SayPro Performance Submission & Review: Allow theatre groups to submit their performances through SayPro’s platform.

Overview
During the period from January 11 to January 20, 2025, theatre groups will have the opportunity to submit their performances for consideration in the SayPro Monthly Theatre Performances event. The submission process will be facilitated through SayPro’s platform, where performers will upload their productions for review. The SayPro Development Competitions Office will oversee the entire submission and review process, ensuring a smooth and organized experience for all participants.

1. Performance Submission Process

The submission process will be designed to be as straightforward and user-friendly as possible, ensuring that all interested theatre groups can easily upload their productions and related materials.

Key Steps in the Submission Process:

• Online Submission Portal: Theatre groups will be directed to SayPro’s submission portal, where they will create an account (if they do not have one already) or log in to an existing account to begin the submission process.
• Submission Form: Participants will complete a detailed submission form, which will include the following fields:
  • Name of Theatre Group: The name of the theatre group or organization.
  • Title of Performance: The name of the play or production being submitted.
  • Performance Format: Whether the performance is a recorded video, live stream, or a hybrid (pre-recorded with live commentary).
  • Brief Description of the Play: A short summary of the play’s storyline, themes, and key elements.
  • Director’s Name: The name of the director and any relevant credits or background information.
  • Cast List: Names and roles of the main performers in the production.
  • Script: A copy of the script or a link to an online version of the script.
  • Production Video: A video of the performance, either in full or an excerpt. If it’s a live performance, the group will provide a live stream or pre-recorded video that adheres to the SayPro Technical Guidelines (which will be available on the platform).
  • Performance Assets: Additional materials, such as photos, stage design, promotional materials, or trailers, which help to showcase the production.
  • Release Agreement: A statement confirming that the submitted materials are owned by the submitting group and that they consent to the use of the materials for the event’s promotion.
• File Uploading: Participants will upload their performance video(s), supporting assets, and any other required documents. They will also be required to follow the SayPro Technical Guidelines to ensure high production standards for all submissions.
  • Video Format: The video should be in an acceptable format (e.g., .mp4, .mov) and adhere to the specified resolution and audio guidelines.
  • File Size Limits: A maximum file size limit will be set to avoid issues with upload speeds and storage space.
• Submission Deadline: The deadline for submissions will be January 20, 2025, giving theatre groups a 10-day window to upload their performances. Late submissions may be excluded from consideration unless under exceptional circumstances.
• Confirmation of Submission: Once a performance is successfully submitted, the system will generate an automatic confirmation email to the submitting theatre group. This email will include the submission details and a unique reference number for tracking purposes.

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2. Review and Evaluation Process

Once the submission period closes on January 20, 2025, SayPro’s team, alongside a panel of qualified judges, will begin the review and evaluation process. The goal is to assess the quality and originality of each performance, ensuring that it meets the criteria set out for the SayPro Monthly Theatre Performances competition.

Key Elements of the Review Process:

• Initial Review by SayPro Team: The SayPro Development Competitions Office will first check each submission to ensure that all required materials are present and that the submission meets the technical and content guidelines. This includes verifying video and audio quality, the accuracy of the submitted forms, and the overall completeness of each entry.
  • Compliance Check: If a submission does not meet the technical guidelines (e.g., poor video resolution, improper audio), the theatre group will be notified, and they may be given an opportunity to resubmit before the final submission deadline.
  • Missing Materials: In cases where crucial components such as the script, cast list, or video are missing, the theatre group will be contacted to complete their submission. This communication will be handled promptly to avoid delays.
• Panel Evaluation: Once the initial check is complete, a panel of theatre experts will be assigned to review the performances. These experts may include:
  • Theatre critics
  • Established playwrights
  • Experienced directors and producers
  • Accomplished actors and performers
  The panel will evaluate each performance based on a set of established criteria, including:
  • Acting: The strength of performances by the cast, including delivery, emotional range, and character development.
  • Directing: The director’s ability to bring the play to life, creating a coherent vision and clear communication of the script’s themes.
  • Stagecraft: The quality of the set design, lighting, and overall stage production, ensuring it supports the narrative.
  • Script: The originality and depth of the script, as well as the clarity of its themes and messages.
  • Innovation and Creativity: The level of creativity, innovation, and fresh perspectives demonstrated by the production.
• Review Rubric: Each judge will use a standardized evaluation form (SayPro Judging Criteria Sheet) to rate the performance. This ensures consistency and fairness in scoring across all submissions.
  • Scoring: Each judge will provide a score for each category (acting, directing, etc.), and a final overall score will be calculated for each performance.
  • Feedback: Judges will also provide written, constructive feedback for each submission, offering insights into strengths and areas for improvement. This feedback will be shared with the performers post-event to support their growth.

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3. Post-Review Notification and Updates

Once the reviews are complete, SayPro will notify theatre groups of their results:

• Notification: Performers will receive an official email with details on whether their submission has been accepted into the event, along with feedback from the judges.
• Event Schedule: Accepted performances will be added to the event’s official schedule, and participants will be informed of the exact time and date of their performance’s airing or live-streaming.
• Public Announcement: Performances selected for the event will be listed on SayPro’s platform and shared via social media, newsletters, and other communication channels to highlight the accepted participants.

4. Technical and Creative Support

To ensure smooth participation, SayPro will offer:

• Technical Support: A dedicated team to assist performers with any technical issues during the submission process (e.g., uploading videos, troubleshooting format issues).
• Creative Consultation: If needed, SayPro can offer guidance or feedback to help groups refine their productions before final submission.

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5. Key Dates for Submission & Review Process

• Submission Window: January 11–20, 2025
• Submission Deadline: January 20, 2025
• Initial Review and Confirmation: January 21, 2025
• Judging Period: January 21–24, 2025
• Results Notification: January 25, 2025
• Event Schedule Announcement: January 26, 2025

By implementing a seamless performance submission and review process, SayPro ensures that all participating theatre groups can showcase their best work while maintaining high standards of evaluation and support for all involved. This process allows the event to offer a platform for diverse and engaging theatrical productions, driving creativity, artistic expression, and community involvement.