PIT CREW FAQ

The term "pit" comes from musical theater, where the accompanying orchestra sits in the orchestra pit. For marching band, this applies to the marimbas, vibraphones, and other instruments and equipment that can’t march on the field.  All the props that need to get onto the field can also be a pit responsibility.

This year we will have instructions that outline the different equipment needs for the pit crew. These are best estimates of what is required and if better steps are identified, please let us know so we can update/address the changes. You can also ask other pit crew members for help. 

You will have a unique view of the show from the field level. Typically, you won’t have time to go ‘up in the stands’ to watch the show as your focus is on the field. 

Depending on the location (how far away) and type of competition (one or two shows) you will want to bring the following: 

• Plenty of water.

• Appropriate clothes for the weather (hot or cold) and maybe a rain poncho given the recent rains. It can start out hot and get cold as the evening progresses. Band Roadie shirts and sweatshirts are always great for competition day wear! 

• Proper closed-toed shoes as there can be a lot of walking, standing, and waiting. 

• If during the day, sunglasses and perhaps a hat.

• If it is a long day, you will probably want to pack a lunch and some snacks - sometimes pizza will be provided with the rest of the band and that will be indicated prior to the show. 

• Backpacks or small coolers can be helpful to keep everything together. 

Other optional items include:

• A change of clothes on those hot days.

• Gloves to protect your hands.

• Flashlights, even headwear with lights are nice for those lates nights.

• Small tool set like hammer, plyers, screwdrivers for last minute repairs (the trucks will have some of these). 

Loading and unloading band equipment and props on the trucks and trailers. Hauling equipment trailers to and from competitions. Inspecting equipment to ensure proper and safe working order. Assembling props and helping to move props and the pit instruments on and off the field for performances. Not all pit crew does all of these jobs, if you can only help for part of the day, we still welcome any time you have to help. 

Initial Load - Depending on the location (how far away) and our scheduled show times, the pit crew meets either the night before or the morning of the competition to load up the trucks which takes a couple of hours. Please do not park in front of the band room as this is where we load the trucks. Equipment is wheeled out of the band room and loaded onto the appropriate truck. The plan this year is to use 2 trucks (either U-Haul or Penske), the covered band trailer towed by the school’s suburban, and a flatbed trailer that will be towed behind a rental truck or a lucky band parent’s vehicle. 

Transport To - Once the trucks are loaded and all the equipment secured, then the 4 drivers (2 trucks, suburban, and flatbed) and sometimes co-drivers drive to the designated truck unloading areas at the competition site. Pit crew members not assigned to the trucks will drive themselves (or ride share with others) to the competition site, park in the visitor parking lot and walk to the trucks to help with unloading. 

Competition Unload - Once the trucks are parked, the pit crew will unload the equipment from the trucks and start staging everything, checking for proper working condition (tires have air, no nails are sticking up, etc.) and assembling what’s necessary for the show. This year we have instructions on how to perform these steps to help new pit crew members.

Warmups - The pit will have a designated warmup location and time. When instructed, pit crew responsible for the pit instruments and electronic equipment will push the equipment to the designated warmup location. The band directors and student players will setup their equipment and run through their drills. Props will either follow behind and pause while the pit warms up, or they may start to head towards the competition entrance (typically the main stand’s left side of the field). 

Queuing Up for Competition - When instructed, the pit and props will queue up in order as outlined in the pit crew instructions (farthest items first) near the competition entrance (typically the main stand’s left side of the field). Stay off the field and quiet as other bands may be performing while we queue up. 

Entering the Field of Competition - When instructed, quickly and efficiently move you item to the designated location on the field according to the pit crew instructions. Once you are in location, make any necessary connections or adjustment working with the band directors and students. If your setup is done, see if any others need help. Once complete with the setups, move the front of the field, and sit on chairs/benches provided. For some shows we are ‘on the clock’ and being timed so it matters to be quick so that the band does not get penalty points taken away from their score. 

Enjoy the Show - You will have a unique view of the show at field level so make sure you sit where you can most see your kid’s performance. You will not have time to go up into the stands for the show given the time limits on the performance. 

Leaving the Field of Competition - As soon as the band completes their performance, quickly return to your assigned equipment, make sure it is properly disconnected, and then wheel it off the field and past the end zone push back as far as possible to make room for the rest of the entire band and props. If you are pushing anything that is tall, ensure that it will fit under any overhangs that we might encounter – which may require some quick disassembly to not damage anything. Anything left on the field (flags, cords, hats, coats, water bottles, instruments, trash, etc.) can be counted as a penalty point against the band. 

Return to Trucks - After the competition, depending on timing, we may stage the pit and props nearby and watch the closing ceremonies. However, more often we will push the pit and props back to the truck loading area and start loading the trucks. In those cases, someone from the stands will text us who won what while we load. 

If there is a Double Show day - The BOA competition at UMD and States at Liberty have a qualifying round during the day, and then a 2nd show in the evening for those bands that placed. For these competitions we will wait at the trucks after the first performance, and if the band qualifies, we will repeat the steps above for the night show. We anticipate placing and performing for the evening show. 

Load Trucks - After the last performance, the pit crew will load all the props and pit onto the trucks. Again, the pit crew instructions will help organize any disassembly required and the ordering of what gets loaded onto the trucks when. 

Transport Back - Once the trucks are loaded and all the equipment secured, then the 4 drivers (2 trucks, suburban, and flatbed) and co-drivers return to the school and park in front of the band room. The rest of the pit crew also returns to the school to help with unloading. Again, no parking in front of the band room as we use this space to unload the trucks. 

Final Truck Unload – When the trucks return to the school, the pit crew will again unload all the equipment and push it into the band room. The locations of where to put the equipment will be identified during the unloading process. Typically, the ramps and scaffolding will stay on the covered band trailer and NOT be unloaded until it is needed for practice during the week. Since this can take an hour or so, some kids will get rides home from other band members while the pit crew finished up the unload if the student does not want to wait. After the trucks are unloaded, the pit crew is dismissed, and we all go home and collapse. 

If you commit to Volunteering with Pit Crew for a Marching Band competition, your total time commitment will be between 8 - 20 hours.  Only the bigger competitions that are more than a 2 hour drive away require more than 12 hours. This includes initial loading, travel, unloading, pushing onto and off the field (sometimes twice in a competition), travel home, and final unloading. If you want to help, but can't make such a large commitment of time, just let the Pit Crew leader know what part you can help with. If you don't sign up, but want to help anyway the day of a competition, just show up and ask where you can pitch in. Pit Crew folks will always be happy to see you!

If siblings are mature enough to not get under foot and can contribute, they are welcome to help. There are a few lighter items (like microphone stands) that are not to heavy to carry.