Festival Checklist & Forms

Directors' Packet:
  • Director’s Checklist
  • ​Troupe Registration Worksheets
  • Cvent Registration Worksheets
  • Troupe Agreement Document
  • Consent & Acceptance Form​
Download all files below. Make sure you have an updated W-9 for your business office. 
Before the Festival:
  • Read the Directors' Checklist and the following information THOROUGHLY. 
  • Don't post questions on Facebook that you can find on the website! Take the time to READ.
    • ​Suggestion: ::  type Texas Thespians + topic in Google for a quick search!
  • Directors are the ONLY person to register your troupe in Cvent.
  • Fee: $150 per person attending festival. See the Cvent Registration Worksheets for full information. 
  • Send a Thespian Festival Information Letter to your Thespians; edit to fit your troupe and school. (Included in Directors' Packet)
  • Make copies of the Thespian Festival Registration Form
  • Make copies of the Consent & Acceptance Form 
  •  Festival Rules & Code of Conduct , Solicitation Policy, and Social Media Policy to give to delegates (included in Director's Packet)
    • Discuss APPROPRIATE behavior and audience etiquette with your students. It is YOUR responsibility to ensure that your students behave themselves. 
    • Have a Festival Meeting with your delegates to collect their registration and Consent & Acceptance Form (the earlier the better!)
      • Suggestion: make a Google Registration Form to save paper! Google forms import all info into a database so you can simply cut & paste delegates' information. To see an example, go here. 
  • Collect registration fees from each student
  • Arrange transportation to Grapevine (add cost to registration forms that you give to delegates)
  • Register through Cvent 
  • Registration opens September 9th at 9am and will close at 7pm on October 18th.
  • Submit titles for Performance Individual Events 
  • Complete Main Stage Performance Submission & Main Stage Adjudication request
  • Complete Play Marathons Submissions
  • Submit Workshop Proposal(s) - If you teach three (3) workshops, your registration fee will be waived!
  • Include fees for Play Marathons, Main Stage Adjudication, and National Adjudication
  • Get a check cut for the total registration
  • IMPORTANT:: Download and send the Texas Thespian W9 to your business office to make sure TEXAS THESPIANS receives payment for your registration. 
  • Verify that they have changed the address to 4200 N. State Highway 91, Denison, TX 75020 
  • Make your check out to TEXAS THESPIANS.
  • Make a copy of your payment summary and include with your check.
  • MAKE SURE YOUR CHECK HAS YOUR TROUPE NUMBER OR SCHOOL NAME ON IT!
  • Postmark your envelope  to Amy Jordan, Chapter Director by October 18, 2019.
  • Make sure that you have your finances taken care of BEFORE you get to Festival!
  • Have a second meeting just before Festival to review Festival Rules, Solicitation Policy, Code of Conduct & Social Media Policy and to collect Consent & Acceptance Forms. 
  • Impress upon your students that they need to exercise respectful, courteous behavior and that they will NOT hang out. 
  • Obtain signatures for the Troupe Participation Agreement Form (director, administrator)
  • SCAN Troupe Participation Agreement, along with Consent Forms and send to Vicki Kirkley. by October 26th.. DO NOT MAIL CONSENT FORMS. We are no longer accepting paper copies of Consent Forms. 
  • Make TWO (2) copies of the Consent & Acceptance Forms. See files at top of page.
    • ​Keep one copy of the Consent & Acceptance Form in your binder and have each student put one in their badges so that should an emergency arise, we can get them help. 
  • Create a notebook or file for the Festival which includes:
    • One copy of the Consent Form for your troupe members to keep behind their badges at Festival.
    • One copy of Consent Forms for you to have on hand in the event of an emergency.
    • Copy of their insurance card
    • Copy of registration information
    • Copy of payment information
    • Copy of the Troupe Agreement
    • Suggestion: make a contact list with your cell number and other chaperones’ cell numbers for every person in your group
      • Distribute to the troupe when you pick up name tags
      • Instruct everyone to put the contact list behind their name, along with their Consent & Acceptance form.
  • Arrive at Gaylord Texan Resort & Convention Center no later than 8:00 AM on Thursday, November 21, 2019!
  • Festival STARTS at 8AM! NO hanging out! Go to workshops and plays!
  • Festival will end at 5 pm on Saturday, November 23,  2019.

​Mail all correspondence to:
TEXAS THESPIANS
Amy Jordan
Denison High School
4200 N. State Highway 91
Denison, TX 75020