One Month Prior to your Festival

Organize student and adult help.  

“Job Cards” (PDF) or FOM_staffingcards (Microsoft Word) outlining each individual duty will be sent to you prior to the festival.   These information cards should be distributed to your students and parents as a guideline of their assigned position for the day.  

You will need students to fulfill the following duties:

• T-Shirt Sellers
• Stage Manager
• Stage Crew
• Bus to Warm-Up Room Guide
• Warm-Up Room to Stage Guide
• Stage to Clinic/ Sight reading Room Guide
• Stage or Clinic/ Sight reading Room to Photographer Guide
• Adjudicator Packet Runner

For detailed descriptions of each student job, click here

You will need adults to fulfill the following duties:

• Bus Greeters
• Lobby Greeters & Registration Table Representatives
• Announcer

For detailed descriptions of each adult job, click here

Concessions

It is a good idea to have your parent organization set up a concession table whenever possible.  This is an excellent fundraising opportunity for your music department.

Parents and bus drivers are always looking for coffee, and students very often have eaten very little, if anything, before their performance, so baked goods, candy, hot dogs, and drinks are always big sellers.

Prepare the Performance Area

Arrange to have bells and announcements turned off in all warm-up and performance areas if the festival is taking place during the school day.

Arrange storage for souvenir t-shirts, director’s gifts, and student pins that you will receive at this time.   Also arrange storage for trophies that will be shipped to you the week of the festival.

Prepare the direction signs that we will forward to you.   Keep in mind that many of the schools may have never been to your area.   Post as many sings as possible to assist the drivers.

Send Contact Information

Forward your emergency contact information to your Festivals of Music Program Director.   School phone systems do not typically work during the weekend and we need some way to contact you should an emergency arise (our office is staffed from 8:00 AM – 2:00 PM on Saturdays).   A cell phone is ideal.  

Schedule a Meeting

We recommend that you meet with your potential staff one month prior to the event.   This will give you the opportunity to discuss the responsibilities of each position, and be certain all your helpers are suited for them.   Schedule any additional meetings over the following weeks as you deem necessary.   Remember, by providing your staff with as much information as possible, you are ensuring the success of the festival, and reducing the chance of having any trouble that day.