Rules & Regulations
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Rules & Regulations

ITF attendees shall abide by EdTA Code of Conduct, rules, and regulations.

Discount Codes Policy

Use of a discount code is only valid at the time of the initial purchase/registration. Refunds will not be authorized for existing registrations where the special offer was received after the initial purchase. Limit one (1) special offer/discount code per registration.
 

Payment Policy

International Thespian Festival attendees and/or parents/legal guardians of minor attendees understand that full payment must be received no later than June 9, 2023.  Any attendee with a balance due when checking in will be required to provide payment in full, a copy of an approved check, or a copy of an approved PO before receiving registration materials.
 

Confirmation Policy

The primary contact for your group will receive an email confirmation of your registration from events@schooltheatre.org (be sure to add to your safe senders list!). If you have not received a confirmation within 5 business days after registering, please contact events@schooltheatre.org.  
 

Cancellations & Refund Policy

In-Person: All registration cancellations and refund requests must be made in writing by May 3, 2023. A refund of the full registration fee, minus a $200 administrative fee, will be given for cancellations received by that date. No refunds will be granted for requests dated after May 3, 2023. Registrations may be transferred to another attendee from the same troupe or organization (see substitution policy below) or may be applied as a credit to ITF 24. No cancellation refunds will be issued for no-shows.

Virtual: No cancellation refunds will be issued.
 

Substitution Policy

Should a registered attendee no longer be able to attend, registrations may be transferred to another attendee from the same organization by May 3, 2023 for no additional charge. Primary contacts can transfer registrations in the Attendee Service Center through May 3, 2023. Substitution requests after May 3, 2023 must be submitted to events@schooltheatre.org and will incur a $15 fee per substitution. No substitutions will be accepted after May 31, 2023. The individual submitting the substitution request is responsible for all financial obligations (any balance due) associated with that substitution.
 

Dietary Restrictions Policy

All requests must be indicated at registration.  Attendees with dietary restrictions who are staying on-campus will have access to Free From IX concept in dining halls where food is prepared with allergen free ingredients. Attendees who indicate any dietary restriction will receive a dietary restriction ticket with registration materials onsite. This ticket is required for special meals at any plated meal function (not including dining halls); special meals cannot be requested at meal functions without a dietary restrictions ticket. We work directly with on-campus dining and food and beverage vendors to accommodate requests; however, no area will be completely allergy-free.
 

Housing Policy

ITF attendees must stay either in on-campus housing or off-campus in one of the hotels in the ITF group block to keep registration fees affordable. Attendees staying on-campus must submit their housing assignments and adult chaperone agreements (see below) no later than May 10, 2023. Troupes participating in Main Stage, Chapter Select, or Thespys who choose to stay off-campus must book in the ITF group block before the housing cut-off date. Exhibitor staff must book their room(s) when registering at one of the hotels in the ITF group block before the housing cut-off date.  Attendees staying on-campus will receive housing assignments within a week of check-in date. Attendees staying off-campus will receive confirmation numbers within 72 hours of check-in date. 

Note: Main Stage seating will not be assigned for any group whose primary contact does not submit an on-campus housing from by May 10, 2023.

 

Background Check Policy

All adults participating at ITF in any capacity (attendees, volunteers, chaperones, contractors, teaching artists) must consent to a background check that includes the following per Indiana University’s Programs Involving Children (PIC) Policy:
•    A minimum of 7 years of name and address history
•    County criminal history
•    A national criminal database
•    A check of the Indiana state sex offender registry
•    A check of the national sex offender registry

After registering for ITF, participating adults will receive an email communication from Trak-1/People Facts, an accredited background screening company, with a secure link to submit your information.

Note: This is not a credit check, and your credit report will not be impacted. Background checks must be completed no later than May 15, 2023; any attendees without completed background checks will not be allowed entry to ITF 2023.
 

Adult Chaperone Policy

ITF requires an adult-to-student ratio of 1:8. Adult chaperones must be at least 21 years of age at the time of registration. Adult chaperones are expected to supervise and discipline minors attending with their group. Chaperones are responsible for ensuring minor attending with their group are in their rooms by curfew and conducting nightly attendance checks. An adult and minor are not permitted to share a room unless that adult is the parent/guardian of the minor. Each adult attendee will be required to complete an adult chaperone agreement.
 

Parental Consent Policy 

Parental/guardian consent is required for all minors attending ITF. Consent forms will be sent electronically to the parent/guardian email address provided during the registration process. Forms are due back to EdTA no later than June 1, 2023. Should consent forms not be submitted by this date, the student will not be able to attend ITF. A refund will be given minus a $400 administrative fee.
 

Alcohol, Drugs, Tobacco, and Weapons Policy

EdTA has a “zero tolerance” policy on illegal and inappropriate alcohol and drug use: Violations will result in dismissal from ITF. 

EdTA prohibits any use of alcohol, on or off ITF-managed premises, that adversely affects staff or adult work performance or the safety of others. 

Illegal possession, use, or distribution of alcohol, drugs, or drug paraphernalia by ITF attendees, staff, or guests is a violation of local, state, and federal laws. Possession of drug paraphernalia will be treated the same as possession of illicit drugs, even if never used.  

Indiana University is a tobacco-free campus, including all indoor and outdoor areas. Use of any tobacco product is prohibited, including vaping and Juuling. 

Attendees bringing any type of weapon onto campus will be sent home immediately.


Anti-Bullying Policy

ITF attendees and/or parents/legal guardians of minor attendees declare that they hereby acknowledge that bullying of any attendees, presenters, volunteers, exhibitors, EdTA staff, service providers, and all others is strictly prohibited and should not be tolerated. Definition of Bullying is a pattern of aggressive, intentional, or deliberately hostile behavior that occurs repeatedly and over time. Bullying behaviors normally fall into three categories: physical, emotional, and verbal, and may include, but are not limited to, intimidation; assault; extortion; verbal or written threats; teasing; name-calling; threatening looks, gestures, or actions; rumors; false accusations; social isolation; and cyber-bullying.


Curfew Policy

All attendees (students and adults) must be in their assigned dorm rooms by 11:30 p.m. Quiet hours, with lights out, begin at 12 a.m.  

Students missing curfew will meet with their director or chaperone and safety personnel the next day at the 8 a.m. ITF court meeting (see Safety Violations and Consequences). 

For safety reasons, IU’s dorms have measures in place to track access and movements within the buildings. Students found to have left their floors after curfew will risk being sent home at their own expense.


First Aid Policy

The ITF First Aid Station is located in the Indiana Memorial Union, Dogwood Room and is open 24 hours a day.  Students seeking medical assistance should report to the first aid station with an adult chaperone.  Emergency medical forms must be submitted for a medical provider to treat any ITF attendees (students or adults). Medical providers may refer attendees to the IU Student Health Center, urgent care, or emergency room depending on treatment required.
 

Marketing Policy

Registration and attendance at, or participation in, EdTA meetings and other activities constitutes an agreement by the attendees and/or parents/legal guardians of minor attendees to the use and distribution of the registrant or attendees’ image or voice in photographs, videotapes, electronic reproductions and audiotapes of such events and activities by EdTA.
 

Privacy Policy

Adult attendees must respect the privacy of minor attendees in situations such as changing clothes, taking showers, and using restrooms and should intrude only to the extent that health and safety require. Adults must protect their own privacy in similar situations.
 

Transportation Policy

Chaperones might be asked to provide transportation to and from an event. Therefore, it is highly encouraged and a best practice for two adults to be in a vehicle while transporting youth to events. If this is not possible and you cannot provide two adults for each vehicle, the minimum required is one adult and two or more minors. Staff and volunteers should use all safety precautions including only transporting the number of passengers the vehicle is recommended to carry. Minors must only ride in seats with safety belts.


Intellectual Property 

ITF attendees and/or parents/legal guardians of minor attendees hereby assign to EdTA all copyrights and other intellectual property rights in artwork, text, music, software, video, choreography, and other types of work (“Works”) created by attendees specifically for their participation in the events or activities of Organizers. Attendees waive all rights in such Works under the Visual Artists Rights Act of 1990 and agree to sign all further documents or instruments necessary to vest in EdTA all rights, title and interest in the aforementioned Works and intellectual property. The intellectual property rights hereby assigned to EdTA and waived by ITF attendees and/or parents/legal guardians of minor attendees do not include rights of ITF attendees and/or parents/legal guardians of minor attendees in works that pre-exist ITF attendees and/or parents/legal guardians of minor attendee’s participation in the events or activities of EdTA.
 

Release & Indemnification

ITF attendees and/or parents/legal guardians of minor attendees release and agree to indemnify, save and hold harmless the Educational Theatre Association (EdTA), its programs, Chapter and other Group Affiliates, and all respective officers, employees, agents and representatives of the aforementioned entities (each an “Organizer” and collectively the “Organizers”) from and against any and all claims, demands, causes of actions, losses, liabilities, judgments, damages, costs and expenses (including reasonable attorneys’ fees) resulting from participating in International Thespian Festival. Attendees shall give each Organizer prompt written notice of any claim or facts or circumstances that might give rise to any claim for indemnification.


Property Damage and Loss 

Attendees are responsible to Indiana University for any damage to their room or campus property. Do not remove, alter, or damage any campus property. This includes posting messages on dorm windows. 

Prior to checkout, attendees are expected to tidy their rooms and dorm lounges to the condition they were found at check-in. EdTA will bill the attendee, parents, or school for damage fees not collected at checkout. 

To prevent fires and furniture damage, burning incense and candles is not permitted. 

To prevent theft, keep your dorm room locked. 

Attendees may inquire about lost and found items at registration and information.  Any items reported to lost and found will be held until registration and information closes on Friday, after which time any unclaimed items will be discarded. Indiana University and EdTA are not responsible for any lost, stolen, or damaged items. 


University Regulations 

While attending ITF, you are a guest of the university. Behave graciously and respect your fellow attendees, university staff and students, and local citizens. Follow all posted rules in campus buildings — for example, no food or drink in the theatres, and no audio, video, or camera recording of performances (except for the official event photographers). Fireworks are prohibited on campus. 
 

Safety And Security Policy

ITF is considered a Program Involving Children (PIC) at Indiana University Bloomington.  Under IU’s PIC policy, EdTA is considered an external organization, and as such, additional safety procedures are required and can be reviewed here.

If there is an emergency or a crime in progress
1.    Call 911
2.    Report the incident using IU’s incident report form
3.    Report the incident using ITF Safety and Security Incident Form

Students who violate safety rules may have their badge pulled by any adult chaperone who witnesses the infraction. If your badge is pulled, you must attend the next day’s 8 a.m. Court unless otherwise instructed. Court is at the Indiana Memorial Union, Charter Room. 
Violations are divided into three categories with escalating consequences. These examples are not an exhaustive list.  EdTA determines consequences for any violation not specifically listed and reserves the right to expel any participant from ITF should their actions disrupt the event or put other attendees at risk.
 
Minor Infractions
Attendees accumulating multiple minor infractions may be sent home at their own expense.
•    Missing curfew by less than five minutes
•    Found outside dorm room after 12 a.m. (showering, etc.).
•    Posting messages on dorm windows
•    Throwing food in cafeteria
•    Found in the vicinity of buildings not used by ITF after 11 p.m.
•    Playing music in dorm after 12 a.m.
•    Removing university property from dorm rooms (sheets, furniture, etc.)
•    Failing to bring troupe director or chaperone to court meeting

Major Infractions
Depending on the severity of the infraction and response to the redirection or disciplinary action, an attendee may be sent home at their own expense.
•    Any action that endangers the health, safety, or well-being of others
•    Bullying, harassment, or abusive behavior
•    Missing curfew by more than five minutes
•    Causing excessive noise and disruption after 12 a.m.
•    Found off campus after 11 p.m. (in town, fraternities, etc.) or out of dorm after 12 a.m.
•    Using incense or candles in dorm room
•    Using fireworks
•    Causing property damage
•    Making inappropriate or disruptive posts to ITF-hosted social media
•    Instigating or participating in disruptive or disrespectful audience behavior during a performance
•    Willfully setting off a false emergency alarm 
•    Failing to show up for 8 a.m. court meeting

Immediate Removal
Attendees caught in these activities are sent home right away at their own expense.
•    Using or in possession of drugs or drug paraphernalia
•    Using or in possession of tobacco, vaping, or Juuling products
•    Using or in possession of alcohol, firearms, or weapons
•    Any adult in any student’s room with door closed — for any reason

If the troupe director or chaperone does not show up for the 8 a.m. ITF court meeting, the student will have the opportunity to contact them and have them come to court by 8:30 a.m. More severe consequences will be dealt to no-shows.

If three or more students under the supervision of the same troupe director or chaperone are required to meet with the safety and security team, then the adult may not be permitted to participate the following year.
 

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EdTA Events Code of Conduct

EdTA is committed to providing a safe, productive, and welcoming environment for all event participants. All participants, including but not limited to attendees, speakers, volunteers, exhibitors, EdTA staff, service providers, and all others, are expected to abide by EdTA’s Code of Conduct. This policy applies to all EdTA meeting-related events, including those sponsored by organizations other than EdTA but held in conjunction with EdTA events, on public or private platforms, in-person or online.

EdTA has zero-tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at our meetings. If you experience harassment or hear of any incidents of unacceptable behavior, EdTA asks that you inform Brian Monk, Chief Operating Officer, so that we can take the appropriate action.
  • Act well your part.
    EdTA events engage participants with a wide range of beliefs and ideas about the subjects they are discussing. We encourage an open dialogue but require that participants remain courteous and respectful at all times. 
  • There are no small parts.
    Everyone is essential during an event. Engage, participate, and encourage others to do the same. 
  • Know your audience.
    This is an event that connects students, teachers, and people passionate about the arts. Just as you would in any educational environment, refrain from sharing inappropriate content. 
  • YES and…
    This event is meant to be a positive experience for anyone who chooses to participate. Think before you speak. Ask yourself: Is it necessary? Is it kind? Is it true? 
  • We take reports seriously.
    If you see any unacceptable behavior*, please notify events@schooltheatre.org. Your report will remain anonymous, as will the actions we have taken. 
  • All the world’s a stage.
    Whether an event is online or in-person, you always have an audience. Respect the privacy of others. The Educational Theatre Association is not responsible for any consequences you experience resulting from anything you have posted online during an event. Please refrain from using any information that would lead to exposing your personal identify (e.g., last name, email address, or other personal information). 
  • Respect copyright laws.
    If it’s not yours, get permission before you share, or cite the necessary sources.
* Unacceptable behavior is defined as: 
  • Harassment, intimidation, or discrimination in any form. 
  • Verbal abuse of any attendee, speaker, volunteer, exhibitor, EdTA staff, service provider, or other event guest. 
  • Examples of verbal abuse include but are not limited to: verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, and/or national origin; inappropriate use of nudity and/or sexual images in public spaces or in presentations; or threatening or stalking any attendee, speaker, volunteer, exhibitor, EdTA staff, service provider, or other event guest. 
  • Disruption of presentations during sessions, in the exhibit hall, or at other activites organized by EdTA throughout the event. All participants must comply with the instructions of the moderator and any EdTA event staff. 
  • Presentations, postings, and messages should not contain promotional materials, special offers, job offers, product announcements, or solicitation for services. EdTA reserves the right to remove such messages and potentially ban sources of those solicitations. 
  • Participants should not copy or take screenshots of written Q&A or any chat room/mobile app activity that takes place during the event.

EdTA reserves the right to take any action deemed necessary and appropriate, including immediate removal from the activity, event, or meeting without warning or refund, in response to any incident of unacceptable behavior, and EdTA reserves the right to prohibit attendance at any future online or in-person activity, event, or meeting. 

Diversity and Inclusion

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