Table of Contents
Audio Visual
Badges & Program Books
Calendar
College Night
Disability Access
Dress & Concert Etiquette
Ensemble Information
Names & Mailing Addresses
Bios & Photos
Setup Charts and Group Arrival & Departure
Equipment
Exhibitors
Exhibit Hall Performances
Food
High School Leadership Institute
Homerooms
Hotels
Introductory Meeting
Insurance
Liaisons
Marketing
Music Programming
Conductor
Final Program Submission Details
Guest Artists
Ineligible Music
Music Reservation System
Printed Program
Programming Rules
Publisher Eligibility Requirements
Music Parent Sessions
Performer Intranet
Photos
Recordings
Rehearsals
Schedule
Tourism
Transportation
All band and orchestra performance spaces are equipped with sound shells and a single wired microphone. The jazz performance ballroom has additional microphones and amplifiers (directors performing in this space will be contacted by the sound engineer to discuss specific layout and equipment needs). Ballrooms are not equipped with projectors and screens for general use.
During the music selection process, any work requiring special AV equipment must be brought to the attention of The Midwest office ([email protected]) before August 1st.
If you require additional AV equipment or support, your organization is responsible for covering any associated costs. Please keep in mind that Illinois is a union state, so even if you bring your own equipment, you will have to pay a union fee to have it set up. You can request a quote for service by contacting the Midwest Clinic Office ([email protected]). Any AV request submitted after the August 1st deadline may be denied.
Badges - General Information
Directors, performers, and guest artists/conductors will receive complimentary, all-access badges to attend Midwest concerts, clinics, and exhibits. To ensure you have the correct number of performer badges, directors will need to update the following information on the Performer Intranet by : September19
- Number of Performers
- Conductors’ information
- Guest Conductors’ Information
- Soloists’ Information
To add/edit these fields, log into your account on the Performer Intranet, and go to the General Information page. For details on how to update that information on the Performer Intranet, CLICK HERE.
Performer badges are made of paper, and they are not scannable for credit tracking. Performers who wish to receive credit tracking will need to purchase a Professional registration. Performers are able to attend concerts, clinics, and exhibits with their badge
Directors, Guest Conductors, and Artists Badges
All Directors, Guest Conductors, and Artists/Soloists listed on the Performer Program will receive a complimentary attendee badge. The primary contact for each ensemble will receive a registration communication in early October with a special discount code that all Directors, Guest Conductors, and Artists can use to redeem their complimentary conference registration. To register, they will need to visit The Midwest Clinic website, complete the attendee registration, and apply the discount code when they reach the payment page. All Directors, Guest Conductors, and Guest Artists for your ensemble can use the same discount code. Please keep in mind, the number of times the code can be applied will be limited to the number of Directors, Guest Conductors, and Artists you have listed on your program. If you have additional Directors or Guests attending, they can use one of your Chaperone or Guest badges.
K-12 Ensemble Chaperone and Guest Badges
All K-12 Performing Ensembles will receive one (1) complimentary chaperone badge for every two (2) performers. The primary contact for each K-12 ensemble will also receive a special Guest/Chaperone Discount Code that chaperones and guests can apply when they register via The Midwest Clinic website. Once all of the complimentary Guest/Chaperone Discount Codes for an ensemble have been utilized, additional chaperones or guests can register for $40.00. ***Please note, chaperone and guest badges will not be eligible for clinic credit tracking, but they do grant access to all performances, clinics, and the exhibit hall for the duration of the conference.
College, Adult, Community, and Professional Guest Badges
All other ensembles (College/Adult/Community/Professional) will receive ten (10) complimentary Guest Badges. The primary contact for each ensemble will receive a special discount code that can be redeemed up to ten (10) times. Guests will need to register via The Midwest Clinic website and apply the discount code when they get to the payment page. Once all of the codes for an ensemble have been utilized, additional guests can register for $40. ***Please note, guest badges will not be eligible for clinic credit tracking, but they do grant access to all performances, clinics, and the exhibits for the duration of the conference.
Badge Pick up
Directors will be able to pick up performer badges at the VIP desk at McCormick Place West during the conference. Directors, Guest Conductors, Artists, Chaperones, and Guests will need to pick up their badges at one of the pre-registration kiosks in the registration area when they arrive at McCormick Place in December. On-site registration is also available.
Each performer, family member, chaperone, staff, or administrator associated with your group must have a badge for entry into the performance halls, clinic rooms, or exhibit hall. The badge will be required for entry into the ballroom at your warm-up time, as well.
If you have any questions or issues with the contents of your complimentary badge packet once onsite, please go to the Midwest Clinic Office, W476, for assistance.
Program Books
A digital copy of the event program book will be available on our website and via the event app.
As a reminder, new ensemble and director photos need to be uploaded to the performer’s intranet by Friday, September 19 to be included in the official program book. For photo specifications, reference the BIOS & PHOTOS section.
April
7– Accepted performing ensembles notified
18– Deadline to confirm participation
23 – MEMO 1
29 - PROGRAMMING ZOOM MEETING
30 – MEMO 2
30 – Deadline to:
- Update ensemble name, bio, and mailing address
- Confirm directors’ names and email addresses
May
7 – 12:00 PM EST, Music Reservation System opens – Directors can reserve up to six (6) pieces
21 – 12:00 PM EST, Directors can reserve an additional fourteen (12) pieces. The total number of pieces reserved cannot exceed eighteen (18)
21 – MEMO 3
31 - Deadline to RSVP Directors for June Meeting
31 - Deadline to let office know if guest conductors or soloists are also clinicians
June
7 - Introductory meeting in Chicago
11 - 18 – Music Confirmation Window 1
11 – MEMO 4
30- Deadline to complete first round of Rehearsal Requests
July
16 - 23 – Music Confirmation Window 2
16– MEMO 5
August
1 - Conference registration opens.
1 – Deadline to notify Midwest of special AV needs
13 - MEMO 6
29 – Final program drafts due to liaisons for review
September
3 – MEMO 7
12 – All final, approved, and formatted programs due to The Midwest Clinic office
19 – Deadline to notify Ensemble Directors if their program has been accepted or needs to be modified.
19 – Deadline to:
- Submit all conductors’ updated photos
- Submit all guest conductors’ photos and information
- Submit all soloists’ photos and information
- Submit the final group photo
- Submit the final number of performers
October
1 – Copyright notice pages to Mark Custom Recording
8 – MEMO 8
24 - Deadline to complete the Homeroom Request Form
31 – Deadline to:
November
5 – MEMO 9
21 - Deadline to request additional Rehearsals
21 – Deadline to submit first pages of scores and letters granting permission to record Manuscripts from copyright holders to Mark Custom Recording
30 - Deadline to:
December
1 – Deadline to complete Group Order Form for Mark Custom
3 – MEMO 10
16 – Exhibitor Set-up
17 - 19 – The 79th Midwest Clinic
17- 19 @ 3:00 PM – Music Parents’ Sessions
18 @ 9:00 AM-5:00 PM – High School Leadership Institute with Dr. Tim
18 @ 5:00 PM-7:00 PM – College Fair
College Night is slated for Thursday, December 18 from 5:30-7:00 pm in Skyline Ballroom W375D at McCormick Place West. This event provides an opportunity for your students and parents to meet with representatives of more than 100 prominent college and schools of music as well as military organizations. This is a must-include item on your trip itinerary.
PARTICIPATING COLLEGES & UNIVERSITIES
If anyone in your group requires disability access, especially to access the performance stage, please notify The Midwest Clinic office as we must order a special lift. If in need of a mobility solution during the conference please contact Scootaround, Inc., 888-441-7575.
Since all performing ballroom stages require your ensemble members to gain access via a set of stairs, we ask that you please contact us IMMEDIATELY if you have an individual that requires disability assistance. We are able to outfit your performance stage with a lift that will ensure easy on/off access for those in need. This cannot be done at the last minute so your prompt attention is appreciated.
Dress & Concert Etiquette
Dress
We do not require special performance attire. Your normal concert dress is acceptable.
Concert Procedure for Guest and Chaperones
For your guests and chaperones to gain admittance during your warm-up and photo session, they must enter with your group at the beginning of your warm-up period. This will help them avoid the crowd, and our security service will not be tasked with distinguishing them from other concert-goers. Please plan accordingly and share this policy with your parents and guests so that they are aware of the procedure. Also, please plan to arrive for your pre-concert warm-up at the actual warm-up start time. If you arrive too early, you will add unnecessary congestion in the hall as the audience and performers from the preceding concert exit the space.
Punctuality
Your performance at Midwest is one of 250 events taking place within three and a half days. It is very important to fight the urge to arrive at your scheduled rehearsals or warm-ups too early. If you do, you will disrupt not only the events taking place prior to yours, but you may interfere with important functions (i.e. piano tuning or stage setup) and will create unnecessary noise and congestion.
During your ensemble’s warm-up, photographers will be stopping by to take your group photo. Due to the large number of groups performing, they may arrive in the middle or end of your rehearsal time. You will receive a complete photo schedule in MEMO 9. We ask that you are ready for your picture at the designated time, even if it is in the middle of your warm-up. In many cases, the schedule allows the photographers just enough time to make it to each venue. If you are not ready for your photo when they arrive, you may cause all photos following yours to be late which could result in an ensemble’s photo not being taken.
We cannot emphasize enough the importance of ending your concert on time. The conference schedule is incredibly compact time-wise, and concerts that run long can affect everything that follows that day. Please be mindful of the pacing throughout your performance. Performers should be prepared to exit the stage and backstage areas of the ballroom immediately following their performance. If you supplied your own performance equipment for your concert, clearing of the performance space should begin immediately after the completion of your performance. In most cases, there is a quick turn-around time for the next ensemble’s setup and warm-up time.
Stage Etiquette
Below is a link to the stage etiquette guidelines prepared by the Board of Directors. This information is provided to acquaint you with recommended Midwest Clinic procedures and some of the special features of your performance, such as the procedure for acknowledging composers in the audience. Please look this over carefully to help ensure your concert runs smoothly and professionally.
STAGE ETIQUETTE GUIDELINES
Names and Mailing Address
Directors need to confirm that the name of their ensemble, conductors’ names, conductor and group bios, and contact information (including mailing address) are correct on the Performer Intranet by April 30. Updates can be made to Names, Bios, and Photos until September 19.
All names should be listed as you want them to appear on the program, website, mobile app, performance plaques, and any official conference communications.
Conductors' names, conductor and group bios, and email addresses can be found under the General Information tab on the Performer Intranet. To edit, click on the “Edit Information” button next to the “Conductor’s Information” header.
Ensemble name and mailing address is located on the Performer Homepage on the Performer Intranet. If you need to update these fields, send your edited information to [email protected].
Please note, an ensemble’s mailing address cannot be a P.O. Box. If your organization does not have a mailing address, you can use your home or work address instead. We will be using this address for all of your mailings, and it is the address we will be sharing with publishers so they can send you sample scores for consideration.
You can also review the official name/spelling of your ensemble and conductors’ names by referencing the PERFORMER PAGE.
All final bios, photos, and ensemble information need to be uploaded to the Performer Intranet by Friday, September 19. If we do not receive your updated photo by the deadline, we will use the photo submitted when you applied on both the website and in the official program. Photos need to be print resolution (300 dpi or larger). We do not recommend including text on your image.
Group photos should be horizontally-oriented, color photos of at least 1920px wide by 1280px tall (16:9 ratio).
Director photos should be 800px by 800px square (1:1 ratio).
Make sure that all photo file names include the person’s name and the name of your ensemble (e.g. JohnSmith_SouthPortHSBand.jpg).
It is unnecessary to submit a photo of a Board Member conducting on your program, but include a space for them on your final program. After September 19, any photos on your performer profile will be downloaded and used for the conference Program Book. For a step-by-step guide to uploading information to the performer intranet, CLICK HERE.
Set-up Charts, Group Numbers, Arrival and Departure Times
Please visit the General Information page on the Performer’s Intranet and complete the following fields under the ‘Performance Setup Information’ header by October 31:
- Group arriving/departing Chicago
- Hotel name
- Set-up Chart
To access the above fields, locate the ‘General Info’ tab on the Welcome Page of the performer intranet. Once inside the ‘Performers Information’ page, click on the blue ‘Edit Information’ button located in the upper right-hand corner so that you can edit the fields. When finished, scroll down to the bottom of the page and click the blue ‘Save’ button.
Below are links to pdf stage templates of the various performance stages. Please download the appropriate diagram, draw your stage set-up (“O” for chairs, “X” for stands), and upload the updated diagram to the Performer Intranet by October 31. Please note that there will be a standard concert grand piano on every stage. Even if your ensemble is not planning on using the piano, you will need to account for it in your set-up chart. By contract, pianos cannot be removed from the stage. All risers are fixed and cannot be changed or removed as well.
It is important to be accurate and neat when completing your setup chart. Your attention to detail will help our stage managers and setup crews serve your group efficiently. Please do not upload any other format other than PDF. If using a pencil push down firmly to ensure darkened markings on your stage plot.
Setup Chart Templates:
For the Skyline Ballrooms W375AB and W375E: the top-most level of risers includes an additional riser area at the back, as shown on the stage setup chart. Both the top-most riser and the additional area are 32” high. This area should be only used for your percussion section. The 24” high riser should be used for the seated back row of the ensemble. Therefore, most directors place their first row of instruments on the stage floor. If you have any questions about the stage setup, please let us know.
For Ballroom W183: the top-most level of risers includes an additional riser area at the back, as shown on the stage setup chart. Both the top-most riser and the additional area are 24” high. This area should be only used for your percussion section. The 16” high riser should be used for the seated back row of the ensemble. Therefore, most directors place their first row of instruments on the stage floor. If you have any questions about the stage setup, please let us know.
We are incredibly fortunate to have over $1,000,000 of instruments made available for your ensemble to use at Midwest. The relationships that we have forged with our equipment providers are incredibly special, and one of the many reasons Midwest continues to be THE international stage of choice for instrumental music education. We would appreciate it if you would stress to your ensemble the importance of taking great care of any instruments they might use during the conference. Also, please ensure that your percussionists are using the CORRECT type of mallets/sticks on any of the percussion instruments as damage can occur from the incorrect selection. You will be held liable for any damage that is accrued during your ensemble’s use of an instrument.
Your requests must be accurate because as we get closer to the conference it becomes more difficult to accommodate changes to the equipment needed for each concert. Unless you are using your own percussion, the large percussion instruments must stay on stage during your performance. The grand piano must remain on stage, also. Due to sourcing and shipping issues, we may not be able to accommodate all of your equipment needs. If we cannot provide one of your requested items, we will let you know as soon as possible so you can make alternative plans.
For a complete list of instruments we can provide, CLICK HERE
1. We provide chairs, music stands, a podium, and a conductor’s stand for your performance.
2. Please plan to bring your own instruments, bows, mallets/beaters, cymbals, Latin percussion, and small percussion (i.e. triangle, wood block(s), wind chimes, etc).
3. We also provide grand pianos, synthesizers with amplifiers, guitar amplifiers, and bass amplifiers.
4. Large percussion instruments are furnished by Ludwig-Musser and Yamaha. Unless you are bringing your own large percussion equipment, we recommend that your group performs on the equipment we provide.
5. If you wish to use instruments or equipment from an exhibitor or outside vendor, it is your sole responsibility to coordinate pick-up and return of the equipment directly with that company. If you are utilizing an outside vendor, you need to provide The Midwest Clinic ([email protected]) the name of the vendor’s point of contact, their contact information, and the time of delivery and pick-up for your equipment by November 30. Midwest staff will not be available to move any equipment borrowed from an exhibitor. If you need to rent percussion equipment, we recommend contacting Russ Knutson from Chicago Percussion Rental.
6. W375C in McCormick Place West will serve as the main staging area for equipment provided by Midwest. Our staff members will be on duty in the equipment room during all rehearsal and performance times. Performing ensembles may NOT store personal items in this room. Your equipment may be stored in a homeroom in McCormick Place.
7. Emergency Instrument Repair: Professional instrument repair technicians from Quinlan & Fabish Music Company will be available to help with emergency repairs for our performing groups. If any of your students need assistance, please come to room W375C at any time during the conference.
8. Any instruments provided by Midwest for use by you and your ensemble, during rehearsal or performance, are your sole responsibility. You will be held liable for any damage(s) that occur, which may include the replacement of the instrument(s) (if applicable).
All string players (including cellists and bassists) should bring their own rosin and bows. Also, please remind your percussionists to bring their own small percussion ‘toys’/instruments, beaters, sticks, and mallets to the conference.
If you are using a cello, double bass, or harp provided by Midwest, your ensemble members will need to pick up AND return these instruments from/to Skyline Ballroom 375C. Allow extra time for this ‘trip’ as the room where these instruments are held is located on a different floor than the rehearsal rooms at McCormick Place West.
These instruments MUST be returned after BOTH your rehearsal and performance. They are NOT to be stored in your homeroom for any reason whatsoever as other ensembles will also be using them throughout the conference.
Instrument requests
You can request your instrument via the INSTRUMENT REQUEST FORM. All requests must be completed by October 31. After this date, the equipment request form will closed.
Jazz Ensemble Equipment
1. We provide a professional concert sound system in the jazz performance ballroom. It includes the following equipment: high-quality speakers, microphones and stands, floor monitors, synthesizer, and bass and guitar amps. We also provide a full-size concert grand piano, acoustic drum kit with cymbals, vibrapFhone, and Latin percussion (i.e. congas, bongos, timbales).
2. A professional sound engineer will run the sound board for your performance. We suggest that you bring your own advisor who is familiar with your desired sound to coordinate with the engineer for your performance.
Jazz equipment is provided by Conn-Selmer, Yamaha Corporation, Steinway, and David Michael Productions (our audio/visual provider). Scott Bauer, former sound engineer for The Jazz Ambassadors of the U.S. Army Field Band, will be in charge of the sound reinforcement. Except professional groups, your personnel will not be allowed to operate the sound equipment. Ensembles are strongly encouraged to provide someone at the soundboard who is familiar with the music and solo order to assist with cues. Please send sound reinforcement questions to Scott Bauer ([email protected]) or logistical questions to Ryan Adamsons ([email protected]).
Equipment Truck
If you plan to send your large equipment or percussion in a commercial/rental truck to the conference, you will need to update the Equipment Truck information on the Performer Intranet by November 30. It is very important that you let us know the names and contact information for your driver(s) as well as the exact date and time of arrival. You can update these fields by logging into your account and going to the “General Info” page. Click the “Edit Information” button and add your details. If you have more than one driver, send the additional driver’s information to [email protected].
We request that you provide sufficient personnel to assist in the loading and unloading of your vehicle. Trucks must load and unload between 7:00 AM and 7:00 PM while The Expo Group (official conference general contractor) staff is on duty.
Box trucks and semis will need to unload at one of the two designated loading docks located off Prairie Avenue.
MCCORMICK PLACE WEST LOADING DOCK MAP
We will send you detailed drop-off and pick-up instructions in Memo 9.
For equipment truck parking information, reference the TRANSPORTATION section of the Handbook.
Organization’s Equipment
Please make sure to label all of the instrument cases and equipment you are bringing to the conference with your ensemble’s name. This will enable our security to identify items that your members may inadvertently leave behind.
Set-UP Crews
Our setup crews will make certain that the equipment you requested is in place for your rehearsals and performance. However, they are unable to assist in moving personal instruments or equipment. Please inform your musicians that they are responsible for moving their personal items and your organization’s equipment throughout the conference. This includes loading and unloading large trucks and buses.
We request that you do not contact our exhibitors or program sponsors to solicit funds to help cover your expenses related to your performance at The Midwest Clinic.
Exhibit Hall Performances
Several years ago, we began having chamber ensembles perform in McCormick Place West- just outside of the F1 & F2 Exhibit Hall entrances. The positive feedback that we have received from attendees regarding these performances has been overwhelming, making this now a staple of the annual conference.
We would like to extend an invitation to all performing ensembles to participate in one of these performances. Groups will be scheduled for a 20-30 minute set during exhibit hall hours (you may perform longer but please let us know in advance). Midwest will provide chairs and stands for all musicians. If your group requires additional equipment, that is up to you to provide. We also ask that your chamber ensemble be limited to 15 performers. If you are interested in scheduling a performance time, please complete the EXHIBIT HALL PERFORMANCE RESERVATION FORM by November 30.
McCormick Place West food service, SAVOR, has developed special meal packages for performing ensembles. No outside food is allowed to be brought in/delivered to McCormick Place. Follow the SAVOR GROUP PLANNER link below to contact a representative about scheduling your group’s meal package. There is also a food court located at McCormick Place West. Please note McCormick Place dining facilities are cashless.
SAVOR GROUP PLANNER - MORGAN LAMB
If your organization would like to arrange for breakfast, lunch, and/or host a meeting/reception at the Hyatt McCormick, Marriott Marquis, or the Hilton Chicago, please contact Tom Moore at [email protected]
High School Leadership Institute
Do you have students in your ensemble considering a career in music education? Consider sending them to our High School Leadership Institute (HSLI) on Thursday, December 18. HSLI is an exclusive one-day program for students interested in pursuing a career in music. Highlights include:
- Working with Tim Lautzenheiser on leadership skills, life skills, and positive motivation.
- A specialized curriculum designed exclusively for HSLI participants. Like a mini-Midwest but just for high school students!
- Invaluable mentoring from current college music education majors.
- Information-rich presentations by music education and industry experts.
- Time dedicated to explore Midwest- just like a director would. HSLI participants will visit the exhibits, attend clinics and concerts, and more!
Directors can send up to six student leaders. We will send additional registration information in the fall. Meanwhile, visit the HSLI WEBPAGE for more information.
Homerooms are available on a limited basis for groups to store instrument cases and personal belongings while visiting McCormick Place West. Room assignments and durations will be assigned based on availability and performance schedule. We can assure you a homeroom for your rehearsal and performance at McCormick Place West, however, anything beyond those times/dates will be addressed individually.
The deadline to complete the HOMEROOM REQUEST FORM is October 24
Each ensemble who has requested a homeroom will receive a room before the start of their onsite rehearsal time through the conclusion of their performance. Homeroom assignments will be sent in MEMO 9.
It is imperative that you vacate your room by the listed departure time AND returned your key to the VIP desk. If the VIP desk is closed, please drop off your key at the Midwest Clinic Office located at W476. In several instances, there is only a 30-minute differential between one group’s check-out and another group’s check-in. Homeroom keys can ONLY be picked up at the Performing Groups/VIP desk at registration. Please note the registration hours below for your planning purposes.
Tuesday, 12/16
9:30 AM – 5:00 PM
Wednesday, 12/17
7:00AM - 7:30PM
Thursday, 12/18
7:30AM - 7:00PM
Friday, 12/19
7:30 AM – 5:00 PM
*Missing keys will incur a $75 charge so please be sure to return the key no later than the departure time listed on the Homeroom Schedule
We ask that you review the attached HOMEROOM POLICIES AND PROCEDURES document with your performing members as well as any others traveling with your ensemble.
Conference Housing
We require all performing groups to stay within one of our official conference hotel room blocks. If you are using a travel company to help plan your trip, please make sure they are aware of this policy.
Visit the link below to see a complete list of conference hotels. You will need to call the contact listed to receive special performance group rates.
PERFORMING GROUP HOTEL INFORMATION
All performing ensembles need to complete the ‘Hotel Name’ section, located under the ‘General Info’ heading, on the performer’s intranet. If you have not yet reserved accommodations for your ensemble, please contact the Midwest Office and we will help to facilitate. For a step-by-step guide to updating your ensemble information, CLICK HERE.
HOTEL MAP
Curfew
A joint request by the hotels and The Midwest Clinic is made to all directors who have younger students. Please observe the city of Chicago’s curfew laws for children ages 12-16, which is 10:00 PM on weekdays, and 11:00 PM on weekends, unless you have scheduled a special event for the entire group with adult supervision.
The director or a representative of your performing organization is required to attend the introductory meeting to be held on Saturday, June 7. This meeting offers an excellent opportunity for you to meet the other invited directors, discuss programming ideas, see the performance spaces, and ask questions to our Board and Staff members. Often directors will also explore additional site-seeing and entertainment opportunities for their ensembles to enjoy in December during this trip.
You will receive a detailed itinerary in May along with a link to reserve your hotel room. For those driving, we can provide you with parking validation if you let us know before the meeting. The meeting will begin with breakfast Saturday morning from 8:00 AM – 9:00 AM CST, and it will end around noon with a tour of the facilities. If you are flying to Chicago, we recommend arriving Friday evening and departing after 5:00 PM on Saturday.
RSVP FOR JUNE 7TH MEETING
HOTEL RESERVATION FOR JUNE 7TH MEETING
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We suggest that you sign up for out-of-state insurance for your ensemble members and instruments.
Performing Ensemble Liaisons
Each performing ensemble has been assigned a Board Liaison to assist with the selection of repertoire for your concert program and other details concerning your appearance at the conference. You should hear from your liaison shortly after you confirm your participation in April. This person will be your primary point of contact throughout the planning process. They will be checking with you periodically throughout the summer and fall to make sure you are on track with your planning. Your liaison's contact information is located on your Ensemble's Homepage on the Performer Intranet.
You can find the contact information for the board members and staff by referencing the MIDWEST BOARD ROSTER.
Master of Ceremonies:
Your liaison will serve as your Master of Ceremonies for your Midwest Clinic Performance. We ask that you do not bring your own announcer to the conference. We recommend that you include any program notes, information about your ensemble, or music program in your own printed programs. This request applies to all ensembles including our adult and military organizations.
Logo and Name
Please be sure to use our official name: The Midwest Clinic, in all of your publicity materials. You may also include the tagline: International Band and Orchestra Conference. In particular, please note the use of “The”, the lower case “w”, and the absence of a hyphen in Midwest.
Correct: The Midwest Clinic – International Band and Orchestra Conference
Incorrect examples are as follows: Mid-West Band and Orchestra Conference; The Midwest International Band and Orchestra Clinic Conference; Mid-West Band and Orchestra Association.
You may use The Midwest Clinic logo on your promotional materials, programs, apparel, and/or certificates, plaques, or banners. Below is a link to a Google Folder with several different logo formats. If you need a different format, please contact the Midwest Clinic Office.
LOGO FOLDER
The Midwest Clinic on Social Media
If your ensemble has a social media page, we highly encourage you and your ensemble members to follow The Midwest Clinic on Facebook, Instagram, LinkedIn and X. We hope these resources will allow participants and attendees to share their Midwest experiences. For example, people can discuss what they plan to do while in Chicago, what they look forward to about their time at the conference, and ask questions or gather ideas from past participants or attendees. It is also a way for everyone to keep updated on the latest Midwest Clinic news. Participants are welcome to post pictures or comments at any point throughout the year. We hope this will be a truly interactive experience for everyone participating in the conference.
REMINDER: We would also like to invite you to send us videos of you and/or your ensemble’s first reactions when you received the invitation to perform at The Midwest Clinic. You can e-mail video files to [email protected] or tag us @midwestclinic in social posts. With your permission, we will share these.
Promotional Letter
We invite you to share the attached MIDWEST CLINIC PROMOTIONAL LETTER with your musicians, parents, administrators, community members, or any other stakeholders to help demonstrate the significance and prestige of your invitation to perform at Midwest.
Publicity Information
Once you accept your invitation to perform, your ensemble will be ‘LIVE’ on www.midwestclinic.org for anyone that visits our website. Please check the PERFORMING ORGANIZATIONS PAGE to make sure your photos, website address, and ensemble/conductor(s) bios are completed professionally. Soon we will begin marketing this year’s performing ensembles to thousands of directors and want to ensure all of your information is complete. To update your photos, bios, or ensemble information, log into your account, select "General Info" from the menu, and click on the blue "Edit Information" button at the top of the page. You can also send updates directly to the office at [email protected]g.
Organizations can have no more than five conductors, including the primary conductor, in their programs. In other words, you may have a total of four other conductors besides the regular conductor. The music selected by and for the guest conductors and soloists follows the same policies as the rest of your program. We recommend that no conductor appears on more than two programs during the same year. If any of your guest conductors are also presenting a clinic, make sure to notify the Midwest Clinic Office ([email protected]) before June to avoid scheduling conflicts. Any schedule conflicts reported after June 1st may not be resolvable.
Final Program Submission Details
All final program drafts are due to liaisons for review by August 29, 2025. A formatted, final program should be submitted to the Midwest Clinic Office ([email protected]) by Friday, September 12. The Board will review each program and directors will be notified by September 19 if their program is approved or if they need to make any final changes. Once approved, programs may not be adjusted.
Keep in mind:
- All of the pieces listed on your program should be in the reservation system and any piece not included on your program should be delete.
- Your final program should be submitted as a Word document. PDFs will not be accepted.
- All publishers for MS/HS/Community/Adult Band, Orchestra, and Jazz ensembles must have met eligibility requirements by September 12. An updated list of eligible publishers will be posted on the performer intranet documents page and they will be listed on the Publisher dropdown menu on the Music Reservation System. If you have a reservation with an ‘ineligible publisher,’ and that status changes, you are responsible for updating your title accordingly prior to your final submission date. If you have any questions about a particular publisher, contact the Midwest Clinic Office.
- When finalizing your program, remember that your concert length must stay within the time limits below:
- 75 minute concert (60 minutes of music)
- 60 minute concert (45 minutes of music)
- 45 minute concert (35 minutes of music)
- Approved programs are ‘locked,’ meaning that no changes can be made to your repertoire selections, program order, guest conductors, and/or soloists.
- All photos to be included in the program book are to be uploaded to the Performer Intranet no later than September 19..
****** Final Program Formatting:
FINAL PROGRAM STYLE SHEET - ALL ENSEMBLES
Band, Orchestra, Chamber, and Percussion Files
PROGRAM EXAMPLE
PROGRAM TEMPLATE
Jazz Files
HS/MS PROGRAM EXAMPLE
HS/MS PROGRAM TEMPLATE
COLLEGE/PRO/MILITARY EXAMPLE
COLLEGE/PRO/MILITARY TEMPLATE
Guest artists are an exciting annual feature of the conference- coupling world-class ensembles with equally legendary musicians. Many times, you can help offset this cost with support from the artist’s sponsor and/or parent organization. If you are considering featuring a guest soloist on your program, here are two great places to start:
CONN-SELMER ARTISTS
YAMAHA ARTISTS
Jazz soloists must be approved by the Midwest Board liaisons in order to ensure a variety of soloists and instrumentation.
Music performed at Midwest in 2023 and 2024 cannot be performed by any ensemble in 2025. This includes separate movements of the same title if they are only available in a single edition. If your piece is a different edition or arrangement of the version performed in 2023 or 2024, it is eligible to be programmed. For questions on piece eligibility, contact the Midwest Clinic Office ([email protected]).
INELIGIBLE PIECES 2023 - 2024
Beginning at 12:00 PM EST on Wednesday, May 7, you will be able to add your first six (6) pieces to the Music Reservation System located on the Performer Homepage on the Intranet. You will be able to add up to twelve (12) additional pieces to your list beginning at 12:00 PM EST on Wednesday, May 21. To access the reservation system, log in to your profile on The Midwest Clinic website. Once the reservation system is open, you will be able to access it via your Performer Homepage.
MUSIC RESERVATION TOUR
- When adding a reservation be sure to enter the title and the name of the composer exactly as it appears on the score (complete first and last name). If you enter the title or composer incorrectly, another ensemble might reserve the same title and will be given preference. When you hit “Submit,” your reservation is entered, and automatically time-stamped (EST). Once you submit your reservation it will be listed on your Performer Intranet Home page, where you will be able to review or edit your music reservations as necessary.
- The first organization to reserve a specific title has the right to that work; no other ensemble within the same category (i.e. H.S. Band, M.S. Orchestra, etc.) may program it unless the first ensemble releases the title. Different arrangements/editions of the same piece are eligible.
- A composer is only allowed to have six pieces performed in a year. If you try to program a piece composed by someone who has six pieces reserved, you will be placed on a waiting list. If you misspell a composer’s name, preference will be given to the group who entered the information correctly.
- You can edit any of the information except the selection title. If you would like to make a change to the title, please contact our office ([email protected]). You can also delete any selections that you have decided not to program. If you would like to look at the complete list of the music that has been reserved, click the button marked "ALL RESERVATIONS."
- The music reservation system will be subject to regular updates by The Midwest Clinic, especially concerning ensembles that are on the waiting list for a particular selection. Periodically we will need to make corrections to the list. When this happens, we will notify you promptly. For example, the database automatically catches duplicate entries and assigns them to a waiting list. However, if different titles are given for the same selection, such as “Stars and Stripes Forever,” “The Stars and Stripes Forever,” or “March, The Stars and Stripes Forever” the database will not catch this, and mark each entry ‘reserved,’ even though only the first group to reserve the selection will have the right to performance. In this case, we would delete the later entries and place the ensemble(s) on a waiting list for the title. If you ever experience technical difficulty, contact us, and we will edit accordingly.
- If a piece that is reserved has multiple movements, the first ensemble to reserve the work will have preference of which, if not all, movements they would like to perform. If another ensemble would like to play any of the movements not being performed, they will be given that option after the initial ensemble has confirmed their preference.
- You will have two confirmation windows where you will need to confirm the pieces you would like to keep on your reservation list. During each window, you will need to log into your Performer Homepage and click the checkmark next to any piece you wish to keep on your reservation. Any piece not confirmed at the end of the window will be removed from your reservation list and eligible for another group to program. During each confirmation period, you should be narrowing down your selections and removing any pieces you are no longer considering performing.
- Confirmation window 1: Wednesday, June 11 – Wednesday, June 18 (50% over program length)
- Confirmation window 2: Wednesday, July 16 – Wednesday, July 23 (20% over program length)
- As you begin to refine your program, please delete any titles that you will not be using so that they can be released to other ensembles.
- Please remember: Failure to confirm your selections by 11:59 PM EST on the specified dates will result in your reserved titles being automatically released. Furthermore, if there is a waitlist for a particular title, lack of confirmation will forfeit your reservation, assigning the title to the next ensemble on the waitlist.
CONFIRMING YOUR PROGRAM IS NOT OPTIONAL
- Throughout the entire music selection process please consult with your board liaison regarding your program design. The liaisons have assisted countless groups and serve as a great resource for ideas and advice. The Midwest Clinic office will also evaluate your reservations throughout the year for programming issues. We will notify you if we have any questions and/or concerns about your reservations. Please remember that during the music selection process any piece requiring special AV equipment must be brought to the attention of the Midwest office by August 1st.
- Your final program must be submitted to our office by September 12. Please include your titles, in performance order, along with the following information for each: composer (arranger, transcriber, editor [if applicable]), publisher, year, grade level, duration, conductor, and soloist (if applicable). Templates and formatting guidelines can be found in the FINAL PROGRAM section. Our Performance Coordinating Committee will review your final program and may suggest changes if necessary. Once approved you may not change any aspect of your final program (this includes conductors and featured soloists).
- It is imperative that you observe the timing of your concert and rehearsal(s). One concert or rehearsal extending beyond its allotted length will affect the other subsequent events (i.e. attendees leaving a concert late may miss the beginning of a clinic session or concert in a different area of the facility). We will touch on this point often throughout the year because of its significance. Your performance will be an important and exciting event but it should not impact other scheduled activities at the conference.
Timings for concerts are as follows:
· Middle School/Elementary Ensembles: 45-minute concert (35 minutes of music)
· High School and Community/Adult Ensembles: 60-minute concert (45 minutes of music)
· Collegiate Ensembles: 75-minute concert (60 minutes of music)
**Special Performance Group times are noted in contracts.
Printed or Digital Program
Each year at the Clinic we are always amazed at the beauty and quality of the printed concert programs. The cost of printing these programs can be quite substantial. To take away from the ‘guesswork’ of programs needed for your performance, please reference the chart below to see suggested program numbers. Ultimately the number of programs that you decide to have printed is at your discretion but we do ask that you consider printing the minimum number we have suggested.
If you would rather present your program in a digital format instead of printing, we recommend you print postcards with a QR code that guests can scan to access your digital program.
High School, Collegiate, Adult/Community Orchestras – 500
Middle School Orchestras – 200
High School, Collegiate, Adult/Community Bands – 1500
Middle School Bands – 1000
Collegiate and Adult/Community Chamber Ensembles – 800
High School and Middle School Chamber Ensembles – 400
Pro and Collegiate Jazz Ensembles – 800
High School and Middle School Jazz Ensembles – 500
Percussion Ensembles – 300
Professional Ensembles – 2500
Below are links to the programming rules for the various types of ensembles represented at The Midwest Clinic. Make sure you are referencing the programming rules that apply to your ensemble.
CHAMBER & PERCUSSION ENSEMBLES
COLLEGE, ADULT/COMMUNITY, & PROFESSIONAL JAZZ ENSEMBLES
COLLEGE & PROFESSIONAL BAND & ORCHESTRA ENSEMBLES
INTERNATIONAL ENSEMBLES
MILITARY ENSEMBLES
MS/HS JAZZ ENSEMBLES
MS/HS, YOUTH, & ADULT/COMMUNITY BAND ENSEMBLES
MS/HS, YOUTH, & ADULT/COMMUNITY ORCHESTRA ENSEMBLES
As you begin considering repertoire for your Midwest performance, we encourage you to include works by a diverse range of composers. The online resources listed below can help provide you with an incredible range of options:
INSTITUTE FOR COMPOSER DIVERSITY
FEMALE COMPOSER WIND BAND WORKS: GRADES 1- 4
WOMEN COMPOSERS OF WIND BAND MUSIC: ADVANCED
You can also access an up-to-date list of new music submitted by publishers by visiting the 2025 NEW PUBLICATIONS page located on the Midwest Clinic Website under "Get Involved" and "Performers". This page will be updated regularly as publishers submit their lists.
Rentals: If you will be performing a work in which the parts are only available “for hire,” please indicate this by selecting ‘Rental’ from the drop-down menu. Following that please enter the rental publisher’s information in the "Ineligible Publisher Information ONLY" box.
Commissions: If you are programming a commissioned work and you do not have title information available right away, we ask that you create your entry as follows: Commission TBD [ENTER YOUR ENSEMBLE NAME].
All Commission titles need to be updated in the music reservation system by the final program submission deadline. Directors cannot change titles in the reservation system, so updated information needs to be sent to [email protected].
Enter composer, year, time, and grade as specified. If unknown, enter TBD. You will be expected to update this information before the final program deadline.
Publisher Info for Commissions: Please select ‘Manuscript” from the drop-down list since the title is not published. Most commissions are manuscripts during their Midwest performance since the ensemble will be premiering the work at the conference. The only way a commission is NOT a manuscript is if it is available commercially by the final program submission deadline. If your commission is published, the publisher must follow the eligibility requirements.
Manuscripts: K-12, community, and adult ensembles may select no more than one manuscript for performance in your Midwest program. (Pieces purchased directly from the composer do not qualify as manuscripts. If you purchase a piece directly from a composer, they need to become a Midwest eligible publisher by submitting either an exhibitor or sponsor contract.) A manuscript is defined as any work that is not commercially available by the final program deadline. Manuscript compositions or special arrangements may be programmed only if all copyrights have been cleared. Manuscripts are not counted when determining the percentage of new and old music. A composer can have only one manuscript programmed at The Midwest Clinic per year. The first of a composer’s manuscripts reserved will be the one that is allowed unless it is released by the director who reserved it. If you enter a reservation for a manuscript title, please select “Manuscript” from the publisher drop-down menu.
Publisher Eligibility Requirements
Eligible publishers will send their new publications to you throughout the summer. For a publisher to be eligible, they must either be a registered exhibitor or purchased an digital program book sponsorship. Publications will be sent to the Ensemble Address listed on the General Info page. This address cannot be a P.O. Box. Please make sure this address is correct by April 30. To edit the address, clinic on the "Edit Information" button on the General Info page.
2025 ELIGIBLE PUBLISHER LIST
Please note, publishers who purchased a program book sponsorship and are NOT exhibitors, are only eligible to have two (2) pieces scheduled to be performed at the Clinic. These publishers are denoted in the dropdown menu with three stars***. Any pieces reserved after the two-piece limit will be placed on the waiting list. If the sponsoring publisher would like to have additional pieces performed, they can pay an additional $150 per piece beyond their first two.
Publishers vs. Distributors: On the list of eligible publishers, some companies have multiple listings underneath their name. For example, Alfred Music has several different subsidiaries for which they serve as the distributor (i.e. Belwin (publisher)/Alfred Music (distributor).
What does this mean for you? It is important to understand the distinction between a sole publisher (i.e. Hal Leonard Corporation) and the publisher/distributor relationship (i.e. G. Schirmer {publisher}/Hal Leonard Corporation{distributor}). In the above example, Hal Leonard is serving as the distributor for G. Schirmer which is why they are not considered the publisher.
How do I find this information? Look at the title page of the score and go to the bottom of the page. Near the copyright date, you should be able to find the publisher listed.
Why is this important to know when designing your concert program? In the program rules, there is detailed information about Midwest’s specific rules (depending on your performance category) for the number of titles that you can program by a specific publisher.
Let’s use Alfred Music again as our example:
If you have two works published by Belwin/Alfred Music and one work solely by Alfred Music. The Belwin/Alfred Music titles count as two publications by the same company (Belwin), whereas the singular work by Alfred Music counts as one (Alfred).
The final count for these three titles: Two works by Belwin{publisher}/Alfred Music{distributor} and one work by Alfred Music {publisher}. No issues with performing too many works by one publisher.
Ineligible Publishers: If you have a title that you would like to reserve but the publisher is currently not eligible (i.e. you do not see them on the List of Eligible Publishers located on the Documents tab on the Performer Intranet or the Publisher drop-down menu on the Music Reservation System), select the ".Ineligible Publisher" in the Publisher drop-down menu in the reservation system. Because we need to know the specific name of the ineligible publisher, please type that information (publishing company name) in the box labeled "Ineligible Publisher Information ONLY." Should you decide to include an ineligible publisher’s title on your final program, you will need to make sure that they have submitted either an exhibitor or sponsorship contract to Midwest no later than the final program submission date. Failure to do so will result in their title(s) being removed from your final program.
If you reserve a title from an ineligible publisher, you are more than welcome to contact the publisher directly. Let the publisher know you wish to perform their music at Midwest and invite them to register as an EXHIBITOR or purchase a DIGITAL PROGRAM BOOK SPONSORSHIP. All ineligible publishers MUST be eligible by the final program deadline or their titles will not be allowed for performance. (NOTE: Please review the program rules specific to your area to determine if publisher eligibility affects your music reservations).
Composers interested in self-publishing can do so through ArrangeMe and My Score. Both self-publishing companies will have booth space available for composers to showcase their works at The Midwest Clinic, so any work published through their platforms will be considered eligible.
Do you have parents traveling with your ensemble? Make sure they DO NOT MISS one of our parent sessions led by Dr. Tim Lautzenheiser and Dr. David Vandewalker. Each day during the conference Dr. Tim will thank parents for their dedication to both their child and music education. Make sure to encourage your parents to stop by to hear from one of the greatest mentors and advocates of our profession.
The schedule is as follows:
Wednesday, December 17
3:00 PM – 4:00 PM
Room W182
Thursday, December 18
3:00 PM – 4:00 PM
Room W182
Friday, December 19
3:00 PM – 4:00 PM
Room W182
We have created a performer intranet within our website that contains a great deal of important information for your use. I encourage you to watch this quick INFORMATIONAL VIDEO on how to access and navigate the site. This will be your primary source for all information leading up to Midwest, including your link to the music reservation system, equipment requests, and more. Please visit this area of our website regularly leading up to December.
Please note, your ensemble’s profile on the Performer Intranet is linked to the account used to complete your ensemble’s application. If you would like to change the user account your profile is linked to, please let me know.
To access the Performer Intranet via The Midwest Clinic Website, go to www.midwestclinic.org, and click on "GUEST PROFILE" at the top, right-hand corner of the homepage. Enter the username and password you used when you completed your performer application. If you have lost or forgotten your password, please utilize the “NEED HELP?” link to reset the password. Please note you will need the email address that is listed on the performing ensemble roster.
This should take you to the PERFORMER HOMEPAGE. This will bring you to the page where you complete all music reservations, edits, deletions, and confirmations. To update your Group or Conductor Information, click on the “General Information” link in the menu located on the right side of the screen.
Performer Blogs
The performer’s intranet portal allows you to post questions or comments on the performer’s blog. To make a blog entry, log in to your profile on the Performer Intranet and select ‘Blogs’ from the menu on the right side of the screen. Select “Add New Blog Post” to enter a blog title and blog entry to the site. The Midwest Clinic reserves the right to review or edit all blog entries before being posted on the website.
As you write, we encourage you to consider your entries from the point of view of other educators. What can you share that would enhance their work, or help them make the most of the Midwest Clinic? We ask that each performing ensemble submit at least one blog entry before the Clinic. You are welcome to blog about your preparations throughout the year and can post as often as you like. You may also wish to make an entry (or more)
If you do not include identifying information, your contributions will be anonymous. The Midwest Clinic reserves the right to review or edit all blog entries before being posted on the website. We will keep the blog available throughout next year to allow you to share the impact the conference has had on you, your ensemble, and your community.
A few guidelines:
- We will not post anything that could damage the reputation of the Midwest Clinic or a performer, composer, exhibitor, clinician, or hotel personnel. If you would like to share a critical observation, we ask that you avoid any specifics that could potentially identify any individual or group.
- Entries will be reviewed by the Midwest Clinic before they are posted. In the unlikely event that we have a concern about something you have written, we will share it with you and may request that you provide a modification.
- If you wish to edit an entry after it has been posted, please e-mail your corrections to [email protected]. We will update your post as soon as possible.
Confidentiality Reminder
Please keep your login information for the performer intranet confidential. Word can spread in ways that could have an unintended impact on the program selection process for you or your peers. We want to make sure that everyone is protected and free to choose the selections that best suit their group, right up to the point when the final programs are submitted.
If you are uncomfortable with any pressure to commit to a piece being placed on you by a composer or a publisher, please refer them to our office. We would be happy to speak to them regarding our Midwest Clinic policy on music reservations not being finalized until the submission and approval of your final program has been completed.
Organization Photos
Denny Medley from Random Photography is the official photographer for the 2025 Midwest Clinic. Denny and his team will take an official group photograph during warm-up times in the performance ballroom. Please instruct all guest conductors and soloists to be present at that time.
Photo orders can be placed d at the Random Photography booth that will be located outside F2 Exhibit Hall (around the corner from Starbucks) in the Main Concourse on the 3rd level of McCormick Place. You can see a list of 2024 photo offerings HERE.
For inquiries regarding photos or ordering, complete a Contact Form on Random Photography's website.
2024 PHOTO SITE
Random Photography is offering the option to have headshots of ensemble members taken during the conference. Ensembles must reserve a headshot time (all times slots are 30 minutes). Headshots will be taken at the Random Photography booth.
HEADSHOT RESERVATION FORM
The complete photo schedule will be sent after MEMO 9. Your photograph will be taken during your warm-up, at the time given on the schedule (which is not always at the beginning of the warm-up). Please be ready at the time given – the photographers are on a tight schedule. It is essential that you notify all guest conductors and soloists of this time constraint if you want them to be included in your photo.
General Photography
Members of your traveling party are invited to take photos of your ensemble in the performance venue during your warm-up time only. Photography is not allowed during your actual concert performance except for the official Midwest Clinic photographers.
Mark Custom Recording is the official audio recording company for The Midwest Clinic. No other recording companies may be utilized by a performing ensemble without prior approval by The Midwest Clinic Office.
All K-12, College, and Adult/Community ensembles are required to purchase one official recording of their concert for each performer. (Professional Ensembles who wish to be recorded must agree to purchase one recording per ensemble member.) Mark Custom Recording will contact you with further information.
Due to copyright and licensing restrictions, personal audio and video recorders are not allowed in the performance halls. Contact Mark Custom Recording at [email protected] or (716) 759-2600 with any questions.
Mark Custom Recording requires a copy of the first page of your scores by November 18, which can be faxed to (716) 759-2329, emailed as a PDF to [email protected], or mailed to 10815 Bodine Rd., Clarence, NY 14031.
Manuscript copyright holders must provide a letter to Mark Custom Recording by November 22 granting permission to record their composition. They will not record a manuscript selection without receipt of this document.
MARK CUSTOM BAND & ORCHESTRA FORMS
MARK CUSTOM JAZZ FORMS
Release
We request that directors sign a release form (page 2 of the Mark Custom Forms) allowing our recording company to make a limited-edition compact disc or digital recordings of The Midwest Clinic concerts. Completed forms can be emailed to [email protected] or hard copies can be submitted at the June 7 meeting.
1. Most rehearsals take place on Level 1 or Level 4 of McCormick Place West (W194 AB and W470 AB).
2. We will provide chairs, music stands, a conductor’s podium and stand, and large percussion instruments in your rehearsal room. The percussion
provided for rehearsal may not be the same equipment your group will use for the performance.
3. You are also free to rehearse at the hotel where your group is staying. Please speak directly with the hotel management to determine rehearsal room availability. If we can assist you with this, please let us know. The Midwest Clinic cannot provide any instruments or equipment for rehearsals taking place outside of McCormick Place West.
4. The deadline to submit the first round of rehearsal requests is Monday, June 30. During this round, each group is allowed one rehearsal block. The first draft of the rehearsal schedule will be sent in Memo #5.
5. After the first round of rehearsal times have been posted, groups will be able to request additional rehearsal blocks through November 21.
6. Ensembles will not be allowed to rehearse in their concert venue. The only time you will have in the performance hall is during your official photo and warm-up time just before your concert.
REHEARSAL REQUEST FORM
When you arrive at McCormick Place West, a representative from your ensemble must check in at the Midwest Clinic VIP Registration Desk (Center Concourse, Level 3) to receive your registration materials, including your homeroom key.
Concert Schedule
You will receive your concert time and location in MEMO 2. On the rare occasion that we need to adjust the concert schedule, we will notify your organization right away.
Pre-Concert Warm-up
Ensembles will be assigned a one-hour pre-concert warm-up/soundcheck. This will be included in MEMO 2 with your concert time and location. You should plan to arrive as close as possible to your exact warm-up time. Please do not arrive early. If you are the first group to perform on a given day, you will not be allowed to enter the ballroom earlier than your listed warm-up time. Our staff will not be available to assist your group and we need this time to tune the pianos.
Please request that your guest conductors and soloists arrive at the beginning of your warm-up time so that they can be included in your group photo. Parents, chaperones, and guests with participant badges may enter the hall during your warm-up and take photos at that time. We do not permit video recording or photography during the performance. Ushers will open your performance hall for audience members according to the final schedule.
Additional opportunities for consideration
College Night: Thursday, December 18, 5:00 PM – 7:30 PM, Ballroom W375D
High School Leadership Institute: Thursday, December 18, 9:00 AM – 5:00 PM, Prairie Room
Music Parent Sessions:
- Wednesday, December 17, 3:00 PM - 4:00 PM, W182
- Thursday, December 18, 3:00 PM - 4:00 PM, W182
- Friday, December 19, 3:00 PM - 4:00 PM, W182
Chicago Convention and Tourism Bureau
To assist you in planning your group’s trip this December, please contact the Chicago Convention and Visitors’ Bureau at 312-567-8500 or visit WWW.CHOOSECHICAGO.COM. They are very friendly and would be more than happy to provide any assistance. Their CONCIERGE SERVICE can also help book large group meals and events around Chicago. Also, please visit PLACES TO GO IN CHICAGO and FOOD AND DINING OPTIONS for additional information available on The Midwest Clinic website.
Tourism Contact Information
Please feel free to make whatever transportation arrangements that suit your group best. Please remember to allow sufficient time for winter travel. NOTE: Performing ensembles are prohibited from using The Midwest Clinic conference shuttles to/from McCormick Place West.
Bus and Equipment Drop-Off
If you are bringing your ensemble members on a bus, you may drop them off at Gate 41. To enter the Gate 41 lot, turn off of Cermack onto Prairie. The lot is located on the north side of the building. If you have a box truck with equipment, drivers should proceed to the W190 loading dock located south of Parking Lot A (for groups with homerooms 10A - 12D, 191, and 195) or the W180 loading dock located south of the transportation center (for groups with homerooms 175 - 177, and 471 - 475).
Truck marshaling (adjacent to Lot B-see attached) is available for overnight bus and truck parking based on availability.
MAP OF MCCORMICK PLACE WEST GATES
MCCORMICK PLACE WEST FLOOR MAP
MCCORMICK PLACE RV AND TRUCK PARKING RESERVATIONS
If you are bringing a large truck with your equipment, it must be unloaded using one of McCormick Place’s loading docks. The only way your truck may use the loading dock is if it is cleared first with The Midwest Clinic. If you are bringing an equipment truck, please updated your Equipment Truck Arrival/Departure information on the Performer intranet by November 30. After this date, we will assume that you will not be bringing an equipment truck to Midwest and will leave your information off of the loading dock schedule that we submit to McCormick Place West. Trucks that arrive unannounced run the risk of being turned away and/or incurring charges for the hiring of additional union labor.
NOTE: Please coordinate your truck arrival/departure with your homeroom reservation as Midwest cannot store your equipment outside of those dates/times.
TRUCKS MAY NOT UNLOAD AT THE CURB – THEY MUST USE THE LOADING DOCKS. We will send detailed unloading and loading information in MEMO 9. If you try to unload your truck at the curb, you will be asked to move by Chicago Police.