Honor Chamber Winds and Percussion Festival Checklist

Tasks (in order) Complete by Completed

Secure date and rooms for festival Beginning of
 Take note of conflicts with hatter band games, fall semester
concerts, open house, all-county, district marching
MPAs, etc.
 Rooms: all classrooms in Presser including faculty
lounge, Feasel Hall, and Lee Chapel
 A good time for the festival is usually October –
November and is always on a Saturday
 Sign out the rooms starting the Friday night before the
festival so directors can leave their rooms set up
Finalize directors/assistant directors Beginning of
 Upperclassmen have priority over the large ensembles fall semester
 Should be only ed majors
Inform band directors of festival About 1 ½ - 2
 List is in our google drive, include Lake county months before
directors (we never have, for some reason) festival
 Include festival date, time, website, registration form,
and link to google form where band directors input
student information (use last years as an example)
 You will want to give them a deadline of when to have
all numbers in by, I recommend making it 3 ½ weeks
before the festival because t-shirt orders don’t need to
be placed until 2 weeks before the festival, and some
band directors will continue to send kids past the
deadline you give them…
Post audition music on website 3 – 4 weeks
before festival
Send reminder email to band directors 1 week before
 Since the first email will be sent out very early, many the deadline
of them will need this reminder you give them
 This would be a good time to remind them that to submit
audition music is posted on the website numbers
Start getting volunteers together 2 – 3 weeks
 MEPD is a great place to advertise this before festival
 Sign-up sheet is in the google drive
Place t-shirt orders Exactly 2
 All the board, directors, volunteers, and students get t- weeks before
shirts the festival
 Logo can be found in the drive
 Since you will probably continue to receive numbers
after the order is placed, you’ll need to over-estimate
the numbers a bit
 Order will NOT be ready in time if ordered any later
than 2 weeks before the festival************
Require directors to send lesson plans and music they 1-2 weeks
will be playing for the large ensembles before festival
 Knowing what music the large ensembles are going to
play is the most important, so that all music and parts
can be printed early
 Lesson plans are so we know what the directors will
actually doing and so they think of a game plan ahead
of time (some minor issues with this last year)
 Be aware that music will be affected by numbers,
which you will be receiving probably up until the
festival
Meet with all directors and volunteers to go over details 1 – 1 ½ weeks
and logistics before festival
 Handouts for both volunteers and directors can be
found on the google drive, there shouldn’t be any
major changes
Order supplies and place food orders 1 – 1 ½ weeks
 Food orders should be secured the week of the festival before festival
once numbers are pretty much finalized, I recommend
over-estimating to be safe
 DPOs take time to fill out and get signed, so be aware
of this (regarding the food)
Send final email ONLY to the directors who have enrolled 1 week before
students in the festival festival
 Roster should be included so they can confirm that
they have everyone enrolled (some of them forgot
students last year…)
Print out music, concert programs, sign-in sheets, parent 3 – 4 days
slips, room signs, and name tags before festival
 All found in the google drive
Stuff folders and put name tags together 3 – 4 days
 Pencils should go in the folders along with any before festival
exercises/etudes the directors want to include in
there
 Music usually doesn’t get stuffed because directors
decide parts at the audition in the morning
Email Maddie Bryant to unlock doors to Presser and 2 days before
McMahan festival
 Include the specific times you’ll need the doors open
for
Set up rooms and put up room signs Night before
 Directors should set up their own room the festival
 Will be helpful if Feasel and Tinsley are set up the
night before

Extra Information
- Supplies to order through Maria Francis: folders, pencils, and name tags (we have
some leftover from last year)

- Supplies to get at Walmart (ask Maria Francis for card): plates, napkins, water
bottles, and cookies (if you choose to get some)

- The google form that is created should include name, parent phone number, grade,
instrument, dietary restrictions, and t-shirt size. We didn’t include this last year and
it wasn’t an issue, but you could put in sandwich options from subway and pizza
options from papa johns so you know exactly what each student will be eating.
Again, not necessary, but it’s up to the board.

- There should be a separate google form for the directors that includes name, phone
number, dietary restrictions, t-shirt size, whether they want to offer private lessons
or not, and if they do, they need to include for what instrument(s) and their half
hour and hourly rate. This is to include in the concert program.

- Website should be updated prior to sending out email to band directors.

- Audition music was the same across all instruments last year, however, it is up to
the board to decide how they want to approach this. In years past, we have let the
Stetson directors pick the music, but sometimes it was too hard for the middle
schoolers. On the other hand, it is good for our aspiring educators to practice
writing appropriate etudes. Something we wanted to do last year was use excerpts
from the music they’d be playing at the festival so they already learn the hard parts
and more time can be spent on musicality during the festival. We were unable to do
this because people didn’t have the large ensemble music picked in time, so that is
something to keep in mind. Again, these are all things that should be discussed and
decided by the board.

- Here is the website with the specific t-shirt colors from the print shop:
https://www.catalogsportswear.com/cgi-bin/hw/hwb/chw-display-PLstyle.w?
sr=G200&currentColor=26&hwCN=155150156157150154&hwCNCD=155150156157150154&hw
ST=1