Festival Managers

This pertains to contest managers. If you’re a director looking for instructions for registration, please visit the Theatre Contests page.

To begin, login with your SpeechWire account. On your account home page, click ‘WHSFA Theatre Manager’

Now, the contest home page appears.  It looks something like the image to the right. All tools are accessed from this home page. Most pages have a ‘Return to home page’ button at the bottom of the page, and all pages have a ‘HOME PAGE’ link on the left side.

Viewing or editing schools’ information

Click ‘Schools’ on the home page. Use buttons in the grid to view or update information about schools’ entries.  There is also a button underneath the grid that will let you view technical files uploaded by the directors attending your festival.

Adding room(s)

Click ‘Rooms’ on the home page. Input at least one contest room (e.g., “Auditorium” or “Performing Arts Center”). Enter the room’s name and code letter for it (such as “A” for “Auditorium” or “P” for “Performing Arts Center”). The letter becomes part of the unique code for each play. To edit room(s), click on it in the list that appears.  Only District 12 has two contest “rooms” (Kenosha Tremper and Waukesha South). You also can designate specific home rooms for each school on the scheduling screen, which will appear on the House Manager and Adjudicator Roster reports.

Adding or managing adjudicators

Click ‘Adjudicators’ on the home page. Create a record for each adjudicator.  Code letters are automatically assigned as you add names.  If you need to edit, click on either code letter or name in the table in the bottom half of the page. If you are not sure who some of your adjudicators will be yet, simply put “A___________,” “B___________,” and so on, so we can print documents you need.

Scheduling

Next, assign a performance time for each play.  You will see a grid appear.  You will use this grid to define the performance schedule for the plays. Be sure to note “Time preference” under the play title in the far right column for notes on scheduling needs for the district festival. TIP: Every few minutes, click ‘Save changes’, or your browser may log you out!  It should not time out for 20 minutes after you load the page, but it is better to be safe than sorry! If your festival spans more than one day OR more than one room, designate day and room for each play FIRST. Do that for each play, then click ‘Save changes’.  This will realign the page to make it easier to complete the rest of time scheduling. Now, set performance time for each play using the drop-down boxes in the ‘Time’ column.  You will see that each play’s time preference, if designated by its director, shows in the column on the far right.  You can, at your discretion, use this information while you set your schedule. Once your schedule is done, click ‘Save changes’. Then return to the home page.

Setting adjudication schedule

On the home page, click ‘Adjudication schedule’.  Please read the paragraph of information on the page.  Each adjudicator code can be used in one room, and the first code alphabetically will receive the first oral critique assignment of the day for that room.  These assignments can be altered once you have scheduled the adjudicators.

 

Once you are ready, select the room each person will adjudicate in, and then click ‘Schedule adjudicators’.  SpeechWire will automatically schedule them and cycle through oral critiques.

 

 

After you create the schedule, you will see it displayed. You will see a checkbox for each adjudicator in the contest for each play, along with a dropdown to select the oral critique.  If you need to change which judges will see a play or which adjudicator will give the oral critique, you may do so and then click ‘Save changes’.

 

 

Printing reports

 

If we have your rooms, adjudicators, itinerary/order of plays, and adjudication schedule at least 7 days before your festival, we can print and mail you the materials from the office.

 

 

From the home page, generate reports you need to print in the section entitled ‘Printing reports.’  Click to see what each produces — they will not actually print until you send them.  To print, make sure you are viewing the page you want, then click your browser’s print button (usually an icon that looks like a printer), or go to your browser’s ‘File’ menu and go down to ‘Print…’, or simply hit Control-P on your keyboard, then dispatch the report to the printer.

 

 

There are measures you can take to ensure your documents look their best – most of these relate to settings in your web browser.  One approach is to click ‘File’ and then ‘Page setup…’ (which might be accessible from the ‘File’ > ‘Print’ page, such as in Safari on the Mac) – this will typically allow you to adjust page margins (allowing more to fit on a page), and some web browsers even let you change the “zoom” or “scale” of the page, letting you shrink the contents of the page and allow even more information to fit on it.  The Page setup tools may even allow you to modify header and footer of the page – so you can remove any data that the web browser tries to add at the top and bottom (the web address, page number, date, etc.)  Finally, some web browsers don’t print background colors (in tables, for instance) by default.  On most browsers, this setting is usually called something like “Print background colors and images” and is either on the Page setup dialog box or might be accessible through something like “Tools” > “Options”.

 

 

Standard reports and how they’re used

 

  • House Manager Report (1 copy per contest – use for recording times of shows)
  • Adjudication Roster (1 copy per contest; optionally, make 1 per adjudicator, too)
  • Adjudicator Packets (paper clipped, qty. determined by number of adjudicators)
    • Theatre Adjudicator Guidelines (lavender; provided by state office; 1 per packet)
    • Master Ballot (has all shows)
    • For each play:
      • Adjudicator Running Notes
      • Adjudicator Reference sheet (cast/crew grid)
      • Play Evaluation (provided by state office)
  • Tabulation Report (1 copy per contest – use to record results before inputting in SpeechWire)
  • Memorandum to Directors (provided by state office; gold; 1 copy per school)
  • Certificates (provided by state office; 1 copy per school)

 

! Do not give adjudicators materials including school or directors’ names with plays.

Reporting Results

Login with your coach/director account at www.speechwire.com/login.
Then click “WHSFA Theatre manager” (see right).

Click the ‘Enter results’ button (see left).  Enter the run time of each play, and for each adjudicator of each play, select either ‘ADVANCE’ or ‘STOP’.  You can enter results throughout the day or wait til the end of the day and put them all in at once.  Don’t forget to click ‘Save results’ to save whatever you have entered.
Printing:  On the contest home page, go to ‘Printing reports.’ Click the button marked ‘Print results sheet’.  This will generate a printable results sheet displaying whether each adjudicator voted to ADVANCE or STOP each play, as well as the overall result for each play. Press Control-P, or click File >> Print or the Print button in your browser.
Please return all other records (master ballots, etc.) to the district chair. No materials should be mailed to the State Office.
Questions? Need help?
First contact Adam Jacobi in the State Office:  920-355-1895 or
Or Ben Stewart at SpeechWire:  773-242-WIRE (9473)