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Director Memo 6

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Hello Directors,

As the new school year begins, preparation for this year’s Clinic will begin to accelerate. Hopefully you are finalizing your program selections and order.

This is a reminder that final program drafts must be submitted to your Board Liaison by August 28.

This memo includes information about program submissions, rehearsal updates, equipment requests, and setup charts. For a full list of deadlines, please visit the CALENDAR section of the Performer Handbook.

Final Program Submissions

Key Reminders

  1. Delete any reserved pieces that will not appear on your final program.
  2. Submit your final program draft as a Word document (PDFs cannot be accepted).
  3. For applicable ensembles, if your program includes a work from an ineligible publisher, the publisher must submit an exhibitor or advertiser contract by September 11. Otherwise, the work will be removed from your program.

    ELIGIBLE PUBLISHERS

  4. Programs must remain within the following time limits:
  • 75-minute concert: up to 60 minutes of music
  • 60-minute concert: up to 45 minutes of music
  • 45-minute concert: up to 35 minutes of music
  1. Once a program is approved, it is locked. No changes may be made to repertoire, order, guest conductors, or soloists.
  2. All photos for the program book must be uploaded to the Performer Intranet by September 18.

Formatting Guides

Please use the templates and examples provided:

FINAL PROGRAM STYLE SHEET – All Ensembles

Band, Orchestra, Chamber, Percussion

Jazz

Rehearsal Reservations

An updated rehearsal schedule draft is available below.

If you have not yet requested your first rehearsal block, please do so soon as space is filling quickly.

REHEARSAL SCHEDULE DRAFT
REHEARSAL REQUEST FORM

Directors may now also request additional rehearsal blocks by submitting another entry in the request form.

Equipment Requests

Please ensure your equipment requests are accurate, as changes become more difficult closer to the conference.

  • Large percussion instruments must remain on stage during your performance unless you are providing your own.
  • Due to sourcing and shipping limitations, we may not be able to accommodate every request. If an item cannot be provided, we will notify you as soon as possible.

To submit your request, visit the EQUIPMENT section of the Performer Handbook.

Equipment Request Deadline: October 30

Setup Charts

Please complete your setup chart carefully and accurately, as this information is used by our stage managers and setup crews.

Important notes:

  • Setup charts must be submitted as PDFs.
  • A concert grand piano will be on every stage (except W184) and must be included in your chart even if unused.
  • Pianos and risers cannot be removed or repositioned.

Room templates and instructions are available in the ENSEMBLE INFORMATION section of the Performer Handbook.

Setup Chart Deadline: October 30

Memo #6 Reminders

August 28 – Program drafts due to Board Liaisons
September 2 – Memo #7 distributed
September 11 – Final formatted programs due to the office

September 18 – Deadline to submit:

  • Conductors’ updated photos
  • Guest conductor photos and information
  • Soloist photos and information
  • Final ensemble photo
  • Final performer count

Please let me know if you have any questions.

Take care,

Kelly Bell
Executive Director
The Midwest Clinic