked and chosen because you have shown to be very good at what you do, very passionate, very loyal, very friendly, and really enjoyable to work with. When we started this, we wanted to work with as many people as we enjoyed working with, thus making "work" fun. And so far it as been great.

This page is designed to help you with all aspects of your competition. You all should have a promoter's packet (or you will be receiving them soon). In it, you will have a staff sheets, promoter's responsibilities, a financial agreement, outlines of time and what to do when, questions and answers, and a confidentiality agreement. Most of that is also found below and anytime you need it, it will be here.

Contact Greg with any questions - best by E-mail greg@americaonstage.org or my personal cell: (801) 678-4844. Please don't give this number out. This number is just for those that need to get a hold of me - like my promoters!

Please let us know what we need on this page to help you succeed. Just E-mail me.

QUICKLINKS
Promoters | Keys to success | Promoter's Responsibilities | Judges | Items to remember | Time Line of what to do when | Questions and Answers | Contact Greg | Deadlines for everyone | Website Special features to help | See event's registration

Judges Link
Click above to see the list of America On Stage Judges.
 

Promoters
    Here's our list of wonderful promoters for each event. We really appreciate each and every one of you!

Promoter – Keys to success

PROMOTER’S BENEFITS
In addition to being the café of the competition, being a promoter bring several great benefits.

• Member of America On Stage Promoter’s Program
• Free Registration for all immediate family members who 1) live at home and 2) are not married
• All-Around Solo (Clog) DVD Packet
• Recognition throughout the year in programs, promotion, and Nationals
• And much more!

America On Stage’s philosophy on events has 6 keys. Fast, Fair, Fun, Friendly, On-time events and Directors are Kings. Remembering these few keys will help your event to shine and have a very strong foundation for years to come

            Fast – We run our events very efficiently so people don’t wait, there is no dead stage time, and we maximize our time.

            Fair – We uphold our rules, have impartial judges and do all we can to ensure the fairness of each event

            Fun – We make each event enjoyable to everyone – competitors, spectators, staff. Do things to make it fun

            Friendly – The key to long term success, simply be friendly and care for those attending.

            On-time – We make sure each event matches a schedule and we keep on it. This helps to build a great reputation.

            Directors are King – Most important of all. If the director is happy, they will return. We do all we can to please

directors and ask that our kindness will be returned with loyalty for years to come.

Promotion – A Promoter’s Main Job
The main job of a promoter is to spread the word, invite everyone, and get as many people as possibly to come to the event. Call up as many people as you can and invite them. Each promoter will receive a telephone list from with to call. Please guard this list. Don’t give it out, copy it, or share it with others. This is personal information we receive from directors and it is NOT to be shared with anyone.

 To help our competition grow, each director on our mailing list has received a rules booklet and calendar with all competitions in it. To help each one of them feel welcome, please call those that came to our event last year and invite them once again to come. Let them know that they will be receiving registration forms about 6 weeks prior to the competition and that the pre-registration deadline for studio grants will be 3 weeks prior to the competition.

 Refer them to the website with questions and let them know that updated schedules, information, and answers to their questions are located there and to go there often. The web address is www.americaonstage.org. Send everyone here first for answers to their questions.

 To make our competition grow, make the directors feel welcome and cared for. Take a short time to talk to them about how things are going and let them know you would like to see them this year. 

Encourage them to attend ALL America On Stage competitions, and NEVER talk negatively of another promoter’s competition. We always support each other and are happy for each other’s success.

 For the best success, call directors soon. Most directors are in the stages of solidifying their calendars already.  Many are aware of the calendar from the website, but it is always nice to have a personal contact

 Thank you for all your hard work up to this point and upcoming! Enclosed you will find information on who attended our competition last year. We are also enclosing a master mail list of studios in our competition’s area to call and suggest coming

HELP BUILD THE MAILING LIST
Find new studios that we don’t contact regularly, get their information and send it to us. We will then send them out mailings. Contact them as part of your promoting and invite them. Spread the word!

TIGHT FAMILY OF PROMOTERS
As we all run our events, we all can share in the fun, stress, and excitement of running successful events. Let’s always be happy for each others success and talk positively about each other. This will be the best environment to work in.

SUPPORT
As promoters in America On Stage, you are now a LARGE PART of America On Stage. It is one of the most successful groups because its built on great principals.  We ask you to be a full supporter of America On Stage in your studio support of your personal event, Nationals and any other events you wish to attend.

COMMUNICATION
It is easiest to contact me by E-mail. greg@americaonstage.org. You can call me on my personal cell phone – (801) 678-4844. Please do not give out my cell phone to anyone else. Our phone rings off the hook during competition season, and this way, all promoters can contact me directly by cutting through the many calls.

E-MAIL ADDRESSES
Every promoter has an americaonstage.org E-mail address. It is your first name with your last name’s letter followed by americaonstage.org. It forwards onto your regular E-mail address. You can use this when promoting our event.

E-mails to everyone forward and promoters page online timeline.

QUESTIONS
If you have anyone call you for information on your competition, take their information down and get it to America On Stage and we will send competition information. There are also registration forms available online at the website. If they would like to receive information about our competitions, have them simply fill out the studio registration form online at the website and we will supply all the information they need.

 COMPETITION WEBSITE
In addition, please check out our own website and make sure what is on there for the event is correct and up to date.

Responsibilities

INDIVIDUAL COMPETITION RESPONSIBILITIES
Thanks for all you do. Because of your excitement and hard work, this event will be fantastic.
Listed below are the responsibilities of both promoter and America On Stage

Judges
We want all judges to have the option of judging as much as possible. We would like each judge to judge two competitions a year (except for extreme circumstances). If a judges is judging at Nationals at Lagoon, we ask that they judge just ONCE more during the year.

We now have a judge's page with everyone who wants to judge listed by their bio. Simply look at who is registered and decide who you want.

If you have a person you want to judge, let us know first (in case there are any issues), then ask them, and then have them fill out a bio sheet online. We can then bring these bios to the competition.

Please clear all judges with America On Stage first before inviting them. Simply E-mail us at competitions@americaonstage.org.
 

Items to remember

Confidentiality Agreement –
Your Confidentiality Agreement must be signed and returned to America On Stage before starting work on a competition. This protects everyone in matters of ownership, responsibility and understanding. It sets up guidelines that allows everyone to work comfortably. Please read through, make sure you understand everything, sign and return it.

Phone Lists -
America On Stage is VERY protective of their phone list. It is given to you with the most strictest of confidence and you are expected to treat it very seriously. It is NOT to be given to anyone other than yourself and it is to be thrown away at the end of the event. Please do not share this list as it has gathered for many years and represents many people’s hard work in securing a strong customer base. Never duplicate, share, or distribute, personal information, not to share

FINAL FACILITY CONTRACT -
Assist with Greg Tucker to get the contract for the facility. As soon as you can, call and reserve the facility for the dates wanted. Usually a facility will allow reservations 18 months to 12 months in advance. Try and reserve up to two years out if you can. Greg Tucker will get you the deposit money you need as soon as you need it. Greg Tucker will contact the facility and secure the contract if you would like. The Final Contract must be signed by Greg Tucker so we are sure there are no hidden fees or surprises. You are great in getting the final contract and either E-mailing it (greg@americasonstage.org ) or faxing (801) 224-8334.

HOST HOTEL –
Find a hotel close to the facility, and call to reserve a block of rooms. Usually 20 rooms is sufficient. Ask for 1 comp room for every 15 reserved, and a 2 week release date (this means any rooms not reserved two weeks in advance can be released to the general public.) NEVER give them a credit card to reserve rooms or they may charge you for them. Call with any questions

PROMOTE AND GROW THE MAILING LIST!-
Invite everyone to our event! Call from the phone list you receive from AOS, find your own numbers.
How to increase the size of your Mail List
            a. Look in phone book
            b. Internet Searches     -phone directories -dance sites -general searches -dance magazine websites
            c. As you drive around or visit other locations keep pencil and paper with you

PHONE CALL TALKING POINTS
August

1. Called to catch-up (remember personal things if know the director)
2. Give Next Year’s Date and Location of Event
3. What we are doing next year NEW & EXCITING
4a. If already attended – what can we do better for you next year
4b. If new – Give then the AOS “Brag” Sheet
5. Remind about Website – do you have an email address change?
6. Any questions

January

1. Called to catch-up (remember personal things if know the director)
2. When send out booklet (8 weeks prior to event) – or go to Website
3. Any changes this year
4a. If already attended – what can we do better for you next year
4b. If new – AOS Specific Sheet for New Competitors to AOS
5. Remind about Website – do you have an email address change?
6. Any questions
7. Hope you are planning on coming?
    – If YES – EXCITED
    - If NO – What can we do next year so you will be able to join us?

AOS BRAG SHEET
Many levels (up to 6 different levels in clogging and up to 4 levels in dance)
Every dancer receives an award for each time they dance
Pro level is awarded one 1st through 5th place
Special Director’s Benefits
    Director’s Room – free food and rest during the competition
    Special Directors chair to watch your dancers
    Director’s personal programs
    Teacher’s personal programs
Studio Development Grants (up to 10% of your registration returned to you)
Fast, well efficient run events – On-time, and right on schedule
Timed schedule – all events scheduled to the minute
All Awards posted – find your results fast!
Overall Awards in EVERY level
Online Registration
Fun Staff – we put the fun and enjoyment into competitions!
And much more
 

 TIME LINE OF WHEN TO DO WHAT

PROMOTERS

ONE YEAR BEFORE NEXT YEAR’S EVENT (Right after event this year)

□       Secure facility for next year (Contact them and get dates secured for next year) Tucker may do this as well.

□       Assist with getting the contract for the facility. Greg Tucker must sign the final contract. Just fax it to him

□       Call all participating Directors and thank them for coming – let them know their results are coming in the mail. Answer any questions, resolve any concerns, invite them back next year

□       Submit pictures for website

□       Proof Website Results

     AUGUST before event

□       Call Directors and invite them (See talking points above)

□       Proof Webpage calendar

□       Call Directors and invite them (See talking points above)

□       Proof Competition Booklets

□       Proof Website of event

□       Site visit – Layout  with Tucker (Use form), Assign layout of venue

□       Secure host hotel

□       Call Judges 

     TWO MONTHS PRIOR TO EVENT

□       Send out Competition Booklets or have it done

□       Get & Assign Staff

□       Decide Awards, What look like, etc, how many. Decide Medallions

□       Help decide Theme, games, outline of event

     ONE MONTH PRIOR TO EVENT

□       Enter Mailed Registration (or have it done)

□       Decide food for event

□       Take care of all directors at event (hospitality room, problems…)

□       Set Up/Clean Up event

□       Pay Staff & Judges if needed

□       Distribute and collect staff shirts, staff lanyards,

□       Collect Directors Lanyards (at Registration)

□       Set up and maintain the Directors Hospitality Room

□       Judge and Staff Care and food for event

□       Bring Supplies as listed on Responsibility page.

     POST EVENT – See above

Q&A

Questions and Answers

Directors and Students (and parents!) will call you with questions. Listed below are some of the more commonly asked questions. Answer them as best you can.  

Those you are unable to, refer to the website www.americaonstage.org  or to contact America On Stage headquarters (preferably by E-mail – competitions@americaonstage.org  or phone (801) 224-8334

Special matters – You can adjust your competition policies per each situation, but try and keep everything consistent. No one likes it when another gets special treatment, but take each situation in its own time and see what you can do to help. Help the situation, don’t stand unbending and make people mad. Trust me, this is not hard to do!

 WHAT TIME DO I DANCE?
The most often asked question! Direct them online. There is a link that says “What time do I dance”. From there students, directors and parents can see programs, schedules and even when they will post online too.

How do I register?
Register online at www.americaonstage.org. It is less expensive ($1 less per event). Directors can request registration forms by contacting America On Stage (we will mail them out), or download generic forms from the internet. Directors can also pass out student registration forms from the first event booklet. Students then send these in themselves. However, mailed registration returns only up to a 5% studio grant. Online registration returns up to 10%.

When is the Pre-Registration Deadline?
Four weeks prior to event.

Can I get a refund of my registration fees?
Policy is that after the Pre-registration deadline, no refunds are given. In extreme cases, take each matter under consideration and do what is right. If a refund is called for, then give it. But we don’t give them for someone deciding they now don’t want to dance.

 How do I get a Studio Grant?
Our Studio Grant program is one of the most powerful programs we have. People are eligible for it now be simply registering online or by mail. Guidelines are online, but the basic elements to it are:

• All registration fees turned in by the Pre-registration deadline are eligible for up to 10% grant. Fees turned in after the pre-registration deadline are not added into the grant.
• Remind Directors that all Online Registration is eligible for 10% Grants. Mailed Registration is eligible for only 5%.
• All fees paid with one check before the pre-registration deadline. This can’t bounce either…
• All registration changes made before the Monday before event. Major changes at the competition throw the schedule off and no one likes that…
• Grant will decrease or be ineligible for financial difficulties including but not limited to: bouncing checks, difficulty in collecting money, financial trouble, major changes/difficulty at event.

Grants are sent out in the post competition mailing. The certificate they receive can be used as a registration credit at the next event. Direct directors online for process directions. Remind directors they need to actually turn in their grant certificates for them to be counted. Lost certificates are simply lost grants.

Can I register after the pre-registration deadline?
Yes – most of the time. Sometimes, the amount of time we have fills up and we simply don’t have time for any more. So tell them if time permits, late registration and at-the-door registration MAY be available.

How do I make registration changes?
All registration is online. Directors can see it at www.americaonstage.org. All Changes are made online. After the Monday before an event, all changes will need to be made at the event. Please encourage each director to make all changes BEFORE this Monday. It really helps keep the schedule on time.

What happens if I have a dancer scratch (not be able to dance)?
Each case is different, but most often, the fees are not refunded, and the dancers simply doesn’t dance. Notify America On Stage that it is a scratch so the staff is aware of it and not waiting for that person backstage. You decide the extreme nature of each situation, but most often refunds are not given. Simply so the right thing. Don’t be unbendable, but try and be consistent.

What are the times when updated schedules and programs appear online?
OR
What are the deadlines with registration?

ESTIMATED SCHEDULE - 8 weeks before event
All events have an initial estimated schedule on the website.

UPDATED SCHEDULE - 16 days before event (Wednesday)
This schedule gives updated times according to registration received. This is still general, but let's you know when each level will be competed. This schedule can still vary as much as 1-2 hours depending on registration still being received. It is located on each competition's webpage also.

REGISTRATION REVIEW - 16 days before event (Wednesday)
This is a page that shows you all the registration that a director has signed up for each competition. The director can make changes (it requires that you login with the director's password so no one else can change your registration). The registration review is listed on each competition webpage.

FINAL PROGRAM - 10 days before event (Thursday week before - usually around 3 pm)
This schedule is actually the final program of the event. It is located on the competition webpage under schedule. Registration changes should all be made, all registration should be in, and the program should be pretty solid. Any registration changes, additions, deletions after this date needs to me made at the event. Late registration may still be admitted (we try and have all registration in by this date!), and this schedule should be right on. PLEASE PLAN ON SHOWING UP AT LEAST ONE HOUR BEFORE YOUR FIRST EVENT in case of traffic, parking, lines, or other difficulties. Events will be at most 15 minutes ahead of schedule, so be ready!

DIRECTOR'S PERSONAL PROGRAM - 10 days before event (Thursday week before - usually around 3 pm)
This is a special program that lists all the times for just your director. (You don't have to search the entire program for your kids.) It is also located on the website under schedule. This is an extremely useful program.

How early should I show up?
PLEASE PLAN ON SHOWING UP AT LEAST ONE HOUR BEFORE YOUR FIRST EVENT in case of traffic, parking, lines, or other difficulties. Events will be at most 15 minutes ahead of schedule, so be ready!

Do dancers need to pay?
Only non-dancers/directors need pay. General costs are $5/day for adults $2 ages 3-11

Where can I get the most updated information?
Refer each person to the website. Lots of information is contained there and should answer most their questions. If you have a parent that keeps calling and hassling you, refer them on to America On Stage.

If you have a question you can’t answer, simply call us or E-mail. We will get it answered right away. Promoter are highest on our list of people to take care of. Let us know how we can help you have a successful event.

Deadlines
Refer to the "What time do I dance" link. Click Here

Website Special New features

WHAT TIME DO I DANCE?
The most often asked question! Direct them online. There is a link that says “What time do I dance”. From there students, directors and parents can see programs, schedules and even when they will post online too. Click Here

All Registration should be updated online and directors can check it there.

Online Registration changes - coming! We hope to have the ability to change registration online soon.

See who's registered for the event
Click on the Promoter's Info Link at the bottom of www.americaonstage.org (or click here) and it will take you to a page where you can see ALL the registration for our events.

Contact Greg

As a close knit group of promoters, we want to help each person succeed. That works best when we all communicate. It can be really tough to get a hold of me (Greg), so here are the best ways.
    E-mail: Send me an E-mail at greg@americaonstage.org. I try and answer them every day and I can usually answer them when I know your answers
    Cell Phone: Our home phone rings off the hook during competition season, and usually I am racing and not able to get it. Since it is important for promoters to get a hold of me, I am giving you my personal cell number. Please just don't pass it around to others. That way only the important calls come to it. (If you can, E-mail is best however). (801) 678-4844.

Need another Promoter's Packet, please E-mail Greg at greg@americaonstage.org

Let's Have some fun!