Showcase Policy: Selection Procedures, Process and other Policies

Showcase Policy: Selection Procedures, Processes and other Policies
Below are policies and procedures about showcase selection, elimination from a showcase and other showcase details. If you are showcasing or applying to showcase, please be familiar with all of these policies below.

During the Showcase
Elimination from the Showcase
Showcase Selection Procedures
Selection Procedures for Special Events/Additional Showcasing Opportunities
Showcase Selection Committee Composition

During the Showcase l Back to top
1. Exhibitors and/or showcase acts that feature or include demonstrations that involve participants physically, through use of equipment, the wearing of devices or apparel provided by the exhibitor/showcaser, and that may place the participant at risk, must meet the insurance requirements outlined under the Insurance and Indemnity section of the Regional Conference General Policies.

2. Technical control of all showcase performances including the power supply for lights and sound, sound levels and lighting direction, and all stage and equipment setup will at all times be under the control and direction of the showcase coordinator. All questions should be directed to this official.

3. The firm representing a showcasing attraction must be present for the duration of the conference unless prior written permission has been granted by the Regional Conference Program Chair or their designee. This agency must be the only booking contact for that attraction during the conference. If the representation of the attraction is in dispute, and the dispute cannot be settled prior to the beginning of the conference, the attraction will not be allowed to perform on the showcase, and the firms in dispute regarding the representation of the attraction will forfeit their booth spaces and any subsequent showcases, and will no longer be able to participate in and/or attend the conference.

4. Changes of personnel within the attraction that do not alter the concept or talent as presented by the attraction to the showcase selection committee in the showcase and as will be presented by the attraction on the road may be permitted at the discretion of the Showcase Selection Coordinator. Changes in personnel in single artist acts are not allowed.

5. The showcasing attraction and its representative must be backstage and in contact with the showcase coordinator 30 minutes prior to the start of the showcase performance period. The representative must remain at the location designated by the showcase coordinator until the attraction has completed its performance and the stage is cleared for the next attraction. Firms failing to comply with this requirement may forfeit the right of their attraction to perform.

6. The showcasing attraction’s representative shall provide a written introduction of the attraction to the showcase coordinator 30 minutes prior to the start of the scheduled showcase. For Roving Artists, a written introduction should be provided to the core conference committee Showcase Coordinator no later than 30 minutes prior to the designated Spotlight showcase on the attraction’s assigned showcase day. The attraction will be introduced at the beginning of a Spotlight showcase on that day. The core conference committee Showcase Coordinator will inform the attraction of which showcase their introduction will be made at when they notify the attraction of their assigned day.

7. Attractions appearing on the showcase may attend the conference the day they are appearing unless they are registered as delegates. Showcase alternates may attend the conference on one day designated by the region. If a showcasing artist or alternate wishes to attend only the CAMP on days not covered by their showcasing artist pass, they may purchase a CAMP-ONLY pass. CAMP-ONLY passes may be purchased for multiple days. If a showcasing artist or alternate wishes to attend conference functions other than CAMP on the days not covered by their showcasing artist pass, they must purchase a full registration. Exceptions must be approved by the designated conference official and forwarded to the NACA Office. Violations may result in loss of exhibit space and forfeiture of all fees.

8. All instruments, instrument amplifiers, stage props and/or special lighting effects are the sole responsibility of the attraction or agency. Unless noted otherwise on the Showcase Descriptions page, all attractions will perform under general stage lights unless a representative is present to call lights. A standard concert sound system and operator will be provided by NACA. A tuned piano will also be provided if requested in advance on the act’s Showcase Application. Pianos will not be provided by NACA for Sampler Showcases or Lecture Showcases.

9. The following regulations apply to specific showcase categories:

A showcase performance for Spotlight and Lecture will consist of a 15-minute performance time
Due to the unique nature of the Master of Ceremonies showcase structure, specific times and pacing will be determined by each region
Due to the need for flexibility in the categories of the Roving Artist and Additional Showcasing Opportunities, structure, specific times, location and pacing will be determined by each region
A specified showcase for a Sampler will be five minutes

10. Decibel levels will not be permitted to exceed 100dB average level and 105dB peak, measured at the sound mixing console. Any sound company providing equipment and services for a showcase will be required to provide dB meters for the purpose of monitoring dB levels.

11. In showcase attractions that include hypnosis, the performer may not conduct any mass/group hypnotic suggestion of the audience as part of the showcase. Only volunteers ON STAGE may be used. Following a hypnosis showcase, the performer must be available to debrief anyone who has been hypnotized during the show. In addition, the showcase coordinator is responsible for advising
the audience prior to any showcase including a hypnotist of the potential side effects of the showcase and that participation is voluntary.

Elimination from the Showcase l Back to top
An attraction selected for showcase will be eliminated if the agency submitting it:

No longer represents the attraction
Is not the only booking contact for that attraction during the conference
Withdraws from the conference
Fails to attend the conference, leaves the conference after it arrives or is not staffing its booth during the required hours
Has its membership withdrawn from NACA
Is no longer in business
Is under legal restraint from presenting the attraction
Does not have an ongoing contract to present the attraction (unless the attraction is a free agent or is representing itself)
Violates the terms of the signed letter of intent

Showcase Selection Procedures l Back to top
1. A recorder will be selected to keep an official record of the deliberations.

2. The Showcase Selection Committee Chair will begin the process by reviewing the schedule, all showcase policies, the selection procedures and criteria, the number of attractions that must be reviewed, and the confidentiality of the Committee’s discussions. The Chair should also answer any questions from the Committee at this time.

3. All deliberations and discussions during the showcase selection process are confidential. Any breaches of confidentiality could result in sanctions from the Association.

4. Attractions will be considered for the category for which they applied. If an individual act has indicated that they would be willing to move to another showcase category, and the Committee feels the attraction/act would be better suited to a different showcase category, the firm will be informed of the move upon selection. The Committee will begin its review with Lecture Showcase submissions. The Committee will then split into two subgroups to complete the first round of review for the Spotlight Showcase, first reviewing Spotlight applicants with prices at $1,000 or less, then those in the category with prices greater than $1,000. The Committee will come together again to complete subsequent rounds of review for Spotlight Showcases, and shall finish the meeting by reviewing Master of Ceremonies submissions, Roving Artist Showcase submissions, Performance
Sampler submissions (if applicable), and Special Events/Additional Showcasing Opportunities submissions (Note: Special Events/Additional Showcasing Opportunities may also be chosen in another manner, as outlined in policy).

5. For Lecture Showcases, Master of Ceremonies, Roving Artists, Samplers and Special Events:

A. Submissions will be reviewed in alphabetical order by performer name in ascending order (A-Z), with the starting letter determined by random drawing by the Showcase Selection Committee Chair immediately prior to the start of the first round. Subsequent rounds of review will utilize the same starting letter as initially selected for that category’s first round of review.

B. For Master of Ceremonies, Roving Artists, Samplers and Special Events, the Committee will view 1.5 minutes of the submitted materials. For Lecture, the committee will review 3 minutes of the submitted materials. The committee should follow the instructions indicated by the applicant. At this time, the committee will also review the written materials provided by the act, utilizing the criteria for selection as outlined previously. After this review, a vote will be taken. If 50% or more of the Committee members vote in the affirmative, the act will move to the second round.

C. In the second round, the Chair will ask if the Committee would like to review any or all of the audio/video material provided. If yes, the Committee will review the audio/video materials and may also review the written materials provided by the act as needed, utilizing the criteria for selection as outlined previously. After this review and discussion, a vote will be taken. If 75% or more of the Committee votes to move the act forward, it will move to the next round.

D. In the third round, each individual Committee member will develop his/her list of the acts he/she would select for showcase, each considering the criteria for selection as outlined previously; the Committee will then discuss these acts and will move those with the highest number of votes to the final list.

E. After all attractions are selected for the showcase, alternates will be chosen from those attractions obtaining next highest votes and ranked accordingly. When a vacancy occurs, an act will be chosen from the alternate list by rank order. The alternate will not necessarily fill the slot vacated but will appear on the showcase at a day and time designated by the Showcase Coordinator. In the event of a cancellation where no alternate in the same showcasing category is available, the showcase space shall remain open.

F. The Committee reserves the right to revisit eliminated acts and/or to move acts indicating they would accept such a move into any other category if this is needed.

6. For Spotlight Showcases:

A. Spotlight Showcase applications will be divided into two groups, those that are at $1,000 or less, and those that are more than $1,000.These will be viewed separately as described below, but will be presented together on site in a combined format on the showcase stage. At least 13 of the acts selected for the Spotlight Showcase must be acts with prices of $1,000 or less, including travel.

B. The Committee will divide into two subgroups, each facilitated by either the Showcase Selection Committee Chair or the AMRC or designee. The facilitators shall only vote in case of ties. There will be a minimum of four members on each subgroup, at least 50% of which must be students.

C. Submissions will be reviewed in alphabetical order by performer name in ascending order (A-Z),with the starting letter determined by random drawing by the Showcase Selection Committee Chair immediately prior to the start of the first round. One letter will be drawn for the group of applicants that are $1,000 or less, and another letter will be drawn for those that are more than $1,000. Subsequent rounds of review will utilize the same starting letter as initially selected for the first round of review. The subgroups will then divide the alphabet/submissions between them, resulting in each subgroup reviewing approximately the same number of applications (e.g., if the starting letter drawn is M, the submissions might be divided from M-V for one group, and W-L for the other, depending on the number of applications beginning with each letter).Each subgroup will adjourn to a separate room to begin the first round of review.

D. The facilitator will introduce each act, noting the agency name and reviewing the submitted pricing. The subgroup will review the first 1.5 minutes of the audio/visual material submitted. After this review, a vote will be taken. If at least 50% of the subgroup indicates it would like see more, the review will continue for the remaining 1.5 minutes. If less than 50% reply in the affirmative, the review will be completed. Once the review is completed, the
Facilitator will call for a vote. If at least 50% of the subgroup votes in the affirmative, the act will move forward to round two. If the act has continued forward for additional review, a vote will be called at the completion of three minutes of review. If at least 50% of the subgroup answers in the affirmative, the act will move forward to round two.

E. Round two will be conducted by the full Committee, and will consist of review of those acts that received at least 50% affirmative responses from one of the subgroups, initially viewing the applicants that are at $1,000 and less and then those that are more than $1,000. The entire Committee will review three minutes of the audio/video material submitted. The Committee should follow the instructions indicated by the applicant, also reviewing
written materials submitted, utilizing the criteria for selection as outlined previously. After review and discussion, a vote will be taken. If 75% or more of the Committee vote to move the act forward, it will move to the next round.

F. In the third round, each individual Committee member will develop his/her list of the acts he/she would select for showcase, each considering the criteria for selection as outlined previously. In addition, a minimum of 13 of the acts selected for the Spotlight Showcase must be acts with prices of $1,000 or less, including travel. Individual Committee member lists will outline their choices for the $1,000 or less acts separate from their other choices. The
Committee will then discuss these acts and will move those with the highest number of votes to the final list. If not enough acts with prices of $1,000 or less are forwarded to the preliminary showcase listing, the Committee will revisit the Round Two choices in this category, utilizing voting sheets maintained by the Showcase Selection Committee Chair.

G. After all attractions are selected for the showcase, alternates will be chosen from those attractions obtaining next highest votes and ranked accordingly. Two alternates lists—one for acts with prices of $1,000 or less (including travel) and one for acts with prices of more than $1,000 (including travel)—will be developed. When a vacancy occurs, an act will be chosen from the appropriate price-based alternate list by rank order. The alternate will not necessarily fill the slot vacated but will appear on the Spotlight Showcase at a day and time designated by the Showcase Coordinator. If all alternates on one of the pricebased alternate lists are exhausted, alternates from the remaining price-based list will be taken in rank order. If no alternates remain on either price-based list, the showcase slot will remain open.

H. The Committee also reserves the right to revisit eliminated acts and/or to move acts indicating they would accept such a move into any other category if this is needed.

7. The Showcase Selection Committee Chair will forward via e-mail the list of showcasing acts to the Executive Director or designee at the NACA Office within two business days of the conclusion of the selection process. The Office will notify associate members of selection by posting this information on the NACA website as soon as possible following its receipt and no later than the notification date listed for each Regional Conference (click here, then select a region to see dates for showcase selection postings).

8. Upon request, the Showcase Selection Committee Chair will notify the appropriate associate member agency(cies) representing acts/artists not selected to showcase of the review round in which their act/artist was eliminated; no other feedback will be developed. This information will be available no sooner than seven days following the meeting and will be sent via e-mail. In general,
the review rounds will focus on the following main discussion areas:

Round One: the overall quality of the materials/performance;
Round Two: the performance as compared to other submitted performances;
Round Three: ranking with regard to placement on final lists.

Selection Procedures for Special Events/Additional Showcasing Opportunities l Back to top
Conference Special Events showcases may be chosen by the Showcase Selection Committee, or by a group of conference volunteers designated by the Regional Conference Program Chairperson.

Showcase Selection Committee Composition l Back to top
The composition of the showcase selection committee will be at the discretion of the Regional Conference Program Chair or designee with the following considerations:

1. The Chair of the showcase selection committee shall vote only in the case of a tie.

2. The Chair must have served on a regional conference showcase selection committee at least one time, and should preferably be the same person as receives the showcase applications. The Chair must also be a full-time staff member at a current NACA member school.

3. Within the parameters of the policies outlined by NACA, the Chair is solely responsible for making changes, determining ties, etc. Policy interpretation will also be the sole province of the Chair, in consultation with the Vice Chair for Programs and/or the NACA Office, as appropriate.

4. In addition to the Chair of the Committee, other non-voting members of the Committee shall include the Business Networks Coordinator or a designee from the Regional Conference Program Committee (RCPC), the Regional Conference Program Chairperson or a designee from the RCPC, and the Showcase Production Coordinator or designee. These non-voting members will help facilitate the review and selection process, in roles determined by the Chair of the Committee. Other RCPC members may be called to replace any of the individuals outlined above, if needed.

5. Appointment to the committee should be made with consideration to the various demographic characteristics of the NACA member schools within the region. These considerations should include, but are not limited to:

Diversity, which is defined as ethnic identification/race, gender, disability, sexual orientation, age, and religion
Geographic location
Size and type of institution
Commuter vs. resident student populations
Awareness of current trends in campus activities

6. At least 50% of the voting members shall be students. The minimum number of voting members will be eight.