How to Plan and Run a Festival
1. Dates for festivals are
usually set by the board sometime in late spring/early summer.
One (A) is held in November (Baroque or Classic), the other (b) in
February (Romantic or Contemporary).
2. Decide on a deadline
for applications--usually two or more weeks before the event.
Give this date to the webpage master to include on both the Student
Events page and on the online application form. (ask your
president who that is)
3. In August for A or in
December for B: Verify that the JC is reserved for your
4. August for A or
November for B--
(a) Send an announcement of the event to the branch newsletter and
check with the website to see if the form online will work for
(b) Your announcement could include the application form found on the
website or you can
refer members to the website forms for download.
(c) Remind teachers via the newsletter that a piece with a commonly
used title (i.e. Minuet in G) needs to include the first 2 measures of
the piece so you can see what it is.
(d) Also remind teachers that if they enter students in a festival, it
obligates them to help with the event. Some of the help will be
needed before the festival and some during.
5. September for A,
November for B: Order Ribbons. You may need approximately
120-130. There may be some leftover from the previous year.
Order ribbons from Alpine Awards 1-888-429-8600
http://www.alpineawards.com/ Tell them it is for MTAC
Sonoma County branch
also in Concord
925-671-2079 and Sunnyvale 734-0301
6. September/November (A
/ B) Assign someone to type the programs.
October/December: Remind teachers via the newsletter that the
deadline for festival participants is fast approaching.
When the deadline for application is past, gather the applications and
organize them as explained below:
(a) Watch for students who indicate duet
partners, siblings, or carpool needs. (top of sheet) Clip
those applications together.
(b) Sort applications according to hours
requested and add "group (a)" where appropriate.
applications for level, age, and title of piece. Try to avoid
repeating the same piece in one program.
(d) Look for
names of accompanists. Keep each accompanist to one program (to
hold costs down). If an accompanist is playing for two different
studios, then keep those times together so the accompanist can
leave. You can schedule that accompanist at the last part of one
program and into the first half of the next program as necessary.
students who don't request specific times where needed for variety.
(e) Add up
times for each recital. Keep the recitals to 45 minutes if
possible so you have time to pass out ribbons, recognize teachers, and
allow people to exit.
of one teacher don't have to be in the same recital, but to eliminate
long hours for the teacher, perhaps schedule their students in the
second 1/2 of one recital and the first 1/2 of the next one.
Watch for variety. It is good for students to hear performances
from several studios.
(g) Give your
proposed program to the typist and have copies made, approximately 3
the ribbons into ziplock bags along with the program that goes with
them so you don't have to do this during the festival. If you
wish to fill them out, assign a teacher to help write the name of the
festival on them and the name of the student as found on the program.
9. Add the checks and
make a list of those who paid. Note who did not.
10. Send an e-mail list
to each teacher participating that includes student and time
assigned. Assign someone to help phone teachers to remind them to
check their e-mail and send their money in. If there are duets,
remind teachers that they must bring music stands and extra benches
11. Send the MTAC
treasurer a report of payments received and expenses. She will
instruct you on specifics.
signs: (2) Exit Only (arrow for direction to the
right) (1) Enter (arrow to
the left) (1) Quiet Please Performance in Progress
13. Thursday: Call
Community Services 527-4371, press "o" immediately. Request that
they (1) notify the physical plant to have heat on until 6:00
p.m. Tell them you will be coming on Friday to pick up a
key. Ask if they will give you both a door key and a piano closet
key. (2) confirm with campus police that the auditorium and
bathrooms will be open by 11:30 a.m. on the day of the event.
Remind them to open the piano closet if you weren't given a key.
November/February: Pick up a key at the JC, the last business day
before the Festival (Friday).
15. Date of event:
Phone the campus police to make certain they will have the room open
(and the bathrooms and piano closet if you have no key)
Bring programs, signs, and scotch tape
to the festival and arrive at 11:30 a.m.
Things the other teachers can be
assigned during the weeks before:
Typing the Program
ribbons (filling out the little cards on the back)
the other teachers can be assigned to do during the festival
Award handouts (2
helpers each hour for day of event)
Stage Set-up (if there are ensembles with stands or electronic
keyboards these need to be hooked up at 11:30 a.m. prior to first
Greeting guests and handing out programs
Clean up after the
The Announcer (see text below)
On the Day of the Festival:
Put up Exit Only, Quiet, and Enter
Signs using tape. Quiet goes in the entry. Exit goes inside
the auditorium and on the right in the entry.
Remove podium to one side of the
stage. Bring out piano.
Welcome to our
_________ Festival presented by MTAC. We wish to thank the Jr.
College for allowing us the use of this excellent facility.
follow the printed program and come forward as soon as the student
before you has finished. Remember to bow before and after you
play. Take time to adjust the piano bench. Festival Ribbons
will be awarded at the end of hour.
guests: Please remain seated until the program is over. We
will be exiting to your right. However, if you have an emergency
and must leave, use the upper exit at the rear of the auditorium.
There are a few
changes in the program:
End of the Concert:
We would like to
acknowledge our teachers who are here. Please stand.
All students who performed in this
hour's program please come to the stage now. Audience, we ask
that you hold your applause until all the awards are given out.
Thank you. Will my assistants please bring out the rewards.
(You read the program names and your helpers find the ribbons).
These wonderful performers deserve
another round of applause. (applause)
Before you exit, please look around your seats for your personal
belongings, then exit through the doors to your right.
Thank you so much for coming.
1. Clear the auditorium of any
litter left behind.
2. Close the piano lid and key
3. Notify the campus police that
you are closing. You don't have to wait for them to arrive.
522-2770 Remind them to lock the piano in the closet if you
weren't given a key. Ask them if they want you to leave a light
on for them to lock the piano.
4. Turn off the house and stage
lights. You may leave one bank on for the campus police if they
need to lock the piano up.
5. Lock the door and drop off
the key in the Community Services Drop slot.