Briefing document for 2017 entrants

March 2017

Dear Festival Entrants:
 
Please read this document carefully even if you have competed in previous Lighthorne Festivals. There are always year-on-year changes as we learn from experience. It is designed to tell you all about the fifth Lighthorne Festival of One-Act Plays, to be held on June 7, 8, 9, and 10, 2017. If you feel you need more information, “familiarisation”, or assistance of any kind, you have only to say.
 
An up-to-date copy of the Rules, a Technical Document giving details of equipment available in Lighthorne Village Hall and stage dimensions, and the 2017 Running Order, are available in the Entrants section on the Festival website, http://lighthornefestival.org.uk.
1).Tickets
 
Casts, directors and crew (max 4 crew, see below) will have free entry on the night on which their group appears, based on the names provided for the Festival programme.
 
The Box Office will open on Friday April 14, 2017, for priority booking for competing groups. As per previous years, participating groups will be allowed to book in advance a total of 20 full price tickets,18 for the night on which they are appearing and two for the Saturday night. This is to try to ensure that groups’ supporters have a chance to see them in the Festival and that hopefully every group is represented on the Saturday night when the winners are announced and the prize-giving takes place.
 
Priority places can be booked from Colin Such via the general Box Office, for preference by emailing lighthornefestival@gmail.com or via a link on the website http://lighthornefestival.org.uk or alternatively on 01926 651411.
 
Groups should make sure they have secured their priority allocations before the Box Office opens to the general public on Friday April 28, 2017, after which date their priority tickets cannot be guaranteed. As a reminder, the Festival has sold out in previous years. Tickets are £12.50 each including a meal. 
 
Performers, directors, up to two technical crew (sound/lights) and up to two props/set crew per participating group ( provided two are required and they are different personnel to the sound/light crew) qualify for optional food-only tickets priced at £5 each for the night they are performing. These need to be pre-booked through the Box Office, preferably as a group booking with one member of the group being responsible for payment for the total order. Food-only tickets will be available on the door for collection on the evening of the relevant performance. On non-performance nights festival entrants will be required to buy tickets at full price. 
 
A “main course” will be served in the first interval and a “pudding” in the second interval. Performers wishing to delay taking their meal until after the adjudication must notify the Catering Director at least a day in advance. “Main courses” will not be served to anyone in the second interval or to the second group to perform in the first interval – experience has shown that there simply isn’t time for a cast and crew to eat, change and set the stage for the second show within the allotted 25 minutes. A vegetarian option can be specified through the Box Office at the time of booking but – please note – cannot be changed afterwards. We regret we are unable to cater for other dietary requirements or make a reduction in ticket price for those not wishing to eat. Four-night season tickets will be on sale at a discounted price of £45.
 
2) Programme.
 
For the free programme, we need (if not already given) the approximate run time and the names of the play, author, director, cast, and crew, plus a 50-word max synopsis of the play as you would wish to see it printed in the programme, no later than Monday April 17, 2017, which is also the general copy deadline for advertising. The synopsis may be different to the one you submitted with your application. Advertising space in the programme is for sale to groups and generally via Committee Chairman Rod Chaytor (email address above).
 
3) Briefing.
 
There will be a briefing for all participating groups at 10am on Sunday May 21, 2017, in Lighthorne Village Hall where it will be the responsibility of all participating groups to familiarise themselves with Lighthorne Drama Group’s technical equipment. Please see Rule Eight on the Festival website (http://lighthornefestival.org.uk). You are encouraged to use all available space and entrances/exits for dramatic purposes during your show, but please tell us in advance! During performance, some doorways are locked or curtained-off!
 
4) Parking.
 
The limited car parking outside the village hall will be kept free for Blue Badge holders, and for participating groups delivering costumes, set and props who will be allocated three priority parking passes per group for the night on which they appear. It is hoped that stewarded public parking will again be available this year courtesy of Lighthorne Lamb, roughly 100 metres from the Village Hall. Disabled access too the Hall is via a door to the left when viewed from the front car park, and accessed from adjacent Mountford Rise. If you intend using a trailer to deliver your set then please notify us in advance – it means allocating you another parking space.
 
5) Sets and Props.
 
Restrictions on storage space mean that sets and props may have to be stored, until needed, on the car park inside the transport in which they have been brought to Lighthorne Village Hall. Dry weather may make temporary outside readiness near the rear stage door a possibility.
 
6) Dressing Rooms.
 
Casts, crew and directors arriving on the night they are performing should report to Stage Director Penny Amis at the stage door, reached by turning right at the top of the steps when approaching the Village Hall by the main entrance. They will be allocated and directed to one of two dressing rooms at the rear of Lighthorne Village Hall. With three groups per night sharing two dressing rooms, consideration is requested for other groups.
 
7) Seating.
 
A table for actors, directors and crew competing that night ONLY will be set aside at the rear of the hall for their use while they are not performing. Numbers are limited. Consideration is requested for other groups. Please do not permit your friends and supporters who have bought seats elsewhere in the hall to join you and occupy actors’ table seats during performances.
 
8) Setting/Striking.
 
Festival Rules stating that sets must be set and struck within 10 minutes of each group’s performance will be monitored by the Stage Director who will liaise with each group. Start times must necessarily be flexible because precise running times cannot be predicted. There will be a maximum half-hour interval between the first two plays, when food will be served, and a maximum 20 minute interval between the second and third plays.
 
9) Adjudication
 
The GoDA Adjudicator will each night give a critique after the third play and, on the Saturday night, award the prize to the Festival Winner following the adjudication. Most adjudicators are amenable to having an informal chat with groups after the conclusion of the evening’s performances and these should be arranged on the night through the Adjudicator’s Steward. Fuller, written adjudications are available if the Adjudicator is given at least a fortnight’s notice in advance of the Festival. The cost is £50, payable to the Adjudicator directly by the individual group requesting the critique.
 
10) Prize and Charitable Donation. 
 
The winning group will be required to nominate their chosen registered charity from the stage immediately after being declared the Winners. The Festival Treasurer will despatch cheques to both the winning group and their chosen charity within seven days of the Festival’s conclusion, as well as writing to the winning group confirming that the donation has been sent on their behalf.
 
11) Publicity. 
 
Groups wishing to use the Festival to advertise forthcoming events are welcome to hand out fliers outside the hall to attendees as they leave. Posters for groups’ productions may be pinned to a noticeboard in the foyer of the Village Hall. Please contact the Committee. No publicity material will be allowed on tables. 
 
12) Photography. 
 
The Festival photographer will be positioned at the rear of the hall, shooting without a motordrive and on available light. We are confident that his activities should not distract performers but if any group wishes to unsubscribe from photography will they please let Festival organisers know at the May 21 Briefing.