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ITF Main Stage Production Guide

Revised August 2021
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Table of Contents

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Overview

There is nothing like the thrill of performing for thousands of fellow Thespians, and the 2022 International Thespian Festival main stage is where your troupe can do just that! 

During the 2021-2022 academic year, Thespian troupes may have one of their full-length productions (a play or a musical) adjudicated for constructive feedback and the chance to be invited to perform on the main stage at the International Thespian Festival. Adjudications will be done virtually, and up to eight high-scoring troupes will be selected to bring their full productions to the campus of Indiana University to share with the world. 

NEW! Troupes interested in only receiving feedback for educational purposes may opt out of the consideration for the ITF main stage. Simply indicate so by checking the “feedback only” box on the application form. The adjudication fee still applies. 

NOTE: To give as many schools as possible the chance to perform at ITF, troupes selected to perform on the main stage are not eligible to perform in the Chapter Select Showcase. 

Due to the ongoing complications from the COVID-19 pandemic, two previous policies will not apply for the 2021-2022 school year: 

  • Main stage selection will not be divided into fall and spring seasons (with proportional slots allotted for productions in each window). 
  • All directors are welcome to submit an application, regardless of when they last brought a show to the main stage. 

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Adjudication Fee & Payment

A $249 (USD) non-refundable adjudication fee is required per submission. Each troupe may only submit one production to be adjudicated per academic year. Deadline for application submission for main stage was November 1, 2021. Invoices will be sent after the application deadline and must be paid in full by December 31, 2021. 

Refunds will not be issued for adjudication fees. (Exceptions may be made should the production be canceled or rescheduled due to complications from COVID-19.)

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Important Dates

November 1, 2021 Applications due
October 21, 2021 Troupes invoiced adjudication fee
December 31, 2021 Adjudication fee due
January 8, 2022 Fall productions notified
January 10, 2022 Fall productions announced; Registration opens
March 1, 2022 Final video submissions due*
March 15, 2022 Feedback given to directors (if not before); invitations sent to remaining selected troupes
April 1, 2022 Final main stage lineup announced
May 11, 2022 Deadline for troupes to register for ITF 2022.

* Directors must submit a video for adjudication within two weeks of the final performance date of their production, or by March 1, 2022 – whichever comes first. If your production will occur after March 1, contact gbutsch@schooltheatre.org prior to November 1 to determine if an extension is possible. No refunds will be given for late video submissions.

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Submission Requirements

Both the application and adjudication process will be conducted via EdTA’s private online submission platform, OpenWater. Applications must be completed in full and productions will be screened digitally by uploading video submissions to a secure video hosting platform, such as Vimeo or YouTube, selecting the appropriate privacy settings, and providing the URL to EdTA in OpenWater for adjudication. It is a violation of your licensing agreement to make the video publicly available for viewing without express written consent from the rights holder. Productions are not to exceed a 2.5-hour running time, including intermission. 

Two types of productions will be considered for the ITF 2022 main stage: 
  1. Live productions (traditional in-person performances) 
  2. Hybrid/video-enhanced productions (prerecorded to accommodate virtual productions) 

LIVE PRODUCTION — Defined as an onstage, in-person play or musical, the video submission for a live production should be of one continuous performance. Multi-camera format is acceptable (for close-ups and wide angles) so long as all the shots are of the same continuous performance with no post-production video editing to enhance any aspect of the live production. Any video editing will result in a disqualification for consideration for the in-person main stage at ITF 2022.

HYBRID/VIDEO-ENHANCED PRODUCTION — Defined as a production in which scenes are edited together using prerecorded student performance videos and/or video enhancements, such as animations, b-roll, etc., into a final creative product that combines elements of theatre and film. This category includes prerecorded virtual performances, online performances, and digital performances with video special effects or enhancements with appropriate licensing rights. 

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Adjudication Process

For the 2021-2022 school year, all productions will be adjudicated virtually. Adjudications will occur as video submissions are received. An EdTA staff member will assign adjudicators to screen production based on availability.  

A panel of three adjudicators will evaluate assigned productions based on the main stage adjudication rubrics for musicals and/or plays, respectively, depending on the genre of the production. The full rubric, an overall score, and written feedback from the adjudicators will be shared with each director via OpenWater once the adjudication is complete. 

Adjudicators are required to disclose any conflicts of interest prior to screening a production. Adjudicators will not be assigned to screen a production should any of the following conflicts of interest arise: 

  • The adjudicator and/or their troupe is also submitting a production for consideration. 
  • The production to be adjudicated is from the adjudicator’s home state and/or chapter. 
  • Any other conflicts of interest the adjudicator wishes to disclose to EdTA. 

Education is a central part of the screening process. Adjudicators will use an evaluation form designed to provide ample feedback to directors and students involved with the production.

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Rubrics

The rubrics used during adjudication are fully digital, but these printable recreations have been provided so that teachers/directors and students can be aware of what they will be scored on.

Musical Rubric (PDF)
Play Rubric (PDF)

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ITF Selection Process

Up to eight live productions will be selected for the in-person ITF 2022 main stage lineup. Up to six hybrid/video-enhanced productions will be selected for the ITF 2022 hybrid experience. The final lineup will depend on the number and types of productions submitted.

Productions will be selected for the ITF main stage based on the following factors: 
  1. Achieving among the highest scores according to the main stage adjudication rubric. 
  2. Promoting diversity, inclusion, and cultural competency in the cast, crew, director, playwright, and/or the subject matter of the work. 
    • If top-scoring productions lack representation for underserved populations and artists, other high-scoring productions that do represent these communities may be selected instead to ensure diversity, equity, and inclusion on the main stage. 
  3. Creating a well-rounded main stage lineup that provides variety for festival attendees and fits the themes and needs of the event. For example: 
    • Two productions of the same show might not be chosen even if they are both among the top scorers to provide variety in title selection. 
    • If the top-scoring productions are all musicals, high scoring plays may be selected to provide variety of genre. 

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Festival Production Requirements 

The production presented at ITF – whether in-person or online – must be substantially the same production presented for adjudication. 

  • If the production submitted for adjudication included live musicians, the production presented at ITF must bring live musicians. 
  • Concert versions may not be substituted for full-scale productions if the adjudicated performance was a full-scale production. 
  • Any changes to casting (emergency or otherwise) must be submitted and approved by the EdTA staff prior to the event. NOTE: Exceptions will be considered for incidents involving COVID-19 and corresponding restrictions.  

Live Production Requirements

Prior to ITF: 
  1. Proof of Production Viability: A copy of the licensing agreement and video license (or the adjudication permission form) for the school’s production must be submitted to EdTA at least two weeks before the schools’ scheduled performances.
  2. If selected for the main stage, the school must obtain additional approval for two in-person performances at ITF and supply EdTA with a copy of that approval. Proof of permission to perform must be received no later than May 11, 2022. EdTA will provide a letter which may be submitted to your licensing agency to inquire about discounts or waivers of licensing fees for ITF performances. The ability to offer any discount or waivers lies with the rights holders and their representatives, and may not be possible for the title.
  3. Cast, crew, and adult chaperones/production staff must register to attend ITF by May 11, 2022. All adult attendees who will be on site must consent to a background check, whether attending the festival or only working the main stage production. (See the FAQ for questions about adult production staff.) 
During ITF: 
  1. Main stage directors must arrive on campus for a main stage directors' orientation at 1 p.m. ET Monday, June 20, 2022. Considerations may be made for individual troupe needs. 
  2. Troupes presenting on the main stage must register and bring a stage crew to mount and strike the set. 
  3. Productions are allowed a maximum of four hours to set up and two hours to strike. 
  4. Productions are not to exceed a maximum 2.5-hour running time, including intermission. 
  5. All scenery, props, costumes, makeup, etc., must be supplied by the performing troupe. 
  6. Productions must adhere to stage safety guidelines.
  7. Schools who wish to provide programs may do so digitally (paper programs will not be used).

Hybrid/Video-Enhanced Production Requirements

  1. A copy of the licensing agreement and video license for the school’s production must be submitted to EdTA at least two weeks before the school’s scheduled streaming performances.
  2. If selected for the main stage, the school must obtain additional approval for streaming rights for June 20-24, 2022 and supply EdTA with a copy of the approval. Proof of permission to stream must be received no later than May 11, 2022. EdTA will provide a letter which may be submitted to your licensing agency to inquire about discounts or waivers of licensing fees for ITF performances. The ability to offer any discount or waivers lies with the rights holders and their representatives, and may not be possible for the title.
  3. Cast, crew, and director must register to attend ITF 2022 in-person or virtually through the hybrid experience. 

Director's Responsibilities

To submit and present a production at ITF, directors must:

For Submissions:

  • Secure appropriate licensing rights for their school’s performances as well as a video license that allows recording of at least one performance to be shared with EdTA for adjudication (or the adjudication permission form). If presenting a hybrid/video-enhanced production, appropriate streaming rights must be obtained for the school’s presentation of the show. 
  • Include proof of applicable performance rights at the time of the application submission or at least two weeks prior to the scheduled performance dates. 
  • Pay all royalties and adhere to the policies in the production contract with the licensing agency. 

If Selected for ITF:

  • Secure additional permission to present two in-person performances or to present their streamed virtual performance between June 20-24, 2022 and send a copy to EdTA by May 11, 2022. Any additional royalties must be paid by the school/director. 
  • Register the cast, crew, and adult chaperones/production staff no later than May 11, 2022, and coordinate transportation for your troupe and the production (for in-person ITF attendees). 

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ITF Main Stage Specifications

IU Auditorium
Proscenium (max. opening) 54 feet 8 inches wide x 24 feet 9 inches high (to permanent soft valance)
Stage Depth 41 feet 11 inches (lip of stage to rear wall columns)
37 feet 2 inches (fire curtain line to rear wall columns)
36 feet 0 inches (fire curtain line to farthest upstage fly line)
4 feet 9 inches (lip of stage to fire curtain line)
Note: Stage floor will not be Marley-covered unless brought as part of production design
Stage Height 70 feet (stage floor to grid)
62 feet 6 inches (high trim for house battens)
Wing Space Stage Left: 20 feet (proscenium to offstage wall)
Stage Right: 25 feet (proscenium to fly rail)
Overall Width 97 feet 9 inches (stage left wall to stage right fly rail)
Size of Orchestra Pit/Lift 50 feet 4 inches wide (side to side at apron)
13 feet (upstage/downstage at center line)
6 feet 6 inches (upstage/downstage at offstage ends)
Fly Line Sets Counterweight system/single purchase
18,000 pounds of counterweight available
5 lines per set / 70-foot house pipes
High trim of house pipes +62 feet 6 inches from deck/stage floor
Upright loft blocks provided for spot lines as needed
5/8 inch diameter, 3-strand twisted lay polyester blend ropes installed for spot lines
Pin rail located stage right, mid-level gallery at +32 feet 9 inches from deck/stage floor
House battens are 2-inch schedule 40 pipe or 12-inch aluminum ladder truss
48 total lines (including electrics);
21 available for use by main stage productions
Main drape, teasers, legs, cyclorama + black traveler for masking the cyc are provided, along with electrics and sound monitors
Rear Stage Approx. 1,600 square feet
13 feet 10 inches to lowest obstruction
Primary clear span area 30 feet x 30 feet
Road Mix (Sound) 10 feet x 22 feet 6 inches
Located 15 feet 3 inches to 37 feet 9 inches house right of the house center line
117 feet from fire curtain line to near edge of mix position
Lighting/Projectors 149 feet from lighting control booth windows to fire curtain line
175 feet from spot booth window to fire curtain line
93 feet from camera/projector position to fire curtain line
118 feet from balcony edge projector position to fire curtain line
With advanced approval, additional setup and prep time may be allowed in the Auditorium’s scene shop. Printed programs are no longer allowed. Watch IU Auditorium tour video.
Musical Arts Center (MAC)
Proscenium (maximum opening) 54 feet 8 inches wide x 24 feet 9 inches high
Stage Depth 64 feet 1 inch (lip of stage to rear sound door)
57 feet 6 inches (plaster line to rear sound door)
55 feet 2.5 inches (plaster line to farthest upstage fly line)
Apron: 6 feet 7 inches (lip of stage to plaster line)
Stage Height 110 feet (stage floor to grid)
102 feet 6 inches (high trim for house battens)
Wing Space Stage Left and Stage Right: 17 feet 6 inches (proscenium to sound door wall)
Overall Width 89 feet 8 inches (stage left wall to stage right sound door wall)
Size of the Orchestra Pit/Lifts 59 feet wide (side to side at center)
17 feet (upstage/downstage at center line)
11 feet 6 inches (upstage/downstage at offstage ends)
Fly Line Sets Counterweight system/double purchase
25,000 pounds of counterweight available
6 lines per set / 70-foot house pipes
High trim of house pipes +102 feet 6 inches from deck/stage floor
Spot lines available from pin rail stage right and left at 44 feet 10 inches from center line
10 total spot lines provided
Pin rail located stage left, mid-level gallery at +48 feet 2 inches from deck/stage floor
House battens are 2-inch schedule 40 pipe
54 total lines (including electrics)
14 available for use by main stage productions
Main drape, teasers, legs, cyclorama + black traveler for masking the cyc are provided, along with electrics and sound monitors.
Rear Stage Approx. 4,414 square feet
27 feet 6 inches to lowest obstruction
Primary clear span area: 54 feet x 80 feet
Road Mix (Sound) Located at the back of house right
Lighting/Projectors 90 feet from lighting control booth windows to plaster line
98 feet from spot booth to plaster line
98 feet from projector position to fire curtain line
Watch MAC tour video.

 

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Stage Safety Guidelines

To support our teachers and provide a safe performance experience, EdTA and ITF have partnered with the United State Institute for Theatre Technology (USITT) to provide stage safety resources and educational materials. The following standards must be reviewed and adhered to by any program performing on a main stage at ITF: 


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FAQ

Click here to view all ITF FAQs.

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