2025 TK/DK Room Assignments by Troupe

 Timekeeper/Doorkeeper Room Responsibilities

         TRAINING:  SATURDAY DECEMBER 13, 8:00-8:30 AM ERHS AUDITORIUM

Directors, please be at this meeting with your “crew”. It is mandatory.  Both parents and students can be doorkeepers and timekeepers, but we rely on them to keep the rooms running smoothly and on time.

Doorkeepers and Timekeepers need to arrive at least 15 minutes prior to the start of the session. You may schedule your students and chaperones however you see fit. There will be a box in each event room with a lanyard that identifies you as a timekeeper or doorkeeper, and the instructions are printed on the cards for your convenience. Your assigned room is completely in YOUR hands. At the end of the day, when all students have been seen and scored,  you may put the lanyards back in the box and leave. The judges and my students will take care of everything else. 

TIMEKEEPER

Responsibilities: To keep the time of each performance accurately by recording it on a device/stopwatch. Start on time based on the schedule; never begin a session early even if everyone is present. 

  1. All events have time limits. CHECK THE RULES SHEET IN THE ROOM BOX FOR SPECIFIC DETAILS ABOUT THE THESPY IN THAT ROOM. 

  2. Prior to EACH performance, the timekeeper must remind the audience that cell phone disturbances are not permitted, photography or video recording is strictly prohibited and could result in disqualification, and that the rooms must remain silent for the sake of the performer.  Remind all audiences that NO APPLAUSE or VERBAL CELEBRATION will follow any performance.  Troupes are also to remain quiet following each performance so that judges have the opportunity to provide written feedback on the adjudication forms.  Troupes not following the guidelines will have their troupe number recorded by the timekeeper and reported to the festival chairperson.

SAMPLE SCRIPT: 

Good morning/afternoon! Please no food or drinks in our performance rooms. Make sure that your cell phones are silenced during the event. No texting, talking, photography, or video recording are permitted during the performance. And remember … HAPPY HANDS (demonstrate) NOT CLAPPY HANDS!

* This script should be recited before EVERY performance! *

3. The time must begin IMMEDIATELY after the announcement of the troupe number in their introduction.

4. The timekeeper will RAISE HIS/HER HAND at the 5-minute mark (3-minute mark for Monologues and 10-minute mark for Technical events) AND KEEP IT UP UNTIL THE PERFORMANCE CONCLUDES.  This is to provide the performers with the opportunity to end the scene within the next five seconds to avoid disqualification.

5. The judges in the room will let the timekeeper know whether they want to see every time, or only those of a certain length. The timekeeper is to record the time for EACH EVENT in the room on the spreadsheet provided in the event room supply box.

6. The first timekeeper of the day should discuss what procedures the judges wish to follow and then relay that information to the timekeeper taking over the next shift.  Each timekeeper should then inform the next timekeeper in that room.

7. The judges may request a particular manner of handling the time keeping – as long as the procedures above are followed, the judges may choose how and when they are informed about the time of a piece.

8. The timekeeper should keep a festival schedule in hand to call each performer when the time arrives.

9. Do not call an event to perform until their scheduled block. Even if a student is present and ready to perform early, DO NOT ALLOW ANYONE TO MOVE AHEAD OF THE SCHEDULE!

10. If there are any conflicts between these rules and the judges in the room, the timekeeper is to notify Christa Whittaker or Marty Rohleder IMMEDIATELY!

INSIDE DOORKEEPER

Responsibilities: To ensure that no one leaves an event room while a performance is in progress, and to maintain quiet during all performances.

1.        When the timekeeper calls a performer to begin, the inside doorkeeper should close the door to the room and remain by it during the performance. 

2.        NO APPLAUSE will be permitted following any performance. The inside doorkeeper should record the troupe numbers/schools for any groups not following this rule. Non-compliance should be reported to the festival chairperson. 

3.        The inside doorkeeper should assist the outside doorkeeper in ensuring that no one enters the performance room without a festival badge. 

4.        The inside doorkeeper should make sure that aisles are clear, and that proper theatre etiquette is observed during all performances. 

5.        If a disturbance occurs, and the inside doorkeeper is unable to correct the situation, he/she should alert the adult in the room to the situation. 

6.        At the conclusion of each event, the inside doorkeeper should open the door to allow troupes to enter and leave between events. 

7.        The inside doorkeeper should keep a festival schedule in hand and should know which performances is on, next, etc. to answer questions from audience members and performers.

OUTSIDE DOOR KEEPER

Responsibilities: To ensure that no one enters the performance area without a festival badge, that no one enters during the performance, and that the hallway outside the performance area remains quiet.

1.        The outside doorkeeper must ensure that NO ONE enters a performance area without a festival badge or a day pass wristband. POLITELY REQUEST (DEMAND) to see a badge/day pass wristband from each person attempting to gain entry. 

2.        If they say (1) they have lost it or (2) someone else is carrying it for them or (3) their troupe director has it or (4) anything else, DO NOT LET THEM ENTER THE ROOM. Day passes and replacement badges are available at the registration table for anyone interested in attending the festival.  Inform them that they need to return to the registration table BEFORE they will be admitted into any event.  If possible, provide someone to escort them to the registration desk

3.        When the inside doorkeeper closes the door for the next performance, the outside doorkeeper must ensure that all near the door remain quiet while the performance is in progress. 

4.        The outside doorkeeper should keep a festival schedule in hand and should know which performance is on, next, etc. to answer questions from audience members and performers who are waiting outside the room. 

5.        Absolutely NO ONE is to be admitted to the performance area once a performance has started. This includes troupe directors, parents, students, etc. BE POLITE, BUT FIRM. If anyone insists on entering: 

a.   See if the performer they wish to see is actually performing. Often, audience members do not realize that they are demanding entrance to an event when the performer they wish to see is not even performing at that time.

b.   Remind them that they will be disrupting a performance by entering, and that you are not allowed to let anyone disrupt a performance. They will be doing the performer a favor by NOT entering at the point, as the judges will be distracted by the intrusion. 

c.   Even if the person persists after all this, DO WHAT YOU CAN TO ENSURE THEY DO NOT ENTER THE PERFORMANCE AREA! If the person continues to give you a really difficult time, alert the nearest ADULT (Chairperson, Sponsor or Chaperone), BRIGHT BLUE EVENT STAFF SHIRT (Event Staff Member)..