Registration Table Instructions

Thank you for helping with registration for the Region 16 All-Region Auditions!  Please know how much I appreciate what you are doing for the orchestra and mariachi students in Region 16 and the State of Texas.

Registration is an important process, and it is the first step to establishing an efficient, well-run audition!

You will receive a large envelope that includes Monitor Check-In Forms stapled to a set of labels.  You will have a set for each instrument in the specific contest for which you are registering students.  You will also have an Audition Schedule that includes registration times and approximate audition start times for each instrument group as well as each wave within a group, if multiple waves are needed.

Please complete the following steps for each student that checks in at the registration table:

REGISTRATION PROCESS…

1. As students arrive, they will need to report to the registration table to check in and receive their audition ID number and label.  Students should attempt to register within the window of time indicated on the Audition Schedule.

2. DO NOT provide audition labels to students until ALL directors and judges have left the warm-up room/registration site!  Maintaining the anonymity of students’ audition ID numbers is crucial to an effective audition!

3. Once directors/judges leave the room, have students begin checking in.

4. Students will need to tell you their NAME and INSTRUMENT.  This information will help you locate their audition ID on the Monitor Check-In Form.  Verify with the student that their information is correct.

5. If correct, place a checkmark by the student’s name on the form and locate the Audition ID Number Label assigned to the student.

6. Inform students of their “wave” number and approximate audition start time.  Especially for larger instrument groups (e.g., violins), students have been grouped into “waves.”  Each wave will have a different anticipated audition start time.  If a student in a later audition wave chooses to do so, they may leave the audition site and return by at least 20 minutes prior to their anticipated audition start time.  IF THEY CHOOSE TO LEAVE THE SITE, THEY MAY NOT REMOVE THE LABEL FROM THE LABEL SHEET.  Please verify with the student that they intend to remain on site before issuing the label for these students.  If a student fails to return before their “wave” audition time, they risk being designated as a DNA (did not attend).

7. Give the label to the student and inform them of their Audition ID (e.g., “You will be ‘Violin 34’ throughout the audition process today”).  

8. Instruct students that the label must be worn throughout the audition process, and it is not to be lost or damaged.  Failure to do so may result in the student’s omission from the audition process.

9. At the end of each instrument group, once all students have finished their auditions, all remaining labels (students who did not check-in) will be designated as DNA (did not audition).

10. Occasionally, a student is approved to perform earlier than indicated in their official audition time.  This information should be indicated by the Region Chair on the Monitor Check-In form.

Please keep up with all Registration Table forms and materials.  These will be collected by the Region Chair at the end of each audition contest for verification and record-keeping purposes.

If you have any questions or concerns while working the registration table, please contact the Region Chair, Dr. Joshua Allen.