The SGIS Arts Hosting Handbook

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I. Mission and Introduction

Welcome to the SGIS Arts Executive Committee's Hosting Handbook. This document is designed to guide and empower arts teachers and school administrators who are considering taking on the rewarding responsibility of hosting an SGIS Arts event at their school.

SGIS Arts was established to provide opportunities for learning and celebration of the arts in schools throughout SGIS. By hosting an event, you become a direct partner in achieving our core goals:

To connect Arts teachers across international schools within SGIS.
To unlock the potential of Arts events/festivals for our students, both nationally and regionally.
To give students and teachers the opportunity to meet, work with, and learn from peers and colleagues at other SGIS schools.

Thank you for considering this vital role in supporting the international school arts community across Switzerland.

II. Why Host? The Benefits to Your Community

Hosting an SGIS Arts event provides immediate and lasting value to your school community, often exceeding the required logistical effort.

Benefits to Your Students

Exposure to Excellence: Students receive direct, high-level instruction from renowned guest practitioners and clinicians.
Networking and Aspiration: They meet and collaborate with highly talented peers from across the region, fostering friendships and broadening aspirations in the arts.
Community Pride: Your students act as ambassadors for your school, taking pride in showcasing their Arts progamme, facilities and local area.
Skill Development: Participation, especially in the technical and front-of-house roles, develops valuable skills in leadership, logistics, and event management.

Benefits to Your Staff

Professional Development: Hosting provides unparalleled networking opportunities with Arts colleagues and the chance to observe fellow educators in action.
Enhanced Profile: Your Arts faculty gains recognition as leaders and contributors within the SGIS professional community.
Team Building: Organizing a large-scale event is an excellent, high-impact team-building exercise that elevates the status of the Arts department within your institution.

Benefits to Your School and Administration

Showcasing Facilities: Hosting is the ideal opportunity to display your school’s unique Arts and auditorium facilities to the wider SGIS community.
Demonstrating Leadership: Your school is recognised as a supportive and proactive leader in international education and arts provision.
Internal Visibility: The event often generates positive attention and enhanced support from school leadership, parent groups, and the Board.

III. Financial Considerations (General Budgeting)

Effective financial planning is key to a smooth hosting experience. Hosts are responsible for managing the day-to-day budget, which is primarily covered by student registration fees.

Standard Income Sources

Registration Fees: These fees are collected per participant and, in principle, are designed to cover the full operational costs of the event (e.g., guest practitioner fees, sheet music, materials, catering). The host school, in consultation with the SGIS Arts Executive Committee, may decide whether to charge per student only or per participant (including accompanying teachers/chaperones), depending on the event's specific cost drivers.
School/Third-Party Funds: Host schools are encouraged to explore local funding opportunities. You may approach a third-party affiliate (e.g., a local music company for a music festival) or use school funds to subsidize items like custom T-shirts or unique catering options. Perhaps your school would also consider sponsoring a specific experience within a festival (e.g. a pizza party on the first night).

Core Expenditure Areas (Checklist)

Item	Notes
Catering & Refreshments	Budget for daily lunch for all participants, snacks, and a final evening banquet/pizza dinner for students/staff. (Excluding breakfast for hotels).
Printed Materials	Printing of programs, signage, lanyards/badges, schedules, and certificates.
Materials & Supplies	School-Provided: Standard items like extension cords, basic stationery, and first aid supplies are provided by the host school. Registration-Fee Covered: Specialist or purchased items, such as purchased sheet music, specialist art materials, or specific equipment hire, are typically covered by the registration fees.
Guest Practitioner Honoraria	Applicable only to Theatre and Visual Art Festivals. Negotiated and budgeted by the host school. The SGIS Arts Executive Committee is available for consultation and advice.
Guest Practitioner Travel	Applicable only to Theatre and Visual Art Festivals. Budget for flights/trains and local transfers (e.g., airport to hotel). See Section V.
Transportation	Budget for any necessary local shuttles (e.g., transporting students between the hotel and the school).

IV. Accommodation and Travel Logistics

The host school is responsible for facilitating the stay and transport of all visiting delegations and guest practitioners.

1. Local Accommodation for Visiting Schools

Negotiate Group Blocks: Contact 2-3 local hotels near the school (with good public transport links) to inquire about securing a discounted room block for the event dates. This should be a courtesy recommendation, and schools will book and pay for their own accommodation directly with the hotel.
Recommended Hotels: Compile a list of 2-3 recommendations, noting proximity to the school and approximate pricing (e.g., $$or$$$).
Boarding School Options: If your school has the capacity to offer on-site accommodation, this must be clearly communicated to the SGIS Arts Executive Committee well in advance for liability and safety planning. This often requires a separate, detailed operations plan.

2. Practitioner Accommodation and Travel

Booking: The host school is responsible for booking and covering the cost of a comfortable, reputable hotel near the school for the guest artist/clinician.
Transfers: Arrange local transportation for the practitioner (e.g., a staff member to meet them at the train station or airport and transport them directly to the hotel/school).
Per Diem: Budget for a small daily per diem to cover incidentals not covered by meals.

V. Guest Practitioner Engagement

All engagement with outside artists and practitioners must be coordinated with the SGIS Arts Executive Committee.

Selection: The host school - in conjunction with other participating schools and the SGIS Arts Executive Committee - is typically responsible for selecting and confirming the Guest Practitioner for each festival.
Contracting: A letter of agreement or contract template provided by the SGIS Arts Executive Committee must be used.
Communication: The host school is the primary contact for all logistical details (schedule, travel, accommodation) once the practitioner is confirmed. The host must clearly communicate their daily schedule, technical needs, and any relevant safety or child protection protocols.

VI. The Standard Event Schedule

The majority of SGIS Arts festivals follow a three-day, immersive schedule (Thursday to Saturday).

Day	Standard Timing	Activity Focus
Thursday	12:00 – 13:00	Arrival & Lunch. Registration, welcome, and lunch for all participants. (Midday start allows for travel on Thursday morning.)
	13:30 – 17:30	First Rehearsal/Workshops. Formal welcome gathering, introduction, and initial instruction/rehearsal sessions.
	18:30 – 20:00	In-house Dinner. A casual, bonding dinner (e.g., pizza party). Directors' orientation meeting follows.
Friday	08:30 – 17:00	Full Day Workshops/Rehearsals. Dedicated instruction with the Guest Practitioner, divided into sectionals and full ensemble/group work.
Friday	Evening (Optional)	Optional Dinner & Social Activity. Meet-up for dinner and social activity, depending on the location/convenience.
Saturday	08:30 – 14:00	Final Rehearsals/Setup. Final touches, dress rehearsal, and preparation for the culminating event.
Saturday	15:00 – 16:30	Culminating Event & Departure. Public performance or opening of the exhibition. Participants depart directly after the event to allow for earlier travel.

Exceptions to the Standard Schedule

The following events are generally single-day, focused experiences that do not require over-night accommodation for students:

SGIS SongFest (one day) and SGIS Lac Léman SongFest (two days)
SGIS Arts Teacher Conference (one day; usually runs 8:30am - 4:00pm)

VII. Event-Specific Guides (Appendices)

While the above principles apply to all events, certain festivals require specific logistical and artistic considerations.

Please refer to the dedicated Appendix for the event you plan to host: