Dear Directors,
We are just over a week away from the 80th Midwest Clinic. This will be your final memo before the conference, and we are excited to welcome you to what will be one of the most memorable performances of your career. Congratulations on being selected to perform!
This memo covers transportation, instrument logistics, schedules, and performance procedures.
If you have questions before the conference, please contact me by email or phone through Friday, December 11. After that, our staff will be moving into McCormick Place, and the best way to reach me will be by cell (630-442-3280).
You can also visit the Midwest Clinic Office in W476 for assistance during the conference.
Transportation
Equipment Trucks
- Equipment trucks must have been registered by November 30.
- Trucks cannot access loading docks without a reservation.
- If you missed the deadline, contact me immediately.
Additional details will be sent to ensembles that requested truck reservations.
Charter Buses
- Performing group buses must use Gate 41 for drop-off and pick-up.
- This is not the hotel shuttle transportation center.
- Equipment trucks may not unload at Gate 41.
- No reservation is required for bus drop-off.
MCCORMICK GATE MAP
If you need bus or truck parking, you may reserve a space here:
PARKING RESERVATION
Photo Information
Group photos will be taken during your sound check.
If you want guest conductors or soloists included, they must arrive before the scheduled photo time.
To reduce disruptions during sound checks, individual performer headshots will not be taken during rehearsal time.
Instead, our photographer will offer headshots at their booth outside the F2 Exhibit Hall (near Starbucks).
You can reserve a 30-minute headshot session by completing the:
PERFORMER HEADSHOT RESERVATION FORM
Deadline: December 11
Instrument Logistics
Midwest staff will place requested equipment in rehearsal and performance spaces. However, crews cannot move personal equipment, including unloading trucks or transporting instruments.
Please plan accordingly.
Important reminders
- String players should bring their own bows and rosin.
- Percussionists should bring sticks, mallets, beaters, cymbals, and small percussion instruments.
Midwest-Provided String Instruments
If you reserved Midwest string instruments:
- Pick up and return instruments at Skyline Ballroom 375C.
- Instruments must be returned after both rehearsal and performance.
- They cannot be stored in homerooms.
Please label all personal equipment clearly with your ensemble name.
Rehearsal Schedule & Homerooms
The final rehearsal schedule is available here:
REHEARSAL SCHEDULE
You should have already received your photo schedule and homeroom assignments.
Please adhere to your homeroom check-in and check-out times, as multiple ensembles may use the same space.
Homeroom keys can be picked up at the VIP Counter next to Registration in the Central Concourse.
Concert Details
Your concert program is available on:
- Your Performer Page on the Midwest website
- The Midwest Clinic App
You can download the app by searching “The Midwest Clinic” in the Apple or Google app stores.
Sound Check
Please arrive as close as possible to your scheduled sound check time.
Do not arrive early, especially if you are the first group performing that day. Staff will not be available before your scheduled warm-up time.
Guest conductors and soloists should arrive at the beginning of your sound check so they can be included in the photo.
Parents and chaperones with participant badges may enter before sound check begins, but not after it starts.
Concert Timing
It is essential that concerts end on time. The conference schedule is extremely tight, and delays affect the entire program.
Please monitor pacing during your performance so the concert stays within the scheduled time.
Post-Concert Procedures
Immediately following your performance, performers should exit the stage and backstage areas promptly so staff can prepare for the next ensemble.
We greatly appreciate your cooperation.
On behalf of the Midwest Clinic Board of Directors and Staff, thank you for the incredible dedication you and your ensemble have shown in preparing for this performance. Your group is about to become part of the historic legacy of the Midwest Clinic, the international stage of choice for instrumental music education.
We are excited to welcome you and look forward to a memorable and rewarding experience.
See you soon,
Kelly Bell
Executive Director
The Midwest Clinic