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Coordinators


Coordinators each manage a particular group and oversee a part of the overall vision of Living Art America.

Skills

– Problem solving, quick thinking, decisive
– Resourcefulness, autonomy
– Ability to hold command and set boundaries
– Good social skills, clear communications
– Good time management
– Flexible, adaptible, responsive
– Results-oriented
– Professionalism

The Coordinators must:

– Be friendly and positive.
– Understand the game plan for the competition day.
– Understand the timeline.
– Understand the tasks and milestones pertinent to their group.
– Answer questions about the above areas.
– know every member of their group.
– Maintain a checklist with key tasks/milestones.
– Be responsible for their members completing tasks within specific timeframes.
– Manage time effectively, always anticipating the next set of tasks.
– Keep their members moving through the process expeditiously.
– Address any concerns or special needs of their members.
– Set boundaries for their members if necessary (give warnings for cheating, move people into cues/lines).

Each of the coordinators will perform a dual for role for the people within their care

– They will support, guide, and look out for them. Be aware of their needs, concerns and problems and try to create the best experience possible for them.
– They will also police, monitor and maintain boundaries for them. Cheating and rule-breaking is not tolerated and it is the Coodinator’s responsibility to curb a problem before it gets out of hand. Avoiding lateness, holding up the process and preventing bottlenecks in the system are also critical and will require constant vigilance.

Notes:

– The Coordinators must be aware of the location and actions of each of their members at all times. They will need to constantly monitor each one to keep them moving through the system in a timely way.
– Even though information about timelines, rules and regulations has been made available to all participants, the Coordinator should no rely on this. They must be prepared to provide constant, on-going guidance, direction and monitoring. Their members will need to be told exactly what to do, and when to do it at each and every stage of the day.
– Similarly, the Coodinator must prevent people wasting time in a vague, unfocused way. They must continuously and assertively encourage their members to adhere to the timeline schedule. Example: the number of artist/models moving through the judging process will require a very tight schedule and a limited time allotment for each model. A minor lag will add up to cause a substantial deviation an d throw everything into mounting chaos. Coordinators need to get each of their members in place for tasks, and upon completion quickly move them on to the next activity.
– No yelling – Shouting is simply not effective. There are times when you will need to get a message to all the members of your group at one time. Walking around to visiting each one, or groups of two or three and communicating a short statement is the best way to do this.

We are all part of a theatre company
In addition to managing their group members, each Coordinator should remind their members that everyone is part of a professional presentation that an audience is paying to see.

– Before and during the show, the backstage MUST be quiet!
– Artists/models must be in place for their entrances/exits.
– Models – no stripper moves!

More Considerations

– Two meals will be provided (lunch and dinner), both require a meal ticket for each person.
– Snacks can be provided at varying times throughout the day. There is a critical period between the last part of the painting session and the Model’s judging presentation that it may be helpful to be especially mindful of keeping the model’s blood sugar constant with snacks.
– Participants are allowed and encouraged to bring their own food and drinks. In general, planning to take care of their own personal well-being is wise.

The Artists and Models will be divided into three groups, each group is projected to contain approximately 15-20 members.
The

Pro Group One – Artist Coordinator
Pro Group One – Model Coordinator

Pro Group Two – Artist Coordinator
Pro Group Two – Model Coordinator

Emerging Artist Group – Artist Coordinator
Emerging Artist Group – Model Coordinator

You are responsible for each of your group members.
You are responsible for keeping your members on schedule.
Know the rules.
Know the Schedule.
Keep an eye on all your members at all times.
Be aware of their needs. Look for ways that you might be able to help them.
Cheating is your responsibility to detect and deter.
Assume your members will require your direct guidance at each and every step of the schedule.
Ask for additional assistance, if needed.

We are essentially a theater company presenting a stage performance. We must strive to be a “professional” theater company. This requires a change in mindset, a shift away from focusing on only the individual’s gains. It is more on the show succeeding as a collective of talented people all coming together to create something that is greater than the sum of it’s parts. This also requires a respect and consideration for the audience, and a desire to give them the best show possible.

General Considerations for Models

– Hats, mittens, leg warmers are useful.
– Hand warmers are good.
– “Heat” lotion applied on hands and feet is good.
– Because of the differing levels of activity, artists will always be hot and models will always be cold.
– Identify any first-time models and take special care of them.
– Help the models keep their balance in heels and headdresses, especially on stairs
– When the day-time audience is present, try to encourage them to stay off their phones and to interact with the public.
– Keep it classy! No stripper moves on stage!

Fainting is a real concern!

– No locked knees!
– Hang on to a pole, stick or table for extra stability
– Maintain hydration (but not too much)
– Constant snacks for consistent blood sugar
– Heat is lost through the hands, feet and head. Keep these covered!
– Specialty contacts can lead to disorientation. It is best to wait to put these in until near completion.
– Tell your models, “DO NOT try to be tough! If you feel even the slightest amount of dizziness, sit down IMMEDIATELY and take a break.”

Coaching

– Coordinators are strongly encouraged to coach their models before presentation. The quality of the show, the audience experience, and to some degree, the judging can be positively influenced by a strong presentation from the model— which can be enhanced SIGNIFICANTLY by good coaching.

Before Competition Start time

– Check in with your group members
– Help them get to their tables
– Assist with load in and set up

During painting

– Oversee progress, help where possible
– Be on constant alert for possible fainting
– Check in to make sure they understand the schedule and protocols for the judging process.

At lunch break

– All members must stop working and take lunch
– No working is allowed during for the full 30 minute lunch break
– Restarting before the allotted time is considered cheating

During the public day session

– Monitor the interaction between audience, artist, model and photographer. Each wants to have a positive experience, but it is easy for crowding to occur. Stay mindful of this and politely speak up where necessary.
– A limited level of audience interaction is possible, please handle politely.
– Models should put their phones away and consider their presentation to the public
– Snacks for the models? They may need to keep their energy up.

Competition Concludes

– When the competition is concluded, artists MUST stop working.
– Working beyond the finish time is considered a serious offense (cheating).
– Models are allowed MINOR adjustments – to straighten the head-dress, put on shoes, etc, but no further painting of any kind is allowed.
– Models and artists will now separate. Models go to the stage for Phase One judging. Artists are allowed to observe this from the audience perspective, if they wish.
– Artists are to be discouraged from hanging out with their models as they move through the line waiting to be judged. There are exceptions to this if there is a wardrobe malfunction or something similar.

NOTE: At this stage, Coordinators should lead their group members to

– Go to the stage for a group photo.
– After this, go backstage and get in correct order for Phase One judging.
– Present themselves before the judges. Each model has 90 seconds for this. The judging table will be at the end of the catwalk.
– Note: In spite of the limited time for presentation (and general nervousness), the model should NOT RUSH down the catwalk. There will be audience members along the sides of the runway and photographers. The presentation and judging is part of the afternoon show and should be considered as theater, not merely functional.
– Model Presentation:
– The model will proceed from behind the stage. Emcee will announce their name and number.
– SLOWLY walk down the catwalk.
– Stand and pose for the judges to see them clearly (at length) at the end of the catwalk.
– Then, walk down the steps, (assisted by volunteers) and present themselves a second time directly in front of the judges table.
– Then, models should exit to their right and get in the cue for official photography
– Photography Coodinators will then lead models through the studio photography stations in a sequential order.
– After all photography is completed, models are free to enjoy the evening meal, and then prepare for the show.

AFTER Phase One judging

– Artists may touch up their models for photography and the show
– Artists may pose with their models and do interviews with videographers

7pm, Pre-Show

– Prepare for the evening show
– Get artists and models in the correct order of stage appearance cued backstage.
– Keep noise to a minimum
– Encourage members to think in terms of being a part of a professional theatre company about to put on a show.

During the Show

– Emcee will announce each artist/model
– Artist/model will enter centerstage
– Artist will walk to microphone beside judging table and begin reading statement
– Model will perform for the audience on the stage and full length of the catwalk. Model will return to the stage and exit with their artist.
– After all contestants from each level (Pro and Emerging Artist) have presented, models will make a group catwalk appearance.
– At the conclusion of all artist presentations, all models will make a group catwalk appearance

After the show

– All models will go to the back of the public hall for a group photo

– Artists/models are encouraged to mingle in the front of the hall with audience members, as they choose.
– final clean up and load out

Before Competition Start time

– Check in with your group members
– Help them get to their tables
– Assist with load in and set up

During painting

– Oversee progress, help where possible

At lunch break

– All members must stop working and take lunch
– No working is allowed during for the full 30 minute lunch break
– Restarting before the allotted time is considered cheating

During the public day session

– Monitor the interaction between audience, artist, model and photographer. Each wants to have a positive experience, but it is easy for crowding to occur. Stay mindful of this and politely speak up where necessary.
– Audience questions to the artist are discouraged during this time, please handle politely.
– Snacks for the models? They may need to keep their energy up.

Competition Concludes

– When the competition is concluded, artists MUST stop working.
– Working beyond the finish time is considered a serious offense (cheating).
– Models are allowed MINOR adjustments – to straighten the head-dress, put on shoes, etc, but no further painting of any kind is allowed.
– Models and artists will now separate. Models go to the stage for Phase One judging. Artists are allowed to observe this from the audience perspective, if they wish.
– Artists are to be discouraged from hanging out with their models as they move through the line waiting to be judged. There are exceptions to this if there is a wardrobe malfunction or something similar.

NOTE: At this stage, Coordinators should encourage their group members to

– Clean up their painting area
– change into their evening clothes (optional)
– Prepare to give their presentation before a live audience during the evening show. Work with available coaches/actors (optional).
– Enjoy the evening meal

AFTER Phase One judging

– Artists may touch up their models for photography and the show
– Artists may pose with their models and do interviews with videographers

7pm, Pre-Show

– Prepare for the evening show
– Get artists and models in the correct order of stage appearance cued backstage.
– Keep noise to a minimum
– Encourage members to think in terms of being a part of a professional theatre company about to put on a show.

During the Show

– Emcee will announce each artist/model
– Artist/model will enter centerstage
– Artist will walk to microphone beside judging table and begin reading statement
– Model will perform for the audience on the stage and full length of the catwalk. Model will return to the stage and exit with their artist.
– After all contestants from each level (Pro and Emerging Artist) have presented, models will make a group catwalk appearance.
– At the conclusion of all artist presentations, all models will make a group catwalk appearance

After the show

– All models will go to the back of the public hall for a group photo

– Artists/models are encouraged to mingle in the front of the hall with audience members, as they choose.
– final clean up and load out

General Considerations for Photographers/Videographers
Be polite.
Consider the quality of the audience experience.
Videographers deserve a “flash-free” zone.

Initial Steps

– Check in with your group members as they enter
– Help them get to their allotted studio spaces
– Assist with load in and set up, if needed

After lunch

– Group members with a meal ticket may partake of lunch. Those without a meal ticket may purchase lunch.
– Photographers may take lunch after the last of the three artist groups have moved through the cue.

During the public day session

– Monitor the interaction between audience, artist, model and roaming photographers. Each wants to have a positive experience, but it is easy for crowding to occur. Stay mindful of this and politely speak up where necessary.
– Studio Photographers are allowed to leave their space and function as Roaming Photographers at any time at their discretion. They would be well advised, however, to have a care for any expensive equipment left unattended. Living Art America cannot be held responsible for lost or stolen items.

Competition Concludes

– Photographers/Videographers may shoot each group of models that will be assembled on stage directly after the conclusion of each competition period.
– Photographers/Videographers may shoot each model during the catwalk presentation of Phase One judging. Please try not to compromise the audience experience while doing so.
– Group members with a meal ticket may partake of dinner. Those without a meal ticket may purchase dinner.

AFTER Phase One judging

– Models will move to the official photography station (Thom Ledford).
– Photography Coodinators will then lead models through the studio photography stations in a sequential order.
– Artists may touch up their models for photography and the show
– Artists may pose with their models and do interviews with videographers

7pm, Pre-Show

– Keep noise to a minimum
– Encourage members to think in terms of being a part of a professional theatre company about to put on a show.
– Photographers/Videographers may continue shooting, but should be very sensitive to the energy level of the model (who must soon give a stage performance). If you are approached, fine, but it is best not to solicit the involvement of models right before the show.

During the Show

– Photographers/Videographers may shoot during the show. Please try not to compromise the audience experience.
– Running Order of the Show:
– Emcee will announce each artist/model
– Artist/model will enter centerstage
– Artist will walk to microphone beside judging table and begin reading statement
– Model will perform for the audience on the stage and full length of the catwalk. Model will return to the stage and exit with their artist.
– After all contestants from each level (Pro and Emerging Artist) have presented, models will make a group catwalk appearance.
– At the conclusion of all artist presentations, all models will make a group catwalk appearance

After the show

– All models will go to the back of the public hall for a group photo (for the audience and LAA Registered Photographers/Videographers)
– Artists/models are encouraged to mingle in the front of the hall with audience members, as they choose.
– final clean up and load out

Set Up Group

Friday afternoon and before

– people to help wrap the tables with plastic
– place chairs with each table, one per model
– identify which artists go to which tables to keep groups 1, 2, 3 together
– put the artist signs on the tables
– place the legal documents and model releases on each table
– put the goody bags together with a variety of different sponsor items and snacks
– place a sponsor bag on each table
– set up signs in photography area
– portion off VIP seats, identify with signage
– place programs on each seat
– place voting sheets on each seat

In the Goodie Bag

– pens for forms

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