This Checklist is a partial guide only. Please consult the Mentor Binder for a more complete description of Discussion Mentor and Editor Mentor duties.
For tasks to be done by one Mentor only, that Mentor is indicated. If there is no indication for a task, then both Mentors should do it.
While this is not required, it's useful to check off each task, as it is done.
_____ Spend a few moments doing background research on the show. (DISCUSSION)
_____ Bring your Mentor Binder, and make sure it includes a few copies of the Critics' Choice - Post-Show Evaluation forms.
_____ Log into C.I.S., to make sure you know how to do it.
_____ Check your C.I.S. "Personal Information" page, to confirm the name, phone number, and email of the other Mentor.
_____ Print out and bring a final Attendance List, taken from the email you will receive 48 hours prior to the Cappies Show. (EDITOR)
_____ Arrive 45 minutes before the show.
_____ Make sure signs are posted directing Critics to the Cappies Room. (EDITOR)
_____ In the Cappies Room, greet the other Mentor, and confirm the time and manner you will together read, select, and rank reviews—and whether the editing will be done only by the Editor Mentor or shared.
_____ Find and greet Boosters, the Usher, and other hosts, and thank whoever is responsible for the complimentary refreshments.
_____ As necessary, arrange tables and seats for a good discussion. Locate a microphone, if the school is providing you with one.
_____ Confirm the availability and location of Cappies seats in the theater, and make sure the Cappies section is roped off. (EDITOR)
_____ Make sure you have a sufficient number of tickets. (EDITOR)
_____ Not later than 30 minutes before curtain, get the Award Category Eligibility form from the Show Director. If no one has completed this form, provide one to the Usher, and ask that it be completed right away. (EDITOR)
_____ Invite the Show Director or Stage Manager to discuss the show briefly with Critics, if they wish, about ten minutes before curtain. (EDITOR)
_____ Ask if the Cappies Room will be locked. If not, advise Critics to keep valuables with them. (EDITOR)
_____ Take attendance. As Critics enter, get their names. (EDITOR, with help from DISCUSSION when EDITOR is not in the Cappies Room.)
_____ Keep careful watch to make sure friends or family members of Critics are not present in the Cappies Room.
_____ Distribute show programs to Critics, along with any other materials the host school may be providing. (DISCUSSION)
_____ Distribute Critics Choice - Post-Show Evaluation forms to Critics who need them. (DISCUSSION)
_____ Five minutes before curtain, return any unused tickets to the box office. (EDITOR)
_____ Promptly 20 minutes before curtain, start the pre-show discussion, and continue until the usher asks you to take your seats, as the last ones seated. (DISCUSSION)
_____ Tell the Critics any information listed on the Award Category Eligibility form that they should know prior to the show. (EDITOR)
_____ Give background information on the show (DISCUSSION)
_____ Remind Critics to show good decorum, to be careful what they say around other members of the audience, and to turn off cell phones, beepers, etc. (DISCUSSION)
_____ Start promptly 2 minutes after the end of Act One, and continue for not less than 10 minutes. (DISCUSSION)
_____ Make sure the discussion does not start until no one from the host school is in the Cappies Room. (EDITOR)
_____ Make sure the Usher is outside the Cappies Room door but is unable to eavesdrop. (EDITOR)
_____ Lead a discussion in the manner described in your Mentor Binder (starting with positive comments, involving as many Critics as possible, keeping the room focused on one conversation, etc.). (DISCUSSION)
_____ Get answers to any Critic questions Critics may have from the Show Director, Assistant Director, or Stage Manager. (EDITOR)
_____ Start discussions promptly 2 minutes after bows. Do not remain in the theater for any post-show ceremonies.
_____ Make sure no one from the host school is in the Cappies Room. (EDITOR)
_____ Discuss the entire show (with an emphasis on Act Two) for 10 minutes. Try to end the discussion on a positive note. (DISCUSSION)
_____ Lead the selection of Critics' Choices. See your Mentor Binder for instructions. (DISCUSSION)
_____ For rule questions, consult the Award Category Guide. (EDITOR)
_____ Confirm name spellings of Critics' Choices with the show program. Fill out a Critics' Choice form to take home. (EDITOR)
_____ Ask Critics to fill out the Critics' Choices – Post-Show Evaluation forms. (DISCUSSION)
_____ Collect the Critics' forms. Be very careful not to mislay them, and not to let anyone at the host school see any of them.
_____ Take the Critics' forms home with you in the envelope provided by the school. Postage should be inside. (EDITOR)
_____ Remind Critics to take home programs. (DISCUSSION)
_____ Take home a show program.
_____ Take home a completed Critics' Choice form, with names spelled correctly. (EDITOR)
_____ Make sure the Cappies Room is clean before leaving.
_____ Check to see if any Critics are awaiting rides. (EDITOR)
_____ Remain with Critics who are awaiting rides—and do not leave until all Critics have left for home. (DISCUSSION or MENTOR)
_____ Log into C.I.S. (EDITOR)
_____ Enter attendance. (EDITOR)
_____ Enter Critics' Choices. (EDITOR)
_____ Log into C.I.S. after the Review Deadline (10 AM for shows Friday or earlier, noon for Saturday matinees, 2 PM for Saturday night shows, 9 PM for Sunday matinees).
_____ Check the number of reviews to be forwarded to newspapers. (This will be on your "Personal Information" page, on C.I.S.
_____ Read all the reviews, including any that are marked as late. The two Mentors may split this task, if there are a large number of reviews.
_____ Select—and rank—the reviews to be forwarded to newspapers.
_____ Enter and save the ranks on C.I.S. (EDITOR)
_____ Edit the selected reviews, in the manner described in the Mentor Binder—taking care to double-check all name spellings with the show program. (EDITOR)
_____ Lightly edit the remaining reviews. (EDITOR)
_____ Not later than 8 PM, submit your selections, ranks, and edited reviews to C.I.S. For a Sunday matinee show, make your submission by midnight—or, if you extend the Critic deadline, not later than three hours after that deadline. (EDITOR)
_____ Mail the critic choice forms, a show program, AND the orchestration for the critics' choice song (EDITOR) to:
JANIE STRAUSS
1316 ROCKLAND TERRACE
MCLEAN, VA 22101
GLENDA MIESNER, Program Manager
adminNCA@cappies.com