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Bid Competition Guidelines

In order to be recognized as a Raas All-Stars XVI Bid Competition, a competition must satisfy the following requirements. Please review the requirements carefully before submitting your application. In addition to the general, audition video, and competition weekend requirements, this section will also go over our presence and promotion, and the relationship that will be honored between Raas All-Stars (RAS) and the Bid Competition.

Important Costs

Security Deposit

One-fourth ($25) of the deposit will be refunded if communication with competition relations is efficient and clear. Three-fourths ($75) of the deposit will be returned as long as the competition abides to the set dimensions that they have provided applying teams for their props box and manages logistics of show day (props set up, tech time/rehearsal, show day, etc) fairly with minimal disruptions to overall schedule. Please see the tech section for further details regarding prop-box.

Ekta

All teams and competitions participating in the Raas All-Stars 2023-2024 season will be required to pay a $20 fee to maintain and/or create their membership.

The fine due date is September 24, 2023. Failure to do so will result in a team being unable to apply or compete in the season or the removal of a competition’s bid status.

General Rules

1. The raas/garba competition may not occur later than Saturday, March 9th, 2024. 2. Raas/garba teams may ONLY compete against other raas/garba teams at the competition. Teams of other styles (bhangra, fusion, etc.) can also compete but raas/garba teams may only be judged against other raas/garba teams. 3. A minimum of 7 raas/garba teams and a maximum of 10 raas/garba teams must be competing on competition day. 4. The competition Judging Chair may not be affiliated with a raas team during the 2023-2024 season. 5. The competition may not have a competing team that is affiliated, registered, or recognized with/by the school or organization hosting the competition. 6. Raas All-Stars will be using the Ekta platform for the official team registration process. If additional information is required, the competition may attach this information directly to their Ekta profile. This is to reduce the number of applications and streamline the registration process. Raas All-Stars will conduct an Ekta review session at the beginning of the season. 7. The competing raas/garba teams must be composed of current college/university students with a maximum allowance of 2 non-current students. The raas/garba teams do not need to be affiliated with a particular college/university. Students that will graduate in December 2023 count as current students throughout the spring semester until May 2024.

Audition Video
Rules

  1. Each bid competition’s designated individual will randomize the viewing order during the first round for teams that have applied. They will be the only person that knows the real teams’ identities and all of the judging scores.                                               

  2. All board members of Raas All-Stars XVI bid competitions are permitted to judge the audition tape videos so long as they do not fall under any of the restrictions below. It is up to the judging chair to ensure that these criteria are met and any possible issues or conflicts are properly disclosed to RAS.                                                                  

  3. A minimum of 5 judges must be held for each competition (there is no maximum in place).                                                                                                                       

  4. All judges must have a proper understanding of the rubric and audition video rules and must be deemed to be fair and unbiased towards all teams that have applied throughout the selection process.                                                                                

  5. All judges must attend a training hosted by RAS.                                                          

  6. Audition video judges need to be approved by Raas All-Stars prior to viewing Audition videos.                                                     
     

Audition Video
Restrictions

  1. The judging chair (or whoever is randomizing audition videos if not them) cannot be on the audition video viewing panel for the team selection process.                              

  2. An audition video judge may not be a roster member of any raas-garba team (i.e., dancer, manager, or any other affiliation) in the 2023-2024 season.                              

  3. An audition video judge may not be (previously or currently) affiliated with a team that has applied to that competition.                                                                          

  4. Audition video viewing panelists and judging chairs are not allowed to disclose any information about teams’ audition tapes or other sensitive information to anyone outside of the other audition video viewing panelists or Raas All-Stars.                           

  5. An audition video judge is not allowed to judge for the competition they are audition video judges for.                                                                                                         

  6. An audition video judge may only judge audition videos for 1 competition.

Standardized Acceptance Release

 

 

 

Competitions will be responsible for adhering to this timeline. Failure to follow this may result in flagging of the competition or other consequences.

 

Teams may not drop from a lineup after accepting a spot during the SAR. If a team chooses to drop from a lineup after acceptance, they will be required to forfeit for the entire season. It will be up to the competition’s discretion whether the team will face a monetary penalty for dropping out of the lineup. 

 

 

 

Timeline for Spring Comps:

 

  • November 18th, 2023 4:00 PM CST: Bid comps will provide RAS with a list of teams in their first round of acceptances and subsequent waitlist.

  • November 19th, 2023 11:59 PM CST: RAS will notify all teams via email regarding their acceptances and waitlist positions. Teams have a 48 hour window to respond to the bid competition.

  • November 21st, 2023 11:59 PM CST: Teams must respond to the bid competitions by this date regarding acceptances/rejections to their lineup.

  • November 22nd, 2023 4:00 PM CST: Bid comps will provide RAS with a list of teams in their second round of acceptances subsequent waitlist.

  • November 22nd , 2023 11:59 PM CST: RAS will notify all teams via email regarding their acceptances and waitlist positions. Teams have a 48 hour window to respond to the bid competition.

  • November 24th, 2023 11:59 PM CST: Teams must respond to the bid competitions by this date regarding acceptances/rejections to their lineup.

  • November 26th, 2023 4:00 PM CST: Bid comps will provide RAS with a list of teams in their third round of acceptances subsequent waitlist.

  • November 26th, 2023 11:59 PM CST: RAS will notify all teams via email regarding their acceptances and waitlist positions. Teams have a 24 hour window to respond to the bid competition. 

  • November 27th, 2023 11:59 PM CST: Teams must respond to the bid competitions by this date regarding acceptances/rejections to their lineup.

  • November 28th, 2023 12:00 AM CST - December 2nd, 2023 11:59 PM CST: After third wave, bid comps will work with their waitlist teams to complete the rest of their lineup if necessary. You may ask RAS for assistance! Official lineup MUST be submitted by the end of this period.

Technical Rules & Guidelines

  1. All bid competitions must provide a box that is at least 4ft (depth) x 7ft (length) x 10ft (height).

  2. Bid competitions may accommodate their larger props at their discretion. Competition MUST provide applying teams with maximum condensed props dimensions on the Ekta platform


Please click the button below to direct you to the full Technical Rules & Guidelines.

Competition Weekend

  1. Show order must be determined in a completely random fashion consisting of at least two randomized blinds.
     

  2. Bid competitions will be working in collaboration with RAS to enforce bid-competition specific and RAS guidelines.
     

  3. At least one Raas All-Stars XVI Representative will be allowed in attendance at the following events throughout the competition weekend.
     

  4. Mixer/Pre-Show Events - To record competition activities for social media, ensure show order randomization, and to support the competition as needed.
     

  5. Props Set Up Walk Through - To allow representatives to validate that all props are stored safely and fall within the allocated props space guaranteed to teams.
     

  6. Judges’ Training/Deliberation - To ensure accordance with the Raas All-Stars Judging process and to collect pictures/copies of final rubrics and score sheets.

    • The Raas All-Stars Representative(s) cannot be related to any competing performers or affiliated with any competing raas/garba team at the competition and will be led by the Judging Chair of the bid competition.
       

  7. Awards Ceremony - To award the placing teams with Raas All-Stars Bid Points on stage.

    • A Raas All-Stars XVI promotional video must be shown immediately before the competition’s awards ceremony.

Marketing

Raas All-Stars will work closely with the appointed person(s) on the Marketing/Competition Relations committee. All Marketing/CR Chairs will be given a contract that lays out the specific postings and dates that are to be made on each party’s behalf, as well as weekend responsibilities. This will include but is not limited to: Bid Status, Raas All-Stars promotions/fundraisers, Bid Competition ticket links, etc.

 

*NOTE:

Failure to comply with the marketing contract may result in flagging of competition.

Judging

Raas All-Stars will work closely with the appointed person(s) on the Judging committee. The Judging Chairs will keep in regular contact with the Raas All-Stars Judging Leads, and will engage in several training sessions up until the Bid Competition date. Training sessions will take place throughout the season to review interaction between judges and the deliberation process (discussed more in the judging section of this packet). All competitions will be expected to abide by these rules.

 

*NOTE: A detailed contract will be sent out along with acceptances. In order to fully accept, all terms and conditions must be carefully reviewed and signed by each committee mentioned.

RAAS ALL-STARS AND BID COMPETITION RELATIONSHIP

M A R K E T I N G

*This may include, but is not limited to:

  1. Tagging Raas All-Stars when appropriate and disclosed

  2. Publicizing Raas All-Stars XVI ticketing information

    • A specific date and time will be provided by Raas All-Stars

  3. Announcing the Official Raas All-Stars XVI Team Lineup

  4. Announcing Raas All-Stars XVI Placings & Awards

*This may include, but is not limited to:

  1. Including the Raas All-Stars XVI bid competition seal in your show booklet/program if applicable

  2. Playing the Raas All-Stars XVI promotional video at the team mixer if possible

  3. Playing the Raas All-Stars XVI promotional video after all the teams have performed and before the awards ceremony

  4. Changing the bid competition Facebook Page cover photo to a graphic displaying the Bid Competition results

    • The graphic will be provided by Raas All-Stars

Bid Marketing

Presence

At least two Raas All-Stars XVI Representative will be allowed in attendance at the following events throughout the competition weekend:

  1. Mixer/Pre-Show Events - To record competition activities for social media, ensure show order randomization, and to support the competition as needed.

  2. Judges’ Training/Deliberation - To ensure accordance with the Raas All-Stars Judging process and to collect pictures/copies of final rubrics and score sheets.

    • The Raas All-Stars Representative(s) cannot be related to any competing performers or affiliated with any competing raas/garba team at the competition.

  3. Awards Ceremony - To award the placing teams with Raas All-Stars Bid Points on stage.

    • A Raas All-Stars XVI promotional video must be shown immediately before the competition’s awards ceremony. 

  4. Production Set Up - To ensure Raas All-Stars technical guidelines are being met, failure to do so will result in a fee.

Promotion

The competition and Raas All-Stars must mutually promote each other throughout the 2023-2024 season.

  1. Raas All-Stars agrees to promote the competition on social media. This includes:

    • Publicity during the week prior to the competition

    • An official competition show order announcement

    • An official competition placings announcement

  2. The competition must promote Raas All-Stars on social media. This includes:

    • An official Raas All-Stars XVI Bid Competition status announcement

    • A promotion for Raas All-Stars XVI to be posted between March 10th, 2024 and April 16th, 2024. This must include any Raas All-Stars XVI show and ticketing information. 

&

Judging

  1. All judging chairs must attend training sponsored by RAS.
     

  2. All potential judges for bid competitions must apply and be approved through the RAS Judging Application.
     

  3. The competition’s judging chair must meet with the Raas All-Stars XVI Judging Committee to better understand the judging process as well as any overall rules and regulations.
     

  4. Any board member who is also on a competitive raas-garba team during the 2023-2024 season or affiliated with a competing team at the respective competition may not be involved with judges’ deliberation.
     

  5. The competition must have a minimum of 5 judges (2 choreography, 2 execution, 2 artistic elements). At least 6 judges (2 per category) is strongly recommended, with an ideal panel to include 9 judges (3 per category).
     

  6. The final judging panel must be approved by RAS Judging prior to the competition. Competition deadline to submit final judging panel to RAS is January 7th.
     

  7. All approved judges must attend a training held by RAS in order to be eligible to judge this season.
     

  8. The competition Judging chair (or approved alternate if the chair is currently affiliated with a team) must be in the judges deliberation room. An RAS Representative must also be present to verify the judging process.

Bid Judging
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