Festivals of Music - Adult Helpers
Following is a list of the responsibilities that should be covered by an adult at each Festivals of Music event.
These jobs include: Bus Greeter, Registration Area, Announcers and Lobby Greeters
Bus Greeter
These parents (2) are positioned in the parking lot to meet the incoming buses. The greeter will introduce the director to the student guide and show the bus drivers where to park.
Important facts about the Bus Greeters….
This is the schools first contact at every event. The bus greeters must be visible at all times. If a director is left to find their own way into the performance area, chances are they will have a negative experience. Many ensembles will arrive early to watch other groups, so arrivals will not necessarily follow the performance schedule. One person must always be watching for buses. Never leave this area unattended.
Registration Area
There must be at least one adult that can stay at the Registration Table all day.
Registration should be in plain view of the entrance.
These adults will be responsible for the following tasks. A complete description of each task is following the list.
Park Ticket/Souvenir Pin Distribution
Schools attending Festivals of Music pick up their park tickets *Where tickets are applicable* and souvenir pins at the Registration Table.
*Some schools will utilize travel agents. In this case, teachers must never see any financial information. Schools using a travel agent will have the agency name listed on any invoices that are due.
Directors/Travel Agents must count & sign for tickets at the registration table.
Be certain that directors/agents understand that once they sign for the tickets, they are responsible. If one is lost, or they realize they do not have enough, they must purchase additional tickets. If they do not realize they are short until they reach the park, they will have to purchase a FULL PRICE ticket at the park. The Festivals of Music price will not be honored at the park gate.
Collect any payments due
If a school has an outstanding balance, an invoice will be attached to the ticket count sheet. (Again, be certain not to show or discuss any financial information with a school utilizing a travel agent.)
Write the payment amount and method on the TICKET COUNT SHEET (not the invoice)
Staple the payment directly to the ticket count sheet
If a director needs to purchase additional tickets, please mark the additional tickets sold and the payment received in the space provided on the ticket count sheet. Staple the payment directly to the sheet.
To download the 2005 Price Block, click here.
To download a Receipt form, click here.Complete Registration Log
Following the example on the log, enter any school that makes a payment, whether it be for a balance due or additional tickets purchased. Create a separate line item for each school. To download a Registration Log, click here.
Collect Adjudicator’s Packets
Every school that performs at Festivals of Music must provide conductor’s scores for the judges (3 sets total.) Collect three Adjudicator’s Packets from each ensemble – these packets contain conductor’s scores for each ensemble and an announcer’s information sheet. Many schools have more than one ensemble, so be prepared to collect several packets. Using the log provided, mark that the packets were turned in, then make sure they are placed in the correct performance order so they can be delivered to the judges. Please be certain packets are not delivered until it is that ensemble’s turn to perform.
Sometimes directors will leave home without all their necessary performance information. The following director's forms are available for download:
Concert Band/Orchestra Instrumental Jazz Ensemble Choral Choral Marching
At the end of each ensemble performance, the adjudicator packets should be returned to you by the score runner. Check to make sure the judges have not accidentally put the score sheet inside the envelope and have the director sign the log when they return to retrieve their tapes. To download a Packet Tracking Log, click here.
Announcers (1 for each festival performance area)
Most of the time a Festivals of Music staff member is present to do this. Please do not allow students to announce. Even your most mature student can mispronounce titles and not handle errors in the professional manner that the directors expect.
The announcer will follow these guidelines:
Greet each director as they enter the stage. Once the group is seated, or situated on the risers, welcome the ensemble and introduce the judges. It is the announcer’s responsibility to “keep things moving” on stage. You must have a watch and keep the director on schedule.
From the Performance Selection Sheet (provided by school), announce what pieces will be performed, acknowledge accompanists and soloists. If you are unsure of a pronunciation, ask the director immediately. If the director looks frazzled, discreetly ask a student. (If time allows, you may introduce judges with a short bio.)
Following the ensemble’s performance, congratulate the students, thank the director, and remind them to pick up their adjudicator packets at the Registration Table. Invite adjudicator to the stage for Clinic/Sight-reading and introduce them to the director. If they are not participating in this option, hand the director off to Student Guide #3. Have guide lead group to photographer at conclusion of clinic/sight-reading.
In addition to the Registration Table staff, it is very helpful to have one person stationed just inside the front door that can answer questions regarding the location of registration, warm-up rooms, rest-rooms, etc.