Sue Smith
Jim Fulkroad
Mitch Adams
OVERVIEW
Recruitment
Press Box Area
Scheduling/ Logistics
Backstage
Planning The Show
Rain
Field – Track Area
Miscellaneous
RECRUITMENT
For Your Show
Proper recruitment is a
critical factor with
respect to production
of your show
Contact the bands that attended
your show from the previous
years
Contact all local bands no matter
what circuit they compete in
Contact all non competing bands
in your area
MONITOR THE WEBSITE
Scheduling and
Logistics
Performance Times and Classes
•
All Performance Time Slots are 15 minutes only!
•
Bands must be scheduled with their Class (American with
American or Yankee with Yankee, for instance)
•
The Host Band must perform with the other bands in its Class,
so the performance counts toward Championships.
Scheduling and
Logistics
No Air Grams at Shows!!
(Only Flower Grams or Candy Grams)
Scheduling and
Logistics
There “MUST” be a
break in the schedule
but it needs to be at the
end of a conference
The break must be at
least 15 minutes long
If there isn’t a break built
into the show schedule
the chief judge will add
one
Scheduling and
Logistics
Hosts cannot alter the
show schedule once the
show times have been
set 24hrs prior to the
start of the show
Shows can be run in any
class order
Scheduling and
Logistics
If a band calls you during the show and tells
you they are going to be late you must contact
the chief judge immediately.
The decision as to where to place that band in
the schedule and the decision if the band will be
allowed to compete is the sole responsibility of
the chief judge and a Cavalcade Administrator.
Show hosts and Band Directors CANNOT make
this decision on their own.
Shows can be run in any
class order
Planning the
Show
Don’t only invite circuit
bands
You don’t have to pay
non-member bands
Planning the
Show
CBA will contact that
person and submit all
information about the
show and coordinate
getting press out about
your show
Give the name of your
School District’s PR
person to Ed Stimson,
Communications
Coordinator.
Planning the
Show
Contact local cable as
well as radio stations.
They will run PSA’s for
you.
You are non-profit so
they will run them for
free
Planning the
Show
Get sponsorships for
your placement awards
as well as for all of the
food for your concession
stand
Planning the
Show
Get as much donated as
possible so everything
sold is total profit
Planning the
Show
Monitor the website so
that you can see who is
in your show
Planning the
Show
If you want to cut off
your show at a certain
number of bands, let Ed
Stimson know and he
will close your show on
the website when you
reach your number
Planning the
Show
Any questions about
the logistics of your
show you can contact
Sue Smith or Jim
Fulkroad
Bill : 717- 314-4446
Joe: 215-855-8023
Mitch: 717-545-1713
Field – Track
Area
A Separate judges
table, with the
appropriate number of
chairs
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables & spectators
Scheduling and
Logistics
Student runners need
to give each judge time
and space before
collecting their sheet
and recorder.
Bill : 717- 314-4446
Joe: 215-855-8023
Mitch: 717-545-1713
Press Box Area
Put the announcer on
the track if possible
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables
Press Box Area
The videographer must
not be in the judging
area at all!
The top row of stands
is a great area to
place your
videographer if there
is no room for them
in the press box.
Press Box Area
There cannot be any
traffic in the press box
while judging is taking
place.
There need to be
tables or an ample
writing surface, and
chair for each judge.
No staffs are
permitted in the
press box at anytime
Press Box Area
If there is not enough room in
the press box and if there is
no access on the top of the
box for 4 – 6 judges (6
counting Percussion &
Guard) you must rope off an
area just in front of the press
box for judging to take place
Backstage
Warm-up areas need to
be far enough away
from the stadium to
avoid noise
Make sure the bands
that are warming up
are facing away from
the stadium when
playing
There needs to be
enough room for
bands to spread out.
Warm up areas
cannot be confined.
Backstage
Time the walk from
warm up to the stadium
so you can inform the
director how long it
takes
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables
Backstage
When handling directors
during warm ups make sure
the directors are aware of
what time they have to be
at the gate. Just be there
for assistance; it is the
director’s responsibility to
get to the gate on time.
Backstage
Do your best to have all
Volunteers be as informed
and pleasant as possible.
Answering questions is
important, and positive
customer service should
be each Volunteer’s goal!
Rain
Make sure you hand out
the Rain Contingency to
all directors as they
arrive at the show.
Providing this in
advance is even better.
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables
Rain
It is the choice of the
director if they want
their guard to perform.
They will not count in
the score
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables
Rain
Be sure to set up areas
for refreshments, candy
grams, tickets,
programs
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables
Rain
Have an indoor contingency plan
in place
•
Indoor warm up areas
•
Changing areas
•
Spectator entrances and exits
•
Traffic flow plan for performers
as well as equipment.
General Items
Judges room with a
copier
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables
General Items
Depending on the set
up of the facility the
tabulator may choose
to be in the press box
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables
General Items
Make sure you have
your emergency
number active so bands
can call ahead if they
run into a problem
Needs to be set up
outside the 35 yard
line close to the field
away from the fence
and away from the
announcer, trophy
tables
General Items
Signage – Bus/Truck
Parking, Spectator
Parking, Warm-ups,
Judging, Handicapped
Parking, Bathrooms.
USE BRIGHT COLORS!
New as of Last Year!
- Show Hosts do not need
to provide a Tech Person.
- The Tabulator now has
those responsibilities.
Finances
Plan a Budget to estimate
income and expenses. Set
realistic goals which
project a profit.
Finances
Built-in Show Expenses
Include:
- CBA Show Hosts Fee
$225
Check payable to “Cavalcade
of Bands, Inc.” is due at the
show.
Finances
- Judges’ Costs
$1,800 - $2,475
Individual cash or check
payments given to the
Chief Judge.
Finances
- Band Payments
$300/Yankee, Patriot &
Liberty
$250/American &
Independence
$150/Freedom
Patriot Conference is new
in 2014
Non CBA members need not
be paid.
Finances
- Show Invoices are
emailed 7-10 days prior
to your event.
Contact Information
Sue Smith – Marching Administrator
[email protected]
Mitch Adams – Executive Director
[email protected]
Ed Stimson – Communications Coordinator
[email protected]