SayPro Performance Submission & Review: Review all submissions for compliance with technical and creative guidelines.

Overview

Between January 11 and January 20, 2025, theatre groups will submit their performance videos, scripts, and associated materials through SayPro’s platform for the SayPro Monthly Theatre Performances event. The SayPro Development Competitions Office will oversee the initial review process during this period to ensure all submissions comply with the event’s technical and creative guidelines. This step is essential to guarantee that only the highest quality and appropriately formatted performances are considered for the final showcase.

1. Submission Confirmation and Initial Review

Once theatre groups submit their performances, the SayPro Development Competitions Office will conduct an initial review of each submission. This process ensures that the materials meet all the required technical and creative standards before they move on to the judging panel.

Steps in the Initial Review Process:

1. Confirmation of Receipt:
   • Theatre groups will receive a confirmation email acknowledging the submission of their performance. This email will also include a unique reference number for tracking purposes.
   • The confirmation will also include a brief overview of the next steps and when participants can expect feedback or follow-up actions, if necessary.
2. Compliance Check:
   The SayPro Competitions Office will ensure that the submitted materials are in line with the technical and creative guidelines provided by the event organizers. This compliance check will involve the following areas:
   • Technical Guidelines Compliance:
     This includes verifying that the video, audio, and visual elements of the submission are consistent with the SayPro Technical Guidelines (such as video resolution, audio quality, file formats, and size limits).
     • Video Quality: Submissions must meet the specified resolution (e.g., 1080p or higher) and be free from technical flaws like distortion or significant delays in audio and visual sync.
     • Audio Quality: Clear and high-quality sound is essential, ensuring dialogue is easily audible and background music or sound effects are balanced.
     • File Formats: The video should be uploaded in the correct file formats (e.g., .mp4, .mov) with appropriate file size limits.
     • Length of Performance: Performances must adhere to the allotted time frame (typically 30 minutes to 2 hours). If submissions exceed this time frame, participants will be notified to trim their videos or provide an excerpt.
     • Supplementary Materials: All required supporting documents (e.g., cast list, script, performance descriptions) should be included. Incomplete submissions may not be considered for review.
   • Creative Guidelines Compliance:
     Each performance must align with the creative guidelines established by SayPro for the competition.
     • Script and Content: The script must be original or properly attributed to a playwright. Performances based on existing work should include proper copyright permissions or licensing agreements.
     • Stage Design and Production Quality: Performances should demonstrate thoughtful and cohesive stagecraft, from set design to lighting and props. While experimental work is encouraged, basic attention to production quality is essential.
     • Performing Group Information: Theatre groups must include a complete cast list, director’s name, and a brief performance description. Submissions missing this information will be flagged for follow-up.
     • Creativity and Innovation: Performances should showcase original interpretations, creative approaches, and unique storytelling. Although submissions may vary in style or genre, the work should demonstrate a clear, compelling vision from the group.
3. Initial Evaluation for Compliance:
   • Ineligible Submissions: Any submission that fails to meet the technical requirements (such as poor video quality, improperly formatted files, or technical errors) will be flagged and the group will be notified. These theatre groups will be given a grace period (up to January 20, 2025) to correct and resubmit their materials.
   • Incomplete Submissions: Submissions that are missing key documents (script, cast list, performance details) will be flagged as incomplete, and the theatre group will be contacted for clarification or additional materials.
   • Disqualified Submissions: If a submission violates SayPro’s rules (e.g., unauthorized use of copyrighted material, failure to provide proper release agreements), the performance will be disqualified, and the group will be informed of the disqualification.
4. Technical and Creative Support: During the review process, SayPro’s technical support team will be available to assist participants with any issues related to video quality, file uploads, or compliance with technical standards.
   • Technical Support: Participants experiencing issues with uploading or submitting their performance files can reach out to the support team for troubleshooting.
   • Creative Support: SayPro may provide feedback or guidance if the performance submission does not fully align with the event’s creative vision or expectations, such as helping theatre groups refine their descriptions or improve their stagecraft.

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2. Feedback & Resubmission Process

If the SayPro Competitions Office finds that a submission needs adjustments, participants will be contacted with detailed feedback and instructions for resubmission.

Steps in the Feedback Process:

• Feedback Issued to Participants: Theatre groups whose submissions require adjustments will receive a personalized email outlining the issues identified during the initial review.
  • Clear Guidelines: The email will provide clear instructions on how to address the issues (e.g., trimming the video, improving audio quality, submitting missing documents).
  • Resubmission Deadline: Participants will be given until January 20, 2025, to make necessary changes and resubmit their performance materials. Any submissions not meeting the guidelines by this date will not be considered for inclusion in the event.
• Resubmission Process:
  • Participants will follow the same submission process but will need to upload their corrected files or missing materials. They will reference the unique submission reference number to ensure the resubmitted materials are associated with their original entry.
  • The SayPro Competitions Office will conduct a final compliance check on resubmitted materials before moving forward to the judging phase.

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3. Final Confirmation and Notification

Once the review period concludes on January 20, 2025, and all resubmissions (if any) have been processed, theatre groups will receive a final confirmation email indicating whether their performance has been accepted into the SayPro Monthly Theatre Performances.

• Acceptance Confirmation: If a performance passes the compliance check and meets the technical and creative guidelines, it will be added to the event’s lineup, and the group will be notified of their scheduled performance time.
• Non-Acceptance: If a performance is not accepted due to failure to meet the necessary standards, the theatre group will receive feedback explaining why the performance was not selected, along with suggestions for improvement.

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4. Key Dates and Timeline

• Submission Window: January 11–20, 2025
• Initial Review Period: January 11–20, 2025
• Feedback and Resubmission (if applicable): January 11–20, 2025
• Final Confirmation of Accepted Submissions: January 21, 2025

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Conclusion

The Performance Submission & Review process ensures that all theatre performances are rigorously vetted for technical quality and creative excellence. By adhering to these standards, SayPro ensures a high level of professionalism for its Monthly Theatre Performances event while providing theatre groups with clear guidance on how to meet the event’s expectations. This thorough review process sets the stage for an exciting and high-quality showcase of performances for the SayPro community in January 2025.