AACT WorldFest 2014
Report to the AACT Executive Committee
November 19, 2014
Summary
The festival is in good shape.
• We have a strong lineup of shows, larger than expected.
• The workshops list, while incomplete, will offer some popular repeats as well as new
learning experiences.
• Our vendor list is almost complete; some will also serve as sponsors.
• Early funding is ahead of schedule, with $57,500 in local sponsorship committed
and $50,000 in hand. Additionally, we have $15,000 in tourism grant money
committed from Sarasota County. We are pursuing additional sponsorships.
• Playbill advertising sales will begin at the end of January. All price lists and
specifications have been determined.
• Most committee chairs are already working on their specific tasks.
• Visa requests and work with Homeland Security have been underway for several
weeks.
Shows
Currently we have 16 productions lined up:
• Argentina -- La Compasiva Teatro
Our Daily Bread
• Armenia -- Yerevan State Puppet Theatre
The Winged
• Australia -- Lieder Theatre Company
Servant of Two Masters*
• Bangladesh -- Loko Natyadal Bangladesh
Kanjush (The Miser)
• Canada -- Theatre Ensemble
How Nous Avon Met
• Denmark -- Black Box Pangea
POP
• Georgia -- Georgian Experimental Theatre
The Bald Soprano
• Germany -- Studio Buhne Essen
Noah & the Flood
• Israel-- Yoram Loewestein Performing Arts Studio
The Black Princess
• Italy/USA – Maner Manush/Venice Theatre
Inn of Crossed Destinies
• Latvia – Picture Theatre
Poetry Butterfly
• Russia, Theatre Mimicriya
M&W
• Singapore -- Qiong Ju Society of Singapore
Mouse’s Daughter’s Wedding
• South Africa-- Africa Center for HIV and Aids
Management at Stellenbosch University Buddy The Hero!
• Togo -- Assassan Togo
Mystery of Words
• USA -- Delta Center Stage
Crowns**
*Show is tentative: may be The Comedy of Errors
**Awaiting final acceptance from DCS – 90% sure
The show schedule is detailed in the day-by-day grid in this same package. Please note
that some slots will feature three shows and some will feature two. The MainStage shows
will perform twice; the Pinkerton Theatre shows will perform three times.
AACTWorldFest 2014 Nov. 2013 p 2
Adjudicators
Cathy Pingel from Des Moines is our only returning adjudicator.
Benny Sato-Ambush is from Boston/Emerson College, but has worked around the world.
Line Hauger from Copenhagen, Denmark is the former president of North Atlantic Theatre
Alliance.
Bios/photos are on the website.
Workshops
This is the most incomplete part of the festival at this point. However, that’s not unusual.
Below are some tentative workshops, but there will be more to come. We will list on the
website as they are finalized:
Chinese opera
Trapeze workshop with Tito Guyona
Non-verbal response scene work with Bert Harris
Working with Developmentally Disabled – building a program
Senior theatre panel – workshop
International children’s theatre panel
MTI workshop
Russian clowning
Government & private funding – international panel
Vocal master class
Arts Integration – performance art to teach core classes
Multi-media – growing influence in theatre
Commedia dell’arte
Various acting & movement workshops
Plus, of course we have the add-on master class in musical performance with Ben Vereen.
Registration
Available online, by phone, or in person completely through our WinTix system. Sign-up
process is quick and pretty simple. (No PayPal).
Accommodation
Hampton Inn, Venice, 9/10-mile from the theatre. Convention rate is $105 for room; full
suite is $135. Book online straight through WorldFest website (two clicks), book on Hilton
website and use discount code ACT, or call 941-488-5900 and mention discount code.
We have full hotel available at convention rate until May 16.
Transportation
AIRPORT – We will communicate personally with all travelers and co-ordinate
transportation accordingly. We have an available shuttle service with a barter
arrangement, as well. Some people may wish to rent their own cars to have local
flexibility. We have the volunteer resources to make coordinated airport runs for several
days leading up to the festival. We will use those same resources to arrange departure
transportation. Those with cars may be asked to help.
AACTWorldFest 2014 Nov. 2013 p 3
LOCAL – The Make-A-Wish drivers will be out in full force throughout the week in cars and
vans. They will be available at both the Hampton Inn and Venice Theatre from 8:00-ish
A.M. to 1:00 A.M. daily. A driver hotline will be posted at the hotel, and a staffer will be
posted at the theatre throughout each day…your own local free taxi stands.
Social Events
We’ll have an opening reception (may be in Centennial Park, near the downtown
gazebo…to be decided), nightly after-glow parties in our adjacent park, and a major social
event (Thursday night). The major social event at this time will either be a beach party, or
a party at Snook Haven (old Florida) on the Myakka River. All of this will be included in the
convention registration, although food and spirits at the major social event will be Dutch
treat.
Meals
The Hampton Inn will provide breakfast daily; lunch and dinner will be on-your-own. There
are a couple dozen restaurants within walking distance of the theatre, from quick food to
elegant. We will be serving lunch and dinner for casts and crews only this time. The
unpredictability of the food needs made having a festival-wide daily meal untenable.
Opening/Closing Ceremonies
Our goal is to make the opening event snappy, fun, and short. Many of the speeches will
be pre-recorded video. We anticipate a 20-minute event, with an exciting crescendo which
leads us into the first show.
The closing event will be a gala, with a $10 price tag, at the theatre. The add-on allows us
to provide some high-end finger food, with some champagne and punch. The event will
happen at the theatre. There will be closing remarks, awards, and a few exciting
entertainment factors. Everything will be followed by a final after-glow party in the park.
(Though the banquet setting was pretty in 2010, the banquet space itself was restrictive
space-wise and entertainment-wise. It was also really expensive.)
AACT Awards Throughout the Week
We want to keep these as classy and as brief as possible. Keeping in mind that many of
the people in the audience don’t speak English as a first language, any cute “banter”
between presenters, etc., doesn’t translate. We’re looking possibly at video-taping those
throughout the week and playing them back prior to shows.
AACT Meetings/IATA Meetings
We have room for the meetings, but the early part of the week will need some good coordination. We’re hosting the board and committees of AACT, as well as the IATA council,
with some early-week overlap. We just need to plan carefully. Lori and Julie will need to
work closely together—and in advance—to make sure that everyone is accommodated.
Vendors
We have 9 table spots on the downstairs lobby floor. All but one of those is filled as of
November 18. We will place non-profit/free tables on the balcony rail; there are five more
spots available there. We’re offering sponsorship opportunities to the vendors, as well.
AACTWorldFest 2014 Nov. 2013 p 4
That package was just sent last week; Lori is following with phone calls. We have reason
to believe that both MTI and Steele Spring (Now Stage Rights, I believe) will sponsor at
some level.
Budget/Marketing
Even a cursory look at the budget will show that the festival’s profit margin is fully
contained in the registration and box office figures. With the $42,000-plus registration
figure and $28,000 box office, we show most of any surplus. Therefore, that’s also where
we are vulnerable. The success or failure of this festival lies in those numbers. We have
arranged for plenty of community funding and plenty of ancillary income which will pay the
basic bills of the festival. However, any surplus lies in the admissions income. Shortfalls
in the admissions income also means shortfalls in some of the other earned income
categories, which could take us into the negative.
To that end, we will continue to recruit—stridently--at any potential theatre gathering in the
next seven months, including SETC. If anyone on the board visits a festival, I would like to
provide them with flyers for the festival to be distributed. Word of mouth (testimony) will
sell it; it’s still an unknown to many people. Spotlight has continued/will continue to feature
the festival in each issue. We’ll be doing a national mailing early in 2014 to the AACT
mailing list. I urge everyone to testify, then drive interested parties to the festival website.
We’ll be blogging and updating on a constant basis. We’re also exploring an airline
magazine campaign in March, as well as heavy presence in Florida Travel and Lifestyles.
We should be able to find out if this festival can grow and flourish in the U.S. If the only
participants are the usual suspects (board and committee members and their families), it’s
probably not worth the effort. However, if it can grow, then there’s a venue for greater
AACT presence on the world stage. Also there are more members, and more prospects
for members. Everyone benefits.
Merchandising and Advertising
MERCHANDISING – We’ve polled a number of merchants and participants to determine
the best items to offer for sale; we’ll be making decisions on those—as well as goodie-bag
items—in January.
ADVERTISING/PLAYBILL – Playbill will be magazine-sized; a good portion of it will be
printed in three languages. Display ads will be in one language: however it’s presented
camera-ready by the buyer. Rates are as follows:
• Quarter-page, $250
• Half-page, $350
• Full page, $600
• Inside front & back covers, $850
• Outside back cover, $1,000
Along with the print ad, advertisers this time also will receive a 15-second commercial
segment on a video roll between house-open and curtain for each slot. They also will be
allowed to place promotional items in the goodie bags; non-advertisers will not.
2014 International Festival Budget
Update - Nov. 19, 2014
INCOME
Qty
Rate
Total
Registration
180
237
42600
Day passes
10
80
800
Show block sales
975
26
27300
Awards Gala
150
10
1500
Bar & Concessions
14000
Advertising
6000
Merchandise
2000
Hotel finders fee
600
18
10800
Master Class
200
50
10000
Vendor rentals
2000
Sponsors
Grants
EXPENSE
Sanction fee
Marketing
Gala
Other Meals
Bar/Concession Costs
Adjudicator fees
Adjudicator travel
Workshop/Master Class costs
Photography/videography
Marketing travel
Furniture/equipment rental
Playbills
Transportation
Credit card/finance costs
Merchandise/gifts
Trophies/plaques
Office supplies
Production Materials/crew costs
Performer/crew travel
Permits/Fees
Miscellaneous
Net
200
10
3
1000
2000
YTD
13280
0
0
400
0
0
0
0
900
0
57500
15000
189500
50000
0
64580
3000
18000
2000
9000
3300
3000
2000
12000
3,200
7000
1,000
4000
1000
2300
1500
11500
0
3000
2325
1000
7000
15000
500
1000
100625
88875
6000
19000
Proj.
43000
800
27300
1500
14000
6000
2000
10800
10000
2250
Notes
Rate is average
Rate is average
60 nights reserved
Will sell locally a la carte
9 commercial spaces total:
verbal commitments for 8
60000 5000 additional committed
15000 total is committed
192650
3000
21000
2500
9000
3300
3600
2000
12000
3200
7000
1000
4000
1000 Cash cost. Most is in-kind
2300
3000
2480
1000
9000
15000
500
1000
106880
85770
AACTWorldFest 2014
MainStage
Sunday, 6/15
7:00-8:30
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-12:00
12:00-12:30
12:30-1:00
1:00-1:30
1:30-2:00
2:00-2:30
2:30-3:00
3:00-3:30
3:30-4:00
4:00-4:30
4:30-5:00
5:00-5:30
5:30-6:00
6:00-6:30
6:30-7:00
7:00-7:30
7:30-8:00
8:00-8:30
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-Midnight
12:00-12:30
12:30-1:00
Pinkerton
Studio
Ed. Room
Media Room Paint Room
Lobby
Park
Hampton
Tech M/S 1
Tech M/S 2
Tech M/S 3
Tech M/S 4
Pre-registration
pick-up
AACTWorldFest 2014
MainStage
Monday, 6/16
7:00-8:30
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-12:00
12:00-12:30
12:30-1:00
1:00-1:30
1:30-2:00
2:00-2:30
2:30-3:00
3:00-3:30
3:30-4:00
4:00-4:30
4:30-5:00
5:00-5:30
5:30-6:00
6:00-6:30
6:30-7:00
7:00-7:30
7:30-8:00
8:00-8:30
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-Midnight
12:00-12:30
12:30-1:00
Tech M/S 5
Pinkerton
Studio
Ed. Room
Media Room
Paint Room
Lobby
Park(s)
Tech Studio 1
Hampton
Pre-registration
Pickup
Tech Studio 2
Final tech opening
ceremonies
Final prep
Welcome
Party
Opening Cerem.
Perf.-M/S #1
Perf.-M/S #2
Perf. - M.S. #3
After-glow
Biehl Park
Box office
New
registration
Tent
AACTWorldFest 2014
Tuesday, 6/17
MainStage
7:00-8:00
8:00-8:30
Tech M/S 6
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
Tech M/S 7
10:30-11:00
11:00-11:30
11:30-12:00
12:00-12:30
12:30-1:00
Perf. M/S 1
1:00-1:30
Repeat
1:30-1:45
1:45-2:00
Perf. M/S 2
2:00-2:30
Repeat
2:30-2:45
2:45-3:00
3:00-3:30
Perf. M/S 3
3:30-4:00
Repeat
4:00-4:30
4:30-5:00
Ben Vereen
5:00-5:30
Master Class
5:30-6:00
6:00-6:30
6:30-7:00
7:00-7:30
7:30-8:00
Perf. M/S 4
8:00-8:30
8:30-9:00
9:00-9:30
Perf. M/S 5
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-Midnight
12:00-12:30
12:30-1:00
Pinkerton
Workshop
Studio
Workshops
Ed. Room
Workshops
Media Room
Paint Room
Lobby
Park(s)
Workshops
Hampton Box Office
Tent
Crew/
Staff
Breakfast
Lunch
Perf. Studio 1
Perf. Studio 2
Board/
Committee
Meetings
Board/
Committee
Meetings
Dinner
Repeat Studio
Perf. 1
Repeat Studio
Perf. 2
Afterglow
Biehl Park
AACTWorldFest 2014
Wed., June 18
MainStage
7:00-8:00
8:00-8:30
Tech M/S 8
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
Tech M/S 9
10:30-11:00
11:00-11:30
11:30-12:00
12:00-12:30
12:30-1:00
1:00-1:30
Perf.- M/S 4
1:30-1:45
Repeat
1:45-2:00
2:00-2:15
2:15-2:30
Perf.-M/S 5
2:30-2:45
Repeat
2:45-3:00
3:00-3:15
3:15-3:30
3:30-4:00
4:00-4:30
4:30-5:00
5:00-5:30
5:30-6:00
6:00-6:30
6:30-7:00
7:00-7:30
7:30-8:00
Perf. - M/S 6
8:00-8:30
8:30-9:00
9:00-9:30
Perf. - M/S 7
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-Midnight
12:00-12:30
12:30-1:00
Pinkerton
Studio
Ed. Room
Media Room Paint Room
Lobby
Park(s)
Tech Studio 3
Workshops
Workshops
Workshops
Hampton Box Office
Tent
Crew/
staff
breakfast
Tech Studio 4
Lunch
Perf. Studio 3
Perf. Studio 4
Board/Committee Meetings
Dinner
Repeat Studio
Perf. 3
Repeat Studio
Perf. 4
Afterglow
Biehl Park
AACTWorldFest 2014
Thurs., June 19
MainStage
7:00-8:00
8:00-8:30
Tech M/S 10
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
10:30-11:00
Tech M/S 11
11:00-11:30
11:30-12:00
12:00-12:30
12:30-1:00
1:00-1:30
1:30-1:45
Perf. M/S 6
1:45-2:00
Repeat
2:00-2:15
2:15-2:30
2:30-2:45
2:45-3:00
Perf. M/S 7
3:00-3:15
Repeat
3:15-3:30
3:30-3:45
3:45-4:00
4:00-4:30
4:30-5:00
5:00-5:30
5:30-6:00
6:00-6:30
6:30-7:00
7:00-7:30
7:30-8:00
8:00-8:15
8:15-8:30
8:30-8:45
8:45-9:00
9:00-9:30
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-Midnight
12:00-12:30
12:30-1:00
Pinkerton
Studio
Workshops
Ed. Room
Media Room
Workshops Workshops
Paint Room
Lobby
Park(s)
Tent
Crew/
staff
breakfast
Lunch
Perf. Studio 1
Repeat
Board/
Committee
Meetings
Board/
Committee
Meetings
Perf. Studio 2
Repeat
Dinner
Box Office
AACTWorldFest 2014
Fri., June 20
MainStage
7:00-8:00
8:00-8:30
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
Tech M/S 12
10:30-11:00
11:00-11:30
11:30-12:00
12:00-12:30
12:30-1:00
1:00-1:30
Perf. M/S 8
1:30-1:45
1:45-2:00
2:00-2:15
2:15-2:30
2:30-2:45
Perf. M/S 9
2:45-3:00
3:00-3:15
3:15-3:30
3:30-3:45
3:45-4:00
4:00-4:30
4:30-5:00
5:00-5:30
5:30-6:00
6:00-6:30
6:30-7:00
Perf. M/S 10
7:00-7:30
7:30-8:00
8:00-8:15
Perf. M/S 11
8:15-8:30
8:30-8:45
8:45-9:00
9:00-9:30
9:30-10:00
Perf. M/S 12
10:00-10:30
10:30-11:00
11:00-11:30
11:30-Midnight
12:00-12:30
12:30-1:00
Pinkerton
Workshops
Studio
Workshops
Ed. Room
Workshops
Media Room
Paint Room
Lobby
Park(s)
Workshops
Tent
Crew/
staff
breakfast
Lunch
Dinner
Repeat Studio 3
Repeat Studio 4
Afterglow
Biehl
Park
Box Office
AACTWorldFest 2014
Sat., June 21
MainStage
7:00-8:00
8:00-8:30
8:30-9:00
9:00-9:30
9:30-10:00
10:00-10:30
Perf. - M/S 8
10:30-11:00
Repeat
11:00-11:15
11:15-11:30
Perf. - M/S 9
11:30-12:00
Repeat
12:00-12:15
12:15-12:30
12:30-1:00
1:00-1:30
1:30-1:45
Perf. - M/S 10
1:45-2:00
Repeat
2:00-2:15
2:15-2:30
2:30-2:45
Perf. - M/S 11
2:45-3:00
Repeat
3:00-3:15
3:15-3:30
3:30-3:45
3:45-4:00
4:00-4:30
Perf. - M/S 12
4:30-5:00
Repeat
5:00-5:30
5:30-6:00
6:00-6:30
6:30-7:00
7:00-7:30
7:30-8:00
8:00-8:15
Awards- Closing
8:15-8:30
8:30-8:45
8:45-9:00
9:00-9:30
9:30-10:00
10:00-10:30
10:30-11:00
11:00-11:30
11:30-Midnight
12:00-12:30
12:30-1:00
Pinkerton
Studio
Ed. Room
Workshops
Workshops
Workshops
Board/
Committee
Meetings
Board
Committee
Meetings
Board/
Committee
Meetings
Media Room
Paint Room
Lobby
Park(s)
Workshops
Tent
Crew/
staff
breakfast
Lunch
Dinner
Gala
Afterglow
Biehl Park
Box Office