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Percussion Equipment Procedures

Obtaining, organizing, moving and safely returning the percussion equipment for the annual TMEA Convention is a very large job that requires the coordination of many people. This document is intended to explain and clarify these responsibilities. This document should be distributed to each of the following volunteers well in advance of the convention.

State Band Chair shall –

· Obtain full scores and sets of percussion parts for each piece and submit to the TMEA Office before August 1.

· TMEA Office will send copies of full scores and complete set of percussion parts for each piece to the Percussion Equipment Manager (PEM) no later than September 1.

· Coordinate with PEM to select Percussion Organizers for the three All-State Bands. These organizers must be able to work closely with PEM - thus, consultation with PEM is critical.

· Contact (solicit) percussion organizers for each of the All-State Bands, explaining all responsibilities.

· Send copies of full scores and complete set of percussion parts to the Percussion Organizer for each piece that his/her band will be performing. This should be done no later than September 1.

· Maintain regular, close communication with PEM and Percussion Organizers from October through the end of the convention. Do not assume that these persons will be able to handle all problems or make all percussion related decisions.

· Make the FINAL decisions concerning the number of percussionists assigned to each Full Orchestra and the 5A All-State Bands. This decision should be made based upon input from the PEM, State Orchestra Chair and all Percussion Organizers. The PEM and Orchestra Chair will be allowed to make recommendations however; the ultimate decision rests with the State Band Chair. This decision must be reached by December 15.

· Inform the Deputy Director concerning how many percussionists will be in the full orchestras and 5A bands. This task should be completed by December 15.

· Make certain Percussion Organizers for all All-State Bands are in regular communication with PEM so that decisions are being made about who will provide accessory/small percussion instruments.

· Make certain that a set of "extra" percussion equipment is available backstage at Lila Cockrell Theater. This equipment is available to bands/orchestras performing at the LCT throughout convention on an "emergency" basis. This set of equipment should include timpani (4), concert bass drum, marimba, xylophone, and chimes. This task is communicated by the Deputy Director with NEISD and NISD in San Antonio who delivers to and retrieves from the theatre.

· Make certain Percussion Organizers for each All-State Band and Band Division student assistants are present and prepared to assist Wednesday morning of convention with equipment assembly and distribution.
Communicate with State Vocal Chair. Be certain that Vocal Division student assistants are present and prepared to assist Wednesday morning of convention with equipment assembly and distribution.
State Orchestra Chair shall –

· Receive music selections from All-State (Full) Orchestra Conductors no later than June 1. Be firm with conductors about this timeline.

· Obtain full scores and sets of parts for each piece and submit to the TMEA Office before July 1.
TMEA Office will send copies of full scores and complete set of percussion parts for each piece to the Percussion Equipment Manager (PEM) no later than September 1.

· Coordinate with PEM to select Percussion Organizers for the two All-State Full Orchestras.

· These organizers must be able to work closely with PEM - thus, consultation with PEM is critical.

· Contact (solicit) percussion organizers for each of the All-State Full Orchestras, explaining all responsibilities.

· Send copies of full scores and complete set of percussion parts to the Percussion Organizer for each piece that his/her orchestra will be performing. This should be done no later than September 1.

· Communicate with the State Band Chair concerning the appropriate number of percussionists needed in each full orchestra. This decision should be made in consultation with PEM and Percussion Organizers for each All-State Full Orchestra. State Band Chair will make final decision on percussion personnel.

· Make certain Percussion Organizers for each orchestra and the four Orchestra Division student assistants are present and prepared to assist Wednesday morning of convention with equipment assembly and distribution.
Percussion Equipment Manager (PEM) shall –

· Receive copies of all scores and sets of percussion parts from the State Band Chair and State Orchestra Chair for each piece performed by the All-State Bands and Full Orchestras. This music should be received by PEM no later than September 1.

· Create a master list of all percussion equipment needs for the two All-State Full Orchestras, three All-State Bands, two ATSSB Bands and the TCCBDA Band at the convention.

· In coordination with the TMEA Deputy Director, make contact with percussion equipment dealers and manufacturers to provide necessary large percussion equipment.

· Communicate with dealers and manufacturers to have percussion equipment delivered to San Antonio in time for convention. This large equipment shall include, but is not limited to: timpani, mallet instruments, bass drums, cymbals, snare drums, concert toms and all the appropriate hardware for these instruments. Additional equipment may also be required as determined by PEM.

· Remain in close, regular communication with the State Band Chair, State Orchestra Chair and Band/Orchestra Percussion Organizers from September through the end of convention. PEM must be easily available by phone or email and will return calls and emails promptly.

· Coordinate - with Percussion Organizers of each band/orchestra- who will supply all small percussion equipment and accessories that will not be provided by dealers/manufacturers.

· Follow up with Percussion Organizers shortly before convention to be certain all equipment needs are met and that any additions, deletions or corrections to repertoire are being arranged for. Double check all needs lists.

· Organize and coordinate the assembly of all percussion equipment on Wednesday of convention.

· Those persons assisting the PEM in this task are -
 o TMEA Equipment Manager and Assistant Equipment Manager
 o Percussion Organizers from All-State Bands, Full Orchestras, ATSSB and TCCBDA
 o Student Assistants 8 from the Band, 4 ATSSB, 4 Orchestra and 4 Vocal.

· Arrange for the delivery of the correct equipment to the appropriate audition or rehearsal area.

· TMEA Equipment Manager and staff will actually perform the delivery.

· Arrange for the appropriate and safe storage of empty percussion equipment boxes throughout the duration of the convention. At the conclusion of the convention, equipment will be placed back in these boxes.

· Be responsible for maintaining the percussion equipment inventory list to assure that none is lost or misplaced during convention.

· Be present and easily available throughout the convention to handle percussion related problems in all-state groups, including assisting with rehearsals if needed.

· Coordinate with Percussion Organizers and Equipment Managers the re-packing of all equipment at the conclusion of the convention.

· Be responsible for the safe return of all dealer/manufacturer provided percussion equipment at the conclusion of convention to a location agreed upon by the TMEA Deputy Director and PEM. Generally, equipment will be taken to a Texas-based music equipment retailer. Arrangements for this delivery should be made in consultation with vendors and the TMEA Deputy Director.
Percussion Organizers shall -

· Receive copies of all scores and sets of percussion parts from the State Band Chair or State Orchestra Chair for each piece scheduled to be performed by his/her assigned ensemble.

· Remain in close, regular communication with the State Band Chair, State Orchestra Chair and Percussion Equipment Manager (PEM) from September through the end of convention. Percussion Organizers must be easily available by phone or email and will return calls and emails promptly.

· Assist PEM, State Band Chair and State Orchestra Chair with the task of determining total number of percussionists that should be assigned to each All-State group. This is to be done prior to January 20.

· *Coordinate - with PEM - who will supply all small percussion equipment and accessories that will not be provided by dealers/manufacturers.

· *Be prepared to bring and/or arrange for borrowing any and all small/accessory percussion equipment needed for assigned group.

· *Follow up with PEM shortly before convention to be certain all equipment needs are met and that any additions, deletions or corrections to repertoire are being arranged for. Double check all needs lists.

· *Assist PEM and TMEA Equipment Manager with assembly and distribution of all percussion equipment. This work begins Wednesday morning of convention.

· Make all percussion part assignments for the assigned group. This should be done at the section rehearsal on Thursday morning of convention.

· *Make certain all students have appropriate sticks, mallets and implements necessary to successfully perform all percussion assignments.

· *Be present during all rehearsals of the assigned group. Assist the conductor with whatever tasks will enable the ensemble to be successful.

· *Closely monitor the inventory of percussion equipment for his/her assigned group. Make certain equipment is not lost or misplaced.

· *Assist with the Saturday concert of the assigned group - especially percussion equipment moving, set up and striking the stage after the concert.

· *Assist PEM and Equipment Manager with the re-packing of all percussion equipment at the conclusion of convention.

· *Assist PEM in any way possible to get all equipment returned to music dealer/manufacturer at conclusion of convention.