Festivals of Music - Two-Three Days prior to the festival

Step 1 – Check your supplies

On Tuesday the week of your event, you will receive a UPS Overnight box from us. It should contain the following materials:

• Performance schedules
  This schedule will likely be different from the one you receive a month ago, so be certain to use these new copies. A “Drop/Add” report will be stapled to one schedule. This report will show you what schools have registered, or canceled since you received your initial schedule in the mail.
• Park and Meal tickets and Ticket Bags (if applicable)
  In most instances, coordinators will pick up the tickets themselves at the park, or a park representative will deliver them to your school. Please secure a safe place to store all the park tickets. Once you receive them, the tickets are your responsibility.
• Adjudication Packets
  These packets will have all the score sheets (already compiled in performance order)
• Recap Sheets
  These sheets are to be completed by you at the completion of the festival performances ( a primer will be included). Once the recaps are complete, copies must be made for each school. These copies should be distributed at the Awards Ceremony with the ensemble score sheets.
• Recap Envelopes
  The compiled Recaps & Score Sheets will go inside these envelopes (Labels will also be provided)
• Ticket Count Sheets & Invoices
  These forms will show how many park and meal tickets each group should receive. In addition, if the group has a balance due – the invoice will be attached.
• Return Overnight Envelope
  The ticket count sheets & recaps need to be returned to us on Monday, so we send a pre-paid UPS envelope to you. You will need to call for a pick-up, or take it to your local “ UPS Store”.
• Registration Log
  This log is provided to track payments & additional ticket sales
• Adjudicator Packet Tracking Log
  This log helps keep track of the adjudicator packets turned in by each school.
• Post Festival Wrap-Up Sheet
  This form is to be completed by you and returned in your overnight envelope
• Adjudicator Contact Information
  We provide you this information so you can confirm start times & locations with the judges (either by phone or e-mail) the week of your event.

Step 2 – Complete your signs (PDF) or Signage (Word)

• No Entrance During Performance
• Registration
• Choral/Instrumental Warm-Up Area
• Choral/Instrumental Performance Area
• Sight-reading/Clinic Area
• Welcome
• Directors Music
• T-Shirts (with prices)
• Bus Parking
• Restrooms
• Concessions
• No Smoking

Step 3 – Have the pianos tuned this week

Step 4 – Unpack the trophies

The trophies will be shipped to the site of the awards ceremony this week (the boxes will be from Crown Awards).

Some groups do register, or cancel, after the trophies are ordered, so it is possible to have extra trophies, or not enough.

Note – if school is closed the week of the festival we must make alternative delivery arrangements. Please be certain to contact us with an alternate shipping location at least 4 weeks before the festival.

Step 5 – Schedule a final meeting with your staff

Prepare a name tag for each staff member. Participating directors are typically more relaxed when it is obvious who is running the festival.

Call or e-mail the judges to verify their start time & performance area assignment