Roles & Tasks

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

Below are the duties and tasks for each role that supports the music contest.

Guide/Runner

1. Meet at the office one-half hour prior to the start of the contest to escort the judges to the director's lounge for their meeting.
2. Meet the buses and escort the director to the main office and escort the students to their homeroom. Explain where the performance areas and the cafeteria are located.
3. Constantly check homerooms, hallways, restrooms, etc., for proper student conduct. If you spot a problem you cannot correct, notify a visiting director or the supervisor in your area.
4. Constantly be available with a program in hand to help participants locate their homerooms, performance areas, etc.
5. Stay in contact with the contest office. They will assign you to tasks that must be taken care of, such as collecting music and adjudication forms from the judges.
6. Check performance areas. If for some reason a host or a door attendant is not there, fill in until a replacement can be made.

Information Desk

1. Keep well stocked with programs to hand out to those who need them.
2. Answer all of the questions that you can. (Read the program ahead of time.)
3. Refer any unanswerable questions or problems to an adult in your area.

Bus Guide

1. Show the bus drivers where to park their buses.
2. Make certain a student guide is always available to escort the visiting students and directors to their homeroom, etc.

Door Attendant

1. Keep the door closed and allow no one to enter or leave during a performance. Open between performances.
2. Encourage the people waiting outside the door to remain quiet during performances.
3. Fill in for the room chairperson if needed. (Read "Room Chairperson Duties.")

Room Chairperson

The Room Chairperson (host) is in charge of all room activities. Assisting him/her will be a door attendant and a runner for errands. Here are some suggestions.

1. Instruct door attendant to keep door closed and to allow no one to enter or leave during a performance.
2. See that a satisfactory atmosphere prevails and that the performer is under no handicap.
3. Occasionally check ventilation.
4. Do not allow spectators to crowd around the contestant or judge.
5. See that the judge has adjudication forms, sharpened pencils and food or beverage, if desired. Extra materials are available in the guidance office.
6. Collect and give music to judge; make sure the contestant's name and school is on the music.
7. Announce the name of each performer, the title of the piece, the composer, the school, and the accompanist.
8. Instruct performers to tune while waiting, but remind them to wait for a signal from the judge to begin their performance.
9. Stay on time. Keep the judge informed of cancellations, go to the next in order. Pick up latecomers as the schedule permits.
10. The judge may need to be reminded if the schedule begins to lag.
11. Encourage the audience to applaud for each performance.
12. Adjudication sheet will be collected by runners. Make certain the judge has signed each one. Make certain there is a rating in the upper right-hand corner and don't allow the sheets to leave the room unless the judge states that he/she is done with them.

Contest Office

1. Send a guide to meet each bus as it enters the school grounds. The guide will tell the director where the office is located and escort the students to their homeroom.
2. Open one-half hour prior to contest.
3. Give folder with program, pins, badges, etc., to directors.
4. Ask each director for the list of his/her cancellations and relay the information to the appropriate room host.
5. Type award certificates when rating is learned as per league requirements.
6. Keep a master list of ratings behind the counter.
7. Collect adjudication forms, judges’ copies of the music and place in envelopes with appropriate (signed) certificates for each school.
8. Make certain the adjudication forms are signed by judges.
9. Have an adequate supply of programs available.
10. Have a runner pick up the music and adjudication forms from each judge about twice an hour.
11. At the end of the day, give envelopes to the directors containing adjudication forms, music and award certificates.
12. Ratings are to be posted by a responsible adult as soon as available.