Regional's Help List

Below you will find a brief description  of all volunteer positions we must fill in order to have a another successful competition this year.

Keep in mind that every year we do an outstanding job hosting this event our chances of getting it back increase. Also keep in mind that the  band tends to make around $5,000 every year from  hosting this event.

Please look at the descriptions below and decide what you can do to help that day. Email Robin Barzee atrobin.barzee@hardin.kyschools.us  or call 769-8166.

If you have any grandparents, older siblings, aunts, uncles etc who would like to help that day please feel free to sign them up as well.

The times are from last year's contest and will be changed to accommodate this year's performance schedule (which will be starting much later this year)

CHECK IN

1 Team Leader and 2 helpers

Check bands in upon arrival and announce their arrival to coordinator, introduce their representative to their guides and give them their packets.

You will need a radio to keep in contact with the coordinator.

Make up welcome packets with these items included:

Nametags for Chaperones

Name tags for Drivers both bus and equipment

Personalized name tags for staff from each school

Map of school grounds

Map of parking lot indicating their schools location. Ask parking team leader

Event schedule

Director’s badges on lanyards

One copy of our program

Have a copy of the rain contingency plan with map available to copy and insert in packet if rain is forecasted

FIRST AID / WATER STATION

1 Health Care Professional plus 2 extra people ( siblings)to help fill water cups

EQUIPMENT NEEDED: 1 large water container supplied by band, enough cups for all competing band members check with McDonalds and Captain Dee’s, First aid supplies. May use CHHS band’s medical kit.

Prior to event get together with the other two water station personnel to coordinate obtaining cup donations for all three stations. Check the bands first aid box to ensure that all the necessary supplies are on hand. If supplies are low restock the box and turn in your receipts to the treasurer or obtain a check prior to shopping.

The day of the event you will be responsible for supplying each band water after their performance. The health care professional will need to be available at the tent all during the event in case of an emergency.

After event help break down your area and return tables and chairs and tent to their proper locations. Dry out water cooler and place it back on the storage trailer.

Once your area has been broken down help one of the other groups break down their area. Places that will need your help include Hospitality Room, Concessions, Grounds Crew and parking Crew.

GATE TO FIELD ESCORT

1 Person

This person will guide the bands from the main gate at the appropriate time around the Block House to the performance entrance.

Make sure you receive a performance schedule of all performing bands from the CHHS organizers.

This job does not official start until the bands perform. Your help will be needed before that helping with preparing the stadium for the event. Check with the Grounds Person to see where you can help.

After event:

Please help one of the other groups break down their area. Places that will need your help include Hospitality Room, Concessions, Grounds Crew and parking Crew. Many of these parents have been here since 6:30 in the morning and will appreciate any help you can give them.

Host for visiting bands

1 team leader, 2 guides per band and at least one runner ( 2 older siblings to help stamp hands  and run back stampers)

Team leader is responsible for contacting the list of former band students to see if they would be willing to host a band the day of competition. You should also ask band parents to host as well. Try to pair a former band student with a parent unless they have done this in the past and are comfortable with the procedures. If you have students unfamiliar with band volunteering make sure they are paired with an experienced person.

The team leader will also be responsible for deciding who hosts what band and letting them know when they need to report by. Make sure you ask your guides to be on site at least 45 minutes prior to their band. Let people know that they need to park in the bottom parking lot near the baseball field and it will take them at least 10 minutes to walk from there to the front of the school.

Team leader needs to locate the hand stamps in the Booster office in the band room to stamp students hands as they exit the bus. This step is important because it is how the gate people know whom to admit after they perform and return to the stadium. If a director does not wish to have their students stamped do not argue with them.

This is a stressful time for directors, staff and parents helping their band that day and it is the job of the host to smooth the way for them. Hosts should be friendly and accommodating as possible at all times. Hosts are expected to stay with their band from the time they arrive on site until after they change (unless they decide not to change out of uniform after they compete). At that time we ask that they check in with an Event organizer to see if there is anything else they can do to help. It is especially important to ask band parents since their students will be here till the end of the event anyways. Some things they may be asked to help with would be providing breaks to concessions, gate people, hospitality workers, filed maintenance, and crowd control into the stands.

Guides will be asked to meet the bus and stamp hands then go with bus to parking area. They will be given a schedule for their band and they need to make sure that the band stays on schedule. They will need to bring them to the changing rooms, warm up area, to the stadium to compete. Meet them at the water area at the end of the field after they perform. Take them for pictures if director wishes and back to their area. If they plan on changing out of their uniforms escort them back to the dressing area and then to their bus. At that time their duties will be done.

At least on runner should be scheduled to help stamp hands and run the pads back to base or on to the next band as needed.

At warm up areas if there is no one present please make sure that there are enough cups of water prepared for each student.

After Event:

After event help break down your area and return tables and chairs and  to their proper locations. Once your area has been broken down please help one of the other groups break down their area. Places that will need your help include Hospitality Room, Concessions, Grounds Crew and parking Crew.

SECURITY PERSONEL

1 to 2 People

This position ideally would  be filled with a parent or relative that is currently employed as a Law Enforcement Official.

Please Dress in uniform on the day of the event. If you drive an official enforcement vehicle please use it on this day.

During the event please supply support to the Parking Crew with parking if needed and to the Gate personnel if needed with crowd control and band movement.

Once the event is over please help one of the other large groups break down. Groups that will need your help are Grounds people (in the stadium), Concession Crew, Hospitality Room and Parking Crew. Some of these people have had a very long day starting at 6:00 am and would greatly appreciate your help.

TICKET BOOTH SALES

3 people

Equipment and supplies needed:

·       Welcome Banner- Place at the front gate. Make up banner and turn in receipts to treasurer payment.

·       Several signs stating the cost of admission for this KMEA event.

·       Moneybox- Receive box from finance coordinator day of the event. Count and sign for all money you receive.

·       Hand Stamp or Tickets- Receive from Event Coordinator day of event.

·       Sign in Sheet for persons who are allowed in at no charge- Receive from event Coordinator day of event. All persons expecting to be allowed in for free must show proper identification and sign their name.

·       Calculator.

·       Check in with Event Coordinator and Treasurer at least two hours prior to contest.

·       Close the admission gates after the last band has played.

·       Count down moneybox with treasure and sign off on all monies collected.

·       Close up booth and lock up once the Program Sales people have put their table and chairs back into the booth.

After Event:

Once you are done with Ticket sales please help one of the other large groups break down after the contest. Groups that will need your help are Grounds people (in the stadium), Concession Crew, Hospitality Room and Parking. Some of these people have had a very long day starting at 6:00 am and would greatly appreciate your help.

WARM UP AREA / WATER STATIONS A AND B

2 people each ( good place for older  siblings)

EQUIPMENT NEEDED: 1 large water container supplied by band, enough cups for all competing band members’ check with McDonalds and Captain Dee’s, Band schedule.

Prior to event:

Get together with the other two water station personnel to coordinate obtaining cup donations for all three stations.

The day of the event:

 You will be responsible for having water cups filled for each band after they have warmed up. Provide any assistance and answer questions the Band Directors may have.

WATER REFILL PERSON

1 person capable of lifting large orange coolers full of water

Equipment needed:

·       Large band coolers.

·       ATV large enough to transport the coolers full of water

On the day of the event:

·       Please show up early.

·       Check in with event coordinator and pick up your vehicle.

·       Help set up water tables and chairs throughout the grounds. Help the parking lot and grounds people set up signs.

·       Locate and fill 3 large coolers. You will need at least 2 more of the large coolers to switch out during the contest.

·        Water is located through the door in the back of the school between the band room and the back cafeteria entrance. If the door is locked go to the cafeteria and enter the door on the far left hand side as you are facing the back of the cafeteria.  Notice the sink on your right hand side as you enter the boiler room. Go to the back of this room and unlock the door.

·        Place full water coolers at each of the water stations.

After the event:

·       Pick up, empty and dry out the coolers. Place them back on the storage trailer.

        Once you have put away the coolers please use your vehicle to help bring tables and chairs back to the school cafeteria. Help pick up all signs located around the school and in the stadium then drop them off at the Band Storage shed located down near the practice field.

Announcer

I person plus a runner

EQUIPMENT NEEDED: Clock, KMEA Script, Official Final Roster and Performance Times of Bands in Correct Order and Access to the P.A System in the Press Box.

Obtain a copy of the KMEA’s Announcers handbook from Event Coordinators. Read through to familiarize yourself with what is needed from you the day of the event.

 On the day of the event show up early and obtain a key to the Press box, unlock the sound system box and the trap door for the Videographer.

·       Check the sound system to make sure it is set up and working properly. Make sure your have microphone is in good working order.

·       Meet with the KMEA event manager when they arrive.

·       Keep all unauthorized persons out of the press box during the event.

·       If event is scheduled to take place after dark turn the stadium lights on at least 1 hour before dusk.

·       Synchronize watch with KMEA manager assigned to the event and the official time keeper..

·       Announce “and now entering the field”, the time, the name of the band and what city they are from.

·       After the Field commander has turned and saluted say the name of the band and you may take the field.

·       When scores have been tabulated by the judges announce the KMEA quarterfinalists and Distinguished award recipients.

·       After the event close up the press box and help bring all materials back to the band room.

·       Please help one of the many other crews on site break down after the event such as concessions, grounds crew, hospitality room or parking lot crew.

After the Event:

Once you are done with your announcer duties please help one of the other large groups break down after the contest. Groups that will need your help are Grounds people (in the stadium), Concession Crew, Hospitality Room and Parking Crew. Some of these people have had a very long day starting at 6:00 am and would greatly appreciate your help.

CROWD MANAGEMENT INTO STANDS

4 PERSONS, 2 FOR EACH SIDE OF BLEACHERS

On the day of the event please show up at least one hour before the competition is due to start to make sure that everything is in place for you position

Equipment:

·       2 chairs for each side of the stadium

·       Rope to cordon of the bleachers during performances.

Once the competition starts it is your job to politely but firmly block the entrance into the bleachers when a band is performing. This is basic Band etiquette but some people might not be aware of it.

This is a perfect job for an older sibling or an older relative.

After the Event:

If you are a band parent please make sure you stay and help one of our larger groups of parent volunteers break down their areas. Places that will need your help include Hospitality Room, Concessions, Grounds Crew and parking Crew. Don’t be shy just go up and say hello and offer to help. If we all pull together at the end the job will be done faster and we can all go home at a more reasonable time.

GATE MONITORS

2 PERSONS

On the day of the event please make sure you come early to  school  to help grounds crew set up. If you are able to show up earlier and help with the set up please let the Event Coordinator know so they can place you with a group that needs assistance setting up.

Gate monitor duties are:

·       To ensure that no persons enter through the large front gate to the stadium. 

·       Open the gate only when the Gate to Field escort person is present to accompany the band.

·       Open the gate for all bands exiting the stadium.

·       Be polite and courteous but insist that all bands must wait outside the gate until their turn to come into the stadium to ensure that the flow in and out of the stadium remains as smooth as possible.

After the Event:

After the last band leaves the stadium following their performance please move to one of the areas listed below to help close down the event. Places that will need your help include Hospitality Room, Concessions, Grounds Crew and Parking Crew. Most of the people in the groups listed above have been here since 6:00am and would greatly appreciate your help.

Grounds Crew

1 team leader with 2-4 team members the day of event

Rope off designated areas in the stadium early in the day. Plan to meet to set up by 7:00am.

Ensure that the field is properly painted. Contact Mr. Centers or Kenny Lane 737-6800 or Lenny Welcher at 766-3980. Secure needed paint for the field or make sure that the painter will supply it. Central Hardin has an account with E-town paint and decorating. Charge the paint for the field and Let Kenny Lane know to bill the Boosters later.

Make arrangements for the janitors to leave out the football field markers if there is a game the night before or make sure they get them out from under bleachers. Make sure they leave out any and all orange cones for marking off water area and a path for bands to follow from water area to photographer's area.

Water area is located at the end of the field closest to the front gate. Photographers are located directly across from them near the soccer field. The photographer will set up his stands you just need to rope off a path between the two areas.

Tables- Need one table near front gate for program sales, two tables at the first aid/ water table area, small thin table from the cafeteria to the press box.

Also need a tent over the first aid / water

Pull the bleachers from the baseball and softball fields over to flank the visitors side bleachers. This will provide enough space for all the bands to sit during semi final announcements. They can be drug over with a truck and the blue band trailer.

If the weather is bad you will need to have sand on hand to cover up the

wet /muddy spots.

The person in charge of this should make sure they have a key to under the bleachers in case they need to get under there during the event to retrieve items dropped by spectators in the stands.

Need to tie ropes for cordoning off the bleachers during band performances. Put two chairs on each side for workers to use.

KMEA BAND PICTURE BOOTH

2-3 PEOPLE

Day of event report for duty 3 hours before competition is scheduled. Look for KMEA photographer; they will be setting up right near the front gate on the left hand side as you are entering the stadium.

Duties:

·       Help the photographer set up their bleachers.

·       During the event help move the bands in and out of the area.

·       After last band has come through help the photographer break down the bleachers.

·       Once you are done with the photographer’s booth please help one of the other large groups break down after the contest. Groups that will need your help are Grounds people (in the stadium), Concession Crew, Hospitality Room and Parking Crew. Some of these people have had a very long day starting at 6:00 am and would greatly appreciate your help.

OFFICIAL STATS  PERSON

And 1 runner to bring food to judges from hospitality room

Before the event:

 Meet with CHHS event coordinator to finalize pre event preparations needed by you.

·       Obtain the judging sheets, videotapes, audiotapes, labels and envelopes from CHHS event coordinator. Following directions given to you by event coordinator carefully attach all labels to judging sheets, video and audio tapes then make up judges packets for each band competing.

·       Discuss with coordinator what items are needed for the refreshment table and booth and plan on obtaining them for the event.

Supply List

Band schedule

Coffee pot

Cups

Creamer

Cooler filled with of a variety of drinks

Small table to be delivered to booth by set up crew

Calculators

6 tape recorders (located in band room)

Extra batteries

Pencils

Judging packets

Envelopes

Notebooks for judges

Stopwatches for timekeeper

Laptop and printer from Mr. Centers for any printing needs.

On the day of the event:

·       Arrive at school at least 3 to 4 hours before the event.

·       Meet with the KMEA event manager to go over any needs and duties you will need to perform the day of the event.

·       Transfer the judge’s packets to the press box.

·       Set up a table for coffee and other refreshments for the judges.

·       Set up stats table

·       Set out tape recorders, notepaper, pencils, clipboards, spare batteries and audiotapes for judges.

·       During event you will be responsible for keeping track of the official performance times for all the bands and tallying the judge’s sheets.

·       Be willing to accommodate or find someone to accommodate any request from the KMEA event coordinator or judges.

After the Event:

·       Help clean up the booth and return all items to the where they belong

·       Once booth is taken care of get with another group to help clean up and put away everything. Some groups that will need your help are Concessions, Grounds crew in stadium, Parking crew in parking lot, or hospitality room in school are just a few groups that will need your help to break down.

OFFICIAL TIME KEEPER

1 person

This person stands on the far side of the field.

This person is responsible for staging the bands prior to  their performance. The gate to field escort will bring each band back to you at a specific time and you r job is to see that they are set up and ready to go at the exact performance time. Once you have received notice from the press box personnel you may release the bands to take the field.

EQUIPMENT NEEDED: Walkie Talkie, band performance schedule and a watch.

After the last band has taken the field:

Please help out some of the larger groups.

Places that will need your help include Hospitality Room, Concessions, Grounds Crew and parking Crew.

Best Productions Video

Needs for Best production

1.      5x5 square feet space in the press box area with a table for their camera equipment and videographer.

2.      Prime location within the stadium gates. Must have access to a dedicated circuit that is not shared with crock- pots or other electrical appliances.

3.      Need one student runner who can safely transport items from our press box staff to our sales booth staff.

4.      Access to stadium two hours before the opening ceremony

5.      At least one announcement (which will be provided) per contest break to inform parents, students, and teachers that DVDs of the contest are available.

Best Productions regularly donates 10% of our profit to the hosting band if these conditions are met.

Concession Helpers

1 Leader and  apron 15

Help set up concession stand and serve food.

Hospitality room

 team of 5-8 people

This room is for visiting bands directors, staff, bus drivers, equipment drivers and judges.

One to two months prior to event team members should be contacting area businesses for donations of food, paper products, and money. Use the donation letter supplied in your packet when contacting businesses. A list of past contributors will be included in your packet.

Contact E-board member for a tax exempt certificate one should be enclosed in this packet to be used for purchases, and a tax exempt card from Wal-Mart. Wal-Mart issues their own tax card so you need to be sure you have this on hand before you make any purchases. You will need to present the card to the cashier before they ring up any purchases.

Decide on a decorating theme for the room. Must not reflect Central Hardin’s show theme for that year. In years past teams have decorated used fall, rock & roll, and elegance as themes. Keep it simple an inexpensive.

Break down the supplied band rooster into groups and each team member call parents to let them know what their students will be expected to bring the day of competition.  You will need to ask for things like, desserts, hot main dishes, salads, 2 liters of soda, cold or hot side dishes. Always ask the largest group of students to supply the main course dishes such as chili spaghetti, meat trays etc.

On the Monday before the event make sure you send home a flyer reminding parents and students of the event and what they need to bring for hospitality room. Remember to ask all parents to write their name on any serving dish or utensil they bring in so we may return it to them. Remind parents to pick up their dishes from hospitality the night of the event.

Make sure parents know to drop food off the day of the even at the back door to the Foods room located in the back staff parking lot/ student drop off and pick up sight located next to Blackbranch Rd.

Make sure you have a large sign set up outside so the parents know where to go.

Two weeks before make arrangements to see the Foods room to familiarize yourselves with the layout. Make a list of all items you will need to bring for the event.

Team should be able to gain access to the Hospitality room the night before competition to decorate and set up.

On the day of the event team should be on site by no later than 8:00 am. This is to give you ample time to get ice set up and to start receiving the food donations from parents and businesses. If the students are due in for practice earlier than 8:00 you need someone in the room to receive all the food at that time. Make sure someone checks the band room at one point to make sure students have not left food donations in there. (last year I found several 2liters, cookies and a frozen lasagna).

You will need one to two people to pick up any food donations from businesses the day of the event.

Some businesses need a 60-day notice prior to the event in order to contact corporate offices for donations. Some of these places are Panera Bread, Target, and O’Charlie’s just to name a few.

You will need to furnish the judges with their own separate room the day of the event. This room can be reached through a door at the back of the Foods room. Decorate the table and make sure there is a TV with a DVD player in that room for them to use.

Program Sales

2 people

EQUIPMENT AND SUPPLIES NEEDED

·       Several signs stating the cost of the programs. Save receipts if any for the cost of signs and turn them in to Finance Coordinator the day of the event.

·       Money Box- Receive box from finance coordinator day of the event. Count and sign for all money you receive.

·       Calculator.

·       Check in with Event Coordinator and Treasurer at least two hours prior to contest.

·       Table and chairs should be in the ticket booth.  Place table behind ticket Booth on the grass. Put them back in the booth after event.

·       Count all money in box with the Finance Coordinator after event and sign sheet.

·       Once you are done with Ticket sales please help one of the other large groups break down after the contest. Groups that will need your help are Grounds people (in the stadium), Concession Crew, Hospitality Room and Parking Crew. Some of these people have had a very long day starting at 6:00 am and would greatly appreciate your help.

Parking committee

1 team leader plus 7 helpers

( Dave McCoy has offered  to take the lead on this position again this year)

Responsible for marking off parking lot for busses, putting up signs around the building, escorting schools in as they arrive to their assigned location.

Gather the necessary ropes, saw horses, orange cones to section off parking lot into the space needed for each band. In the barn you will find wooden stands with the names of the participating bands. Check to make sure that they are all there. Make new ones if needed. Need to make signs for bus entrance, spectator entrance etc. Need at least two to three walkie talkies crew can keep in communication at all times during school arrivals.

As soon as information comes from KMEA the organizers will supply a list of all vehicles coming with each band so you may mark off the needed space. Organizers will supply a parking lot map so you can mark off where each band will be located. Please give a copy of the parking lot map once you have decided where the bands will be located to the hosting staff so they can pass it on to the individuals hosting each band.

Key positions during event- One person at the entrance to the school to announce bands as they come on site, two persons to escort bands to their locations, these people need a ATV vehicle. Parking lot attendants to help direct parking.

Day of the event

Arrive by 6:00 am to mark out parking lot.

If the ACT’s are being held that day use the top staff parking lot for those students. By the time they are done you will be able to put a later band in that spot.

Wooden welcome signs located in the barn for each school.

Signs

1.Bus entrance- first entrance near school

2.Judges parking- out back near the end of the staff parking  (near Blackbranch Rd)

3.Spectator parking –lower half of parking area, have people enter down near the tennis courts.

4.Handicapped parking- close to stadium.

5.Warm up area A and B - Warm up areas are located in the front near the freshman wing and out back in the staff parking area.

6.Check in and host tent- located right near the parking lot in front of the school.

Over flow parking- if the ground is dry make sure you leave space for people to pass through and park in the field behind the band tower.