All County Festivals

All - County Festival Selection and Hosting Procedures

(Adopted November 18, 2000)

Elementary Band                               Jr./Sr. High Bands                            Sr. High Chorus

All-County Festival Hosting Procedures        CCMEA Solo Festival Hosting Procedures

Elementary Band

• 1. PHILOSOPHY 

We, as county music educators, realize the importance of proper training in the development of the elementary music student. We further realize that the elementary program is the foundation on which the complete county music program is built. Therefore, we must have an elementary all-county component in our existing all-county festivals.

• 1. SELECTION OF MEMBERS

     1. CCMEA member schools and member teachers may choose to nominate students to participate in elementary all-county ensembles.

     2. Vocal

        1. Students will be selected by the choral directors involved at a selection meeting not less than 8 weeks prior to the festival. Elementary choral directors are encouraged to attend this meeting.

        2. Student representation-there will be 1 chorus: combination of fifth grade chorus students and sixth grade chorus students. The chorus will not exceed 100 members with representation proportionate to the size of the local school choruses using the following formula:

(# of choral students in the individual 5-6 school vocal program/Total # of choral students in the 5-6 all-county program)x100 = # of students selected per individual school​

*Round down to the nearest whole number*

• • • 1. Criteria for the individual vocal teacher in selecting students: 

         1. The student must be able to sing on pitch with good intonation.

            1. The student must be able to carry his/her own part, melody or harmony.

            2. The vocal music teacher will elect parts according to the range of the song being used.

• • 1. Instrumental

       1. Students will be selected by the band directors involved at a selection meeting not less than 8 weeks prior to the festival. Elementary band directors are encouraged to attend this meeting.

       2. Eligible students will be selected from grades 5, 6 and advanced 4.

       3. Selections will be based on required instrumentation and guest conductor’s preferences with a minimum of 80 students in the ensemble.  Recommended instrumentation:

• • • 1. Criteria for the individual instrumental teacher in selecting students: Students must have/be able to: 

         1. 1. Perform with characteristic beginning tone.

            2. Established fundamental knowledge of his/her instrument.

            3. Established fundamental techniques required to perform on his/her instrument.

      2. Each school will have a minimum number of students selected based on size of district program with no more than three on a single instrument and using the following formula:

(# of instrumental students in the individual school 5-6 program/Total # of instrumental students in all 5-6 all-county schools programs)*(# of student in all-county 5-6 band) = # of students selected per individual school​

*Round down to the nearest whole number*

• 1. For additional musicians as needed, students will be ranked based on Solo Festival experience, followed by content as indicated on application.

  2. RESPONSIBILITIES

     1. Host School

        1. Guest Conductor will be selected by the host school.

        2. Music - Once the music has been chosen, the host school will be responsible for delivering the music at least 8 weeks prior to the festival date to each participating teacher. This will include any possible instructions and desires of the guest conductor.

        3. Schedule- the host school will be responsible for sending each music teacher a schedule and definite procedures far enough in advance.

        4. A nurse should be on duty during Festival hours.

     2. CONDUCTOR

        1. Select the music which will be taught by the individual music teachers before the festival. CCMEA is committed to building a library with high quality, diverse music that is engaging to and achievable for elementary musicians.

        2. Notify the host school of his/her selections far in advance to allow adequate time for ordering and sending music.

        3. It is recommended that the elementary ensembles perform three pieces each.

     3. COUNTY TEACHERS

        1. Will be on hand at all times for set-up, sectionals and aid during festival rehearsals.

        2. Will prepare their students technically for festival rehearsals.

     4. Will monitor the conduct of the students they are sponsoring.

        1. Will arrange for transportation and/or fees associated with the students they are sponsoring.

  3. FORMAT FOR FESTIVAL

     1. Elementary Chorus will perform at the Fall All-County.  Elementary Band will perform at the Spring All-County.

     2. Rehearsals will be Friday afternoon, and Saturday morning with a dress rehearsal Saturday afternoon before the concert.

     3. A tentative schedule, which may vary according to host school is as follows:

        1. Friday 1:30-5:30 rehearsal (individual schools provide own transportation)

        2. Saturday morning 9am to 2pm with lunch break and dress rehearsal (each student brings his/her own lunch).

        3. Keeping in mind the philosophy as outlined in section 1.A., it is recommended to the host school and guest conductor that rehearsals be structured with awareness of the developmental needs of younger musicians, especially with regard to stamina.

        4. 2:00 pm concert

     4. Students participating in any All-County Festival must attend rehearsals. If a student is not in attendance at all of Friday or Saturday’s rehearsals then that student does not participate in the performance. This rule should be included in the initial mailing from the host school to the participating directors so that the directors can make their students aware of the policy. The rule should also be included in the mailing to the students when they receive their music.

Jr. and Sr. High Bands

• Participating students must be from CCMEA affiliated school districts.

• Participating students in the Sr. High Band should be in grades 9 - 12.

• Participating students in the Jr. High Band should be in grades 7- 8.

Step 1 - Recommendation Form

Submit a separate application on the appropriate recommendation form for each student. Use separate forms for students applying on more than one instrument.

• List the student’s name, instrument, grade level, school, as well as the music teacher’s name and phone numbers.

• List previous ratings from NYSSMA solo festivals, CCMEA solo festivals and In-house solo festivals (where certified judges are utilized other than music educators from the host school.) These ratings will all be considered equally.

• List the most recent solo rating in the upper right hand corner of the form.

• Circle the appropriate recommendation for the student. Students that are not recommended by their teacher will not be included in the band.

• Rank the candidate among like-instrument candidates form your school.

• Include any additional comments you deem necessary.

• Attach the most recent adjudication sheet to the form. Any form without an adjudication sheet attached will be considered as having no solo festival rating.

Step 2 - Selection meeting 

The instrumental vice-president will be in charge of this meeting. All county music teachers who are recommending students for the band and attend the selection meeting may be involved in the selection process.

• A proficiency list will be created for each section of the band. The order of this list will be determined by solo festival rating. (See solo festival rating rank list) 

• Students not placed on the proficiency list through this procedure will be placed at the discretion of the teachers present at the selection meeting as supervised by the instrumental vice-president.

• Ties on the proficiency list will be broken as follows:

• If the students are from the same school, the director’s ranking of like instrument candidates will be used.

• If the students are from different schools, the following procedure will be used:

1.   combined score on scales and sight reading from the attached adjudication sheet

2.   technique score from the attached adjudication sheet

3.   accuracy score from the attached adjudication sheet

4.   tone score from the attached adjudication sheet

5.   intonation score from the attached adjudication sheet

6.   interpretation score from the attached adjudication sheet

7.   previous solo festival ratings

8.   grade level of student

• The size and instrumentation of the band will be determined at the selection meeting based upon the guest conductor’s recommendations, instrumentation needs and the physical limitations of the host school’s facilities.

• Every school will be represented in the band.

Sr. High Chorus

(Adopted March 31, 2001)

• Participating students must be from CCMEA affiliated school districts

• Participating students in the Sr. High Chorus should be in grades 9 - 12

Step 1 - Recommendation Form

Each teacher must submit a separate application on the appropriate recommendation form for each student. Teachers should submit adjudication forms or audition students in their home school. Use separate audition forms for students applying for more than one voice part.

• List the student’s name, voice part, grade level, school, music teacher’s name and phone number.

• List previous ratings from NYSSMA Solo Festivals and CCMEA Solo Festivals. These ratings will all be considered equally.

• List the most recent solo rating in the upper right hand corner of the form.

• Circle the appropriate recommendation for the student, rating each student on tone, rhythm, sight-reading ability, intonation, and attitude. Students not recommended by their teacher will not be included in the chorus. The teacher should submit the CCMEA Audition Form for students without ratings.

• Rank the student among like voice parts from your school.

• Include additional comments.

• Attach the most recent adjudication sheet to the form. Any form without an adjudication sheet attached will be considered as having no solo festival rating.

Step 2 - Selection meeting

The vocal vice-president will be in charge of this meeting. All county vocal teachers who are recommending students for the chorus and attend the selection meeting may be involved in the selection process.

• Every school will be represented in the chorus.

• The size of the chorus will be determined at the selection meeting based upon the guest conductor’s recommendation, and the total number of tenors and basses supplied by the county schools to balance the chorus.

• Each school will present its top three names for each voice part. It is highly recommended that if a school submits names for selection both with and without solo scores, the top three names will have solo ratings.

• The rest of the voice parts will be filled by student’s with solo festival ratings and/or the audition form. A proficiency list will be created for each voice part. The order of this list will be determined by solo festival ratings.

• Students not included in the top three or the proficiency list will be placed at the discretion of the teachers present at the selection meeting as supervised by the vocal vice-president.

• Ties on the proficiency list will be decided by the vocal vice-president.

• Rank list.

Solo Festival Rating Rank List

(Adopted November 18, 2000)

6-A+

6-A

6-A-

5-A+

6-B+

5-A

6-B

5-A-

6-B-

4-O

5-B

4-E

5-B-

3-O

4-G

3-E

2-O

3-G

2-E

1-O

2-G

1-E

1-G

All All - County Recommendation forms can be downloaded on the Form’s page.  

All - County Festival Hosting Procedures

(Adopted January 8, 2001)

The Host chairman is responsible for:

At least 3 months before the festival:

1. Work in conjunction with the vice-presidents as described in By-Laws Article I, Sections 3 and 4 to retain the services of a guest conductor.

2. Select program in conjunction with guest conductor and vice-presidents

3. Make sure school facilities are properly signed out (auditorium, rehearsal spaces, homerooms, etc.

At least 2 weeks prior to the selection meeting:

1. In conjunction with the vice-presidents, send advance information to all schools regarding the festival, its organization, selection procedures as described in the policy book, along with the location and time of the selection meeting.

At least 2 weeks prior to the festival:

1. Schedule rehearsals and rehearsal locations for each performing group and send festival information to all teachers involved.

At least 1 week prior to the festival:

1. Obtain adequate numbers of chairs, music stands, percussion equipment, etc.

2. Make sure all program information is correct and have program printed

3. Obtain ushers and stage help for concert.

On the day of the festival:

1. Have guides meet each school’s buses at the door and escort them to homerooms or auditorium for instrument and coat storage.

2. Provide a faculty room with refreshments for teachers

3. Provide a welcome speaker for the concert (administrator if possible)

CCMEA Solo Festival Hosting Procedures

(Adopted March 31, 2001)

The solo chairman is responsible for:

At least 4 months prior to the festival:

1. Send out invitations to adjudicators

2. Obtain appropriate building use forms

At least 2 months prior to the festival:

1. Verify the date and availability of adjudicators

At least 6 weeks prior to the festival:

1. Request names of students participating in the festival from county teachers.

At least 4 weeks prior to the festival:

1. Schedule the festival: 

•   level 1-4 solos - 10 minutes

•   level 5-6 solos - 15 minutes

•   all percussion solos - 15 minutes

At least 2 weeks prior to the festival:

1. Send schedules to county teachers along with playing permits

2. Verify adjudicators

3. Verify that there are enough adjudication forms and sight reading

At least 1 week prior to the festival:

1. Tune pianos

2. Obtain room monitors and runners

On the day of the festival:

1. Provide a teachers room with refreshments

2. Provide a warm-up room and sell refreshments to students

3. Keep financial records and pay adjudicators