Greetings Directors,
I hope your fall is going well! Thank you for submitting your updated photos, bios, and performer numbers. You should have received a separate email with registration instructions for performers, directors, guests, and chaperones.
This memo outlines October deadlines and additional opportunities as you finalize your trip details.
Equipment Requests
Large instruments are available through our vendor partners for use during performances.
To reserve equipment, complete the INSTRUMENT REQUEST FORM by October 30.
Important notes:
- Requests must be accurate, as changes become difficult closer to the conference.
- Large percussion instruments must remain on stage during your performance unless you provide your own.
- Due to shipping and sourcing limitations, we may not be able to fulfill every request. If that occurs, we will notify you as soon as possible.
For details and the request form, visit the EQUIPMENT section of the Performer Handbook.
Homerooms
Homerooms are available on a limited basis for storing instrument cases and personal belongings at McCormick Place West.
- Homerooms are guaranteed during your rehearsal and performance time.
- Additional time requests will be handled based on availability.
HOMEROOM REQUEST FORM Deadline: October 23
Setup Charts
Our stage crews rely on accurate setup charts for each performance.
Please ensure your chart is:
- Clear and neat
- Submitted as a PDF only
Important notes:
- A concert grand piano will be on every stage and must appear on your setup chart, even if unused.
- Pianos and risers cannot be removed or adjusted.
- If you are using electronic equipment, indicate where power outlets are needed.
Room templates are available below:
Additional instructions can be found in the ENSEMBLE INFORMATION section of the Performer Handbook.
Setup Chart Deadline: October 30
Music Parent Sessions
Dr. Tim Lautzenheiser will again host MUSIC PARENT SESSIONS designed specifically for parents of music students.
These sessions provide an opportunity for parent leaders to connect with others from top programs and hear from one of the field’s most respected motivational speakers.
Daily: 3:00 – 4:00 PM
Parents may attend one or all sessions.
Exhibit Hall Performances
Small ensembles (15 performers or fewer) may apply to perform 20–30 minute sets on stages located near the exhibit hall entrances.
To request a performance slot, complete the EXHIBIT HALL PERFORMANCE REQUEST FORM by November 30.
Performance times are assigned first-come, first-served. A full schedule will be released the first week of December.
High School Leadership Institute
Do you have students considering a career in music education?
Consider sending them to the High School Leadership Institute (HSLI) on Thursday, December 20.
Highlights include:
- Leadership training with Tim Lautzenheiser
- Mentoring from current music education majors
- Presentations from music education and industry experts
- Time to experience Midwest clinics, exhibits, and concerts
Directors may send up to six student leaders.
More information is available on the HSLI WEBPAGE.
College Night
The annual College Night will be held:
Thursday, December 19
5:30 – 7:30 PM
Room W375D
Students can meet representatives from colleges, universities, and military ensembles. More than 60 schools are already registered.
Visit the 2026 COLLEGE NIGHT PAGE for the full list of participating institutions.
Memo #8 Reminders
October 23
October 30
Please let me know if you have any questions.
Take care,
Kelly Bell
Executive Director
The Midwest Clinic