Guide For Contest Managers: The Contest

BACK TO HANDBOOK OVERVIEW
 

FIRST THING TO DO!

For High School Zone/District meets, REQUEST Meet Authorization

CONTEST INFORMATION FOR ALL LEVELS OF HIGH SCHOOL CONTESTS MAY BE ACCESSED THROUGH THE UIL ONLINE ENTRY SYSTEM

REQUIRED: THE ANNUAL ONLINE CERTIFICATION FOR CONTEST MANAGERS ON THE TTAO SITE

1033 (d)(2) Contest Procedures. The one-act play Contest Manager, appointed by the district director and registered with the UIL, shall not be the director of a play entered in the same contest. It is the responsibility of the one-act play Contest Manager to organize and conduct the contest in accordance with League rules and the “Guide for Contest Managers,” in the current Handbook for One-Act Play. 

CONTEST MANAGER TRAINING AND CERTIFICATION INFORMATION WILL BE POSTED ON THE TTAO WEBSITE. 

SEE THE UIL CONTEST MANAGER PAGE

The Function of the Contest Manager

Like an umpire or referee in a sporting event, the Contest Manager serves as the official during a one-act play competition. The function of the Contest Manager is to fully organize the contest, but you are also responsible for administration and enforcement of all League rules at the contest site.

As the manager at any level in the One-Act Play Contest, you represent that level and executive committee (district or regional) and the League. It is your responsibility to operate the contest in STRICT accordance with League rules and this Handbook. The Contest Manager is also responsible for enforcing the following by immediately reporting violations to the appropriate executive committee.

“When do I start?”

For district/zone contests, find out if a planning meeting was held. They are scheduled between August 10 and November 4 of each school year. If the meeting has not been held, it is important that you attend.

Planning meetings for bi-district must be scheduled after State, Region and Area adjudicators are announced and no later than August 10th.

For Area and Region, there are no planning meetings.

“What is the purpose of a planning meeting?”

The OAP planning meeting is used by directors to provide input into the organization of the contest and to recommend critic adjudicators. The recommendations for zone and district are then sent for approval to the District Executive Committee.

“What if I’m asked to chair the meeting?”

If you are selected to be the planning meeting chair, it is important that you cover all the items in the sample agenda (Under "The Planning Meeting").

"I'm running a Zone/District/Bi-District. How do I find DEC Chair Information?"

The District Executive Committee Chair is typically the District Spring Meet Chair and is responsible for ALL spring meet activities, including one-act play, track & field, tennis, golf and all academic contests. It does not mean that this person will be on-site running all of these contests. It does, however, mean that this person is responsible for overseeing that all of these activities and competitors are adhering to the UIL Constitution and Contest Rules. DEC Chair and the Academic Meet Chair can be located on the UIL Website.

Procedures: Planning Meeting (Zone and District)

The Organizing Chair: The OAP planning meeting chair, assigned by the Spring Meet Director or Organizing Chair, schedules the meeting and serves as its presiding officer. The chair shall also serve as the bi-district meet contact and coordinator.

• The chair is not necessarily the Contest Manager; however, the recommended Contest Manager should attend.
• The organizing chair should check their current district Spring Meet Alignment on the UIL website for an accurate listing of member schools. Failure to invite a school listed in the alignment may result in reorganization.
• A recommended meeting agenda is found under "The Planning Meeting". Planning meetings may be scheduled prior to August 15th in order to select dates and facilities.
• Information regarding planning for bi-district meets can be found on the UIL website. Look for "Bi-District Meets" under the High School One-Act Play link.

Determine the Planning Meeting Status: As soon as possible after accepting your appointment as zone or district Contest Manager, you need to determine if a planning meeting for all district play directors was held.

• If a district planning meeting was held, organize the contest in accordance with the directors’ suggestions and recommendations, approved by the Spring Meet director and executive committee.
• Determine schools officially enrolled from the Academic Alignments page.
• The tentative “Spring Meet Alignment” is posted on the UIL website and the actual OAP entries list will be posted on the UIL website after October 1.

Drawing for Zones and Performance Order:

• Planning meetings to draw for zones, performance order and to select adjudicators shall take place between August 10 and November 4.
• When nine or more schools are participating in a district contest, the district executive committee (DEC) should divide the district into zones. Zone alignments shall be be determined by a blind draw or be geographical to reduce travel. No other methods shall be used.
• The League discourages zoning with eight or less schools.
• Performance order shall be determined by a blind draw. No other methods shall be used.

Selecting Adjudicators:

Adjudicators for zone, district and bi-district contests are recommended by directors during planning meetings and then approved by the District Executive Committee. A single critic or a judging panel of three shall be used.

Adjudicators for the contest shall be selected from the current Adjudicators Directory found on the TTAO website.

If using panels, the second and third adjudicator for panels at the district level shall not be contacted until after November 4. See the sections on panel judging in the “Guide for Adjudicators” section of this Handbook.

• Adjudicators for area, regional and state contests are assigned by the State Theatre Director.
• Zone and District adjudicators shall not be contacted prior to August 10. Please consult with the posted lists of state, region and area panels to avoid conflicts.
• The selection of bi-district adjudicators shall take place after the State Office has posted State, Region and Area adjudicators and no later than August 31. Information regarding planning for bi-district meets can be found below.

Bi-District Procedures

1. The Spring Meet Chair for each UIL District needs to designate a Bi-District representative by May 1. The State Office will send out an e-mail requesting that information.
2. That person shall register with the UIL by the deadline the Chair receives. The "Bi-District OAP Contact List REP FORM" can be found on the Bi-District page of the UIL website.
3. The representatives representing the two districts assigned to the bi-district contest shall confer and schedule the meet. This must be done prior to August 10th. The Bi-District Contact List and Pairings can be found on the Bi-District page.
4. Each district has been assigned a specific year to serve as host.
   • a. That assignment may be deviated from by mutual agreement of both DECs.
   • b. A neutral site may be used where adequate facilities are not available by mutual agreement of both DECs. If the two districts cannot come to a consensus, a coin flip or blind draw shall be used.
   • c. The same district may host both years by mutual agreement of both DECs.
5. The representatives shall decide on an entry fee for each school participating to cover the costs of adjudicator(s), awards, printing, facility rentals, a neutral Contest Manager and other necessary expenses. They shall determine what to do with any unspent income. The host site shall provide the Contest Manager.
6. The two districts shall provide the required adult timekeepers for each contest. A representative from each district shall be used to time each of the timed elements of the contest. (i.e. One timer from each district times sound, setup, strike, running time, etc.) A single timer may time multiple elements.
7. A single adjudicator or a panel may be used. If the two districts cannot come to a consensus, a coin flip or blind draw shall be used to determine the type of judging to be used.
8. The two representatives shall compile a list of preferred adjudicators from their member schools. This may be done at a formal meeting or via e-mail. Strike lists are prohibited. This list, in order of preference, shall be given to the Contest Manager. The Contest Manager shall combine the lists by preference followed by blind draw.
9. The Contest Manager shall contact and contract the adjudicator(s) on behalf of the host.
   • a. You may allow the Contest Manager to make the judging choices.
   • b. Adjudicators shall be contacted after the State, Region and Area panels are posted on or about July 15 and prior to August 31.
10. The Contest Manager shall register the meet information on the online form found on the Bi-District webpage on the UIL website by August 31.

The Planning Meeting

SAMPLE DISTRICT PLANNING MEETING AGENDA

1. Contest site:

• Use the best available site.

2. Dates for One-Act Play Contest:

• See the Official League Calendar on the UIL website for range of dates.
• It shouldn’t conflict with other spring contests.
• Neither contests nor official rehearsals may be held on Sunday.
• Exceptions to the Official Calendar must be requested in writing from the League.

3. Time of contest:

• Morning performances are discouraged.
• Be aware of state laws that may affect rehearsals.
• Site rehearsals and contests can’t be on Sunday.

4. Agree upon critic adjudicators in order of preference: The planning meeting chair shall recommend to the District Executive Committee that these choices be approved and that the choices be contracted at the earliest possible date.

• All UIL one-act play contests shall be adjudicated only by adjudicators selected from the certified judges on the TTAO website, unless an exception is approved by the League for valid reasons. The link to the list of adjudicators is on the UIL Theatre website (Adjudicator Information) and on the TTAO website.
• If preferred adjudicators are not available, the Contest Manager, approved by the District Executive Committee, shall have the flexibility to contract with any accredited critic adjudicator. If using a panel, please follow the procedures.
• Judges should be contacted via the TTAO Connect link on the TTAO website.

5. Draw for zones (if applicable) and order of performance: If the drawing has not been conducted, draw for order of rehearsal and performance and include all schools listed in the Spring Meet district. You may not assign zones or draw for performance order prior to August 10.

• When there are nine or more schools participating in one-act play, the district executive committee should divide the district into zones of four or more schools. Zone alignments shall be geographical to reduce travel or be determined by a blind draw only.
• Any attempt to zone according to school size, being in the same school district or previous success shall be considered a violation of contest rules.
• Remind directors that withdrawal or a failure to enroll should not result in an order change unless such action eliminates zones. (i.e. A school drops out of a four-member zone. The contest must be reorganized in order to have the required four or more schools competing.)
• Zone alignments shall be determined geographically to reduce travel or by a blind draw. These are the only options.
• Performance order shall be drawn annually at all levels.

6. Determine local rules which may apply to your contest site: Remember that plays shall not be made ineligible for advancement or ranking for violation of local rules unless such rules are based on the One-Act Play Contest rules. A Contest Manager and the staff should never threaten a company by the creation of unnecessary “magic lines,” local rules or other restrictions that are punitive rather than supportive. Provide a site crew and stage manager that will support all companies equally.

• League rules do not restrict audience seating after a play begins, but some sites control admission because of facility limitations. It is often better to seat late arrivals in reserved areas than to control lobby noise.
• There may be local restrictions on the times the building may be used. (i.e. curfews, alert levels, etc.)

7. Discuss and agree on the “Time Warning” procedures and how they will be handled at your contest. Particular attention should be paid to the 35-minute warning during the performance.

Time Warnings

Time Allowed	Process	Warning Start
7 Minutes / per	Setup and Strike	5 minute to 15 seconds audible warning
1 Minute	Time allowed to start the performance after declaration of end of setup	60 seconds to 10 seconds audible warning
40 Minutes	Performance Time (minimum of 18 and maximum of 40)	Two warnings to a designated crew member at 15 and 35 minutes. Additional warnings given at 4, 3, 2, 1 minutes and 30 and 15 seconds

8. Determine awards to be presented and how and where they are to be obtained. No unofficial award, other than outstanding technician or crew may be given at a contest. Ensemble or acting awards are restricted to those given by the adjudicator.

9. Finances: Recommend to the District Executive Committee a plan to finance the contest such as requiring each school to pay a contest entry fee, charging admission to performances or a combination of both plans.

• Entry fees sufficient to cover basic costs are usually required at bi-district, area and regional contests.

10. Promoting the contest: Discuss methods of securing district-wide participation in the contest, if necessary, and ways to improve the quality of production and management of the contest.

11. Arrange for a site crew to serve all entries:

• Site crew members may be provided by the host school or representatives may be selected from each school in the district.
• Alternates provide an excellent source for a site crew to serve all schools.

12. Remind directors about special needs modifications: See the website for procedures.

Bi-District, Area and Region Early Planning

1. CONTEST MANAGER TRAINING.  See ttao.org site.

2. Set Dates and Times for One-Act Play Contest and Book Facility:

• See the Official League Calendar on the UIL website for range of dates for area and region.

3. Drawing for Performance Order: Order for bi-district, area or regional meets shall be drawn by district or area numbers. Play order shall be determined alphabetically by the title of the play when two plays are from the same zone/district, bi-district or area.

EXCEPTION: Play titles that begin with a number ( i.e.1984 or 13 Variations) will precede a letter.

• Performance order shall be drawn annually.
• Do not draw using the school name or town to alphabetize.
• Draw using six slips of paper with the district number or bi-district letter and an “A,” "B" or “C” on each. “A” represents the play title, excluding articles, closest to “a.” “B” is the closest to “z.”
   

Blind Draw Performance Order	Final Performance Order
1st District 17A / Bi-District A-A or Area 1A	1st - Blithe Spirit
2nd District 18C / Bi-District B-C or Area 1C	2nd - Send in the Sparrows
3rd District 18B / Bi-District B-B or Area 2B	3rd - Cat on a Hot Tin Roof
4th District 18A / Bi-District B-A or Area 2A	4th - The Diviners
5th District 17C / Bi-District A-C or Area 2C	5th - Hamlet
6th District 17B / Bi-District A-B or Area 1B	6th - Cat on a Hot Tin Roof

4. Contracting a Critic Adjudicator For Bi-District. Area and Region Contests: Area and Regional judging panels are assigned by the State Theatre Director. The State Office will provide assignments which are posted by August 1 on the UIL website. Area and Regional Contest Managers should execute contracts as soon as possible, no later than December 1. Bi-District Contest Managers shall execute contracts by August 31.

5. The Site Crew: Secure an adult assistant Contest Manager, doorkeeper, ushers, box office personnel, stage manager, backstage crews and a minimum of two adult timekeepers. More are probably needed to time the different elements. See the site crew job descriptions. Provide them with copies of these duties.

• A Contest Manager shall not serve as an official timekeeper.
• A critic adjudicator shall not serve as timekeeper, present awards or assume any other contest responsibility.
• Alternates from the participating schools may be used for site crew. However, they may not serve as adult timekeepers.
• A minimum of two timekeepers shall time the set, performance time and strike.
• The timekeepers should know the “Time Warning Procedures” established for the contest and these should be reviewed at each rehearsal and during the Directors Meeting.
• The timekeepers shall be responsible only to the Contest Manager.

6. Order Awards for Zone, District, Bi-District Area and Region: Obtain awards for two best performers, all-star cast, honorable mention all-star cast, and three advancing plays (except for Region level, see below) and the alternate. Awards for Region Contests are shipped to the Region Director.

(3) Advancing Plays (2 ADVANCING PLAYS for Region)
• Medals for the Advancing Companies (28 per company / 84 total, per level) (Gold)

Alternate Play (1 per level)
• Medals for the Alternate Company (28 per level) (Silver)

• 2 Best Performers (2 per level) (Gold)
• All-Star Cast (8 per level) (Silver)
• Honorable Mention All-Star Cast (8 per level) (Bronze)
• Technical Awards (Local discretion. The League encourages recognizing technical crew member(s). The State Meet awards one gold medal. These are not sent with the Regional packets.)

Local awards recognizing crew members may be presented but shall not be assigned any points towards sweepstakes. Ensemble or acting awards are restricted to those given by the adjudicator.

7. The Information Packet: Send each participating school an information packet. In it remind or advise each director of the results of the drawing, the basic set available at the contest site, equipment each company should be bringing to the contest and information about the rehearsal schedule. See the example on RESOURCES page.

TTAO CONNECT - THE PATHWAY TO CONTRACT CONTEST OFFICIALS

In an effort to save everyone time and frustration TTAO has developed a new platform for contracting judges called TTAO CONNECT. Bi-District, Area, and Regional contest managers need to create events and start inviting judges so everything is in place before August 10.

Gone are the days of...

• calling twenty people only to find out they are already booked on your contest day
• calculating mileage for adjudicators
• acquiring judges before UIL timeline for hiring judges
• filling out and mailing and waiting on a paper contract

Highlights of TTAO CONNECT include

• Sorts available judges by distance
• Judges will not appear unless they are available
• It will not allow you to hire judges that have a conflict at a higher level
• The system will automatically change the judges availability to unavailable if they accept a contract
• One place where all contracts are housed and you can come back and reference

Contest Managers - Please take the time to watch a brief tutorial outlining the steps to create an event and invite judges to the event.

Adjudicators - Please take 2 minutes to watch a brief tutorial on how to accept an invitation to judge.

If you have any questions or issues using the system, please email support@ttao.org

Post Planning Meeting To-Do Checklist

• Get Contest Manager Certification online through TTAO.ORG (Opens November 1. Must be completed by February 1 or first contest)
• Reserve the performance site(s) selected for setup, rehearsals and contests. Make sure you reserve space for dressing rooms, prop/scenery storage, pre-contest meeting of directors with the adjudicators and a private space where the adjudicators may prepare the decision. Try to find private (away from the public) bathroom facilities for adjudicators.
• If the unit set is not available at the contest site, Contest Managers shall allow directors to provide individual elements of the unit set and declare them part of the basic set, available to all entries for rehearsal and performance.
• Draw for order of performance and include all schools listed in the Spring Meet alignment (Available by August 1) or the OAP Entries list. (Available after October 1.)
• Contact and secure the Critic Adjudicator(s).
• Execute the judging agreements through TTAO Connect. Zone/District contracts shall not be issued until after August 10th. Bi-District adjudicators must be obtained by August 10. Area and Region should be completed as soon as possible, no later than December 1.
• Arrange to have payments ready as agreed to in the contract. (Check with Spring Meet Director for District and the Regional Director for Region. Bi-District and Area are arranged through the Contest Manager.)
• Make arrangements to pay for hotel, travel and meals.
• Order awards with a delivery date at least 10 days prior to contest. Check with the Spring Meet Director for payment procedures.
• Secure timekeepers.
• Secure a site crew to serve all entries.
• Send or post on the web an information packet to all the participating schools. (See sample info letter)
  Area Meet Contest Managers shall send their packets to the state office for posting on the web by February 1. Provide as much information as possible about staging facilities at the contest site, including the availability of the Unit Set and standard stage door and window units.

While You Wait Until February

The Contest Manager should become very familiar with the administrative tasks and rules that are required of all schools participating in the contest. Take time to study these carefully.

1. Enrollment, Title Entry and Contestant Entry
2. Rules involving the Contest Site
3. Rules involving the Unit Set
4. Scenic Elements and Properties
5. The Size Charts

Important Principles to Remember:

1. Any access to facilities and equipment at the contest site that a single school is allowed to use shall be made accessible to all companies competing in the One-Act Play Contest at that site. This includes rentals and site visits. The Contest Manager shall make any decision concerning the use of the facility and that decision shall be final.
2. Nothing shall be done with the unit set or contest site that may damage it or endanger the site crew, audience or participants.
3. If the unit set elements can stand, at any angle, without the use of a support device, the configuration is permissible. Standard store-bought devices may then be used, with minimal strain on the unit set elements, to make the configuration stable. Pylons cannot be stacked taller than twelve feet.
4. Standing on furniture pieces/props is permissible as long as the actor(s) safety is not in jeopardy. Risky staging and physical stunts need to be disclosed at the site rehearsal to the Contest Manager.

Procedures By February 1st

It is now the duty of the Contest Manager to set up the zone, district, bi-district, area, and regional meets on-line.

Online Meet Setup and Results Certification: The zone, district, and regional Contest Managers shall set up the online meet by February 1st. Area Meets are set by the State Office. You must certify results by Sunday at noon following the district, bi-district and regional contest. District and Bi-District results shall be certified no later than midnight on the designated date on the official calendar. This is done via the Spring Meet Entry System that can be accessed through the “Academics” website. The State Office will set up and certify the Area Meets.

To Do List Shortly Before Ten Days Prior to Your Contest

The Contest Manager must provide access to reading scripts for the critic adjudicator. This is especially important when original plays or portions of long plays are being produced.

• Contact each school and get titles from them. Request that they provide you with a copy of their play. The portions being used should be clearly indicated. If paneling, three copies should be provided.
• Provide scripts with cuts from long plays and short plays as soon as possible after the February 10 title entry deadline, at minimum 10 days prior to contest. (Bi-District, area and region Contest Managers should arrange for scripts to be supplied to the critic adjudicator where it is logistically possible. At the very least, critics should be notified of titles.) Scripts may also be obtained from the Drama Loan Library. Adjudicators are eligible to use this service.
• Confirm reservation of the performance site(s) selected for setup, rehearsals and contests.
• Touch base with adjudicators and confirm dates and travel arrangements.
• Provide adjudicators with a list of the participants and ask them to make sure they did not serve as clinicians for these schools at any lower level contests, workshops, clinics or festivals.
• Make sure you have obtained a brief adjudicator’s vita from each adjudicator for program publication.
• Check with the Spring Meet Director and make sure payment for the adjudicator(s) and other staff will be ready by the contracted date.
• Confirm arrangements for hotel, travel and meals.
• Check on awards order and confirm delivery 10 days prior to contest.
• Confirm that a complete unit set will be at the site. (If the unit set is not available at the contest site, Contest Managers shall allow directors to provide individual elements of the unit set and declare them part of the basic set, available to all entries for rehearsal and performance. No more than one complete Approved Unit Set or the specified number of individual elements shall be used by each entry.)
• Make sure that you have secured an 8' ladder for all companies to use.

To-Do List 9 Days Prior to Contest

One-Act Play Contest Contestant Entry shall be submitted via the UIL Online Entry System ten days prior to the school’s first contest. Make sure that all the directors have your correct e-mail address.

• Download the “School Information” from the UIL Online Entry System. This should provide you with all the data you need. 
• Schools who have not completed the process should be reported to the appropriate executive committee. They may petition for late entry.
• Contact site crew members and confirm times and dates. Provide them with copies of their job description.
• Contact Adult Timekeepers and confirm times and dates. Provide them with copies of their job description and instructions.
• Obtain sufficiently accurate stopwatches for the timekeepers for recording set, strike, performance and music. Make sure you have spare batteries and watches available.
• Prepare program copy and have it printed. Only information found on the School Information Report may be included in program copy. Director’s notes are not permissible.

Program copy shall include the following information and credit the publishing companies:

“The use of cameras or recording devices of any type is strictly forbidden and is a violation of international copyright law.”

“Some Plays May Contain Mature Subject Matter. Each play and performance has been found compliant with their community standards by their administrator.”

Include the adjudicator’s vita.

“Section 1034 of the UIL Constitution and Contest Rules will be enforced.”

“The videotaping and/or audio taping of performances and critiques is prohibited.”

• Pick up awards and check that engraving and quantities are correct.

Downloading School Information (9 Days Prior to Contest)

WE DO NOT RECOMMEND USING FIREFOX AS YOUR BROWSER WHEN PRINTING SCHOOL INFO. It will only print one page.

Contest Manager Instructions- UNDER CONSTRUCTION

*NEW FOR 2023-24 YEAR*
UIL will utilize SpeechWire, a new entry and tabulation process for the (High school only)
One Act Play 2023-2024 school year 

Please be patient while we get the system up and running

UIL OAP Contest Site Crew Job Descriptions

Assistant Contest Manager – Another adult to assist you with rehearsals and performances. He or she should also be well-versed in the rules.

House Manager – Could be the Assistant Contest Manager or another adult who can handle the lobby noise and getting patrons into the performances quietly while you are watching the performances or dealing with backstage problems.

Ushers/Ticket takers – Students or parents are good choices. They serve to hand out programs, greet patrons, help folks with seating and take tickets.

Hosts – Students familiar with the facilities are best for this position. They serve as the host to each visiting school to escort them from dressing room to stage and back. They can be used to deliver messages or give directions to eating facilities nearby and, in general, to help them get through the day. There should also be a host for the critic adjudicator.

Box Office – Students or parents to sell tickets if admission is charged.

Stage Manager – Adult or very experienced student who is in charge of companies backstage. If an adult is used, this can be one of the two backstage timers. This is the person responsible for getting the contest started and kept on time. They are in charge of the stage crew.

Light Board Operator – Usually a student or facility person who is well-versed in the lighting system for the facility. They should be available at rehearsals and performance to answer questions or run the controls depending on the facility.

Sound Operator – Usually a student or facility person who is well-versed in the sound system for the facility. (If the facility does not have a sound system, then this position is not needed.)

Stage Crew – These are students familiar with basic stage procedures such as sweeping, mopping, taping, moving props and scenery and using the curtain controls. They are used to assist with the unit set, load-in, load-out and often running the main curtain for the performances on the cues of the company.

Timekeeper Instructions

THE CONTEST MANAGER SHALL NOT SERVE AS AN OFFICIAL TIMEKEEPER

PRE-CONTEST DUTIES

Consult with Contest Manager.

1. Check out stop watches from Contest Manager to become completely familiar with their operation. (i.e. - start and stop, change batteries or wind them)
2. Find out where you will be stationed.
3. Get Time Sheet Reports.
4. Get a copy of the opening and closing cue descriptions.

CONTEST DUTIES

• At least one timekeeper shall be located in the house to record running time. No play shall run over 40 minutes. Time begins at the first visual or aural indication a show is beginning. Example: sound cue, dialogue, lights on action or scenery. Check with stage manager for tricky beginnings. You should be provided with a copy of opening and closing information for each play.

Time Warnings

Time Allowed	Process	Warning Start
7 Minutes / per	Setup and Strike	5 minutes to 15 second audible warning
1 Minute	Time allowed to start the performance after declaration of end of setup	60 seconds to 10 seconds audible warning
40 Minutes	Performance Time (minimum of 18 and maximum of 40)	Two warnings to a designated crew member at 15 and 35 minutes. Additional warnings given at 4, 3, 2, 1 minutes and 30 and 15 seconds.

• It is preferable that at least two ADULT timekeepers shall be stationed backstage to record setup, the 60-second beginning, performance and strike. One timekeeper shall be stationed in the auditorium.
• If there is a possible time infraction, the Contest Manager must be advised immediately.
• An official site timekeeper shall give time warnings as follows:

Timekeeper Script

Please use this language for the 15 and 35 minute warnings:

“You are at 35 minutes ... (When stopwatch hits 35 minutes) ... now. Please confirm.”

“You are at 15 minutes ... (When stopwatch hits 15 minutes) ... now. Please confirm.”

“You are at 4 minutes ... (When stopwatch hits 4 minutes) ... now. Please confirm.”

“You are at 3 minutes ... (When stopwatch hits 3 minutes) ... now. Please confirm.”

“You are at 2 minutes ... (When stopwatch hits 2 minutes) ... now. Please confirm.”

“You are at 1 minute ... (When stopwatch hits 1 minute) ... now. Please confirm.”

“You are at 30 seconds ... (When stopwatch hits 30 seconds) ... now. Please confirm.”

“You are at 15 seconds ... (When stopwatch hits 15 seconds) ... now. Please confirm.”

DO NOT CLEAR WATCHES UNTIL THE CONTEST MANAGER AND THE COMPANY’S DIRECTOR HAVE HAD THE OPPORTUNITY TO SEE THEM

Do not discuss it with anyone.

MAKE SURE SPARE STOPWATCHES ARE AVAILABLE

At the end of the day, return your stop watches, forms, and flashlights.

What should I look for when I get the School Contestant Entry Form?

The report serves to

1. Certify the eligibility of the play selected.
2. Identify the administratively approved designated director(s).
3. List stage properties and approved scenery or lights, including unit set.
4. Provide program copy for the Contest Manager.
5. Indicate playing time for preparation of the contest schedule.

The entry serves to identify all individuals allowed in dressing room(s) or in backstage areas during rehearsal or performance.

No play may be presented in contest unless the contestant entry has been completed online.

When you receive all the titles, check to see if they are on the most current approved list. That list can be found on the UIL website. If a play is on the list, the director must provide:

• Written permission from the publisher or author (unless the play is in the Public Domain) and
• Written evidence from the publisher or school administration that royalty for each performance has been paid. Publisher receipts are not required! A canceled check, check copy, purchase order or a note from the administration will suffice.

If the title IS NOT on the approved list, the director must provide written permission from the publisher or author,

• Permission from the League
• And written evidence from the publisher or school administration that royalty for each performance has been paid.

ASK IF THE PLAY IS AN ADAPTATION?

• Have they added material, relocated dialogue or scenes?
• Have they changed a character’s gender, added characters, split characters?
• Has there been any other revision of the text other than deletions to comply with League rules?
• Has an off-stage voice been listed as a judgeable character?

If the answer is "yes" to any of these questions, they must provide permission from the League, and sometimes the publisher, to make the specific adaptations to the script.

Can changes be made to the cast, crew, directors and alternates?

Changes may be made up to performance time. Substitutions may be made by following the instructions found in HANDBOOK (See Contest Entry Procedures). 

To-Do List 3 Days Prior to Rehearsals

Please review all of the set rules 

• Prepare the Adjudicator’s Program(s): If requested by the critic adjudicator, prepare a program copy upon which the names of schools and directors have been rendered illegible.
• Confirm Personnel: Confirm that the adjudicator(s), backstage crews, doorkeepers, ushers, box office personnel and adult timekeepers are ready to work at the time their duties require.
• Visit the contest site: Confirm that all the lighting and sound equipment works and is exactly what was described in the information packet provided to all the participating schools.
• Obtain Supplies: Obtain spike tape, batteries, stop watches and other materials you will need.
• Ask adjudicators about food/snack/drink preferences.