UNKY SEAN’S NO-MONEY BUDGET FOR AACTFest’11

In the summer of 2008, at the SHINDIG the WSCTA held at the Bellingham Theatre Guild hosted, I wrote up a no-money budget for attending Kaleidoscope ’09, and with only two additions, it holds up for those thinking about presenting their work at Kaleidoscope ’11 (and beyond). So here it be –some exciting budget structure.

Whoo hoo!

AACTFest’11 BUDGET CONSIDERATIONS

Usual Production Expenses
Royalties, Licenses, and Scripts
Set
Costumes
Sound
FX/Lights?
Props
Admin/House
Fundraising Expenses

Kaleidoscope Expenses
Organization Memberships (WSCTA,AACT)
Scripts for Adjudicators
Convention Memberships
Convention Banquet*
Hotel/Housing
Transportation (Company)
Transportation (Set)

Region IX Festival Expenses (for those that get to go on from Kaleidoscope)
Convention memberships
Convention banquet*
Hotel/Housing
Transportation (Company)
Transportation (Set)

AACTFest ’11 Expenses (for the lucky/talented regional winner)
Convention memberships
Convention banquet*
Hotel/Housing
Transportation (Company)
Transportation (Set)

And briefly, to explain some things.

The asterisk. You don’t have to attend the banquet, but as that’s usually where they announce the awards, almost everyone goes. So technically an optional expense, but budget with the sense that someone’s gonna be there.

Musicals. Bringing a musical? So add instruments, stands, and/or sound equipment fall into the production expenses and musicians to the housing and transportation costs. All has to fit in the pre-show/post-show box, too.

Programs? Some shows supply programs of their show for each venue. Not required, but if you need to thanks lots of people, there’s only so much room the event program supplies.

Adjudicator Scripts. (Your script including your cuts.) They’re usually forwarded for each level and then returned, but you may be asked for additional (or downloadable, if not previously published) copies to accommodate adjudicator training at the National convention.

Organization memberships. You’ve likely already paid them and are finally using those dues for something, but it doesn’t hurt to check.

Consider this no-number budget as way to talk to your board about participating. It shows the general expense layout, and you can look like a hero when you cross off or minimize costs. If I was, oh, say, Spokane Children’s Theatre, for example, and could ignore housing/hotel and transportation costs, I’d look like a genius who got us into the Kaleidoscope for less than $500.

So, hope this is helpful, and have fun writing numbers in! Ka-ching!

Sean Walbeck
Veep