NMMEA District VII Handbook
Beginning Orchestra Festival
- Select a date during the orchestra section meeting of the District VII Spring Meeting.
- Select chairperson(s) to coordinate the festival.
- Decide on the date all participating directors will meet in order to turn in names of
participating students and to cover other details. Typically, this meeting will be in
late January.
- At the District VII fall meeting, set a date and site to choose festival repertoire.
The chairman will remind the directors a month in advance.
- Order approximately 500 chairs to be delivered to the festival site the day prior to
the festival. This is done through APS Materials Management (848-8840).
- At the fall District VII meeting, set or confirm the date and site for the festival. Choose
a committee to select festival repertoire. Usually no more than two pieces are done in parts.
Keep in mind the multicultural make-up of the district when choosing music. Usually, five
pieces are chosen for the program. Decide on the order and metronome markings for each piece.
Decide on a performing group such as a high school group to perform as an inspiration to the
beginning orchestra members. The festival chair will remind directors of logistics and
schedules at least a month in advance of the festival.
- Contact the performing group as soon as possible after the above meeting.
- Send out selected music to all teachers by the beginning of winter break. Remind all
participating teachers about the January meeting.
- Hold January meeting with teachers who will be participating. Assign conductors for each piece.
Obtain the names of all students from participating schools to go in the program. Assign jobs
to teachers; these may include typing up the program, bringing a podium, setting up the
sound system, setting up chairs or obtaining any needed percussion equipment.
- Call Music Instrument Repair to get the piano tuned or make sure an electric keyboard with
an amplifier is available.
- Double check with the host school to make sure the festival is still in the schedule and
on the availability of chairs from APS Materials Management. (See #1 above)
- Send out invitations to school board members, principals, and other important guests, and
notify the media by the end of February.
- Send out letters to all teachers outlining the expected dress of students, reminding students
and teachers to bring folding stands, rehearsal and concert schedule, order of pieces and
conductors, invitation to parents, seating charts, and a map of the host site.
- Early in March, contact the Fine Arts Office about printing the programs.
