Guide to Hosting a Band & Orchestra MPA in 2018 12.30...• To answer common questions about hosting an MPA • To provide an ongoing reference for those who have hosted in the past

PMEAADJUDICATION

2018GUIDETOHOSTINGABANDORORCHESTRAMUSICPERFORMANCEASSESSMENT(MPA)

DevelopedbyTomSnyder,PMEAAdjudicationChairArtsCoordinator,WestAlleghenySD

UpdatedDecember30,2017•ItemsNEWFOR2018areinred.

2

CONTENTS

INTRODUCTION…………………….………………………………………………………………………..………3

SECTION1:FACILITY&EQUIPMENTNEEDS………………………………....…………………..….…4

A.RegistrationTable.………..……………..…………………………………………….….4 B.HoldingArea……………………………………………….……..…………………….....4 C.Warm-UpArea…………………………………………………..……………………...….5 D.Auditorium……..……………………………….……………………………..……..…...5 E.AdjudicatorNeeds………………………………………………………….………..……6 F.Sight-readingArea…………………………………………...……….………….…….…7 G.TabulationArea……………………………..…………….…………..................……8

SECTION2:PLANNINGRESPONSIBILITIES……………………..…..……………………………………10

A.SelectaViableDate…………………..………….……….……………………..….…10B.SecuringPrincipal’sApprovaltoHostanMPAfortheFirstTime..…10

C.PublicizeYourMPA……..……..................…..………………..…….……...….11 D.ContractAdjudicators……………….……………..………….……………….....…11 E.ConfirmArrangementsforHospitality………………..……………………..…13 F.ConfirmArrangementsforProvidingaPerformanceRecording…...13G.RegisterEnsemblestoParticipate…………..……………….………...…….…14 H.SchedulePerformanceTimes……………………………….……………..……...15I.MPAScheduleOptions……………………………………………….……………....15J.RegistrationFormInformationPertainingtotheHost.................…17K.TheSight-readingAdjudicator:SelectingMusic………………..…….……19L.TheSight-readingComponent……...............................................…20 M.TheSight-readingProcess………………………………………………..…………22N.ConfirmArrangementswithParticipatingDirectors…………..………..23O.ConfirmArrangementsWiththeAdjudicators……………………..….….24 P.ConfirmAssistantsandEnsureThatTheyUnderstandTheirRoles...24Q.PrepareaScriptfortheAnnouncer………….…….…….....…………………..25

SECTION3:RESPONSIBILITIESJUSTPRIORTOANDDURINGTHEEVENT.………….….…26A.EventManagement……………..……………………..……...….……………..…....26B.ProcessAdjudicationResults……………………..……...……...…….……….....26C.TaketheResultsandAdjudicationMaterialstotheDirector...……….30

SECTION4:AFTERTHEEVENT…………………………………….…………………………….….….....…31A.Recommendations……………….……………………..…….............…...………..31B.NEWFOR2018:HostsareRequiredtoSubmitTwoHostReports

BothWithinOneWeekoftheEvent.……………………………………..31C.HostHonorarium……………….……………………..……...…………………………..32D.HostsasMembersofthePMEAAdjudicationCommittee….……...……32

CHECKLISTFORHOSTDIRECTORS……………………….……….………………………………….…….33

3

INTRODUCTIONThefundamentalgoalsofthisGuidehavenotchangedsincethefirstManualwasreleasedin1988:

•ToprovidedirectorswiththeinformationneededtosuccessfullyhostanMPA•ToanswercommonquestionsabouthostinganMPA•Toprovideanongoingreferenceforthosewhohavehostedinthepast•Toidentifyanychangesandnewaspectsofhostingfor2018•Toprovideachecklistandpracticalsuggestionsforpotentialhostsandconfirmednewhosts•TohelpeachdirectorbeascomfortableaspossiblewithallaspectsofhostinganMPA

Inturn,feedbackandsuggestionsarewelcomefromallinvolvedforthistobestserveasarelevantresource.PotentialhostsshouldalsoreviewtheGuidetoParticipatinginaBandorOrchestraMusicPerformanceAssessmentforanoverviewfromthatperspective.ThefollowingformsareusedwhenhostingaBandorOrchestraMPA:

•Band/OrchestraRegistrationForm•Band/OrchestraMusicPerformanceAssessmentForm

•Band/OrchestraSight-readingMPAForm•Band/OrchestraMPARatingSummaryForm

•Band/OrchestraMPARatingSummary–AllEnsemblesForm •AdjudicatorContract •PMEAAdjudicationDepositForm

•HostExpenseForm•FillableW-9Form

AllformsanditemsneededtoparticipateinandtohostanMPAarepostedwithintheAdjudicationareaofthePMEAwebsiteatwww.pmea.net.ThePMEAOfficestaffisworkingtoconvertexistingformsto‘fillable.pdf’s’,whichwouldstreamlineresourcessignificantlybyhavingonecopyofeachform,insteadoftwo,thatcouldbeeithertypedinas‘fillable’orprintedandwrittenon.PotentialhostsarestronglyrecommendedtoparticipateinatleastonePMEAMPAbeforehosting.However,significantexperienceparticipatinginorhostingaperformanceassessmentevent/festivalmayenableaprospectivehostdirectortobecomfortableenoughtohostaPMEAMPA.ContactTomSnyder,AdjudicationChair,withanyquestions.

[email protected] (724)816-0420C

FORMAILING–USEHOMEADDRESS 401BonAirCourt CranberryTownship,PA16066

4

SECTION1:FACILITY&EQUIPMENTNEEDSCanIhostanMPAinmyfacility?–isoneofthemostcommonquestionsposedbyaprospectivehost.AnoverviewofwhatisneededtohostanMPAconcerningfacilitiesfollows:A.REGISTRATIONTABLETheRegistrationTableshouldbelocatedjustinsidethedesignatedgroupentrance,identifiedwithasign,andstaffedbyanothermusicteacher,studentsorparentassistants.Theparticipatingdirectororadesignee,oftenanothermusicteacherassistingthatdayoraparentchaperone,usuallyrepresentstheensembleatcheck-in.ForthestudentorparentassistantassignedtotheRegistrationTable,‘checkingin’includes: •Confirmingthattheensemblehasarrivedandverifyingthelocationforbusparking

•Collectingthethreeenvelopescontainingconductorscoresandsendingthemtothehostdirectortodistributetoeachadjudicator

•Informingthedirectorwherehis/herstudentsaretoproceedfirst,usuallytotheHoldingArea •Communicatingwheretherestroomsarelocated •Confirmingthelocationofadditionalchangingareasifrequestedandavailable

•ConfirminghowtocontactthehostdirectorifneededPostcopiesofthefinalscheduleanddirectionalsignswherewarranted.B.HOLDINGAREAFollowingcheck-in,theensembleusuallyproceedstoadesignatedHoldingArea,asecurespaceforinstrumentcases,coatsandpersonalbelongings.Optionsmayincludeamusicroom,anotherareaorclassroom,oreventhelobbyofthegymnasiumorauditorium.Studentorparentassistantsmustbescheduledtosecurethisareathroughouttheevent.Ifaholdingareaisnotavailable,theseitemsshouldbekeptonthebuses.Ifkeepingpersonalitemsandcasesonthebusistheonlyoption,hostsshouldprovideanunloadingareaforthebusascloseaspossibletothegroupentranceandnotifyparticipatingdirectorsinadvanceprepareaccordingly.Whilethisoptioniscertainlynotideal,ithasproventobeworkableratherthanbeadeterrenttohosting.Mostensemblesarrivewearingtheir‘concertdress’.However,ifstudentsdoneedtochange,usuallytheavailablebathroomswillsuffice.Directorsshouldconfirmanyneedsforchangingwiththehostinadvanceoftheevent.Notethathostsarenotrequiredtoprovidelockerroomaccessordressingrooms,oftennotpossibleduringtheschooldayduetousebyphysicaleducationclasses.TheensemblenormallystaysintheholdingareauntilproceedingquietlythroughthehallstotheWarm-UpAreaandwaitingquietlyuntilbeingdirectedtoenter.Studentsshouldnothavetowaitoutsidethewarm-uproomforaninordinatelengthoftime.Iftimepermitspriortothescheduledwarm-up,directorsmaychoosefortheensembletowatchanotherensembleperform.Directorshavenotedthatwatchinganothergroupisnotonlyvaluableinandofitself,butalsothatitlessenstheperformanceanxietyoftheirownstudents.

5

C.WARM-UPAREATheformalWarm-UpAreaisnormallythebandroom,chorusroomorotherlargegroupinstructionroomwithenoughchairsavailabletoseatallthewindorstringinstrumentplayers.Musicstandsarenotnormallyprovidedbutwouldbewelcomeifavailable.Somedirectorschoosetobringfoldingstandstouseinthisarea.Letdirectorsknowinthepre-eventcommunicationifstandswillbeavailable;otherwise,theywillassumethattheywillnotbeprovided.Percussioninstrumentsarenotprovided,astheprimaryuseofthisareaisforwarmingupandtuning,notrehearsing.Directorsareresponsibletobringtheirowntuners.D.AUDITORIUMTheAuditoriumStageistheperformanceareawheretheformaladjudicationofthetwopreparedpiecestakesplace.HostshavetheoptionofholdingtheSight-readingcomponentonstageimmediatelyfollowingtheadjudicationoftheselectedrepertoireorinaseparateroom,usuallythebandroom.Thestageistobesetwithchairs,stands,aconductor’spodiumandconcertpercussion.Standardconcertlightingisneededaswellasamicrophonefortheannouncer.Thechairsandstandsarenormallysetinconcentricsemi-circlesonaflatstage.Risersarenottobeused.EnoughchairsandstandsmustbeavailabletoaccommodatethenumberofwindplayersinthelargestparticipatingensembleasindicatedontheBandandOrchestraRegistrationFormsubmittedbyeachdirector.Hostsusuallyrequestaseatingchartinadvancetohelpenableasmooth,quicktransitionbetweenensembles.Directorsmayquicklyadjusttheseatingconfigurationpriortotheperformance.Mostadjusttheirownseatingandmusicstandsastheensembleentersthestage.Hostsmustprovidestudentsorparentsasa‘stagecrew’toassistthroughouttheday.Anyextrachairsandstandscanremainonstageorbemovedtothewings.Hostsarerequiredtoprovidethefollowingconcertpercussion:concertbassdrum,fourtimpani,bells,xylophone,marimbaandchimes.Hostswhocanprovideadditionalpercussioninstrumentsareurgedtodosoandtoincludealistinthepre-eventcommunication.Hostswhomaynothavetheseinstrumentsarerecommendedtoborrowwhatisneededfromaneighboringschoolormusicstoreratherthanhavethatbeadeterrenttohosting.Theparticipatingensemblesareresponsibletoprovidetheirownmalletsandsticks,snaredrums,crashandsuspendedcymbalsandauxiliary/accessorypercussioninstruments(i.e.triangle,tambourine,templeblocks,etc.)requiredbytheirselectedrepertoire.Mostdirectorsprefertousetheirownequipment,instrumentsthattheirstudentsareaccustomedtousingandhearing.Haveyourpercussionequipmentreadilyavailableforanemergencyloan.Inthepre-eventcommunication,encourageparticipatingdirectorstocontactyouwellinadvancetoaddressuniquepercussionneeds.IfthepiecesusedfortheSight-readingcomponentcallforparticularaccessorypercussioninstrumentsthatarenotavailable,thepartsaresimplyomittedandtheensembleisnotpenalized.However,hostsshouldcommunicatewiththesight-readingadjudicatorinadvancetoidentifywhatpercussioninstrumentsaremostcommonlyneededwithintherepertoireselectedforsight-readingtoprovidethoseaccessoryinstrumentsthatnotallensemblesmaybebringingfortheirpreparedpieces(i.e.tambourine,triangle,anyLatinpercussion,concerttoms,etc.).

6

Prospectivehostsshouldnotbeoverlyconcernedaboutstagesize.Ifthestageisrelativelysmallandcannothandlemorethanagivennumberofseatedinstrumentalists,thehostmustbesuretocommunicatethataspecttodirectorswhenfirstcontactedaboutparticipatingjustincasetheensembleinvolvedhasanunusuallylargenumberofstudentsthatmightnotfitonthegivenstage.Provideamicrophonefortheannouncer.Hostswhochooseascheduleformatwitha30-minutetimeslotforthePreparedPieceswiththeSight-Readinginanotherroomhavetheoptiontohaveoneoftheadjudicatorsgouponstageanduseanytimeremainingfora‘clinic’,offeringimmediatefeedbacktotheensembleonsomeaspect(s)oftheirperformance.Theadjudicatorscanrotate,takingturnsthroughouttheevent.Hostswhochoosetoincludethiscliniccomponentshouldprovidetheadjudicatorwithamicrophone,ideally,aclip-onorlavalierewirelessmic,sothatstudentsfromotherensembleswhoarewatchingfromtheauditoriumseatingareacanalsohearthecomments.ThishasbeenavaluableaspectofclinicsatbothinstrumentalandchoralMPA’s.Auditoriumseatingcapacityisnotafactor,astheseatingareawillbevirtuallyemptythroughouttheevent.Theonly‘audience’wouldbeparentchaperonesandstudentsfromotherensembles.Hostsareencouragedtoscheduletheirschool’sensembletowatchotherperformances.However,studyhallsorotherstudentsfromthehost’sschoolarenotpermittedtousetheauditoriumduringtheevent.Provideatableandchairfortheschoolpersonnelorcontractedvendorwhowillberecordingtheperformances.Postthefinalschedulealongwithsignsonallauditoriumdoorssuchas‘EnterOnlyBetweenPerformances’and‘PMEAAdjudicationinProcess’.E.ADJUDICATORNEEDSProvideeachofthethreeadjudicatorsinthehallwiththefollowingitems:

•adeskortablewithampleworkspacealongwithacomfortablechair•alamptosupplementthehalllightingifneeded.•acopyofthefinalschedule•ablankBand/OrchestraMusicPerformanceAssessmentFormforeachensemble(ideally,with

theheadingsalreadycompleted) •anextracopyoftheBand/OrchestraMusicPerformanceAssessmentFormtouseasareference

•acopyofPage2ofeachensemble’sRegistrationForm•extrapencils•digitalrecordingdevice

Inrecentyears,hostshaveutilizedavarietyoftechnologyfortheiradjudicatorstoprovideaudiocommentaryforeachensemble,including: •setof6digitalrecorders,interfacecableandbatteriesmailedtothehostfromtheAdjudication

Chair.Theadjudicatorsalternaterecorderswitheachensemblewithrunnerspickingupandreturningtherecordersaftertheaudiofilearedownloaded.ThehostisresponsibleforreturningtherecordersbymailtotheAdjudicationChairwithinoneweekoftheMPA,

7

astheyareoftenneededsoonbyanotherhost.BesuretoconfirmwiththeAdjudicationChairiftheserecordersareneeded.

•setof6digitalrecordersownedbythehost’smusicorschooltechnologydepartment •3iPadsownedbythehost’smusicortechnologydepartmentusinganappropriateapp,often

withtheadjudicatorjustemailingtheaudiofiletothehostfromhisstation.Anotherhostused6iPads,alternatingiPadslikethehandhelddigitalrecorders

•microphonesforeachadjudicatordirectlywiredorconnectedtoacentralcomputerwheretheaudiofilesarecollected,thencompiledanddistributedtotheparticipatingdirectors.Somehostsusedschoolequipment.Othershadcontractedavendortorecordtheperformancesandalsocompiletheadjudicator’saudiofiles.

•someadjudicatorsprefertousearecordingappontheirowniPhoneoriPad,thenemailtheaudiofiletothehost.Thatprocesshasworkedwellbutwouldneedstobeconfirmedbythehosttotheadjudicatorinadvancetoconfirmthattheadjudicatorhasanappropriateappandalsobringshisphonechargertouseifneeded.

Wearenotinthepositionyettorequirethatadjudicatorsprovidetheirowndigitalrecordingdeviceasthereremaintoomanydifferencesbeenaudiofileformats,downloadingcables,internetconnectivity,etc.,sitetositeandadjudicatortoadjudicator. IftheSight-readingcomponentwillbeheldonstage,atableandchairforthatadjudicator’sworkspaceisalsoneeded,placedeitheronstageofftothesideifspacepermitsorinthepitareanearstairsforeasystageaccess.Provideanadditionaltableforthesight-readingmusicfolders.F.SIGHT-READINGAREAAgoaloftheoptionintroducedin2006toholdtheSight-readingcomponenton-stageimmediatelyaftertheperformanceofthepreparedpieceswastoenablemoreschoolstobeabletoserveashosts.Beforethen,manydirectorscouldnothostbecausetheirfacilitydidnothaveaseparateroomlargeenoughtouseforsight-reading.Evenifasecondareawasavailable,theyoftendidnotthenhaveathirdarealargeenoughtoserveasawarm-uproom,letaloneyetanotherspacetouseasaholdingarea.Outfittingasight-readingroomwithasecondsetofstandsandappropriatepercussioncanbeadauntingchallenge.HoldingtheSight-readingcomponentonstagewithina45-minutetimeblocksavestimebynotrequiringthestudentstomovetoanotherareathatcanbeusedbythesight-readingadjudicator.Italsopermitsampletimeforalladjudicatorstocompletetheiraudiocommentaryandwrittencommentsbetweenensemblesaswellasusetherestroomandeveneatlunchwithoutneedingafullblockbreak.However,retainingtheoptiontoholdtheSight-readingcomponentinaseparateroom,usually,thebandroom,continuestoworkwellforhostswithamplefacilitiesandequipmentresourceswhopreferthetwo30-minuteblocks.Adjudicatorscanalsorotatethroughtheensemblesforabrief‘clinic’aftertheperformanceofthepreparedrepertoire.Also,moreensemblescanparticipatewithinagiventimeframewhenscheduledin30-minute,ratherthan45-minute,blocks.Aseparatesight-readingroommustbeequippedwithchairs,stands,aconductor’spodiumandconcertpercussion.Chairsandstandsarenormallypre-setinconcentricsemi-circlesiftheroomisflat.Aroomwithexistingbuilt-intiersmaybeusedandset-upaccordingly.

8

Hostsarerequiredtoprovidethefollowingconcertpercussioninthesight-readingarea:concertbassdrum,atleastthreetimpani,andbells.Provideaxylophoneandthefourthtimpaniifpossible.Itisalsohelpfultoprovidetwoconcertsnaredrumstosaveset-uptime.Hostswhomaynothavetheseitemsareurgedtoborrowwhatisneededfromtheirmiddle/juniorhighschool,aneighboringhighschooloramusicstore.Asmentioned,ifaparticularpercussioninstrumentcalledforbythepieceusedforsight-readingisnotavailable,thepartissimplyomittedandtheensembleisnotpenalized.Whenthesight-readingcomponentisheldinaseparateroom,itbecomesevenmoreimportantthathostscommunicatewiththesight-readingadjudicatorinadvancetoidentifywhatpercussioninstrumentsaremostcommonlyneededwithintherepertoireselectedforsight-readingtoprovidethoseaccessoryinstrumentsthatnotallensemblesmaybebringingfortheirpreparedpieces.Hostsmustprovideatleasttwostudentsorparentstoassistwithdistributingandcollectingthesight-readingfolders.Providethesight-readingadjudicatorwiththefollowingitems:

•adeskortablewithampleworkspacealongwithacomfortablechair•anadditionaltabletospreadoutthesight-readingmusicfoldersforefficientcollectionand

distribution•acopyofthefinalschedule•ablankBand/OrchestraSight-readingMPAFormsFormforeachensemble(ideally,with

theheadingsalreadycompleted) •anextracopyoftheBand/OrchestraSight-readingMPAFormtouseasareference

•acopyofPage2ofeachensemble’sRegistrationForm•extrapencils

G.TABULATIONAREAThehost’sofficeoraseparateroomwithacomputerandprinterthatisconvenienttotheperformanceandsight-readingareasisusuallydesignatedastheTabulationArea.Asmentioned,studentrunnerswillbeneededtobringthecompletedAssessmentFormsandconductorscoresfromtheadjudicatorstotheTabulationArea.NotethattherunnersmustallowtimeaftertheperformancefortheadjudicatortofinishboththeauralandwrittencommentsbutstillbepresentandreadytotakethematerialstotheTabulationAreainatimelymanner.IntheTabulationArea,thehostoradesignee,usuallyanothermusicteacher,compilestheratingsresultsontheBand/OrchestraMPARatingSummaryForm,gatherallthematerialstoreturntotheparticipatingdirector,includingthefollowingitems:

•Band/OrchestraMPARatingSummaryForm•AssessmentFormsfromeachofthe4adjudicators(makeacopyfirstforthehosttoinclude

withhis/herHostReporttotheAdjudicationChair •The6Conductorscoresprovidedbythedirector(3foreachofthepreparedpieces)

9

BesuretypeorwriteintheratingresultsforeachensembleontheBand/OrchestraMPARatingSummary–AllEnsemblesFormbeforereturningtheAssessmentFormstothedirector.Thisprocessmusthappenquicklywhilethestudentsareputtinginstrumentsawayandgatheringpersonalbelongings.Mostensemblesareonatightscheduleforamealstopand/orreturntoschoolandshouldnotberequiredtowaitonsiteanylongerthannecessary.Thehost,anadultdesignee,orastudent‘runner’mustbeavailabletotakethesematerials-----theBand/OrchestraMPARatingSummaryForm,AssessmentFormsfromeachadjudicator,andconductorscoresbacktotheparticipatingdirectorpriortohis/herensemble’sdeparturefromtheMPA.Ifdigitalrecordersarebeingusedwithadjudicatorsalternatingbetweenrecorderswhilethefilesarebeingdownloadedontheotherrecorder,runnersmustknowtopick-upanddeliverthe‘A’and‘B’recorderstoadjudicatorsinatimelymannersothatnoadjudicatorisleftwithoutadevicewhenanensembleisstartingitsperformance.ThehostordesigneeintheTabulationAreamustknowhowtolabelanddownloadthefilesfromtherecorderstothecomputer/laptopbeingusedandhowtocompileanddelivertheaudiofilestoeachgivenparticipatingdirector.Whileonepersoncandoboththeaudiofiledownloading/management,theratingstabulationandthegatheringofpaperwork,scoresandmaterialsforeachensemble,hostsoftenchoosetoutilizetwoadultstoundertakethedifferenttasksinvolved.Ifanyotherrecordingdeviceorprocessisbeingused,thehostmustcommunicatethatinformationandanyinstructionstotheadjudicatorspriortothestartoftheeventalongwithbriefinganyassistantsintheTabulationArea.Thehostmustalsocommunicatehowdirectorscanheartheiraudiorecordings,I.e.Dropbox,copiedontoaflashdrive,orburnedontoaCD.WepreferDropBoxoranothertypeofcloud-basedmechanismforaccess.NotethatthehostisnotresponsiblefortheprocessingoftheofficialPMEAawardplaques,certificatesoranymedalorders,asbotharehandledbytheAdjudicationChair.TheMedalsOrderFormisavailablefordirectorsonthePMEAwebsite.Concernsaboutfacilitiesarecommonfortheprospectivefirst-timehost.DonothesitatetocontacttheAdjudicationChairwithquestionsratherthanpermitpotentialfacilities-relatedissuestobeadeterrenttohosting.

10

SECTION2:PLANNINGRESPONSIBILITIESA.SELECTAVIABLEDATEHostsareurgedtoselectadatefortheirMPAthatworksbestwithintheiroverallschoolcalendarsasfarinadvanceaspossible.Includetimeforstageset-upandteardown.WhilemostMPA’sarenormallyheldduringtheschoolday,hostinganMPAthatstartsimmediatelyafterschooloronaSaturdayiscertainlypermitted.HostscanevenchoosetoholdtheirMPAovertwodaystohandlethenumberofinterestedgroupsortoprovideflexibilitytodirectorswhocanonlyattendononeofthetwoavailabledays.Whenscheduling,bealertforconflictswithPMEAfestivalsorwithPSSAtesting.ConsideringthatmanyensemblesloserehearsaltimeduetoschedulechangesduringPSSAtesting,directorsmaybelesswillingtoparticipateinanMPAthatimmediatelyfollowsthetestingwindow.DatesnearEastermaylimitparticipation,asschoolshavevaryinglengthsofspringbreakbeforeandafterEaster.Ingeneral,Mondaysarenotrecommended,asdirectorsseemtopreferthatthefinalrehearsalpriortoanMPAnotbefollowedbyaweekend.HostsarestronglyurgedtoavoidchanginganMPAdateonceannounced.Ifachangemustbemade,hostsshoulddiligentlyconfirmthenewdatewitheachinteresteddirectortoavoidanyconfusion.SchedulingtwoMPA’sonthesamedayinthesamepartofthestateisnotpermittedwithoutapprovalbytheAdjudicationChair,asitisimperativethatenoughensemblesarecommittedsothatbotheventsareviable.AgoalofPMEAAdjudicationremainstosecurehoststooffernumerousMPA’sinalladjudicationcontextsthroughoutthestatewithintheoverallMarchtoMaytimeframethatprovideinteresteddirectorswithenoughoptionstohaveatleastoneviabledateandsitefortheirensemblestoparticipate.B.SECURINGPRINCIPAL’SAPPROVALTOHOSTANMPAFORTHEFIRSTTIMEWhenrequestingpermissiontohostaPMEAAdjudicationMPA,besuretoprovideinformationconcerningfacilityneeds,howanydisplacedmusicandotherclasseswillbeaccommodated,andbystudentsfromotherschoolsentering,usingandexitingthebuilding.Includingthisinformationaspartoftheinitialplanningdiscussionsbestavoidssurprisesandissuesraisedbyadministratorsorcolleaguesonthedayoftheevent.Asmentioned,MPA’sarenormallyheldduringtheschooldaywhenstudentsseemtobebestavailable.Whileitisbecomingincreasinglydifficultforstudentstobeexcusedfromclasses,wehopethatprincipalsandotherteacherswillbereceptivetopermittingyourstudentstobeexcusedtoparticipateinan‘assessment’ratherthana‘festival’alongwithhostingstudentsfromotherschools.Oneofthesignificantbenefitsofhostingisthatthehost’sstudentsusuallyonlymissafewclassperiodstoparticipateratherthanmostofortheentireschoolday.Also,hostingsavesthecostofbustransportationtoanMPAheldelsewhere.Urgeyourdistrict’smiddleschool/juniorhighensemblesto

11

participate,astheirparticipationiseasierforthesamereasons.Decisionmakersoftenpositivelyrespondtothesesavingsoftimeandmoneywhenconsideringgrantingpermissiontohost.Onceadateisconfirmed,besuretoarrangeforanyassistanceneededfromcolleagues,students,thestagemanagerandcustodianswellinadvance.C.PUBLICIZEYOURMPAAssoonasadateisconfirmedinternally,contacttheAdjudicationChairtoincludeitwithinthePMEAAdjudicationMPACalendarpostedwithintheAdjudicationareaofthePMEAwebsite.WhileMPA’scanbeaddedtothecalendaronthewebsiteatanytimethroughouttheyear,wepreferasmanyMPAdatesaspossiblepostedearlyintheschoolyeartoprovideprospectiveparticipatingdirectorsampletimetoplan.MPAdatessubmittedbyAugust1canalsobereleasedintheFallissueofthePMEANews.InadditiontotheinformationpostedonthePMEAwebsite,hostsareurgedtopromotetheirMPA’sformallythroughtheirPMEADistrict’snewsletter,websiteandemailnetworkaswellasthroughgroupemailstofriendsandcolleagues.Encouragingparticipationwithininformalphonecallsandconversationsatfootballgames,directormeetings,andfestivalsisalsohighlyrecommended.D.CONTRACTADJUDICATORSFouradjudicatorsareneededforaBand/OrchestraMPA,three‘onthefloor’or‘inthehall’toadjudicatetheperformanceofthepreparedpiecesandonetoadjudicatetheSight-readingcomponentorprovideaclinicifselectedasanoptionbyensemblesperformingintheFestivalcontext.Hostsmaychoosetoholda‘band-only’MPA,butarestronglyrecommendedtoopenlyinviteandwelcomeorchestras.Iforchestraswillbeparticipating,hostsshouldcontractadjudicatorswhohaveanorchestrabackgroundifnotanorchestradirectorhim/herself.Hostsmaycertainlychoosetoholdan‘orchestra-only’MPA,Ifso,activelyrecruitamongfelloworchestradirectorswellinadvancetoensureafullschedule---aminimumofsixensemblesorfivewithawaiverofthehosthonorarium----fortheeventtobefinanciallyviable.Atthistime,hostsareresponsibletoselectandcontractqualityadjudicatorsfortheirMPA.Hostsareurgedtocontracta‘blendedpanel’ofcollegeanduniversitydirectors,retiredhighschoolandmiddleschool/juniorhighdirectors,andactivedirectors.HostsarewelcometocontacttheAdjudicationChairforalistofthosewhohaveadjudicatedMPA’sforPMEAandtheircontactinformation.Adjudicatorsarestronglyrecommended,butnotrequired,tobePMEAmembers.Nopoliciesexistatthistimeconcerningadjudicatortrainingorformalcertification.AnadjudicatoraccreditationprocessisplannedthatfocusesfirstonawarenessandunderstandingofPMEAAdjudicationphilosophiesandtheratingprocesswithinthestructureofthePMEAAssessmentForms.AnyoneinterestedinbeinganadjudicatorforPMEAAdjudicationmaydownloadandcompletetheAdjudicatorApplicationformfromwithintheAdjudicationareaofthePMEAwebsiteandsubmitittotheAdjudicationChair.

12

Hostsareurgedtocontactpotentialadjudicatorswellinadvance,evenbetweensixtotwelvemonthsaheadofthedate,ascalendarsandavailabilityforsuchactivitiesasjudgingareoftenlimited.Somehostscontracttheiradjudicatorsduringthesummerpriortothestartoftheschoolyear.Whencontactingadjudicators,besuretocommunicatewhentheeventisprojectedtostartandend.Adjudicatoravailabilityoftendependsontheprojectedendtimegivenafternoonandeveningcommitments.Effectivecommunicationattheoutsetbestavoidstheunwelcomechallengeofreplacinganadjudicator.Adviseadjudicatorstoarriveatleast45minutesbeforethefirstensembleperformstoallowampletimeforpre-eventpreparations.Hostsaretocontractadjudicatorswhocantraveltoandfromtheeventonthesameday.HostswithextenuatingcircumstancesmayrequestpermissionfromtheAdjudicationChairtocontractanadjudicatorwhoneedslodgingthenightbeforetheeventandmustdosobeforeconfirmingwiththegivenadjudicator.Ifpermissionisgranted,thehostmustpayfortheroomorcollectareceiptfromtheadjudicatorbeforehe/shedepartsaftertheMPAtoforwardforreimbursement.Noairfareexpensescanbefunded.NEWFOR2018.Onceconfirmed,provideeachadjudicatorwithanAdjudicatorContractandW-9formtocomplete,signandreturnnolaterthanthedayoftheMPA.HostsarerequiredtosubmitacopyoftheAdjudicatorContractforeachadjudicatoraspartoftheHostReportsenttotheAdjudicationChair.HostsarerequiredtoincludethestipendamountontheHostExpenseFormandthecompleteW-9formaspartoftheHostReportsenttothePMEA.BothreportsareduewithinoneweekoftheMPA.PMEAwillprocessandmailpaymentstotheadjudicatorswithintwoweeksofreceivingtheHostReporttoPMEA.Also,besuretocommunicateinadvancetheamountoftheprojectedhonorarium,lastincreasedin2008toapproximately$35perhour.BesuretoconveythatmileageandtollsCANNOTbereimbursed.

MAXIMUMADJUDICATINGTIMEINVOLVED

#ENSEMBLESIN30-MINUTEBLOCKS

#ENSEMBLESIN45-MINUTEBLOCKS

HONORARIUM

3Hours 6 $1054.5Hours 7-9 6 $1586Hours 10-12 7-8 $2107.5Hours 13-15 9-10 $2639Hours 16-18 11-12 $315

WedoplantoresearchcurrentadjudicatorstipendratesthroughoutthecountrysoonwithintheongoinggoalofensuringourvaluedadjudicatorsinPennsylvaniareceiveafairstipend.Wealsohopetoreinstituteatleastapartialmileagereimbursementsoon.

13

E.CONFIRMARRANGEMENTSFORHOSPITALITYHostsarereimbursedupto$100forHostingExpenses,normallyincluding‘hospitality’foradjudicatorsandvolunteerassistants,including:

•Beveragesprovideduponarrival,(Providingbreakfast/fooditemsatarrivalisoptional.) •Beveragesprovidedthroughouttheevent•Lunch.Pastpracticehasincludedtake-outorcateringfromanearbyrestaurant,food

purchased/preparedfromgrocerystores,orfromtheschool’sfoodservices.

Hostsmayinviteothermusicteachersandadministratorsforlunchbutmuststaywithinthe$100totalbudgeted.Somehostssupplementtheallottedamountwithfundsfromtheiractivityaccountsorboostergroups.Somehostschoosetototallyfundtheseexpensesinternallyorbyaboostergroup,whichiscertainlyappreciatedwithintheextremelytightannualbudgetforAdjudication.Managinghostexpensesremainsessentialforconsistencyandformaintainingeffectivefiscalresponsibilitysitetosite.NEWFOR2018.HostsarerequiredtocompleteandsubmittheHostExpenseFormalongwithanyreceiptsforhospitalityexpensesaspartoftheHostReporttothePMEAOfficewithinoneweekoftheMPA.PMEAwillprocessandmailreimbursementcheckstothehostswithintwoweeksofreceivingtheHostReporttoPMEA.F.CONFIRMARRANGEMENTSFORPROVIDINGAPERFORMANCERECORDINGHostsarerequiredtoarrangeforrecordingtheperformancesofthepreparedpieceseitherwithschoolpersonnelandequipmentoroutsourcedtoavendor.Aperformancerecordingisaninvaluableeducationalresourcefordirectorandclassroomuse.TherecordingsmaybeuploadedtoaDropBoxorothercloudaccess,ormaybeburnedtoaCDforthedirectortotakewiththemfromtheevent.ProvidingaqualityrecordingofthepreparedpiecesisalsoessentialfordirectorswhomaybecountingonsubmittingittoPMEAforconsiderationtobeselectedtoperformatthefollowingyear’sIn-ServiceConference.Iftheensemblereceives‘straight1’s’,itcanalsobeconsideredfortheperformanceslotchosenfromPMEAAdjudication.Hostsmayspendupto$20perensemblefundedbyPMEAtocontractanoutsidevendortorecordtheperformancesifthenecessaryequipmentisnotavailableattheschool.Ifanoutsidevendoriscontracted,hostsarerequiredtoincludethatinformationontheHostExpenseFormalongwithsubmittingacopyoftheinvoiceaspartoftheHostReporttothePMEAOfficewithinoneweekoftheMPA.PMEAwillprocessandmailpaymenttothevendorwithintwoweeksofreceivingtheHostReporttoPMEA.Withtheongoingadvancementsinandincreasingavailabilityofrecordingtechnology,hostsareoftenabletoprovidehighqualityrecordingsinternallywithschool-ownedequipment,asignificantcostsavingsforPMEAAdjudication.

14

G.REGISTERENSEMBLESTOPARTICIPATEAminimumofsixensemblesarerequiredtoholdasanctionedMPAtobestensurefinancialviabilitywithinboththeeventitselfandthePMEAAdjudicationbudgetoverall.Thereisnolimittothemaximumnumberofensemblespermittedtoparticipate.Asmentioned,hostscanchoosetoholdtheirMPAovertwodaystohandlethenumberofinterestedgroupsortoprovideflexibilitytodirectorswhocanonlyattendononeofthetwoavailabledays.Hostshavetheflexibilitytodeterminetheiroptimalstartingandendingtimeswithamaximumnumberthatcanbeaccommodated,includingfactorssuchastheavailabilityoftheirfacilityortheiradjudicators.Aftertheavailableperformanceslotsarefilled,hostsareurgedtomaintainawaitinglistincaseanensemblecancels.ParticipatingdirectorsarerequiredtocompleteandsubmitbothpagesoftheBandandOrchestraRegistrationFormandthecheckaspaymentoftheRegistrationFeetothehostatleastfourweeksinadvanceoftheMPA.Thistimeframewasestablishedasanessentialcourtesytohoststofacilitateplanning,especiallyindevelopingaviableeventschedulegiventhemanynecessaryaccommodationsandinsecuringadjudicatoravailabilityfortheentirelengthoftheevent.Participationandthetimeslotarenotformallyconfirmeduntilbotharereceived.Anensemblecannotperformunlessboththeregistrationformandthefeearesubmitted.ChecksaretobewrittenpayabletoPMEA.Formsandfeesmaybemailedseparately.NEWFOR2018.HostsarerequiredtosubmitallcollectedchecksasdocumentedonanaccompanyingAdjudicationDepositformtothePMEAOfficeonemonthinadvanceoftheevent.TheremainingcollectedchecksasdocumentedonasecondaccompanyingAdjudicationDepositFormaretobesubmittedaspartoftheHostReporttothePMEAOfficewithinoneweekoftheevent.Thatdistrictsoftenincludean‘expiresin60(or90)days’warningonchecksisanotherreasontonotholdontocheckstoolongthatmayhavebeenissuedafewmonthsaheadofthegivenMPA.Non-NAfME/PMEAmembersmayparticipatebutataslightlyhigherfeeasindicatedontheRegistrationForm.EnsemblesfromneighboringstatesarewelcometoparticipateinaPMEAAdjudicationMPAatthememberrateifthedirectorisaNAfMEmemberinhis/herstate.NEWFOR2018.ThePMEAOfficewillconfirmmembershipstatus.TheRegistrationForm,signedbythedirectorandprincipal,servesasa‘contract’withthehostconfirmingtheintenttoparticipate.TheRegistrationFeewillberefundedifthedirectorcancelsatanytimepriortothreeweeksbeforetheevent.TheRegistrationFeewillnotberefundedforanensemblethatcancelswithinthreeweeksoftheevent.Thispolicyisintendedtodiscourageadirectorfromcancelingfor‘non-extenuating’reasons,suchaspreparationconcernsorineffectiveplanningthatdidnotaccountforscheduleconflicts,permissions,studentavailability,etc.Extenuatingcircumstancescausingcancellationswithinthreeweeksoftheeventwillbeconsidered.Bybeingnotifiedthreeweeksormoreinadvance,ahostcanbestimplementscheduleadjustments,suchasreplacingtheensemblewithanotherfromawaitinglistorbetteraccommodatingschedulingpreferencesamongallinvolved.

15

H.SCHEDULEPERFORMANCETIMESHostsareurgedtoscheduleperformanceslotswithdirectorsassoonaspossible,asaviableperformancetimeisoftenaconditionofdirectorsbeingabletoparticipate.Schedulingensemblesona‘first-come’basisgreatlybenefitsdirectorsandhosts,asaconfirmedperformancetimehelpsavoidacancellationbyadirectornotifiedwithanarbitrarilyassignedperformancetimethatdoesn’twork.Schedulingperformancetimeswellinadvanceisevenmoreimportantforschoolsplanningtobringmorethanoneensemble,especiallytwoormoreensembleswiththesamedirector.Theopportunitytolockinperformancetimesattheoutsetisalsoanincentivefordirectorstoregisterandcommitearly.Whilehostsarepragmaticinholdingperformancespotsforinteresteddirectors,itisessentialthatthattheRegistrationFormandcheckfortheRegistrationFeeisreceivedwithinfourweeksoftheeventtoconfirmparticipationsothatallavailabletimeslotsareindeedfilled.Toavoidgapsintheeventschedule,hostsshouldactivelymonitorwhichdirectorshavenotsubmittedoneorbothitems.Themoretimethatelapses,somedirectorsmaybetemptedtowithdraw.Hostsshouldalsokeepanydirectorsontheirwaitinglistsinformedastoanyactualorimpendingpossibleopeningsintheschedule.Effectivecommunicationbetweenhostsandalldirectorsinvolvedisimperative.Bepreparedtorecommendrestaurantorfoodcourtoptionsintheareaifthedirectorasksaboutapossiblemealstop.Ifschedulingparametersdictatethatstudentsfromotherbuildingsorotherschoolsneedtoeatonsiteinthecafeteria,confirmthenecessaryarrangementswiththefoodservicespersonnelwellinadvance.I.MPASCHEDULEOPTIONSAsmentioned,hostsmustdecidewhethertoholdtheSight-readingcomponentonstageimmediatelyaftertheperformanceofthepreparedpiecesorinaseparatearea.IftheSight-readingcomponentisheldonstage,thetimeslotswillbe45minuteseach.Asamplescheduleforaneventwithtenensemblesfollows:

SLOT TIME WARM-UPROOM STAGE1 8-8:45AM Ensemble#1 --------------------

2 8:45-9:30 Ensemble#2 Ensemble#1


4 10:15-11 Ensemble#4 Ensemble#3

5 11-11:45 Ensemble#5 Ensemble#4

6 11:45-12:30PM Ensemble#6 Ensemble#5


8 1:15-2 Ensemble#8 Ensemble#7



11 3:30-4:15 Ensemble#10

Each45-minutetimeslotwouldinclude:enteringthestage,seating,adjustingchairsandstands,confirmingpercussionset-up,thewarm-up,thepreparedpieces,sight-reading,andexiting.

16

Regardlessofthenumberofensemblesparticipating,thethreeadjudicators‘inthehall’wouldbeabletoeattheirlunchafteragivenensemblefinishestheperformanceofitspreparedpieceswhilethefourthadjudicatorisinvolvedwiththeSight-reading(orClinicifselectedbyensemblesparticipatingintheFestivalcontext)componentforthatensemble.Thefourthadjudicatorwouldthenbeabletoeatlunchwhileanensembleisperformingitspreparedpieces.Therefore,noformaltimeslotneedstobereservedfora‘lunchbreak’fortheadjudicators.However,hostsmaychoosetoincludea45-minuteslotwithintheoverallscheduleiftheywishforadesignatedlunchbreakforthethreehalladjudicators,followedbyoneforthefourthadjudicator.IftheSight-readingcomponentisgoingtobeheldinaseparatearea,thetimeslotsforwarm-up,performanceandsight-readingwouldbe30minuteseach.Asamplescheduleforaneventwithfourteenensemblesfollows.Notethatfourteenensemblescanbeaccommodatedin30-minutetimeslotsinthesamelengthoftimethattenensemblescanbeaccommodatedin45-minutetimeslots.

SLOT TIME WARM-UP STAGE(PreparedPieces) SIGHT-READING1 8-8:30AM Ensemble#1 ------------------- ---------------------

2 8:30-9 Ensemble#2 Ensemble#1 ---------------------

3 9-9:30 Ensemble#3 Ensemble#2 Ensemble#1

4 9:30-10 Ensemble#4 Ensemble#3 Ensemble#2




8 11:30AM-12PM

Ensemble#8 Ensemble#7 Ensemble#6

9 12-12:30PM Ensemble#9 Ensemble#8 Ensemble#7







16 3:30-4 Ensemble#14

Each30-minutetimeslotwouldinclude:enteringthestageORtheseparatearea,seating,adjustingchairsandstands,confirmingpercussionset-up,thewarm-up,thepreparedpiecesORsight-reading,andexiting.Hostsmustschedulea30-minutetimeslotdedicatedtoaformallunchbreakfortheadjudicators,asthereisnotenoughtimebetweenensemblestoeat.Thethreehalladjudicatorsevaluatingtheperformanceofthepreparedpieceswouldbreakandeatatthesametime.Thefourthadjudicatorwouldbreakandeatlunchduringthesubsequent30-minutetimeslot.BesurethatinformationconcerningwheretheSight-readingcomponentwillbelocatedandtheexactlengthofeachtimeslotiscommunicatedtotheparticipatingdirectorsinadvance.

17

J.REGISTRATIONFORMINFORMATIONPERTAININGTOTHEHOSTHostsmustensurethattheRegistrationFormiscompletedwithallinformationprovidedasrequested.ThefirstpageoftheRegistrationFormcontainsthefollowinginformationparticularlyapplicabletothehost:

•Directorcellphoneforemergencycontactpriortoorduringtheevent

•Numberofstudentmembers,chairs&stands,andpianoneedsforstageset-upplanningAlso,pleaseensurethat,directorshaveclearlyindicatedtheexactnameoftheensemblethattheypreferbeengravedontheawardplaque(Traditional)orprintedontheawardcertificate(Festival).ThesecondpageoftheRegistrationFormcontainsconsiderableinformationneededbythehostandfortherecordskeptbyPMEAAdjudication.HostsmustprovideacopyofthesecondpageoftheRegistrationFormfromeachensembletotheadjudicatorsuponarrival.TOPTHIRD-Director’schoiceofeithertheTraditionalorFestivalPerformanceContextandamongtheavailableoptions.

MUSIC PERFORMANCE ASSESMENT: PERFORMANCE CONTEXT Traditional

- Two selections from the PMEA Selective Music List - Formal grade level as declared via the two selections - Sight-Reading - Ratings & Audio/Written Commentary - Wording for Award Plaque (Choose 1) Superior/Excellent/Good/Fair Outstanding/Advanced/Proficient/Basic

Festival - Two selections (do not need to be from the PMEA SML) - Do not need to provide grade levels - Choose 1 of the 3 options for the segment after the performance of the prepared pieces Sight-reading – Also indicate which Grade Level: would be preferred. or a Clinic or Neither - Evaluation options (Choose 1) Ratings & Comments or Comments Only

- If ‘Ratings’ are selected, which type of terminology is preferred for the Award Certificate? (Choose 1)

Superior/Excellent/Good/Fair Outstanding/Advanced/Proficient/Basic

•HostsmustprovidealistofensembleswiththecontextselectedtotheadjudicatorsalongwiththeoptionsselectedbydirectorsofensembleparticipatingintheFestivalcontext,especiallyforthosewhochooseCommentsOnly.

•ForthosethatchooseFestival,thesight-readingadjudicatorneedstoknowinadvanceifthedirectorwantstheensembletosight-readand,ifso,atwhatgradelevelofmusic.ThatadjudicatoralsoneedstobepreparedIfthedirectorchoosestheClinicoption.

•IfadirectorchoosestheClinicoption,pleasecontacttheAdjudicationChair.Carefulcoordinationisneededamongallinvolved---AdjudicationChair,host,sight-readingadjudicatoranddirector---withinthisrelativelynewoptionconcerninghowtouseandimplementaClinicmosteffectively.•DirectorswhochooseFestivalareaskedtochoosebetweentwoEvaluationOptions:RatingsandCommentsorCommentsOnly.

18

•Alldirectorsareaskedtoindicatewhatratingterminologyispreferredtoincludeontheawardplaqueorawardcertificatetobestmeettheirneeds,eitherthetraditionalPMEAterms(Superior,Excellent,Good,Fair)orthetermsadaptedfromPSSA’s(Outstanding,Advanced,Proficient,Basic).

MIDDLETHIRD-InformationaboutthePreparedPiecesandtheDeclaredGradeLevelPREPARED PIECES & DECLARED GRADE LEVEL Prepared Piece #1 Title:

Composer: Arranger

Year Published: PMEA SML Level (Needed for Traditional only): Prepared Piece #2 Title:

Composer: Arranger

Year Published: PMEA SML Level ((Needed for Traditional only) Declared Grade Level for PMEA Adjudication (Needed for the Traditional performance context only): I II III IV V VI

•AlldirectorsareaskedtoincludetheTitle,Composer,Arranger(ifapplicable)andYear

PublishedofthetwoPreparedPieces.Informationaboutthewarm-upselectionisnotrequired.•IregretthatIhavenotyetcompletedtherevisedSelectiveMusicLists.ThetaskhasturnedouttobeevenmoreextensivethanIthought.GiventhattheOrchestraSMLincludesbothStringOrchestraandFullOrchestraandtheChoralSMLincludesMixed,TrebleandMen'sChoruses,therearesimplymanymoretitlesforeachfromthesevenmergedsourcelistsascomparedtotheBandSML.It'sanextremelytediousprocess,unfortunately.WhileI'mdisappointedthattheywillnotbereadyfor2018,Iremainexcitedaboutthebenefitsforallinvolvedonceimplemented.For2018,directorsaretocontinuetosubmitpiecesnotonthecurrentSMLtoDr.TadGriegatWestminsterforoverallapprovalandtoconfirmthegradelevelforusewithinPMEAAdjudication.

•ForensemblesparticipatingintheTraditionalperformancecontext,hostsmustconfirmthattheDeclaredGradeLeveliscorrect.Ifbothpiecesarefromthesamegradelevel,thatwilltheDeclaredGradeLevelforadjudication.Ifthepiecesarefromdifferentgradelevels,thesummaryleveldeclaredforadjudicationwouldbethelowerlevelofthetwopieces.Forexample,anensemblethatsubmitsaGrade3pieceandaGrade4piecewouldformally‘adjudicate’ata‘DeclaredGradeLevelforPMEAAdjudication’ofLevelIII.

•TheDeclaredGradeLevelforPMEAAdjudication’alsodeterminesthesight-readinggradelevelforensemblesintheTraditionalcontext,essentialinformationforthesight-readingadjudicator’splanning,alongwithbeingincludedontheawardplaque/certificate.

19

•Hostswhospotanerrorconcerningthe‘DeclareGradeLevel’mustcontactthedirectorrightawaytocommunicatetheneedforacorrectionandconfirmagreement.Doingsoinadvanceoftheeventisstronglypreferredtoavoidissuesonsiteoranytimeafterwardswhenratingsarereleasedorwhenplaques/certificatesarereceived.

LOWERTHIRD–EnsembleProfileENSEMBLE PROFILE

THIS ENSEMBLE’S status at this school: Click or check one:

AVERAGE NUMBER of scheduled rehearsals per 5-day week: (check one)

GRADE LEVELS of student members of this ensemble: (check all applicable):

Only Band Only Full Orchestra 1 3 5 5 9 Top Band Only String Orchestra 6 10 Second Band Top Orchestra 2 4 7 11 Third Band Second Orchestra 8 12 Other Third Orchestra Other:

Number of Student Members:

Length of rehearsal period: minutes

SCHOOL DISTRICT’s HIGH SCHOOL PIAA CLASSIFICATION FOR FOOTBALL - to convey relative size of the district: Check or click on one. A AA AAA AAAA 5A 6A None (not applicable)

ParticipatingdirectorsareaskedtoprovideinformationaspartofanEnsembleProfileasincludedabove,including: •ThisEnsemble’sstatusatthisschool •AverageNumberofscheduledrehearsalsper5-dayweek •GradeLevelsofstudentmembersofthisensemble •SchoolDistrict’sHighSchoolPIAAClassificationforfootballtoconveyrelativesizeofthe

district(whereapplicable)

Asmentioned,hostsmustprovideacopyofpage2foreachensembletoeachadjudicator.Thisdirector-drivensectionoftheRegistrationForm,uniquetoPennsylvania,enhancesadjudicatorawarenesswhilecontributingtotheirperspectiveandoverallframeofreferencewithinwhichthegivenperformanceisperceivedandassessed.CopiesoftheentireRegistrationFormforeachensemblearesenttotheAdjudicationChair.K.THESIGHT-READINGADJUDICATOR:SELECTINGMUSICBeproactiveanddiligenttobestensurethatthecontractedadjudicatorunderstandshowtheSight-readingcomponentistobeimplemented,especiallyifthiswillbehis/herfirsttimeadjudicatingthiscomponent.Thesight-readingadjudicatorisresponsibleforprovidingthemusicandfolders,NOTthehost.Someadjudicatorsprefertocompilefoldersthemselveswithmusicselectedfromhis/herownschool’smusiclibraryorothersources.Othersprefertoarrangewiththelocalmusicvendorforthemtoselectthemusic,loanthescoreandpartstoeach,andprovidethefolders.Theadjudicatorlabelsthefoldersandcompilesthepartsneededforeach,thenreturnseverythingtothevendoraftertheevent.Otherswho

20

adjudicatesight-readingeachyearputtogether,maintainandcontinuetoexpandtheirownsetofsight-readingfolders,usuallyfromtheirowndistrict’slibraryorasborrowedfromcolleagues.Thehostshouldnotbeinvolvedinselectingmusicforsight-reading,asthisisaconflictofinterestwhenanyofthehostschool’sensembleswillbeparticipatinginthesight-readingcomponentatthatMPA.Hostsmustprovidethesight-readingadjudicatorwithalistoftheparticipatingensemble,theDeclaredGradeLevelforthepreparedpieces,andtheresultinggradelevelofthesight-readingmusicrequiredassoonasconfirmedbutnolaterthanonemonthinadvanceoftheeventtoprovideampletimetoacquiremusicandpreparefolders.Themethodoforganizingthemusicisuptotheadjudicator.Manyputtogethercompletefoldersbyinstrumentandpartforallthemusictobeusedatthatevent,simplydistributingandcollectingthatsetoffolderswitheachensemblethroughouttheevent.Othershavedividedthepartsforeachpieceintomanilaenvelopes(I.e.alltheclarinetparts,allthelowbrassparts,etc.)andonlydistributeandcollectenvelopesforthepiecebeingperformed.Eachadjudicatorisfreetochooseandimplementapreferred‘system’.Providingqualitypiecesforsight-readingisessential,astheappropriatenessofthemusicchosensignificantlyimpactsthesuccessandoverallqualityoftheexperiencefortheensemble.Musicforsight-readingmaybeselectedfromthePMEASelectiveMusicListbutthatisnotarequirement.Fromexperienceadjudicatingsight-reading,werecommendthatthesight-readingadjudicatoravoidsselectingpiecesin6/8oranyx/8meteratanygradelevelalongwithpiecesin3/4timeorcuttimeingrades½or1.Wealsorecommendthatpieceswithintricatemeterchanges,complexrhythmpatterns,orpercussionwritingwithmanyauxiliaryinstrumentsalsobeavoidedatanygradelevelasthosemaybeoverwhelminganddiscouragingforstudentstotrytosightreadwithinensemblesthatusuallyhavemanyweekstorehearsethosechallengingsectionspriortoaconcert.L.THESIGHT-READINGCOMPONENTEnsemblesparticipatingintheTraditionalperformancecontextarerequiredtoparticipateinanadjudicatedsight-readingcomponentimmediatelyafterperformingthetwopreparedpieces,withtheratingreceivedfactoredintodeterminingtheFinalRatingearned.EnsemblesparticipatingintheFestivalperformancecontexthavetheoptiontoparticipateinanadjudicatedsight-readingcomponent.Ifthatoptionisselected,directorsmayalsochoosethegradelevelofthepieceinvolved.

21

WithintheTraditionalcontext,toappropriatelycoordinatethegradelevelofthesight-readingcontentwiththatofthepreparedpieces,ensembleswillsight-readapieceapproximately1to2levelsbelowthedeclaredgradelevelofthepreparedpiecesaccordingtothefollowingtable:

DECLAREDGRADELEVELOFTHEPREPAREDPIECES

GRADELEVELOFTHEMUSICTOBESIGHT-READ

6 45 34 2½3 1½2 11 ½

Thesight-readingadjudicatorisresponsibletoprovideleasttwopiecesateachgradelevelneededforthegivenevent.He/shemaychooseoneforthedirectororgivethedirectorthechoice.Thedirectorshouldchooseapiecethathe/sheisnotfamiliarwith.Thedirectorshouldbegivenanoriginal,unmarkedscoretouseifpossible,notacopyoranoriginalorcopythatismarkedupwithconductornotesorcues.Theensembleshouldbeprovidedwithoriginal,unmarkedpartsifpossible.Thesight-readingadjudicatormusthaveascoretorefertoduringthesight-readingandisresponsibleforeitheracquiringasecondoriginalscoreormakingacopyforthatuse.Changesinthelevelsofthesight-readingmusicforensemblesthatadjudicatedpreparedpiecesatlevels4and3and1weremadein2008basedonthefollowingrationale:PREPAREDPIECESATGRADE4---SIGHTREADAT2½PREPAREDPIECESATGRADE3---SIGHTREADAT1½Ensemblesadjudicatingatgradelevel4inmanystatestypicallysightreadgradelevel2musicandthoseadjudicatingatgrade3sight-readatgrade1,thestandard‘twolevelsbelowthedeclaredgradelevel’.However,forthiscontext,basicgradelevel1and2musicmayoftenbetooeasy,aconcernvoicedbybothdirectorsandadjudicatorsasnotbeingbeneficialforthestudents.Furthercomplicatingthisissuewasinconsistencysitetositeorevenensembletoensemblewithinthecontentdemandsofthemusicprovidedbytheadjudicatorforsight-reading.Wenowrequireoursight-readingadjudicatorstochooseappropriatepieceslabeledgradelevel2½bythepublisherforensemblestosightreadthatperformpreparedpiecesatadeclaredgradelevel4,andlabeledgrade1½forthosewithpreparedpiecesatgrade3.Whilenostateorfestivallists,toourknowledge,separatepieceswithinagivengradelevel,mostpublishersdodistinguishbetweengrades2and2½repertoireandbetweengrade1and1½.PREPAREDPIECESATGRADE2---SIGHTREADATGRADE1Itremainsappropriatethatensemblesadjudicatingatgradelevel2sight-readapiecelabeledasgradelevel1.Thehostshouldremindhiscontractedadjudicatorofthisrequirementandstressthatthepiecesselectedareindeedgrade1pieces,not1½,whichwouldbetooclosetothecontentofthegrade2preparedpieces.Musicatgrade½wouldbefartooeasyforuseinthiscontext.

22

PREPAREDPIECESATGRADE1---SIGHTREADATGRADE½Sight-readingadjudicatorsarerequiredtochooseappropriatepieceslabeledasgradelevel½bythepublisherforthiscontext.M.THESIGHT-READINGPROCESSTheSight-readingcomponentwillbeimplementedaccordingtothefollowingprocess:

1.Immediatelyfollowingtheadjudicationofthepreparedpieces,theensemblewillremainonstageorproceedtoaseparatearea.

2.Theadjudicatorandhisassistantswilldistributemusicfoldersthataretoremaincloseduntilhedirectsthestudentstoopenthemtoretrievetheassignedpiecetobesight-read.Asmentioned,theadjudicatorshouldbeabletochoosebetweenatleasttwopiecesateachgradelevel.Thedirectorshouldnotbefamiliarwiththechosenpiece,asitshouldbesight-readingforhimaswellasforhisstudents.Directorsmayassistinconfirmingthateveryonehasafolder.

3.Theadjudicatorresponsibleforthesight-readingcomponentwillintroducehimselfandreviewtheprocess.Whencompleted,theadjudicatorwillannouncewhichpiecetoretrievefromthefolder.Directorsmayassistinconfirmingpercussionassignmentsforthegivenpiece.

4.Theadjudicatorwillformallystartatimedtwo-minutepreparationperiodtobeusedbythedirectorandstudentstosilentlyperusethemusic.Nooneistospeak;noinstrumentsmaybeplayed.Theadjudicatorwillnotifythedirectorandensemblewhenthirtysecondsremain.

5.Theadjudicatorwillthenformallystartatimedthree-minuteperiodforthedirectortouseashechoosestobestpreparethestudentsforperformance.Noinstrumentsmaybeplayed.Thedirectorandstudentsmaysing,clap,finger,count,askquestionsorotherwisehighlightaspectsofthemusicinpreparation.Theadjudicatorwillnotifythedirectorandensemblewhenoneminuteremains,followedbywhenthirtysecondsremain.

6.Theadjudicatorwillinstructthedirectortobeginthesight-readingperformanceoftheassignedpiece.Duringtheperformance,thedirectormaytaponthestand,singparts,count,calloutrehearsalnumbers/letters,and/orgiveverbalinstructionswithoutpenalty.Thelessthedirectorneedstobeinvolvedverbally,thebetter.Thedirectorshouldstrivetocommunicateasefficientlyandeffectivelyaspossiblethroughhisconducting.

7.Thedirectormaychoosetostopandre-starttheensembleonceduringtheperformancewithoutpenalty.Theadjudicatorwillthenidentifythepointwheretheensemblewillrestart,whichshouldbearehearsalnumber/letterjustbeforethepointinthemusicwherethedirectorstoppedtheperformance.Obviously,thefewerstopsandre-starts,thebetter.

8.Aftertheensemblehasfinisheditsperformance,theadjudicatorwillbrieflydiscusshisevaluationwiththestudentsandthedirector,usingasmuchoftheremainingtimeasdesired.Theadjudicatormaychoosetohavetheensembleplayanexcerptaspartofthefeedback,conductedeitherbythedirectororhimself.Theadjudicatormustalsoallowenoughtimeforthemusicfolderstobecollectedandforthestudentstoexittheareabeforetheentranceofthenextscheduledensemble.

Directorsarestronglyrecommendedtopreparetheirstudentsforthiscomponentbyestablishinganapproachtoeffectivelyimplementeachstepinvolvedintheprocess.

23

Directorsareurgedtodiligentlyandregularlypracticesight-readingaspartoftheircurriculumandrehearsalstructurealongwiththeusualwarm-ups,conceptandskilldevelopmentexercises,preparedpiecesandallconcertmusic.Somedirectorssuccessfullyutilizeaseparate,designated‘sight-readingfolderforthispurpose.N.CONFIRMARRANGEMENTSWITHPARTICIPATINGDIRECTORSProactivecommunicationwithparticipatingdirectorsinadvanceoftheeventisessentialtoensurethebestpossibleunderstandingofwhatisinvolvedinparticipatingatthegivensite,especiallyforthoseparticipatingforthefirsttime.Emaileachdirectorwithfinalinformationatleasttwoweeksinadvanceoftheeventthatincludesthefollowing:

•TheMPAdate,especiallyiftheoriginaldateannouncedwaschangedatanytime•WhethertheRegistrationFormandcheckfortheRegistrationFeehavebeenreceived•Alistofpercussioninstrumentsprovided,especiallyifinstrumentsbeyondtheminimum

requiredareavailable.Directorscertainlyappreciatewhenpercussioninstrumentsareavailablethatdonotneedtobebroughtwiththem.

•Thefinalscheduleofwarm-upandperformancetimes•Alistoftheadjudicators•Facilitiesinformationandguidelinestofollowwhenonsite•Anytrafficorroadconstructionadvisoriesthatcouldimpacttraveltime•Informationaboutbusparking,wheretoenterthebuilding,andwheretoregister•AremindertoDirectorsaretosubmitthreemanilaenvelopes(10x13recommended),onefor

eachadjudicator,labeledwiththeschoolname,ensemblenameand“Adjudicator#1,2or3”.Eachenvelopemustcontainanoriginalscoreforeachofthetwopreparedpieceswiththemeasuresnumberedifnotalreadynumberedbythepublisher.Scoresmustbeoriginalsunlessthepieceisoutofprint.Copiesmaythenbemade,butonlywithwrittenpermissionofthepublisherprovided.Ifcopiesaremade,pagesshouldbetaped,ratherthanstapled.Scoresdonotneedtobeprovidedforthewarm-upmusic/materials.

• Directorsarerecommendedtoordertheadditionalscoresfromtheirmusicdealerwellinadvanceoftheeventtopermitenoughtimetoreceivethemfromthepublishersorforobtainingpermissiontomakecopiesifthechosenpieceisoutofprint.

•Whetherstandswillbeprovidedinthewarm-upareaornot•Reminderthatensemblesarewelcometoattendotherperformancesand,ifso,thatstudents

aretoenterandexitonlybetweenperformances,notbetweenpieces,andthatstudentsmayapplaudattheendofpieces.Tohavenoapplauseoftencomesacrossasawkwardanddisconcertingtotheperformers.

24

O.CONFIRMARRANGEMENTSWITHTHEADJUDICATORSPro-activecommunicationwiththecontractedadjudicatorsinadvanceoftheeventisequallyessential,especiallyforthoseadjudicatingforPMEAforthefirsttime.Emaileachadjudicatorwithfinalinformationatleasttwoweeksinadvanceoftheeventthatincludesthefollowing:

•TheMPAdate,especiallyiftheoriginaldateannouncedwaschangedatanytime•Reporttimeforadjudicatorsalongwiththefinalscheduleofensemblesandperformancetimes•Anytrafficorroadconstructionadvisoriesthatcouldimpacttraveltime•Parkinginformationalongwithwheretoenterthebuilding,toobtainanofficialvisitor’spassif

needed,andtoreport•TobringthecompletedAdjudicatorContractifnotalreadysubmittedbymailoremail•Thatrecorderswillbeprovided•ThatPMEAwillmailthestipendcheckswithintwoweeksoftheevent

P.CONFIRMASSISTANTSANDENSURETHATTHEYUNDERSTANDTHEIRROLESConfirmthatanamplenumberofstudentshavecommittedtoassistthroughouttheeventalongwithnotificationtotheirteachersasneeded.Hostsmayalsoutilizeothermusicdepartmentcolleaguesandparentsasvolunteers.Assistanceisneededinthefollowingareas:

•Set-up Toassistinpreparingeachinvolvedareaofthefacilities,includingsettingthestageandwarm-upareas,puttingupsignsandequippingtheadjudicators’workstations

•RegistrationTable Toassisttheparticipatingensemblesatcheck-in

•HoldingAreaSecurity Towatchovertheinstrumentcases,coats,pursesandotherbelongingsleftintheholdingareawhentheensemblemovestothewarm-uparea

•HostEscorts Tostaywithagivenensemblefromcheck-intotheholdingareathroughtheperformances,thenbacktotheholdingareaanddeparture.Toserveastheirliaisontothehost,answeringquestionsandsolvingproblems

•Announcer Toannounceeachperformanceofpreparedpiecesintheauditoriumfromascriptpreparedbythehost.Thehost,anothermusicteacher,aparentvolunteerorstudentsmayserveinthisrole.

•StageCrew Tohelpensemblesenteringthestagewithmovingandsettingchairs,standsandpercussiontobestmeeteachdirector’spreferredconfiguration

•Runners TotakeenvelopesofconductorscoresfromtheRegistrationTabletotheadjudicators.Aftertheensembleperforms,totaketheenvelopescontainingassessmentformsandconductorscoresfromtheadjudicatorstotheTabulationArea.Toswapoutrecorders,ifused,betweenensembles.TotaketheperformancerecordingCD,ifused,fromtherecordingstationtotheTabulationArea.TotakeresultsandallmaterialsfromtheTabulationAreabacktothedirectorsbeforedeparture.Tosupplybeveragestotheadjudicatorsandassistthehostasneededthroughouttheevent.

25

•Sight-reading Toassistthesight-readingadjudicatorwithdistributing,collectingandsortingthesight-readingmusicfolders.Hostsareurgedtoselectatleasttwoorthreestudentstoassistandensurethatenoughstudentsareavailablethroughoutthedurationoftheevent.

•AdjudicatorHospitality Toprovidebeveragesthroughouttheeventalongwithlunch.Colleaguesandparentvolunteersoftenassist.

Q.PREPAREASCRIPTFORTHEANNOUNCERPrepareawrittenscriptfortheannouncertoreadpriortoeachensemble’sperformancethatintroducestheschool,ensemble,director,adjudicatorsandwhereeachteaches/taught,andthetitlesandcomposersofthetwopreparedpieces.Donotincludeinformationaboutthewarm-upmusic.Confirmtheaccuracyofeachiteminvolvedandincludeproperpronunciationswithphoneticspellingsasneeded.Reviewpronunciationswiththeannouncer.

26

SECTION3:RESPONSIBILITIESJUSTPRIORTO&DURINGTHEEVENT

A.EVENTMANAGEMENT

•Confirmproperset-upofallinvolvedareas•Confirmthatallnecessaryformsarecopied,labeledandreadyforuse•Postdirectionsignsandcopiesofthefinalschedulewhereneeded•Confirmthatthemicrophonefortheannouncerissetupandworking•Confirmthattheannouncerscriptisready•ConfirmthattheauditoriumperformancesarenotinterruptedbyPAannouncements

andthatchangeofclassbellsareturnedoffintheauditoriumifpossible•Implementhospitalityarrangements.Securereceipts.•Greettheadjudicatorsandensuretheyhaveeverythingneededattheirworkstations.Touch

basethroughouttheevent,jointhemforlunchifpossible,andtouchbaseagainattheendoftheeventtoconfirmthatdutieshavebeencompletedandtoextendthanks

•Ensurethattheadjudicatorshavecopiesofeachensemble’sPage2oftheRegistrationForm,IncludingoptionsselectedbyanyparticipatingensemblesintheFestivalperformancecontext

•CollectAdjudicatorContractsfromtheadjudicatorsbeforetheydepartifnotalreadysubmitted•Confirmrecordingstationset-upandimplementation•ConfirmthattheTabulationequipmentandpersonnelisreadyandperformingeffectively

throughouttheevent•Contacteachdirectoratsomepointtoexpressappreciationforparticipating•Confirmthatallassistantsareinplaceandperformingeffectivelythroughouttheevent

B.PROCESSADJUDICATIONRESULTSCorrectlyprocessingtheresultsoftheadjudicationofthepreparedpiecesandofthesight-readingcomponentisoneofthemostimportantresponsibilitiesofthehostthroughouttheevent.Hostsoftenperformthisdutythemselves,butitcanbedelegatedtoaqualifieddesignee,usuallyanothermusicteacher.Studentsandparentsarenotpermittedtoserveinthisroleduetotheimportanceofthetaskandtheprofessionalconfidentialityrequired.OncetherunnerbringstheenvelopesfromtheadjudicatorstotheTabulationArea,usuallythehost’sofficeoradesignatedareawithacomputerandprinter/printeraccess,thehost/designeeisresponsiblefirsttocheckeachadjudicator’smathontheAssessmentFormsforaccuracy.Ifthereisanerror,don’tassumeanythingconcerningintent---justtaketheformbacktotheadjudicatorforclarificationandadjustmentsasnecessary.Asktheadjudicatortoinitialthecorrectedrating.ForensemblesparticipatingintheTraditionalperformancecontext,usethetablesbelowtoderivetheSummaryRatingofthePreparedPiecesandthencombinethatwiththeRatingreceivedforSight-readingtoderivetheFinalMPARating.TheSummaryRatingearnedfromtheperformanceofthePreparedPiecesisthendeterminedbycombiningtheFinalRatingsfromthethreeadjudicatorsaccordingtothefollowingtable:

27

DETERMINETHESUMMARYRATINGOFTHEPREPAREDPIECESBYCOMBININGTHETHREERATINGS

RATINGSFROMTHETHREE

ADJUDICATORS

I,I,I I,II,II I,III,III I,IV,IV I,V,V

I,I,II I,II,III I,III,IV I,IV,V II,V,V

I,I,III I,II,IV I,III,V II,IV,IV III,V,V

I,I,IV I,II,V II,III,III II,IV,V IV,V,V

I,I,V II,II,II II,III,IV III,IV,IV V,V,V

II,II,III II,III,V III,IV,V

II,II,IV III,III,III IV,IV,IV

II,II,V III,III,IV IV,IV,V

III,III,V

SUMMARYRATING I II III IV V

TheFinalMPARatingisdeterminedbycombiningtheSummaryRatingofthePreparedPieces(PP)withtheRatingreceivedforSight-reading(SR),accordingtothefollowingtable:

COMBINETHESUMMARYRATINGOFTHEPREPAREDPIECES(PP)WITHTHERATINGFROMTHESIGHT-READING(SR)COMPONENTTODETERMINETHEFINALMPA

RATING

I II III IV V

PP SR PP SR PP SR PP SR PP SR

I I I III II IV III V V IV

I II I IV II V IV III V V

I V III II IV IV

II I III III IV V

II II III IV V I

II III IV I V II

III I IV II V III FINAL PMEA LETTER APPROX.PSSA

RATING DESCRIPTOR GRADE EQUIVALENTI Superior A+ OutstandingII Excellent A AdvancedIII Good B ProficientIV Fair C BasicV Unprepared U BelowBasic

28

ForensemblesparticipatingintheFestivalperformancecontextwhenthedirectorchoosesRatings&CommentsastheEvaluationOptionANDtoparticipateintheSight-readingcomponent,usethetwotablesbelowthesamewayasdescribedabove.ForthosethatdoNOTchoosetoparticipateinSight-reading,derivetheFinalRatingofthePreparedPiecessolelybyusingjustthefirsttablebelow.

DETERMINETHESUMMARYRATINGOFTHEPREPAREDPIECESBYCOMBININGTHETHREERATINGSORTHEFINALRATINGFORENSEMBLESINTHE‘FESTIVAL’

CONTEXTTHATDONOTCHOOSETODOSIGHT-READING

RATINGSFROMTHETHREE

ADJUDICATORS

I,I,I I,II,II I,III,III I,IV,IV I,V,V

I,I,II I,II,III I,III,IV I,IV,V II,V,V

I,I,III I,II,IV I,III,V II,IV,IV III,V,V

I,I,IV I,II,V II,III,III II,IV,V IV,V,V

I,I,V II,II,II II,III,IV III,IV,IV V,V,V

II,II,III II,III,V III,IV,V

II,II,IV III,III,III IV,IV,IV

II,II,V III,III,IV IV,IV,V

III,III,V

SUMMARYRATINGorFINALRATINGasdescribedabove

OROR

I II III IV V

29

TheFinalMPARatingisdeterminedbycombiningtheSummaryRatingofthePreparedPieces(PP)withtheRatingreceivedforSight-reading(SR),accordingtothefollowingtable:

COMBINETHESUMMARYRATINGOFTHEPREPAREDPIECES(PP)WITHTHERATINGFROMTHESIGHT-READING(SR)COMPONENTTODETERMINETHEFINALMPA

RATING

I II III IV V

PP SR PP SR PP SR PP SR PP SR

I I I III II IV III V V IV

I II I IV II V IV III V V

I V III II IV IV

II I III III IV V

II II III IV V I

II III IV I V II

III I IV II V III FINAL PMEA LETTER APPROX.PSSA

RATING DESCRIPTOR GRADE EQUIVALENTI Superior A+ OutstandingII Excellent A AdvancedIII Good B ProficientIV Fair C BasicV Unprepared U BelowBasic

OncetheFinalRatingisdeterminedforallTraditionalensemblesandforthoseFestivalensemblesthatrequestedarating,thehost/designeeisresponsibletotransferthatFinalRatingontotheBand/OrchestraMPARatingSummaryFormalongwiththeFinalRatingsfromeachadjudicator’sassessmentform.ThisformisavailableonthePMEAwebsiteasWord.docxand.pdffiles.HostsmaytypetheresultsintotheblanksprovidedontheWord.docxorwriteintheratingsresultsbyhandonahardcopyprintedfromthe.pdf.

30

C.TAKETHERESULTSANDADJUDICATIONMATERIALSTOTHEDIRECTORThehost/designeemustproceedquicklywithprocessingtheadjudicationresultsforeachensemblewhilethestudentsareputtinginstrumentsawayandgatheringpersonalbelongings.Mostensemblesareonatightscheduleforamealstopand/orreturntoschoolandshouldnotberequiredtowaitonsiteanylongerthannecessary.Somedirectorsmaychoosetohavetheirstudentswatchanotherensembleperformpriortoleaving,whichwouldprovidesomeadditionaltimetoprocessresults.Thehost,anadultdesignee,orastudent‘runner’mustbeavailabletotakethefollowingitemsbacktotheparticipatingdirectorbeforeheandhisstudentsdepart:

•Band/OrchestraMPARatingSummaryForm

•ThreeBand/OrchestraMusicPerformanceAssessmentForms,onefromeachadjudicator •TheBand/OrchestraSight-readingMPAForm(Ifparticipatedinsight-reading) NEWFOR2018:Makeacopyofthefrontofeachofthe3or4MPAformstoincludein

theHostReportmailedorscannedandemailedtotheAdjudicationChair •Conductorscoresofthepreparedpiecesthatthedirectorprovidedfortheadjudicators •CDrecording,ifprovided,oftheperformanceofthepreparedpieces

31

SECTION4:AFTERTHEEVENTA.RECOMMENDATIONS

•Confirmproperteardownandclosureconcerningallinvolvedaspectsoffacilityuse•Emaildirectorsandadjudicatorstoexpressappreciationfortheirparticipationandtoseek

feedbackconcerninganyaspectoftheevent•Thankalladministrators,colleagues,parentsandstudentswhoassistedfortheireffortsand

seekfeedbackconcerninganyaspectoftheevent•ProvidefeedbacktotheAdjudicationChairconcerninganyaspectofhosting----what

worked,whatdidn’tandanysuggestions----sothatthe‘system’cancontinuetoevolveandimproveforthebenefitofallinvolved

B.NEWFOR2018:HOSTSAREREQUIREDTOSUBMITTWOHOSTREPORTSBOTHWITHINONEWEEK

OFTHEEVENTHostsareurgedtokeepacopyofallformssubmittedwithinthetworeportsaswellascopiesofanyreceiptuntilatleastJuly1ifnotlongerasaback-upincaseagivenitemisinadvertentlylost,misplaced,orotherwisenotaccessible.

1.HOSTREPORTTOPMEAMailaHostReporttothePMEAExecutiveOfficeat56SouthThirdStreet,Hamburg,PA19526-1828 containingthefollowingitems:

•ThePMEAAdjudicationDepositFormlistinganyremainingRegistrationFeechecksnotalreadysubmittedtoPMEAbythefirstdeadlinefourweeksinadvanceoftheeventasdescribedonpage14.

•TheHostExpenseFormalongwithanyreceipts

•AcompletedW-9formforanyadjudicatorwhoisadjudicatingtheirfirstMPAofthegivenseasonandhasnotyetcompletedaW-9.

PMEAwillprocessandmailallpaymentsinvolvedwithintwoweeksofreceivingthisHostReport.2.HOSTREPORTTOTHEADJUDICATIONCHAIRScanandemailormailaHostReporttoTomSnyder,AdjudicationChair,at401BonAirCourt,CranberryTownship,PA16066containingthefollowingitems:

•Band/OrchestraRegistrationForm(bothfrontandback)foreachensemble

•Band/OrchestraMusicPerformanceAssessmentFormforeachensemblefromeachadjudicator(frontpageonly)

•Band/OrchestraMPARatingSummary–AllEnsemblesForm

•AdjudicatorContractforeachadjudicator

32

ProvidingcopiesofeachAssessmentFormfromeachadjudicatorisnowessentialgiventhateachdirectorwillbeprovidedthenewAdjudicatorEvaluationFormalsobeginningin2018.TheAssessmentFormsincludewrittencommentsalongwiththeratingsthatwillbeanessentialreferenceinprovidingmorecompletefeedbacktotheadjudicators.TheAdjudicationChairneedstheAdjudicatorContractsthatcontaincontactinformationforourmasterAdjudicatorDatabaseaswellasforongoingcommunications.C.HOSTHONORARIUMHostswillreceiveanhonorariumof$185equaltooneRegistrationFeeforparticipatingintheTraditionalperformancecontextfromPMEAwithintwoweeksofreceivingtheHostReportviacheckpayabletothehost’schoiceofeitherhisschool’s‘activityaccount’orparentboostergroup,unlessthehostchoosesinsteadtousethehonorariumtofundoneRegistrationFee.AllapprovedhostingexpenseswillalsobereimbursedbyPMEAwithintwoweeksofreceivingtheHostReport.D.HOSTSASMEMBERSOFTHEPMEAADJUDICATIONCOMMITTEETheannualmeetingofthePMEAAdjudicationCommitteeisheldatthePMEAIn-ServiceConference.EachHostisautomaticallyconsideredamemberofthiscommitteeandisstronglyencouragedtoattend,bothinappreciationforthetimeandeffortsinvestedonbehalfofPMEAAdjudicationaswellastoshareexperiencesandinsightsaspartofdiscussionsthattranspirewithinthemeetingagenda.Whilethemeetingisinformalinnature,theAdjudicationChairusesthisforumtoreviewthe‘stateofPMEAAdjudication’alongwithpresentingproposalsandconcernsfordiscussionandfeedback.Thismeetinghasbeenaproductiveforumfordeliberatinguponpossible‘nextsteps’,establishingpriorities,andexchangingperspectiveswithincollaborativedialoguenotpossiblewithinindividualconversationsandemails.Toprospectivehostdirectors----IhopethatthisGuideprovidestheinformationneededtosuccessfullyhostaBandorOrchestraMusicPerformanceAssessmentsponsoredbyPMEAAdjudication!Toexperiencedhostdirectors----IhopethatthisGuideservesasareferencetorefreshmemories,clarifychangesoranswerquestionsconcerninganyaspectofhostingaBandorOrchestraMusicPerformanceAssessmentsponsoredbyPMEAAdjudication!PleasefeelfreetocontacttheAdjudicationChairwithanycomments,questionsandsuggestions.

33

PMEAADJUDICATION:BAND&ORCHESTRAMPA’SCHECKLISTFORHOSTDIRECTORSCross-referencedtotheGuidetoHostingaBandorOrchestraMusicPerformanceAssessmentoDownloadandreviewtheGuidetoParticipatinginaBandorOrchestraMusicPerformanceAssessmentandtheGuidetoHostingaBandorOrchestraMusicPerformanceAssessmentfromwithintheAdjudicationareaofthePMEAwebsite.

oDownloadandreviewtheformsneededbyaHost:(P.3) •Band/OrchestraRegistrationForm

•Band/OrchestraMusicPerformanceAssessmentForm •Band/OrchestraSight-readingMPAForm

•Band/OrchestraMPARatingSummaryForm •Band/OrchestraMPARatingSummary–AllEnsemblesForm •AdjudicatorContract •PMEAAdjudicationDepositForm

•HostExpenseForm•FillableW-9formforAdjudicators

SECTION1:FACILITY&EQUIPMENTNEEDSoDeterminehowyouwillimplementthefollowingfacilities-relatedaspectsofhostinganMPA:(Pp.4-9) •RegistrationTable •AdjudicatorNeeds •HoldingArea •Sight-readingArea •Warm-UpArea •TabulationArea •Auditorium

SECTION2:PLANNINGRESPONSIBILITIESoDeterminehowyouwillImplementthefollowingplanningaspectsofhosting:(Pp.10-25) •SelectaViableDate •RegistrationFormInformationPertainingtotheHost •SecurePrincipal’sApprovaltoHostanMPA •TheSight-ReadingAdjudicator:SelectingMusic •PublicizeYourMPA •TheSight-ReadingComponent

•ContractAdjudicators •TheSight-ReadingProcess•ConfirmArrangementsforHospitality •ConfirmArrangementswithParticipatingDirectors•ConfirmArrangementsforProvidinga •ConfirmArrangementswithAdjudicators

PerformanceRecording •ConfirmAssistantsandEnsureThatTheyUnderstandTheir •RegisterEnsemblestoParticipate Roles •SchedulePerformanceTimes •PrepareaScriptfortheAnnouncer •MPAScheduleOptions

SECTION3:RESPONSIBILITIESJUSTPRIORTO&DURINGTHEEVENToDeterminehowyouwillimplementeffectiveeventmanagement:(P.26)oBesurethatyouunderstandhowtoprocesstheadjudicationresults.(Pp.26-29)oBesurethatyouunderstandwhatitemsneedtobereturnedtoeachdirectorpriortodeparture.(p.30)

SECTION4:AFTERTHEEVENToPost-eventRecommendationsoSubmitting2HostReports----aHostReporttoPMEAandaHostReporttotheAdjudication

ChairoHostHonorariumoHostsasMembersofthePMEAAdjudicationCommittee

Guide to Hosting a Band & Orchestra MPA in 2018 12.30...• To answer common questions about hosting an MPA • To provide an ongoing reference for those who have hosted in the past

Documents