Deadlines

NOTE - This page was last updated in 2012 and no longer contains valid information. This page is for archival purposes ONLY until further notice. - 9/2016

These are deadlines for the contest chairperson to be aware of.

Fall

1. Notify principals of contest dates and locations and determine budget considerations.
2. Procure a program from previous contest to be able to approximate the number of judges and performance areas that will be needed.
3. Select judges and hire by telephone.
4. Send confirmation letter (see example).
5. Schedule recording for large group contests if required.
6. Schedule the use of necessary facilities with teachers and administrators.
7. Process building use form.

Eight Weeks Before Contest

1. Check with the region president / treasurer on any questions.
2. Send a reminder of the deadline to participating directors with application forms.
3. Notify administrators, teachers and custodians of facilities that will be used. (Comment to directors: Recommend a clean-up crew to return room to "as it looked when you arrived." Also bring an adult room monitor.)

Four Weeks Before Contest

1. Contact the region president in the event that there are any late entry forms. The contest chair will contact the teacher and/or principal of that school and take appropriate action; i.e., rejection.
2. Schedule times and locations of the entries. Attempt to schedule similar solo/ensemble entries with the same judge to expedite the state selection process. One judge per thirty-six (36) students is optimum. Please refer to hourly scale. For extended day please refer to financial report.
3. Hire extra judges if necessary.
4. Arrange for the printing of the program.
5. Arrange for the noon luncheon.
6. Organize state solo/ensemble run-off and selection process.

Two Weeks Before Contest

1. Send programs to all schools. List the equipment available and remind them that you will not copy music.
2. Send judges final information, including W-9 form, found at: http://www.irs.gov/pub/irs-pdf/fw9.pdf
3. Organize local help, referring to "Duties of personnel"
4. Constantly refer to "Contest Checklist"
5. Send articles to local news media.
6. Notify vending machine people of the contest.
7. Notify local restaurants and/or food service people of the contest (four weeks: reminder at two weeks).
8. Complete the for all adjudicators computing round trip mileage using MapQuest.

One Week Before Contest

1. Type certificates, leaving only the rating to be filled in. Download a copy of the Certificate Document
2. Type adjudication forms for each entry.
3. Place adjudication forms, "Duties of Personnel," pencils, programs, name tags and an extra adjudicator's expense form in an envelope for each adjudicator.
4. Make signs for homeroom: "Directors' Lounge," "Performance Area," arrows depicting areas and room numbers, "Quiet Please," "Do Not Enter During Performance," "Lists of Entries," use for posting ratings, etc.
5. Plan the director's lounge refreshments; put an adult in charge.

Afternoon Before Contest

1. Organize the equipment in each performance area.
2. Hang all of the signs.
3. Organize the main office.
4. Tape the performance schedule for each area near the doorway of that area.
5. Make certain the custodians have a program to unlock all needed areas for contest day.
6. Organize the director's lounge.

Contest Day

1. Have all helpers check in main office for roll with your main office assistant. Have substitutes available in case they will be needed.
2. Greet and instruct the judges on the contest rules, the high school state solo contest selection process, and the necessity of the positive approach.
3. Have a table or desk set up for each judge in an area which can be kept clear of students and spectators.
4. Ask judges to keep a list of their ratings as they go to prevent a catastrophe in the event some adjudication sheet might be misplaced.
5. The final ratings will be posted only by a responsible adult (see contest rules Section IV).
6. Collect the adjudicator expense forms and W-9 forms.
7. Announce the state solo/ensemble contest finalists and any run-offs if they need to be held.

After the Contest

1. Check with teachers about the condition of the homerooms, etc. Notify appropriate individuals about problems if necessary.
2. Complete contest financial summary and forms and submit to the region treasurer.
3. Submit a contest program and compilations of entries to the region president.
4. Submit suggestions for additions and/or deletions to the contest manual.
5. Return appropriate forms to the region treasurer WITHIN 30 DAYS AFTER THE CONTEST.
6. Put your contest manual on the shelf, congratulate yourself on a job well done, and wait for your turn to come again!