Important Reminders for Directors

Important Reminders for Directors

IMPORTANT DOCUMENTS FOR DOWNLOAD:

General Event Procedures
Bus/Truck Parking Information
Picnic Area Information

Communications for the 2016 fall season will be sent via email with a link to access forms and information. All forms that need your completion are available in the Director’s Lounge and can be submitted online. Please verify the email address receiving this communication is where you wish to receive communications throughout the remainder of the season. 

Please check with your IT Department to ensure that emails from musicforall.org will not get sorted as spam, delaying communication.  

NEW Band Video Policies for Bands of America Shows

There are two vital updates to past video policies that affect you and your band as a participant in 2016 Bands of America shows, regarding educational video copy of your show.

Music for All has a firm commitment to compliance with copyright law and the wishes of rights holders. As most of you know and are also aware, Music for All (and other in the pageantry arts) has been working diligently for the past two years to arrive at procedures, understandings, and interpretation of laws that assure compliance. Our experiences, in seeking to comply with law and the wishes of rights holder, have come at great risk and related expense. In order to regain and maintain focus on our mission and vision, and to minimize additional risk and diversion of resources, we have chosen to take actions intended to reduce our exposure and best support and advance our mission. To read more click the links below.

Email sent to Participating Directors

Fall 2016 Bands of America Educational Video Policies

ONLINE DIRECTOR’S CHECKLIST

Music for All will track all forms submitted for the Fall Championships on the Director’s Checklist via the Director’s Lounge area of our website. This checklist will include all items that were submitted by mail, fax, online or email. It may take up to three business days after receipt of any document before it is posted on the checklist. Please check your paperwork status before contacting our office.

FALL INFORMATION FORM AND PROGRAM BOOK/SCRIPT INFO FORM

Links to the online Information Form and Program Book and Script Information Form were sent as part of the Fall Acknowledgement, and can also be found at: the Championships Deadlines page. These forms must be completed by September 1st for us to be able to include your band’s information in the program books and scripts. 

BUS AND EQUIPMENT TRUCK PARKING PASSES

Please review the Bus and Truck Parking Information included in this communication for a general overview of parking passes and associated parking fees for Regional and Super Regional Championships. The Parking Pass Request Form and payment for passes (if applicable) must be submitted four (4) weeks prior to the Regional or Super Regional Championship you are attending. 

ENROLLMENT VERIFICATION FORM

The Enrollment Verification Form must be completed by your school’s principal to verify your school’s enrollment and determine your band’s classification for the 2016 season. The form is available only online and its link will be emailed directly to your school’s principal. The form must be submitted by September 1st. Please follow up with your principal to ensure that it is submitted. 

COPYRIGHT INFORMATION

Music for All (MFA) is committed to full compliance with the copyright laws of the United States and requires all enrolled bands to comply with copyright laws, including arrangements of copyrighted music, use of copyrighted visual images and other materials, use of copyrighted audio of spoken text, and display of copyrighted words and images. You MUST complete the online Copyright Report, verifying you have legally secured the required permissions, to perform at any MFA event by September 1st. For more information, please visit the copyright section of our website: http://www.musicforall.org/resources/copyright

STUDENT ROSTERS, CERTIFICATES AND SEGMENT PATCHES

MFA requests student rosters to print personalized certificates for your students as part of your championship awards package. MFA uses the count of students on your roster for the number of championship segment patches you receive for your students. We also ask that you include student email and/or mailing address contact information if possible so that we can communicate information about other MFA opportunities and advocacy efforts to students and their families. You may upload an Excel-friendly version (.xls,.xlsx, .csv) of your roster as part of the Fall Information form or on the Roster Submission Form.

MFA is highly engaged in continuing the existence of music education in schools. Demographic and program participation numbers are essential to these efforts. We ask that you provide the roster names and contact information, unless expressly prohibited by school or district policies, so that we can strengthen our efforts to support music education and to communicate those efforts to your program’s families to continue to support your efforts. 

Rosters must be submitted by September 1st. If your roster is not submitted by this date, we will be unable to print and provide your certificates that are normally presented during the preliminary awards ceremony and you will not receive your segment patches (participation and finals). If you provide your roster after the date above, MFA will print and mail your certificates and segment patches after the conclusion of the season in mid-November.

NEW GENERAL EVENT PROCEDURES DOCUMENT

The General Event Procedures document is a new document for this year’s August mailing. Its purpose is to familiarize you with procedures that you can expect at all Regional and Super Regional Championships. We will still release an event-specific, individual Event Procedures document as part of each Regional or Super Regional’s final packet. Even if you are a director that has participated at BOA events in previous years, please read this document carefully, as some procedures have been updated or added for the 2016 season. 

PRINCIPAL/ADMINISTRATION INVITATION TO THE 2016 REGIONAL CHAMPIONSHIPS

Music for All is grateful to your school’s administration for their support of not only your music program, but the performing arts as a whole. To show our appreciation, Music for All would like to offer your principal four day passes for each Regional or Super Regional Championship in which your band is participating. More information will be sent directly to each principal in late August.

PROCEDURES AND ADJUDICATION HANDBOOK

Please download the 2016 Bands of America Official Procedures and Adjudication Handbook (“rulebook”) and review it carefully. Click here to view and download the 2016 Handbook

NEW RULE CHANGES 

Below are highlights of changes made the BOA Adjudication Handbook for the 2016 season. A more detailed list can be found on page 2 of the PDF version of the Handbook.

Highlights (Section referenced in parentheses):

  • At Super Regional Championships, the Finals Performance schedule will be derived by assigning the top 7 scoring Bands from Prelims the last 7 Performance times in numerical order according to the pre-draw. The next 7 will be assigned the first 7 Performance times in numerical order according to the pre-draw. (7.02)
  • At Grand National Championships, the Finals Performance schedule will be derived by assigning the top 6 scoring Bands from Semi-Finals the last 6 Performance times in numerical order according to the pre-draw. The next 6 will be assigned the first 6 Performance times in numerical order according to the pre-draw. (12.01)
  • Updated language: Tempo-Specific samples and musical loops are not permitted during the Performance. (14.16, 20.01)
  • Bands will be allowed a reduced minimum performance time of six minutes. (18.01, 18.05)
  • Bands may only pre-set props and equipment in the designated staging area (end zone or front side) when directed by Bands of America officials. Enclosed venues (domes) may suggest a specific sequence of items in the flow. (21.04)
  • Each Band will receive 25 field passes plus 6 name badges as part of their participation cooperative fee. For 2016, a band may purchase up to five (5) additional field passes on site at Band Check-In. (Sections 5, 8, 13) 

PROP RULES REMINDER

Per our rulebook, props shall be limited to a maximum height of 12 feet tall, including safety or other railing or equipment. Additionally, no participant may be on, or be placed on, any portion of any prop where the participant’s feet are more than six feet above the playing surface of the stadium, unless appropriate safety railing and/or other safety equipment are in place and in use. 

EATING LOCATIONS AT FALL CHAMPIONSHIPS 

Please review the Picnic Information included in this communication for more details about feeding and watering your band at Regional and Super Regional Championships. 

JUDGE COMMENTARY AUDIO DELIVERY

Approximately 90 minutes after your performance, you will receive an email from This email address is being protected from spambots. You need JavaScript enabled to view it. with a link that will take you directly to your judge commentary files stored in a Dropbox account. The link is accessible from any device with an Internet connection (smartphone, computer, tablet, etc.) If you do not have your own Dropbox account, you will still have the ability to access your files using the provided link. If there are any changes to this procedure, we will communicate them to you at Band Check-In. Also 90 minutes after your performance, you may pick up your Timing and Penalties sheets from the BOA Program Sales table on the concourse.

COOPERATIVE TICKETS

Your cooperative tickets will be mailed to you two weeks prior to each show. The type of Regional in which you are enrolled determines the number of cooperative tickets you will receive, as follows:

Show

Type of Regional

Number of Cooperative Tickets Issued

Powder Springs, GA

Early Season Regional

15 day passes

McAllen, TX

Early Season Regional

15 day passes

Monroeville, PA

Early Season Regional

15 day passes

Austin, TX

Early Season Regional

15 day passes

Clarksville, TN

Early Season Regional

15 day passes

Dayton, OH

Early Season Regional

15 day passes

Conroe, TX

Early Season Regional

15 day passes

Toledo, OH

Early Season Regional

15 day passes

Jacksonville, AL

Early Season Regional

15 day passes

Dallas/Fort Worth Area, TX

Regular Season Regional

20 day passes

Winston-Salem, NC

Regular Season Regional

20 day passes

Newark, DE

Regular Season Regional

20 day passes

Hillsboro, OR (show pending)

Regular Season Regional

20 day passes

St. Louis, MO

Super Regional

20 GA tickets for each session*

San Jose, CA

Regular Season Regional

20 day passes

Atlanta, GA

Super Regional

20 GA tickets for each session*

St. George, UT

Regular Season Regional

20 day passes

Long Beach, CA

Early Season Regional

15 day passes

San Antonio, TX

Super Regional

20 GA tickets for each session*

Indianapolis, IN

Super Regional

20 GA tickets for each session*

Grand National Championships

 

20 GA tickets for semifinals

*There are three sessions for each Super Regional: Friday Prelims, Saturday Prelims and Saturday Finals (Note for Atlanta Super Regional: There is no Friday Prelims session. You will receive tickets for Saturday Prelims and Finals only)

Note: Day passes are valid for both preliminary and finals competitions. You will only receive the amount and type of tickets indicated in the chart above, but additional tickets can be purchased at www.musicforall.org

Reminder: Complimentary General Admission tickets cannot be upgraded to reserved tickets. 

FIELD PASS POLICY

At every BOA Championship, each ensemble will receive six name badges and 25 prelims field passes. The badges will contain the names indicated on your Fall Information Form. Field passes should be distributed by the director. Both the name badges and field passes allow field access during your band’s performance, as well as access to the spectator area during prelims performances. Bands performing in finals will receive 25 finals field passes at the Finalist Directors’ Meeting, which will allow access to the field access during the band’ performance, as well as access to the spectator area during finals. Reminder: Any adult accessing the field must have a valid field pass or name badge. 

New in 2016 for all shows, you may purchase up to five (5) additional field passes on site at Band Check-In. Should you purchase additional field passes and your band proceeds to the finals competition, you will receive the same amount of additional finals field passes previously purchased at the Finalist Directors’ Meeting. 

MFA PHOTOGRAPHY AND RECORDING POLICY

Please share this information with your parents and boosters to avoid surprises at the gate. Still cameras (digital or film, professional or otherwise) are allowed into the stadium and may be used from stadium seating, but not on the field. Videotaping is not permitted. Tripods, or other similar equipment that may obstruct the view or path of travel of others, are not allowed. The issuance of a “Field Pass” or other non-media BOA Credential does not include the right to use a camera on the field. Pass holders must go into stadium spectator seating to use their cameras. More details will be included in the enclosed Important Event Procedures for each Regional.

PROFESSIONAL PHOTOS BY JOLESCH ENTERPRISES – ACTION, GROUP, SECTION

Jolesch Enterprises, the Official Photographer of Bands of America Championships, will be on site to capture professional photos of your students in action, as well as the official group and section photos commemorating your 2016 Bands of America Championship appearance. Photos can be ordered on site or online at www.bandgroupphotography.com 

REMIND YOUR STUDENTS AND THEIR PARENTS – OFFICIAL BOA SOUVENIRS POWERED BY PEPWEAR

All 2016 Official Bands of America and Music for All Merchandise is powered by PepWear! New apparel, including the Commemorative 2016 BOA Championship T-shirts, and event souvenirs will be available for purchase onsite at the BOA souvenir stand and online at shop.pepwear.com/boa. Please tell your students and their families so they can bring home a BOA souvenir!

2016 CHAMPIONSHIP PATCHES

2016 Bands of America Regional Championship Patches will be available for purchase this fall online and at every Regional at the BOA souvenir stand. Use the Regional and/or Super Regional online order form to pre-order 50 or more patches at a discounted price ($7 versus $8 per patch on site). In addition, BOA recognizes each and every student in the Regional Championship as a participant with a specially designed participant segment intended to complement the Championship patch. 

hr-line