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Retreat: FAQs

Thank you for your questions and suggestions. If you have other questions not answered below or ideas for sessions, leaders, places to visit in New Orleans, or other thoughts, please email the Retreat Director

Questions

CONTENT


FINANCIAL AND REGISTRATION


SAFETY RELATED


MISCELLANEOUS

Answers

CONTENT

I’m a new professional in this field.  Why should I attend?  Will there be sessions that apply to me?

Yes. We have always worked to provide as wide a range of topics that will be helpful for a wide range of backgrounds. The most significant benefit for everyone, however, regardless of experience, is the opportunity to meet and talk with colleagues whether they are long-time acquaintances or new friends. The Retreat offers the time to talk and share ideas, which is built into the schedule and, as much as possible, into the session design, working to give as much one-on-one time to gather glimpses into each other’s operations, supporting the concept of “coopetition.” READ MORE

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I’ve been involved in the industry for a long time. What are you planning for experienced agents and artists?

We are looking at the same scenario for colleagues new to the field as well as veterans—variety and networking. And given the vast obstacles we have had and continue to face with the state of the world, we all have a great deal of new challenges to tackle together. We view this in two directions: our newer colleagues will look to established professionals for advice and direction while the more novice professional will be able to provide the veteran with fresh perspectives to age-old tasks. The answers could be anywhere on that spectrum. READ MORE

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What are topics being explored for sessions? 

There have already been a variety of topics suggested for the Retreat and the Retreat PD Committee will be looking over those ideas in the coming weeks as well as a review of what was planned for 2020. We will look to get you the biggest bang for your buck by offering a variety of session topics that address issues you suggest. Our time is limited and we are committed to providing open time as well, but will seek a productive balance. If you have specific topics you would like us to consider or would like to propose a session to lead, please email the Retreat Director, preferably by early December. READ MORE

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I am not an agent or manager. Will I get anything out of an Agent-Manager Retreat?

Yes. We will learn by sharing with and listening to each other. The Retreat will work to maintain networking as its major focus and opportunities to discuss ideas and share each other’s thoughts from all sides of this unique industry. We will provide the forum and will count on you to make it as personally and professionally productive as possible. READ MORE

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As a professional from Canada or Mexico, what benefit will attending the Retreat have for me?

Over the past two years, NAPAMA has been working to broaden our reach throughout North America. We have been successful, especially in Canada, in growing that participation and have focused on the needs of those members. There is more to do and your attendance will help in that regard. The plan here is to be able to share best practices across all three countries with the Retreat being an effective and expedient avenue to make that happen. As we had planned for 2020, we will also look at sessions that address specific needs of other North American countries as well as seeking session leaders outside the U.S.

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Will this help me develop a network through the industry?

Yes. NAPAMA is a unique organization as the only one that directly serves and advocates for the agent, manager, and self-represented artist. In addition, membership brings presenters, producers, consultants, service organizations, and others professionally engaged in touring of the performing arts. This provides distinctive opportunity to network with a variety of colleagues in the industry while helping them have a deeper understand understanding agent/manager/artist perspective and vice versa.

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What if someone has a workshop/round table that they would like to lead?  Are we open to that in planning?

Yes. We have started and will continue to solicit session ideas as well as leader recommendations throughout the planning process. The 2020 Retreat that needed to be postponed, was built 100% from ideas, suggestions, and comments provided by colleagues and past attendees from the previous three years along with newer surveys and conversations. But our world has change immensely over the last several months, so we need to take a fresh look at what are your current needs. So, as we continue to define the content for 2021, we will be looking at all possibilities. If you would like to propose a session, please email the Retreat Director. The proposals will be shared with our Retreat Professional Development Team. We will have more details regarding this in the coming weeks. READ MORE

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How much of the Retreat is fun and how much is work?

Frankly, we hope that all of your time, even when attending sessions, will be fun. But it really is up to you. The current plan is, from early Sunday afternoon through early Tuesday afternoon, to have about 15 hours of convening for sessions and group meals. The rest of the time we will have some optional activities set up with possible excursions, Dine-Arounds, and the like. But if you wish to skip out of a session or two, relax in your room, or explore the Big Easy on your own, that’s perfectly fine. This is your time to retreat, refresh, regroup, reenergize, and reset. READ MORE

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FINANCIAL AND REGISTRATION

Are there any scholarships available for the Retreat?

Initiated by a fellow member on a NAPAMA webinar, we have started a Retreat Scholarship Fund as of October 14. That fund is growing. However, we won’t know until closer to registration opening—currently planned for the middle of January—how much that will yield or what the demand may be. The Retreat Logistics Team will monitor this and work on a simple confidential application form to include criteria centered on being a current member and experiencing significant financial hardship. When the process  is confirmed, all members will receive an email and it will be posted in our members only Facebook page.

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I would like to contribute to the Retreat Scholarship Fund. How do I do that?

Thank you, and it’s simple. Just donate on our website, and we will be sure it is given to a member colleague with financial need. DONATE NOW

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Will registration income cover NAPAMA’s cost of the Retreat?

Not fully. The Retreat budget is a break-even, bare-bones proposition. The early-bird registration (through April 14) for members is $225, the same as the 2020 Retreat. The actual cost to NAPAMA per person is approximately $325. The difference is made up to a small degree by either non-member or late registrants. The bulk of the balance is covered by several generous sponsors. READ MORE

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I see several sponsors already listed. Can I still be a sponsor?

Yes. Sponsors help defray the cost of the Retreat while providing significant cross-collegial exposure for your business. The deadline for receiving the full run of benefits is February 1, which includes your acknowledgement on a printed mailer planned for later in February. Sponsors will be accepted, however, through April 14. READ MORE

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Do I have to be a member to register and attend?

No. We welcome everyone involved in the professional management, promotion, and presentation of the touring performing arts. However, as a member, you will save $75 off the registration fee plus all the other benefits available throughout the year. READ MORE

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How do I receive the member price for registration?

Provided you are a member when you register and your membership is active during the Retreat, you are good to go. Just be sure to log in to your membership account at the start. Any registrant whose membership will be expired before May 18 will be asked to provide the difference or rejoin. If you are not a member now and wish to save $75 and receive all other membership benefits throughout the year, join before you register. READ MORE

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Can I register my colleagues?

Yes. But please understand that memberships are non-transferable. So, if they are not currently a primary member ($150 or $200) or an Affiliate member with your business or ensemble (only $25), they will need to join before registering or pay the non-member cost. READ MORE

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When can I register and make my hotel reservation? And how long do I have to register?

We anticipate opening registration and hotel reservations by the middle of January and will keep you posted on the exact date. You will have through April 14 to register at the early bird rate (saves you $75). The earlier you register, the better; but you can register as late as at the Retreat, understanding that a last-minute reservation could be problematic for meals and distancing requirements that need to be arranged in advance. READ MORE

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Can students and retirees attend?

Yes, of course. And students and retirees are eligible for a complimentary membership in NAPAMA, which affords them the discounted member registration fee. Join first, await approval, then register. And students currently enrolled in a college or university and engaged in studying the performing arts either in performance or management may be able to get complimentary registration by volunteering. We do need to limit students registration to those 18 or older. READ MORE

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Safety Related

What happens if COVID spikes again?  Will the Retreat still happen?  Can I get my money back? Will it be moved or cancelled?

There really is no chance that the Retreat would be moved. However, because of the pandemic, we may be forced to alter the Retreat or postpone it. If you register and we need to postpone, you will receive a full and prompt refund as we did for the 2020 Retreat that was postponed.

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Is the capacity of the Retreat being reduced to accommodate social distancing? What are the safety protocols that will be in place during the sessions, both from the hotel and from NAPAMA's point of view?

We will be keeping health and safety as the top priority. Whatever mandates may be in place by the City of New Orleans or the State of Louisiana will be followed, including masks and distancing if required or advised, and you will be kept informed. The Hilton hotel is also following all proper protocols and is ready to provide additional space if required to meet distancing requirements. Although we don’t expect that we will have to limit registrations based on attendance history, we will also watch that closely if it begins to exceed our estimates. READ MORE

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Will meals be buffet style where everyone is handling the food or will any group food events be pre-packed to avoid too much handling?

We are planning two plated/serviced lunches and two hot breakfast buffets. However, if the situation requires serving meals in a different manner to follow safety standards, the hotel is ready to provide that.

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What is the hotel and New Orleans doing to keep us safe?

Hilton Hotels was one of the first hotel groups to offer a detailed and coordinated plan for safety, partnering directly with Lysol. The have a CleanStay/Meet protocol set that is extensive. They are also offering a 48-hour, no penalty cancellation. We are also in direct contact with New Orleans & Company, NOLA’s convention office as following the state and city dashboards and COVID-related pages to asses the status. Additionally, we have several contacts in New Orleans and at the CDC we can call on for additional advice. In following the figures in New Orleans more recently, the positivity rate for Orleans Parish hovers between 1-2%, which is well below the warning level of 3-5% and danger level of 8% or more. The testing rate for Or leans Parish and Louisian is significant at 70% or higher.  READ MORE

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What if there are airspace closures or restrictions within the U.S. or between U.S. and Canada and Mexico.

We will be closely monitoring air travel advisories as well as the general status of the pandemic, infection and positivity rates, quarantine mandates, and other information to determine the feasibility of holding our meeting as planned.

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Can the event be constructed to pivot into a virtual event if we are not able to meet in person? Could it be a hybrid?

These are all possibilities and in our considerations. For now, we will proceed with a positive outlook on meeting in person. But if we are not able to do that, we will re-evaluate how the content will best serve the industry, whether it is to postpone completely, go virtual, or to a hybrid model.

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Why should we plan a conference now when there are so many unknowns?

Since we were planning on being in New Orleans in 2020, we are a couple steps ahead in general planning. However, because of the pandemic, there is a significant amount more to consider and will proceed, as we have acknowledged, with “informed optimism.” There is no doubt that people are longing to meet in person once again and hope NAPAMA will be able to deliver that to our colleagues. Additionally, there are already other organizations looking at or announcing plans for in-person conferences in Spring 2021 and beyond and want to make sure that we do not conflict with any additional meetings that could be in the works. That cannot happen without planning and considering alternate possibilitieseattr. However, we will adjust as we move forward as we have all needed to do in so many parts of our personal and professional lives. READ MORE

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MISCELLANEOUS

Do you need any volunteers?

Yes. Closer to the Retreat as well as during, we will need a variety of volunteers. You can email the Retreat Director now or let us know when you register. READ MORE

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What about student volunteers?

Yes. We could definitely use a couple students during the Retreat and will provide reduced or complimentary registration for at least two. There are also opportunities before the Retreat. READ MORE

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Will there be any group meals like an opening dinner or is it dine on your own with friends?

Yes to both. We are planning a small welcome reception on Sunday late afternoon and group meals on Monday and Tuesday to include breakfast and lunch, all part of your registration. Evening meals will be on your own, joining informally with colleagues as you wish. For Monday night, we will be organizing Dine-Arounds where registrants can sign up in advance for specially-selected nearby restaurants. If you would like to host a Dine-Around, let us know. READ MORE

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Do I need to join the group reception and meals?

No. But it is part of your registration and we are not able to provide a non-meal registration option.

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What if I have special dietary needs? Can the hotel provide options?

Yes. When you register, you will be asked if you have any specific dietary requests and will share that with the catering staff at the hotel in order to accommodate.

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Can I bring a guest?

Yes. If they would like to join the Retreat group meals, you can sign them up when you register or closer to the Retreat for a fee based on our cost. However, if they plan to attend sessions with you, they will need to be registered, which will include meals. Additionally, they are welcome to join any other activities that may be planned and announced closer to the Retreat such as small group tours, excursions, Dine-Arounds, or other activities.

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Can I pitch my artists to presenters or my products to registrants?

No. This Retreat is designated as a “no sales zone.” Other conferences center on booking and selling, so we work diligently at the Retreat to remove that level of pressure on everyone with the focus on getting to know each other and each other’s operations without the specter of sales.

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Can I come early or stay later at the same hotel?

Yes. The Hilton is offering 3 days before and 3 days after at the same rate. However, the availability is limited, so would not delay once reservations open. READ MORE

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Do I have to stay at the Retreat hotel?

We hope you do, but no. The rate at the Hilton New Orleans/St. Charles Avenue is only $139 and is a beautiful, historic building in an excellent location with short walks to a wide variety of landmarks. Plus, we are banking on you staying at the Hilton to help keep our costs down, guaranteeing a minimum number of room reservations. This is one way we are able keep the room rate so low. And if you have ever stayed at any non-conference hotel, you know that it is not as convenient or as time efficient. READ MORE

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Why New Orleans?

Over the years, the Retreat has moved from city settings to a Florida beach to the mountains of Pennsylvania. When we were considering where to go for 2020, we submitted RFPs to 8 different cities, including Fort Lauderdale, and received over 75 proposals. We narrowed that down to Fort Lauderdale and New Orleans with the other locations having a variety of issues mostly centered around room rate and general costs. Among several reasons why the Board picked New Orleans over Southern Florida include a better hotel rate for registrants, significant direct flight options, a change of scenery for our regular attendees, and a slightly shorter flight and time zone change that would shave up to 2.5 hours off the clock for West Coast colleagues. Then, take the history and atmosphere of one of the U.S.’s most iconic and unique cities, and we settled on the Big Easy. READ MORE

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