Presenter Guide

All presenters need to familiarize themselves with the below expectations and guidelines for the type of presentation event they are conducting at the 2013 WDA-Americas Conference & Festival in Vancouver, BC.  These expectations and guidelines are part of the agreement with the Dance Centre or were developed so that all presenters have a fair and equal  share in the facilities and time WDA-Americas was able to obtain for the Conference & Festival.  It is the presenters responsibility to fully familiarize themselves with the below information and adhere to the expectations.

To submit information needed by WDA-A noted below based on your presentation type, special requests, or if you have any question or concerns regarding the below expectations, guidelines, or submission opportunities, please contact Scott Martin at scottmartin@wda-americas.net.

Please check back on this information web page regularly for additional information and updates as it becomes available.


 

General Notes for All Presenters

  • WDA-Americas was as inclusive as possible in accepting presenters while still maintaining standards of time and resource allocation. As such, the schedule will be very structured with little wiggle room.  Please be attentive to the time and resources allocated for each presentation type and prepare your presentations accordingly.  If presenters runs over their allocated time, they will be taking time away from another presenter.  Each presentation studio will have a Room Moderator who will assist presenters in managing their time by providing visual cues as to how much time remains for their presentation.  Room Moderators will also keep count of the number of participants in the space and close the doors to any presentation where room capacity has been reached per the safety guidelines.
  • The schedule has been designed in a modular format so that all events will start and end at the same time.  There will be a 10 minute break between events so that conference goers have time to transition to the next event of their choice.
  • All personal items and belonging presenters bring to the Conference & Festival and the Dance Centre are the sole responsibility of the presenters to watch and care for.  WDA-Americas, the Dance Centre, and their representatives are not liable for any loss or damage to personal items at the Conference & Festival.
  • Street shoes are not allowed in the studios. Other than the Marcuse studio and Studio 7, the only footwear permitted in the studios are ballet shoes, soft soled non-marking dance shoes or slippers.  Although room monitors will do their best to ensure this policy is enforced, it is ultimately the presenters responsibility to make ensure the participants adhere to this rule.  Any damage to the studios will be passed on to the presenter.
  • All studios will have a permanent stereo systems and a piano.  All music or accompaniment must be provided by the presenter. The pianos in the studios are not to be relocated unless under the direction of facility staff, and requires two handlers. Advanced permission from Rental Manager is required and must also be approved by WDA-A. Tuning charges may be charged if piano is moved without authorization.
  • Where required, the presenter agrees to hold a SOCAN license appropriate to the nature of their music use.  The WDA-A Festival & Conference is a not-for-profit event and all monies received from presenters and participants are used to fund services provided.  For more information regarding licensing and music use in Canada through SOCAN visit: http://www.socan.ca/.
  • Please bring already prepared food with you to the Dance Centre if you wish to eat onsite.  Remember that this is a public facility and to clean up after yourself.  Preparation of foods in the onsite kitchens is prohibited and requires special permission from Dance Centre facility personnel.  A cleaning fee may be charged to anyone who leaves trash lying about or uses the kitchen facilities without authorization.  There are many local food providers around the Dance Centre.  Please visit the WDA-A webpage "Transit, Restaurants, & Activities" for a map and guide of local food vendors.
  • There is a Commons Lounge for public use during the day.  This is a "Quiet Zone" as the lounge is open and overlooks a studio, so loud conversations can be heard in the studio.  Please be courteous and keep levels to a minimum as to not disrupt any ongoing presentations or classes.
  • Equipment or fixtures are not to be removed from any studios. Tables and chairs are not to be moved or rearranged without WDA-A staff permission. No outside furniture may be brought on site without the approval of Dance Centre facility personnel. Breach of this policy may result in additional charges to cover staff costs.
  • Candles, open flames, and are not allowed in the Dance Centre at any time.
  • Only water is allowed in studios and must be in a container with a seal-able lid.
  • Presenters will not arrange delivery of goods to the Dance Centre without the approval from WDA-A and written approval of the Dance Centre, and only within the agreed upon rental times unless otherwise noted in writing. Acceptance of deliveries on behalf of the Presenter may be subject to an administrative/handling charge.
  • Presenters shall not post any signs within the Dance Centre without the consent of WDA-A and Dance Centre staff.
  • Presenters and participants will not behave in an abusive or harassing manner to other users in the building, nor against any staff member working for WDA-Americas or the Dance Centre. WDA-Americas and the Dance Centre reserves the right to remove any person engaging in such behavior from the facility and bar them from any future use of the facility.
  • Fire exits and fire procedures are posted at the elevators. In the event of an evacuation emergency, please evacuate the building in a calm and orderly manner.   We ask that everyone gather at Emery Barnes Park one block south-east on Davie St. at the corner of Seymour St. so that we can account for all participants.
  • Presenters and participants shall ensure that fire exits and escape routes, (hallways, stairwells, etc) remain unimpeded, and will not place or store items in such areas.
  • In the case of an individual emergency, please report to incident to the front desk the location and status of the individual needing assistance.  In an extreme emergency, contact 911 immediately.

 


Scholarly Presentations

  • Scholarly presenters will have 15 minutes each to present.
  • Scholarly presentations will be grouped together in two or three presentations of complimentary topic during the 80 minute session  to generate dialogue and discourse between presenters and the audience during the question and answer phase after all the presentations in the group are completed.
  • A projector and screen will be available to presenters to enhance the communication of ideas.  Presenters must provide their own laptop and software.  A standard male-female VGA cable adapter and standard wall AC power source  will be provided (Click here for an image of the VGA cable).  All other adapter types, cables, and needs must be brought by the presenters. Additional time (a few minutes) will be made available for visual aids setup between presentations.
  • Wireless Internet will be available, but presentations should not be dependent on the wireless system in case there are any unforeseen issues with accessibility.
  • A folding table will be set up at the fount of the each studio for the presenters' use.  Each studio will be set up in a standard presentation arrangement with 30-50 seats available to conference goers.  Seats are not to be re-arranged without prior approval and coordination with WDA-A.
  • Presentations will be held in either the Judith R Marcuse or Studio 7 on Level 7 of the Dance Centre.

 


Panel Discussions

  • Panel Discussions will have 80 minutes total.
  • Panelists may allocate the time as they see fit for the purposes of their panel.  It is strongly encouraged that a question and answer phase be included at the end of the panel presentation.  Any question and answer time must be included in the 80 minute allocation.
  • A projector and screen will be available to panelists to enhance the communication of ideas.  Panelists must provide their own laptop and software. A standard male-female VGA cable adapter and standard wall AC power source  will be provided (Click here for an image of the VGA cable).   All other adapter types, cables, and needs must be brought by the presenters. Additional time (a few minutes) will be made available for visual aids setup between presentations.
  • Wireless Internet will be available, but panelists should not be dependent on the wireless system in case there are any unforeseen issues with accessibility.
  • Two or three folding tables will be available to panelists should they wish to set them up at the front of the studio prior to the panel discussion.  Each room will be set up in a standard presentation arrangement with 30-50 seats available to conference goers.  Seats are not to be re-arranged without prior approval and coordination with WDA-A.
  • Panel Discussions will be held in either the Judith R Marcuse or Studio 7 on Level 7 of the Dance Centre.

 


 Class Presentations

 


Video Conferencing Presentations

  • Presenters that are video conferencing in will need to have a personal computer, working webcam, microphone, and strong internet connection.
  • All video conferencing will be conducted through the free software Skype.  Download Skype at www.skype.com and set up a free personal account.
  • We recommend you test your Skype account with a colleague to ensure all Skype video and audio chat features are functional in advance.
  • Send you Skype account information to scottmartin@wda-americas.net.  Scott will follow up with you and set up a test time to ensure we can connect in advance with WDA-A's premium Skype account in a group session.
  • All times on the Schedule are in Vancouver, B.C. times.  To find your time difference with Vancouver BC, Click Here.
  • Be available and logged into your Skype account 15 minutes before your presentation time.  A WDA-A volunteer will call and connect to you.
  • Remember, this is the first time WDA-A has attempted to include video conferencing presentations into its programming.  This is a test format, and there may be technical complications.  Please be patient and understanding of the challenges of this new format.

 


Performance Presentations

  • IMPORTANT UPDATE: There will not be a computer available in the theatre for use.  Performers/Choreographers are responsible for bringing their own laptop should they need such a device for their presentation.  Their computer should have all necessary software and files already installed needed. A standard male-female VGA cable adapter and standard wall AC power source  will be provided (Click here for an image of the VGA cable).   All other adapter types, cables, and needs must be brought by the presenters.
  • Rehearsal Spaces: WDA-A has only rented space for presentation of events.  Individuals and groups wishing to obtain space for rehearsals must rent space directly thorough the Dance Centre.  Studio space availability and rates vary by studio.  For more information about rentals, please visit http://www.thedancecentre.ca/facility_rentals/rentals.  To rent space, call the Dance Centre at (604) 606-6400.  Should space rented by WDA-A for events not be used and become available, space will allocated to presenters on a first come basis in increments of 45 minutes during the Conference & Festival week, but not before.
  • Performances concerts will be presented in the Faris Studio Theatre on Level 1 of the Dance Centre each night starting at 6:00 pm Tuesday, July 30, 2013 through Saturday, August 3, 2013, and at Sunday, August 4, 2013 at .   Concerts will include 5-9 performance works grouped together to create a journey of theme and idea.
  • Tech for each evening concert will be held for those presenting during the day, on the same day as their concert.  Each performing group will receive 30 - 45 minutes of  tech time.  There will be NO dress rehearsal.
  • All props and costumes must be brought by the presenters.  There is limited storage space available.  All props must be identified by the performers in advance and pre-approved by WDA-A and the TD.  Any approved props can and will only be stored on the day of the performance at the Dance Centre.  Shipping and outside storage of props and costumes are the responsibility of the presenters. Please contact Scott at the email above to submit information about your props or with any questions or concerns.
  • Deadline to submit all per-recorded music is July 1, 2013.  Music must be submitted in digital format. Mp3 format is recommended/preferred.  WDA-A will create master performance CDs for the concerts in advance to facilitate smooth transitions between works.   Make sure to bring a CD copy of your music with you to the Tech and concert in case of emergency need.  Please name the digital file with the choreographer's name and the title of the dance work.  Send the digital music file via email and the Music Title and Composer Name (for inclusion in the program) to Scott at the email above, or contact him with any questions or concerns ASAP.
  • Opportunity to pre-submit Lighting Design is July 5, 2013 (extended).  WDA-A has contracted the TD and Lighting Designer of the Dance Centre to program lighting cues in advance of tech for the performance presentations in order to assist in the production of the works and streamline the tech process.   There is no additional fee to performance presenters for this amazing opportunity.  This will allow those that pre-submit lighting designs more time to space and/or make changes to the lighting for their work during the Tech.  In order to take advantage of this opportunity, the presenters must provide:
    • A completed Lighting Cue Sheet found in the links below. It is recommended that performers consult a 3rd party lighting designer if the performers are unfamiliar with lighting design.
    • AND
    • A link to a full length video of the work.  A video showing the work produced with the desired lighting will best facilitate accurate reproduction by the Lighting Designer.  If the video does not have lighting accurately represented, the Lighting Designer will do their best to interpret the Lighting Cue Sheet, but adjustments may need to take place during the Tech time allocated to the performance piece.

Note that the House Lighting Plot is a permanent house setup.  Information regarding the plot can be found in the links below. Any adjustments to the plot to accommodate a performance work must be approved in advance by both WDA-A and the Dance Centre TD.  Additional costs for labor to make any changes or rental of additional lighting equipment will be passed on to the performance presenter making the request.

Send the link (and password if necessary) and the completed Lighting Cue Sheet to scottmartin@wda-americas.net.  Please name files submitted with the choreographer's name and the title of the dance work. If a performance presenter is unable to provide the above link and completed Lighting Cue Sheet, they will need to utilize their limited tech time to work with the Dance Centre's Lighting Designer to program cues and will need to keep the lighting design very simple due to the limited time available to Tech.