Host Guidelines

KCACTF Participating and Associate Entry
Host Responsibilities

• Communicate with the respondent prior to the visit to set a date

• Give clear directions to the theatre

• Determine hospitality needs

• Make sure someone greets the respondent upon arrival

• Make sure a ticket is provided (sometimes, a respondent will bring a guest - ask about this at the time you make arrangements.)

• You are required to provide meal or meals; it’s a good opportunity to tell the respondent about your program, or about any special aspects of the production (a guest artist’s work; stage combat work; an unusual interpretation) that you think she or he would benefit from. If the respondent must stay over, plan to provide both an evening meal and breakfast of some kind, perhaps the complimentary breakfast at the place of lodging.

• You are required to provide lodging if needed (you are not expected to pay for a guest not sharing the same room.)

• Provide 50% reimbursement for travel (the mileage rate is $.32 cents/mile.)

• Discuss Ryan nominations at the time of the visit, remembering that the director makes the first nomination; and that associate productions may have a total of two nominees, and participating productions a total of three. Receiving more than one nomination is at the discretion of your respondents! All Ryan nominations should be determined between director and respondent or respondents before the respondents leave the site of the show.

• Discuss whether the respondent wishes to nominate the student stage manager or the Ten Minute Play opportunity at the Regional Festival.

• If you DO NOT want a written response, let the respondent know!

KCACTF Region III policy on reimbursements to respondents
Approved by KCACTF Region III Executive Committee April 2004

If a written response is not received within a reasonable time following the production attended, the school is encouraged to contact the respondent asking for the response. If the school receives no communication or written response from the respondent, the school should send that name and the show title and dates to the regional chair.

Host schools are advised to reimburse respondents for their travel to the school only after receiving a written response from that respondent. The regional office sends no reimbursements unless a written response is received.

If schools do not reimburse respondents after receipt of their written response, the respondent should contact the regional chair explaining the situation.. The regional chair will contact the show’s director asking what happened to the reimbursement. If the director does not respond in a specific timeframe, the departmental chair will be informed, and the school's entered shows will not receive respondents until the amount is reimbursed. If the departmental chair does not arrange for the reimbursement, the relevant institutional dean will be informed of the situation.