UNIVERSITY INTERSCHOLASTIC LEAGUE AREA D MARCHING CONTEST October 28, 2017 TO: All Directors of 5A Participating Bands at the Area D Marching Band Contest FROM: Jerry & Cheryl Babbitt, Contest Chairmen Kim Shuttlesworth & Katie VanDoren, Contest Site Hosts SUBJECT: 2017 Area D Marching Band Contest Congratulations on having been selected to represent your Region at the Area D Marching Band Contest, to be held on October 28, 2017, at the Leander ISD - Gupton Stadium, in Cedar Park. The Glenn H.S. & Vandegrift H.S. Bands & Band Parents are your contest hosts and will do everything possible to make this a positive experience for you and your students. Please read the following information carefully to help you prepare for the contest. Best wishes for a successful performance! JUDGES The judges for the 5A Area D Marching Band Contest are: Keith Bearden-Texas Tech Univ. (Ret.) (Music) Bill Centera Grand Prairie (Marching) Albert Lo UT Rio Grande Valley (Music) Gerry Miller Coppell (Marching) Tom Shine Duncanville (Ret.) (Music) (Both) (Judges will change captions for Finals) ENTRY FORMS & ENTRY FEE 1. Download the following items from the Region 18 website at http://www.uilmusicregion18.com Area Marching Contest Entry Form Announcer s Script (May be downloaded from http://www.uiltexas.org/files/music/2017_fillable_marching_band_script.pdf) Pepwear Information for T-shirt orders & miscellaneous souvenirs Area Contest patches: go to http://www.southwestemblem.com West Side Recording Co: Make sure that you have communicated with them if you want them to video record your band. Email tan@westsiderecording.com. 2. Scan and email the Area Marching Contest Entry Form to Gerald Babbitt at uilregion18@icloud.com. We need information from that NOW in order to prepare! Work with your business office to process your entry check for $250, payable to UIL AREA D Marching Contest. A W-9 can be obtained at http://www.uilmusicregion18.com CONTEST PERFORMANCE ORDER & SCHEDULE AVAILABILITY Each Region Executive Secretary will be given the Area D performance numbers for their region prior to the region marching contests. At the conclusion of your region contest, each Region Executive Secretary will give the advancing directors the opportunity to draw for their Area D contest performance position. A complete and final schedule will be distributed to your UIL 1
Region Executive Secretary, and you will receive the schedule information from him. All schedules will also be posted on the UIL Region 18 web site (www.uilmusicregion18.com). We will input the information into our computer on site and the schedule will be available to everyone almost immediately, after the conclusion of the final region contest. The prelims will begin at approximately 9 AM 10 AM (depending on the final total of participating bands). The finals may begin at 8:30 or 8:45 PM (depending on when the prelims end). ADMISSION CHARGE: The admission charge is $5.00 per person for the general public. This one time admission charge of $5.00 will allow admittance to both prelims and finals, with the visible wristband, which will be attached upon initial admission to the stadium. School administrators will be admitted free upon presentation of their District UIL pass or school ID. Admission wristbands for chaperones and bus drivers can be picked up at the check-in station. Each competing band will receive one wristband for every 10 students, with a maximum of 20 wristbands per band. FIRST AID A First Aid facility will be available. There will be water, ice, and other minor emergency supplies on hand. In the event of a larger emergency, the local EMS will be on call. Ask any contest worker for assistance if needed. ARRIVAL, PARKING, UNLOADING MAP - The attached map indicates: 1) A stadium layout; 2) Specifics regarding traffic/site logistics; 3) shows all locations referenced throughout these instructions. It also indicates where spectator parking is located. Please have your students relay this information to their parents. CONTEST AND STADIUM LOGISTICS CAN BE FOUND IN THE ACCOMPANYING LETTER FROM THE GLENN AND VANDEGRIFT BAND STAFFS. CHECK IN - Upon arrival, you will be met by parent volunteers. You need to turn in all of the above-mentioned forms that are due before the contest (Entry Form & Check, and Announcer's Script). You may also request up to a maximum of 20 admission wristbands for your bus drivers, chaperones, etc. (one per 10 band students) Please limit these passes to the chaperones who actually accompany your band on your busses. ESCORTS - The check in station will be expecting you approximately 30 minutes before your warm-up time. Escorts/monitors will stay with you throughout your participation in the contest. They will assist you in maintaining your schedule and solving logistical problems. Please give them your total cooperation so they can be of maximum service to you and your students. Warm-up Your warm-up time begins when the monitor tells you, Your warm-up time may begin. You will not be allowed to begin early. Please be prompt in entering and leaving the warm up area. NO PLAYING OF INSTRUMENTS IS ALLOWED EXCEPT IN THE WARM-UP AREA AND ON THE FIELD DURING PERFORMANCES. THIS INCLUDES PERCUSSION. Pit percussionists will have a separate warm-up area (see attached instruction letter). DO NOT PLAY TOWARD THE STADIUM DURING WARM-UP. Please do not allow your students to play their instruments ANYWHERE other than the performance field and specified warm-up areas, PARTICULARLY PERCUSSION. No amplified metronomes or PA systems may be used in warm-up areas for pit or color guard. 2
As a courtesy to all other performing groups, please remember that percussion sounds travel all too well; instruct your students to keep their volume at a minimum during warmup. **Please see the attached letter for instructions for your pit entry and exit, as well as for the Band s entrance & exit. A monitor will advise you when it is time to move to the ready position. In order for the contest to remain on schedule, it is essential that you be prepared to proceed promptly and efficiently as directed. (Please be courteous to the monitors; they are doing their best to help you, as well as all others following you.) MOVEMENT TO FIELD OFFICIAL TIME: Preparation and performance time will be kept according to the guidelines in the current Constitution and Contest Rules under Section 1105 (f) (3) Official Time. As stated in the UIL C&CR: Section 1105: (g) PERFORMANCE REGULATIONS AND GUIDELINES. (1) Performance Time: Each competing band shall occupy the football field for not less than five or more than eight minutes. Any band that leaves the field in less than five minutes or fails to complete its performance in eight minutes shall be disqualified. (2) Movement to Field Position: The contest chair will determine the ready position each band will assume prior to entering the field of competition. The position shall provide efficient and prompt access to the football field without interfering with other bands as they perform. This location will be clearly described in the marching contest packet. (3) Official Time: The official time for each band will be kept according to the following: (A) The contest chair will designate an official timekeeper. (B) In order to allow ample time for the judges to complete their critiques, bands will be scheduled with five minutes between performances and a maximum of fifteen minutes per band. (C) Bands may use the five minutes prior to their performance in any way they deem appropriate in order to assume their starting position and prepare for the beginning of their show. Activities may include warm-up and/or cadence. (D) Each band will be announced with 45 seconds remaining on the 5-minute clock. The beginning of their announcement will indicate that the performance time shall begin in 45 seconds. (E) The actual timing and adjudication for the show will begin at the end of the five minutes. (F) At the conclusion of each band s performance the post script will be read while the band will have two minutes to exit the field and clear the marching surface of all equipment, instruments and props. The use of either instrumental or verbal cadence is optional. A band that fails to be clear of the field (outside the sidelines or endlines) or continues to use instrumental or verbal cadence at the end of the two minutes will be disqualified. (G) A band leaving equipment or instruments on the sideline in such a manner that these items impede the movement of the next band into its starting position is subject to penalty in accordance with Subchapter E. 3
**Following is the exact way we will run the clock at the Area D contests: Opening Script (to be read with 45 seconds (00:45) remaining on the 5-minute clock). "THE (FIRST, NEXT, FINAL) BAND IN CONFERENCE 5A, etc.", as on the UIL official script. With 20 seconds (00:20) remaining on the 5-minute clock the announcer will read the next statement, which begins with Drum Majors. The remaining 20 seconds will be shown on the stadium clock (as requested by many directors), as well as backed up on a stopwatch. The 5-minute clock will be run all the way to 0:00 and then the 8-minute clock will begin immediately. *(However, at State, the stadium clock will go dark at 00:20 and timing will be done by stopwatch only.) Judging will not begin until 7:59 appears on the scoreboard clock. At the end of the 8-minutes, the clock will be reset to 2 minutes Post Script (to be read at the beginning of the 2:00 field exit) (4) Electronic Equipment: Electronic equipment may be used under the following provisions: (A) All electronically produced music including narration and sound effects shall be performed live and in real time by eligible students. (B) Pre-recorded music, instrumental or vocal, may not be used. (5) Amplification of instruments or voice may be used with the following restriction: (A) All equipment must be operated by eligible students. (B) AC power cords and AC supplied amplification units must be located outside the sidelines and endlines. (C) A power generator or DC power source may be placed on the field, provided there is a protective barrier between the power unit and the turf and all cords are contained safely within close proximity to the equipment that is being supplied with power. (D) Wind instruments may be amplified only for solo and/or small ensemble features. (6) Violations will be subject to penalties in accordance with Section 27 and Section 29. (7) Local Ground Rules. Failure to comply with local ground rules and regulations outlined by and/or approved by the Region Executive Committee may be cause for disqualification or other penalties as listed in Subchapter E. Such rules should be sent to all participating schools at least 14 days prior to the contest. *If you have any questions concerning the use of electronic equipment, please call Gerald Babbitt. POST PERFORMANCE Band Seating Band students should sit on the visitors side upon completion of their performance. Their uniform or band shirt will admit them to that area. Please note the band reentry gate on the enclosed stadium map. The Press Box stands will be open to directors, school officials, and PAID spectators only. If your students wish to view the contest from the press box side, they must purchase a $5 ticket, and be wearing a UIL wristband. 4
PRESS BOX ACCESS Press box access is limited to judges, contest officials, and workers. A director needing to communicate with contest headquarters should check with the adult monitor stationed at the entrance to the field or at the check-in station. PLEASE do not place us in the awkward situation of having to ask you to leave the press box. CONTEST RESULTS At the conclusion of the preliminary competition, ONE DIRECTOR FROM EACH COMPETING BAND will be requested to appear in the press box for a verification period before the contest results are announced. The press box can be reached outside by climbing to the top of the stands on the south side of the press box. You can also access this area by taking the press box elevator. Please display your admittance pass to access this area. PLEASE HELP US WITH THIS BY DESIGNATING ONLY ONE DIRECTOR TO ATTEND THE VERIFICATION. THIS HAS BECOME A PROBLEM IN THE PAST, AND HAS JUST ADDED CONFUSION TO THE PROCESS BY HAVING TOO MANY PEOPLE IN THE AREA. THE MEETING AREA IN GUPTON STADIUM IS VERY SMALL, SO ONE TICKET PER BAND WILL BE ISSUED FOR ONE DIRECTOR S ADMITTANCE TO THE VERIFICATION PERIOD. The bands which will advance to the Finals competition will be announced in alphabetical order. Directors may pick up comment sheets, flash drives, and participation plaques during the verification period. Have your drum majors prepared to enter the track for the band finalists announcements at the conclusion of the Prelims and the Finals Competition. At the end of the Finals competition, there will also be an awards ceremony on the track. If your band is selected to advance to state competition, please be prepared to declare your intention to participate in the state contest. Report to Gerald Babbitt for State contest information and scheduling. You will draw for your performance slot at the State Contest. VIDEO RECORDING West Side Recording Studio, from Sugar Land, TX, is the official videographer for this contest, and will be recording from the press box. All other video recording may be set up anywhere outside of the press box, and a battery pack must be used for power. All communications regarding your video recording should be between you and West Side Recording Co. CONCESSIONS The concession stands, on both sides, will be open all day. The Glenn and Vandegrift HS Band Booster Clubs will be providing concessions. REMINDERS 1. Any questions/problems should be directed through your monitor or the contest staff to the Press Box. 2. Bands may play in the following areas ONLY: A. Assigned warm-up sites (facing away from stadium), B. Field warm-up during 5 minutes prior to performance, C. Contest performance. 3. Contact with the judges at any time is prohibited. 4. Be sure to inform your band parents that balloons are prohibited at any UIL event. 5
Rehearsals at Area performance stadiums: UIL AREA D MUSIC EXECUTIVE COMMITTEE POLICY CONCERNING USAGE OF CONTEST STADIUM PRIOR TO ANY UIL AREA D MARCHING CONTEST The UIL Area D Executive Committee s intent is to ensure and maintain equity for all competing organizations. Also, to ensure that no organization or school should be given any opportunity that could create a real or perceived advantage over any other competing organization. This policy No school or competing organization is permitted to secure, or in any way, use the Area D contest performance stadium for any rehearsal or performance at any time within a minimum time period of 30 days prior to the UIL Area D Marching Contest at that facility. This policy is a specified local ground rule as authorized in the UIL C&CR Subchapter B: Music Section 1105 (f)(7). The only exceptions being: 1. The school(s) to which that performance facility serves as their home stadium. 2. If an organization is competing in a competition hosted by the home school (i.e. football game). 3. If the home school hosts a pre-uil marching contest in that facility, the competition must be well publicized and made available to EVERY competing organization that will be participating in that Area D marching competition. Attendance must be open, and may not be limited to any particular organizations or group of participants. The Area D Executive Committee voiced their opinions and justifications based on their feelings that no competing school should be afforded any advantage over any other competing school. Obviously, every competing organization would not be able, financially, geographically, or otherwise, to rent or utilize the performance facility for rehearsal purposes. Therefore, the UIL Area D Marching Executive Committee unanimously voted that no organization should be allowed to do so. QUESTIONS? Do not call the State UIL Office with questions concerning this contest. Please call Jerry or Cheryl Babbitt, at 512/268-1504 (home), 512/656-3798 (Jerry's cell), or 512/415-7731 (Cheryl's cell) if you have questions or need additional information. For specific Gupton stadium information, you may contact Kim Shuttlesworth at 512-897-8697 (cell). 6
UIL Area D Marching Contest Details Location John Gupton Stadium - 200 Gupton Way Dr., Cedar Park, TX 78613 Stadium Artificial Turf; No track; Home side seats 5100, visitors seats 5100 Parking Equipment Trucks/Prop Trucks Director Check In Warm-up Areas Entrance and Exit Contest Office Band Seating Weather Delays Ticket Information Conduct Restroom Facilities Dressing Concessions Parking for spectators will be located off the Gupton Way Entrance on East Park Street. Charters, Buses, Equipment Trailers, and Box Trucks will enter from Vista Ridge Blvd. Vista Ridge Blvd can be accessed from either HWY 1431 from the North or Brushy Creek Blvd from the South. All Equipment Trucks/Prop Trucks should enter from Vista Ridge Blvd. There is only one entry just south of the East Park and Vista Ridge Blvd Intersection. There will be a volunteer to direct you to the proper parking section. Band Check-in will be located on the Visitor side, located off of Vista Ridge Blvd. There will be a tent and sign, just as you enter the parking lot. You can turn in all paperwork and receive any additional information (if needed). You will be assigned a student guide who will check in with you 20 minutes prior to leaving for warm-up. Warm-up areas are located at Vista Ridge High School, just across from the stadium for winds, battery, and guard. There will be crossing guards to help move your entire unit safely. Pit warm-up will be on the far east side of the visitor parking lot. A guide will walk with you to warm-up and stay with you for the duration of your warm up and performance. Band Entrance is located on the south visitor side on the stadium. There is a ramp, as well as stair option for your band. Pit will enter from the south home side of the stadium. There is a ramp located just inside gate. All bands and equipment will exit through south tunnel gate. Oversized props will be allowed through the tunnel gate, but not during a performance. If you have oversized props, check with the prop volunteers for proper procedure. The contest office is located in the press box on the north end. There will be a pass for one director to enter contest office for the verification period. Only one director will be allowed. Band seating will be located on the Visitor Side of the stadium. The Band Re-entry will be on the Northeast Side of the stadium. Students must be in uniform or show shirt for entry. Should weather become a factor, it may become necessary to adjust the schedule. The artificial turf drains very quickly. Bands may be held beneath the EAST stands or on the buses. Announcements with instructions will be made repeatedly, should weather become an issue. The ticket booth is located on the North end of the Home side. All tickets are $5 with in and out access. Cash or check only. Checks should be made out to UIL Area D Marching. Cash is highly suggested. The need for good concert etiquette at all festivals is readily apparent. Students should not move in the stands while a band is performing on the field. Instruments should not be played except in the warm-up area and in performance. Restrooms are available in the concession stand area on both the home and visitor s side of the stadium. Band members should be in uniform when arriving at the contest. No dressing facilities, other than restrooms, will be provided. Restrooms will be available underneath the east (visitors) stands for changing clothes. Concessions will be offered on both home and visitor sides. There will be a variety of items available throughout the duration of the contest. Cash only please.
Public Entrance
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