Rules

May 4, 2009 by  
Filed under Rules

**If you would like to apply to be eligible for The Betty Mitchell Awards, please click here to download the application form.**

The Betty Mitchell Awards Ground Rules (LAST UPDATED 06/08/15)

The Betty Mitchell Awards Ground Rules

1. Mission

a) The Calgary Professional Theatre Awards Society (herein referred to as “The Betty Mitchell Awards”) recognizes, celebrates and promotes professional theatre artists and organizations of all sizes in Calgary. The core activity through which this is fulfilled is an annual awards program that involves Calgary’s professional theatre community in a democratic nomination and selection process.

2. Administration

a) The administration of the Betty Mitchell Awards is the sole responsibility of the Board of Directors.

b) The Betty Mitchell Awards Season runs June 15 to June 14 annually.

c) Administrative changes to the Ground Rules can occur at any point during the season after appropriate readings and votes. Any other changes will become official at the beginning of the following Season.

d) Changes to the Ground Rules must be given two (2) readings at two (2) different discussions. Changes will be deemed approved at an in camera reading with two thirds (2/3) of majority vote by Board of Directors.

3. Production Eligibility

a) The Board must be informed of all Eligible Productions at least forty-five (45) days prior to the first public performance of an Eligible Production.

All PACT companies who were eligible during the previous season will automatically be considered eligible for the Betty Mitchell Awards the following season, so long as all of their productions are in accordance with eligibility requirements 3c, 3d and 3e.

The Board member in charge of the Nomination Committee will contact all eligible companies from the previous season (PACT or otherwise) no later than June 14th of each year with a list of shows that are considered eligible for the following season. The Board member in charge of the Nomination Committee will endeavour to include on this list all the shows that have been announced publicly and are automatically eligible.

After this initial list is sent, it is the responsibility of each company (PACT or otherwise) to contact the board member in charge of the Nominating Committee and inform them of any shows that are missing from that initial list. Shows being produced by PACT companies will automatically be considered eligible so long as the board member in charge of the Nominating Committee is informed that the show is missing from the eligible show list 45 days prior to the opening performance of said show. Those companies who are not PACT must annually apply for eligibility and their productions will only be considered eligible if they are in accordance with eligibility requirements 3c, 3d and 3e.

Any Presenting Company that was eligible in the previous season, but is producing a show that is not eligible under requirements 3b, 3c, and 3e is required to complete an Eligible Production Application (download here).  This form must be completed and returned to the Board for consideration at least 45 days before the first scheduled public performance.

Consideration will be given to factors such as total number of performances, audience size, consistent representation in the community, long standing production history and commitment to employing professional artists. The Request for Provision will be reviewed by the board at the next regularly scheduled committee meeting. At that time the board will debate the Request. The production will be deemed eligible with two thirds (2/3) of majority a vote by board members.

b) Any Presenting Company that was not eligible in the previous season (including newly formed companies, co-ops and project based ventures) that has an upcoming production that falls under eligibility requirements 3c, 3d and 3e, must submit an application form (download here) a minimum of 45 days prior to the first public performance to be considered an eligible production. Productions that do not meet eligibility requirements 3c, 3d and 3e can submit a Request for Provision. Consideration will be given to factors such as total number of performances, audience size, consistent representation in the community, long standing production history and commitment to employing professional artists. The Request for  Provision will be reviewed by the Board at the next regularly scheduled committee meeting. At that time the Board will debate the request. The production will be deemed eligible with two thirds (2/3) of a majority vote by Board members. Any Board member directly involved with a production under consideration for eligibility will recuse themselves from the vote.

c) Eligible Productions must be professional theatre productions. The Betty Mitchell Awards define a professional theatre production as one in which fifty percent (50%) OR five (5) members – whichever is the lesser – of the creative and production teams (actors, directors, choreographers, stage managers, designers) are engaged under a CAEA approved contract. Other contractual arrangements must be submitted to the board for approval.

d) Eligible Productions must be open to the general public and run for at least nine (9) performances over a minimum of two (2) weekends.

e) Eligible Productions must run in the city of Calgary.

f) For remounts of Eligible Productions, only previously un-nominated or new elements will be deemed eligible for nomination. It is the Board’s responsibility to make known to the Nominating Committee any previously nominated elements in a remount.

g) Presenting Companies agree to provide two (2) complimentary tickets to each Eligible Production for each Nominating Committee member.

h) Presenting Companies agree to provide a single contact at their company to be a Liaison to the Betty Mitchell Awards (usually a publicist) and agree to distribute Betty Mitchell Awards information to staff and artists as needed.

4. Award Categories

a) Outstanding Production of a Play – All Eligible Productions may be considered for this award. Presenting Companies must choose whether Eligible Productions are to be considered for Outstanding Production of a Play or Outstanding Production of a Musical, as a production will only be considered under one of these categories. The Board may deem musicals eligible for this award in a Season when there are not enough nominees for a separate Outstanding Production of a Musical category.

b) Outstanding Production of a Musical – This category is for musical theatre, opera, operetta, revue-type musicals and cabaret style musicals. Presenting Companies must choose whether Eligible Productions are to be considered for Outstanding Production of a Play or Outstanding Production of a Musical, as a production will only be considered under one of these categories. The Board may transfer musicals to the Outstanding Production of a Play category in a Season when there are not enough nominees for a separate Outstanding Production of a Musical category.

c) Outstanding New Play – This award is awarded to the playwright of a new play or musical that premieres in Calgary. This means no full production anywhere else can have occurred prior to its Calgary premiere. Workshops or workshopped productions do not negate eligibility in this category.

d) Outstanding Performance by an Actress in a Drama – All female performances in any eligible dramatic play are eligible. Nominating Committee members will decide whether an actress is playing a lead or supporting role in the dramatic play.

e) Outstanding Performance by an Actor in a Drama – All male performances in any eligible dramatic play are eligible. Nominating Committee members will decide whether an actor is playing a lead or supporting role in the dramatic play.

f) Outstanding Performance by an Actress in a Comedy or Musical – All female performances in any eligible comedic play or musical are eligible. Nominating Committee members will decide whether an actress is playing a lead or supporting role in the comedic play or musical.

g) Outstanding Performance by an Actor in a Comedy or Musical – All male performances in any eligible comedic play or musical are eligible. Nominating Committee members will decide whether an actor is playing a lead or supporting role in the comedic play or musical.

h) Outstanding Performance by an Actress in a Supporting Role – All female performances in any eligible comedic or dramatic play or musical are eligible. Nominating Committee members will decide whether an actress is playing a lead or supporting role.

i) Outstanding Performance by an Actor in a Supporting Role – All male performances in any eligible comedic or dramatic play or musical are eligible. Nominating Committee members will decide whether an actor is playing a lead or supporting role.

j) Outstanding Direction – All directors from any eligible production are eligible. In the event a production has more than one director they are eligible as a group.

k) Outstanding Set Design – The set designer is in charge of all hard scenic elements onstage in a play or musical. All set designers from any eligible production are eligible. In the event a production has more than one set designer they are eligible as a group.

l) Outstanding Lighting Design – The lighting designer is in charge of all lighting elements visible onstage in a production. All lighting designers from any eligible production are eligible. In the event a production has more than one lighting designer they are eligible as a group.

m) Outstanding Costume Design – The costume designer is in charge of all clothing worn by the actors onstage in a production. All costume designers from any eligible production are eligible. In the event a production has more than one costume designer they are eligible as a group.

n) Outstanding Sound Design or Composition – The composers of completely original music for an eligible production, and the designers or composers of entirely compiled or original (or any combination thereof) underscores or soundscapes for an eligible production are eligible. In the event a production has more than one sound designer or more than one composer they are eligible as a group. In the event a production has both a sound designer and a composer, Nominating Committee members will decide whether they are eligible separately and independently or as a group.

o) Outstanding Musical Direction – A musical director is in charge of any live music played or sung onstage in a production. All musical directors from any eligible production are eligible. In the event a production has more than one musical director they are eligible as a group.

p) Outstanding Choreography or Fight Direction – A choreographer is in charge of all dance movement onstage in a production. A fight director is in charge of all choreographed fight movements in a production. All choreography or fight direction from any eligible production is eligible. In the event a production has more than one choreographer or more than one fight director they are eligible as a group. In the event a production has both a choreographer and a fight director they are eligible separately and independently of each other.

q) Outstanding Projection or Video Design – Projection is defined as a display of an image or images, still or moving, live or pre-recorded, by a device such as a: movie projector, video projector, overhead projector, slide projector or camera obscura. The projection or video designer is in charge of all projected elements visible onstage in an eligible production. All projection or video designers from any eligible production are eligible. In the event that a production has more than one projection or video designer they are eligible as a group. This award may be withheld due to a lack of projection and/or video designs in a given season.

5. Special Award Categories

a) Special Award Categories honour outstanding achievements outside the Award Categories listed in section 4. Some examples outside the prescribed categories might be Outstanding Ensemble, Puppetry, Mime, or anything else the Nominating Committee thinks is worthy of recognizing.

b) Special Award Categories are implemented upon recommendation of the Nominating Committee in sufficient numbers. The Board will make the final decision regarding the presentation of Special Awards.

6. Nominating Committee

a) The Nominating Committee attends Eligible Productions and selects the five (5) nominees and one (1) Award Recipient in each of the Award Categories. (See section 8 (Nomination Ballot Tabulation) and section 9 (Final Ballot Tabulation) of the Ground Rules for more information about the nomination and recipient selection processes.)

b) The Board will select the twelve (12) members for the Nominating Committee from the theatre community. The Nominating Committee is chosen to reflect a balance of different disciplines, ages, experience and genders.

c) Members of the theatre community may voice their interest in joining the Nominating Committee at any time to any member of the Board.

d) Nominating Committee members cannot serve two (2) consecutive seasons on the Nominating Committee.

e) Nominating Committee members are volunteers from the theatre community and will receive no compensation for their work.

f) The Board will attempt to ensure that the Nominating Committee remains as anonymous as possible. Their names will be provided to the Presenting Companies’ box offices for the purposes of booking tickets to Eligible Productions and to other members of the Nominating Committee. Pursuant to provincial and federal privacy and information protection legislation, their names and contact details will be provided to no one else unless deemed necessary by the Board. Nominating Committee members are asked not to reveal their participation in the committee to other members of the theatre community until after the awards ceremony.

g) Nominating Committee members are instructed to attend all Eligible Productions. However, Nominating Committee members must see a minimum of seventy-five percent (75%) of the Eligible Productions for their Nomination Ballot to be recognized as part of the nomination tabulation process.

7. Passport Holders

a) The Board will produce a Passport which members of the public may use as proof of attendance at eligible shows.

b) Passports will be available to the public throughout the season at all theatre box offices, or through the Betty Mitchell Awards website.

c) Stamps to officially mark attendee’s Passports will be made available to Presenting Companies’ box offices. Presenting Companies’ box offices will use the provided stamp to mark all attendee’s Passports when presented.

d) At the conclusion of the Season members of the public whose Passports show they have attended twenty-five (25) Eligible Productions may submit their Passports to the Bettys accounting firm by June 30.

e) Members of the public submitting Passports proving attendance to 25 eligible productions shall be given the same Final Ballot and rights as Nominating Committee members during the Final Ballot Tabulation process as outlined in section 9 of the Ground Rules (Final Ballot Tabulation).

8. Nomination Ballot Tabulation

a) The Nominating Committee casts anonymous ballots provided by the Board upon the conclusion of the Season. They vote in each category using a four point weighted scale in each category. Their first choice receives four (4) points, second choice receives three (3) points, third choice receives two (2) points, and their fourth choice receives one (1) point. Nominating Committee members are not obligated to provide four selections in each category.

b) Nominating Committee ballots are tabulated by an independent accounting firm, with the Board members or representatives as scrutineers and remain completely secret. The resulting Betty Mitchell Award nominations also remain secret until the Final Ballot is revealed at a press conference at the end of the Season. Any paperwork or documentation created during the tabulation process will remain sealed with the accountant until a minimum of two weeks after the Awards Ceremony, at which time they are destroyed.

c) In the event a Board member is also a Nominating Committee member, they may serve as a Nomination Ballot scrutineer, however they may be asked to recuse themselves from the scrutinizing process at any point deemed necessary.

d) After the Nomination Ballots are tabulated the top five (5) nominees with the most points, in each Award Category, will comprise the Final Ballot.

e) There are to be a maximum of five (5) nominees in each Award Category on the Final Ballot except in the case of an unbreakable tie, and a minimum of three (3) nominees in order for a category to appear on the Final Ballot.

f) Ties for the fifth place on the Final Ballot are broken as follows: The nominee receiving points from the most Nominating Committee members always receives the nomination. For example, if one nominee receives one 4 and another receives 1s from four separate Nominating Committee members (totaling 4 points), the latter receives the nomination because more Nominating Committee members supported it. If two nominees receive an identical number of points from an identical number of Nominating Committee members, the nominee that received the most 4s breaks the tie. If the two nominees receive an identical number of 4s, the tie is broken by the one receiving the most 3s, and so on. If everything is identical, the tie is unbreakable and all nominees tied for fifth place appear on the Final Ballot.

g) If a performer receives votes from Nominating Committee members for the same performance in the Lead, Supporting and/or Performance in a Musical categories, they are eligible in the category where they received the most points. If there is a tie, it is broken as per section 8f of the Ground Rules.

h) All points are transferable between Award Categories for nominees receiving points for the same performance in the Lead, Supporting and/or Performance in a Musical categories. For instance: If an actress receives points in both the Lead and Supporting categories, and receives more points in the Lead category, she is then eligible for Actress in a Lead Role. In tabulating however, the points she receives in the Supporting category will be added to the points she receives in the Lead category. This will prevent an outstanding achievement remaining un-nominated because of a vote split. If there is a tie, it is broken as per section 8f of the Ground Rules.

9. Final Ballot Tabulation

a) Once the Final Ballot nominees are selected the Nominating Committee, Passport Holders, and living recipients of Betty Mitchell Awards from the previous year who reside in the Calgary area (defined here as within 100km radius from the Calgary city limits) will cast anonymous ballots provided by the Board.   These ballots will be mailed to all persons eligible to receive them by the Board.

b) Nominating Committee members, Passport Holders, and living recipients of Betty Mitchell Awards from the previous year who live in the Calgary area are asked to select one (1) Award Recipient in each of the Award Categories. The nominee receiving the most selections is declared the Award Recipient. If there is a tie, all tied achievements shall receive an Award.

c) Final Ballots are tabulated by an independent accounting firm and remain completely secret. The resulting Award Recipients also remain secret until they are revealed at the Awards Ceremony. Nominating Committee ballots and any paperwork or documents created in the final tabulation process will remain sealed with the accountant until a minimum of two weeks after the Awards Ceremony, at which time they are destroyed.

10. Greg Bond Memorial Award

a) The Award honours the outstanding achievement by an individual – either for this season or for accumulated dedication or achievement – in musical theatre. Recipients will have shown a sustained and significant contribution to musical theatre in Calgary, have demonstrated respect for all individuals involved in the production of a musical, and demonstrate a commitment to their ongoing professional development as an artist.

b) The Recipient is selected by a special Jury.

c) The Jury is selected by the Board and is comprised of five (5) members and one (1) non-voting Chair.

d) The Jury will consist of past recipients of the Award, members of the theatre community with a background in musical theatre, and one member of the Board Committee.

e) The Board will send out a Call for Nominations before the end of each Season.

f) Nominations for the Award will only be accepted by the Chair of the Jury, or via the Betty Mitchell Awards email address and only after the Call for Nominations has been sent and before the deadline for Nominations.

g) Each nomination application must include the following:
The nominee’s full address, e-mail (optional) and telephone number.
A one-page letter explaining why the nominee should receive this award.
Supporting documentation to a maximum of 10 pages (optional). This could include letters of support, newspaper articles, etc.  (No videos will be accepted, please do not send original documents as materials submitted cannot be returned)

h) Nominations may be submitted by the theatre community including members of the Jury, Nominating Committee, or Board.

i) Nominations will be kept for three years for review and consideration.

j) The deadline for Nominations will be June 30 of each year.

k) The Chair of the Jury will call a meeting of the Jury, to select a Recipient from all nominations in July of each year.

l) The Award will consist of a statuette and $1,000.

m) Upon approval of the Recipient, the Jury Chair will inform the Recipient in advance of the Awards Ceremony. The board member on the jury will facilitate material and speaker requirements with the Jury Chair for the Awards Ceremony.

11. Dean Ott/Debbie Boult Award

a) The Award honours the outstanding achievement by an individual in production or technical elements of theatre such as stage managers, running crew, electricians, carpenters, props builders, et cetera. Recipients will have shown a sustained and significant contribution to production or technical elements of theatre in Calgary.

b) The Award Recipient is selected by a special Jury.

c) The Jury is selected by the Board and is comprised of five (5) members and one (1) non-voting Chair.

d) The Jury will consist of past recipients of the Award and members of the theatre community with a background in production or technical theatre and one member of the Board.

e) The Board will send out a Call for Nominations before the end of each Season.

f) Nominations for the Award will only be accepted by the Chair of the Jury or via the Betty Mitchell Awards email address, and only after the Call for Nominations has been sent and before the deadline for Nominations.

g) Each nomination application must include the following:
The nominee’s full address, e-mail (optional) and telephone number.
A one-page letter explaining why the nominee should receive this award.
Supporting documentation to a maximum of 10 pages (optional). This could include letters of support, newspaper articles, etc.  (No videos will be accepted, please do not send original documents as materials submitted cannot be returned)

h) Nominations may be submitted by the theatre community including members of the Jury, Nominating Committee, or Board.

i) Nominations will be kept for three years for review and consideration.

j) The deadline for Nominations will be June 30 of each year.

k) The Chair of the Jury will call a meeting of the Jury, to select a Recipient from all nominations in July of each year.

l) The award will consist of a statuette.

m) Upon approval of the Recipient, the Jury Chair will inform the Recipient in advance of the Awards Ceremony. The board member on the jury will facilitate material and speaker requirements with the Jury Chair for the Awards Ceremony.

12. Duval Lang Theatre for Young Audiences Award

a)    In conjunction, both Quest Theatre and The Bettys will collectively administer an annual award for outstanding contribution to the field of theatre for young audiences in the Calgary, Alberta area.

b)    The recipient of this award may be an individual or a group of individuals, but not an organization.

c)    The Award will consist of a statuette and a monetary award of $2000.00 (Cdn).

d)    The financial aspect of The Award is to be managed by the Calgary Foundation, and will be delivered to The Bettys by Quest Theatre annually no later than the day of the awards ceremony, in the form of a cheque made out to either The Betty Mitchell Awards or the actual recipient of The Award.

e)    The recipient of The Award will be a Calgary individual (or group of individuals) who embodies the characteristics of dedication, leadership, innovation, passion, and generosity and has demonstrated excellence in the field of Theatre for Young Audiences.

f)     Nominations for the Award will only be accepted by the Chair of the Jury or via the Betty Mitchell Awards email address, and only after the Call for Nominations has been sent and before the deadline for Nominations

g)     Each nomination application must include the following:
The nominee’s full address, e-mail (optional) and telephone number.
A one-page letter explaining why the nominee should receive this award.
Supporting documentation to a maximum of 10 pages (optional). This could include letters of support, newspaper articles, etc.  (No videos will be accepted, please do not send original documents as materials submitted cannot be returned)

h) Nominations may be submitted by the theatre community including members of the Jury, Nominating Committee, or Board.

i) Nominations will be kept for three years for review and consideration.

i) The Jury is selected by the Board and is comprised of five (5) members and one (1) non-voting Chair.  The Jury Chair will ask Quest Theatre to suggest members of the Calgary theatre community to sit on this jury, and a minimum of 2 and a maximum of 4 of Quest Theatre’s suggested individuals will be selected to sit on the jury.  The Calgary Foundation can provide one member of the jury.  One member of the Board will be appointed.Up to a maximum of 5 jury members will be required annually.  The chair of this jury will only have a vote if it is needed to break a tie.  The jury will select the recipient from nominees offered by the public.

k)    The Bettys will provide press releases to the media, and will disseminate information to the Calgary theatre community about The Award annually, in order to build awareness and promote nominations within the community.  Quest Theatre will be offered the opportunity to provide feedback on these publicity materials prior to their release to the public.  All promotional materials will be provided to Quest Theatre to distribute to their stakeholders and audience members in order to increase awareness of the award.

l)    The submission deadline for this award will be June 30 annually.

m)    Quest Theatre will source and hire an artist to design and create the statuette handed out to the recipient.  The Bettys will annually pay Quest Theatre an amount equal to the cost of the statuette awards in the current year.  This amount will be amended annually if the cost of a Betty statuette changes.

n) Upon approval of the Recipient, the Jury Chair will inform the Recipient in advance of the Awards Ceremony. The board member on the jury will facilitate material and speaker requirements with the Jury Chair for the Awards Ceremony.

13. Betty Mitchell Outstanding Achievement Award

a) The Award honours the outstanding achievement by an individual or group – either for this season or for accumulated dedication or achievement – to Calgary’s theatre community. Eligible recipients will have shown a significant contribution to theatre in Calgary. There is no limitation to whom this Award may be presented.

b) A person, persons, group or groups can be nominated for this award by the Nominating Committee. In cases where the Nominating Committee chooses to create a category for multiple nominees, nomination ballots and recipients will be decided by the same rules outlined in Sections 6, 7, 8 and 9 of the Betty Mitchell Awards Ground Rules.

c) In cases where the Nominating Committee has not agreed to nominate a person, persons, group or groups an Award Recipient can be selected by the board

c)   Nominations for the Award will only be accepted by the Chair of the Board.  Nominations may be submitted by the theatre community including Nominating Committee and Board members.

d) The deadline for Nominations will be June 30 of each year.

f) There is no obligation on the Board to inform the recipient beforehand, however they may do so if they so choose.

i) There is no obligation on the Board to present this award annually.

h) Multiple Betty Mitchell Outstanding Achievement Awards can be presented in a single season if the Board so chooses.

14. Board and Questions or Comments

a) The Board oversees all operations and administration of the Betty Mitchell Awards and the Calgary Professional Theatre Awards Society.

b) The Board is governed by the Society Act of Alberta.

c) Board members are volunteers from the theatre community and will receive no compensation for their work.

d) The Board will meet, on average, once a month – unless other wise decided by its members – to discuss the operations and administration of the Betty Mitchell Awards.

e) Board members are chosen to reflect a balance of different disciplines, ages, experience and genders. Skill sets of potential members are also taken in to heavy consideration.

f) The Board is charged with replenishing its retiring members with new members who can serve to fill vacated duties of the Committee. Nine – twelve members has been deemed the optimal size of Board.

g) Members of the theatre community may voice their interest in joining the Board at any time to any member of the Board.

h) New Board members may be voted onto the Board with two thirds (2/3) of majority a vote by the current Board members.