medical forms and place one set on each of the buses. The original set should be in your care for the entire trip.
The itinerary needs to
include everything that is planned for the students, from wake up and in rooms/lights out times, meal times, sight seeing times and meeting places, rehearsal and concert times. Try to account for every minute of the trip if possible, as the parents will want to know where their child is and what he is doing. Also be sure to include rooming lists, bus lists (if you are flying you will need to include very specific details for departure and arrival times). Include all contact information for lodging, transportation, the educational travel consultant, and especially for yourself.
As for chaperones, well, they can be your biggest asset OR the biggest thorn in your side. Often, the parent-chaperones mean well and are willing to do anything to take the pressure of the trip off of you so that you can concentrate on the performance. Sometimes the eager parent will over step their boundaries and make decisions that you have not approved. Other parents may be looking for a vacation of sorts. Choose your chaperones wisely have a chaperone meeting, and in a kind and loving way explain that you appreciate their willingness to help, but their number one priority is to keep the children safe, healthy,
and on time. I have always assigned 3 to 4 rooms of students to one chaperone, and I include this list in the itinerary packet. In addition I always chaperone one or two rooms myself. It gives me an opportunity to get to spend extra time with some of my students. Here is a checklist that could help you organize your trip and assure a successful performance.
APPLICATION: Discuss plans with your administrator(s)
Complete entire application Know the application deadline Audio recording and/or video recording
Contact and collect all necessary references
All necessary signatures Informational trip to venue (if required)
PREPARATIONS All necessary field trip forms and paperwork
Rehearsal schedules Parent meeting-enlist volunteer help
Music selection (familiarize with possible conference requirements)
Guest conductor or guest
ABDA 2013 Concert Festival March 7-8, 2013
University of Alabama Moody Music Building Tuscaloosa, Alabama
A Celebration of Musical Excellence in a Non-Competitive, Educational Atmosphere
Registration Deadline: December 1
www.abdasite.org 30 August/September 2012
performer
Programming Educational travel consultant Student medical forms and district permission forms
Complete and detailed itinerary Chaperone meeting
An invitational performance can provide a memorable and educational experience for your entire instrumental program if approached in an organized and positive manner. If you feel that your program and your ensemble are ready for this next step, then don’t hesitate. Take the plunge and make the commitment, but JUST BE CAREFUL WHAT YOU WISH FOR!
Steve Tyndall has had bands perform at the Georgia Music Educators Association Conference, the University of Southern Mississippi Instrumental Conductors Conference, the Southeastern United States Middle School Concert Band Clinic at Troy, the Western International Band Clinic and twice at the Midwest Clinic in Chicago. He is presently retired from teaching and pursuing his PhD in Music Education at the University of Alabama, under the advisement of Dr. Carl Hancock.
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