PROPOSAL FORMS
Click here for 2013 Session Proposal Forms and Professional
Development Workshop Proposal Forms.
HOW TO PROPOSE A SESSION
THE FIRST STEPS
- Proposals are taken up to 2 years in advance. Next year's
conference programming is selected at this year's 1st
commission meeting. - Session proposals forms must be submitted by the deadline
date (usually 3 weeks before the conference). Deadlines are
posted in SIGHTLINES and sent out electronically via the
Costume Info Listserv. - You will be informed in May if your proposal was selected or
not. If your suggestion is not chosen, it will be retained for
consideration for subsequent conferences, if your approval is
given. - You will be informed by early fall of your session time and
date. If your program must be held at a specific date or time,
it must be designated on the proposal form. Conference
program scheduling meeting is in May. Accurate information
is crucial! - Do not plan to sell things at your session. Sales should
happen only at booths in Stage Expo. You may bring fliers to
distribute or leave on table in Commission meeting room.
If a featured item in your session is a commercial product,
please check with VC-Programming before including this. We
must get permission to do this; we do not wish to compete
with the exhibitors at Stage Expo.
THE SESSION CHAIR - The session chair is important and is responsible for many
things. YOU are the liaison between the panelists and the
Programming Chair. - Please fill out the proposal form completely. If you are unsure
of your panelists at the time you submit the proposal, that's
ok. But be sure to secure your panelists as soon as you find
out your session has been accepted, and re-file a revised
session form to your VC-Programming with all the panelists
listed. - Make sure your panelists contact information is complete.
This includes phone numbers and E-mail addresses! We
may need to contact them. - Please think of all A/V or equipment needs and include them
on your proposal form. A/V and computer equipment is very
expensive, and needs to be budgeted for. If you do not state
your needs early, you may not be able to have what you
need. Other equipment needs, such as dress forms, tables
for display, tack boards, etc. must be listed. - Deadline for panelists biographies is September 1st!
If you need to apply for travel and housing funding for a nonmember
guest, you must fill out a form (available to you from
your VC-Programming). Travel must also be budgeted for in
advance, and not all requests are granted. (Average is about
2 per commission!) Confirmation of travel requests comes in
late November. You will be asked to make sure that funded
guest panelists make their travel arrangements through the
USITT travel agency. - Forms for non-member guest registration requests (available
to you from your VC-Programming) must be completed and
returned to your VC-Programming by the end of January.
Allow yourself enough time to get the form turned around.
BEFORE THE CONFERENCE - Stay in touch with your panelists and the VC for
Programming on a regular basis. Make sure your panelists
are aware of the order and plan of the presentation.
The session chair is responsible for any supplies needed for
this session. If your session has handouts, make sure
enough copies are available for attendees. If your program
promises to be standing room only, anticipate about 250
copies. Do not count on finding a Kinkos around the corner
from the conference center. - If slides are used, make sure they are brought to the
conference in order, in a slide tray ready to go. Preview the
slides to make certain they're not upside down!
If you are using computer projection, don't forget to load all
the necessary software on your laptop. If you have requested
a computer be provided for your session, check to see if you
requested the proper software or bring copies that can be
loaded onto the computer before the beginning of the
session.
THE DAY OF YOUR SESSION - Check the Conference Program to confirm the time and place
of your session. Most of our sessions are scheduled for the
same room (our home room), but some of our computer
dependent sessions will be in the computer room.
Check in early with your VC-Programming or the
programming chair to ensure that requested equipment is
scheduled for your session. Make sure your panelists have
arrived. Check w/conference registration or hotel desk to
make sure they have checked in. - Arrange to meet w/ your panelists before the session to
prepare. Get to the room early to set up and check that
requested equipment is there and works correctly. (Anticipate
problems!) - Don't go over your time limit. Keep an eye on the clock.
Respect the set up time for the next session.
The Costume Commission Programming Chair will be in the
assigned room for your session at least 15 minutes before
the session is scheduled to begin .If there are problems he or
she will help you to solve them! - You will also have a session assistant who can help you with
showing slides, dimming lights, handing out materials etc.
CONFERENCE SESSION ASSISTANTS - The Costume Design & Technology Commission is looking for
volunteers to participate in the conference as Session Assistants.
This is a great opportunity to meet peers and other highly respected
costume designers, artisans and directors of costuming who are
participating in the sessions. Session Assistants are asked to be at
their assigned session 20 minutes early in order to assist with lights,
slides, setup, handouts and/or water for the speakers. This program
is open to all including students. Specific requests are welcome or
we will assign you--this may be the opportunity of a lifetime!
A New Session Assistant Chair will be named soon!
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