SHOWCASE
ALLEGHENY MOUNTAIN REGION XI

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TOB-11 Show Host Information

• Information Coming Soon!

TIA-11 Show Host Information

August or Earlier

• Meet and communicate effectively with school administration.
  • ​Determine if you are to pay for school custodial staff.
  • Determine if security is needed on-site and who pays expenses.
  • Is your cafeteria available for use and are you responsible for payment?
  • Enlist the help of your school athletic trainer or local EMS for day-of medical services.
  • What classrooms, if any, are you permitted to utilize? Are you allowed to house units in these classrooms or only judges?
  • ​Confirm your date is on all school calendars and the maintenance team is ready for your event. Determine a date when all facility needs such as tables, chairs, etc. will be communicated to your on-site team.
• Set up a contest planning meeting schedule along with committees within your booster organization.
  • ​Planning, logistics, parking, concessions, bake-sale, hospitality, program, vendors, volunteer coordination, awards, senior recognition.
• Begin soliciting business patrons and family members to advertise in your event program.​

September 1st

• Send registration form for your show date and pay show registration fee.
• Begin publicizing your event to your community.
  • ​Utilize fall events by adding a 'Save the Date' to all fall and winter sporting programs, placing flyers at admission entry points, bathrooms, cafeterias, offices, and community businesses and bulletin boards. Several communities and organizations would be happy to also share your event in reoccurring bulletins that they share with their followers.
  • Place as much information as possible on your school and music program websites. Include admission prices, directions, concession stand menu, vendor information and more. If these details are not yet available, add what you can and remember to circle back when you have the information needed to refresh your marketing.
  • Create a public Facebook post and/or event and encourage your students and their families to share it for you and invite their families. The more interaction your post receives, the more audiences it will become visible to. Visibility can lead to increased admission & concession sales. Utilize other social media platforms too such as Twitter, Instagram or Snapchat. If you're not familiar with the various platforms there is a good chance someone in your organization is and would be happy to help if asked!
  • Submit contest information to be advertised by Region 11 by using this form: http://bit.ly/TOBTIA11ShowHosts.
  • Write a submission to your local newspaper and publicize on your local radio stations and television channels. 
• Begin advertising your contest to local units. Let them know you look forward to hosting them if your show date aligns with their availability. As units commit to your show direct them to register via WINDI on the njatob.org website.

October

• October 1st - Paid show registrations open for member participation on WINDI
• Continue publicizing your event. If any new information has become available it should be promoted through as many of the above mentioned channels. With the holidays approaching, it is now time to think creatively. What holiday events are upcoming that you can promote at?
• Take time to refocus your committee members. Ensure you're on-track.

November

• Promote your event by continuing all efforts.
• Solicit for donations by organizing a solicitation day with your students and boosters during holiday break.
• Remind your students to invite their families during the holidays to purchase ads for your event program. Print your students flyers to distribute at family gatherings that invite them to support your students by attending the contest.
  
• Holiday sales are a great time to purchase and freeze food items that you weren't able to get donated for your concessions.

December

• December 1st - Show registration fee increases $100
• Remember that business patrons are awarding the last of their charitable donations for the year. It's a busy time of year for most, but you must continue to promote and solicit for your event.​
• Continue to take advantage of holiday sales for your concession needs. 

December 1st

• Show registration fee increases $100