Offering Insight
Held in late September at Clark Stadium in Plano, Texas, The Plano Drumline Competition began in 1992 as a result of
a claim from band director, Al Corley, to percussion instructors, Shawn Schietroma and Michael A. Hernandez, after a
not-so-positive experience at another drumline competition plagued by rain and not-well-planned facilities, that we
could provide a better, professionally managed, world class event.
The PdlC has drawn a loyal following and has grown in stature and visibility. The impeccable
reputation of the PdlC attracts more than 5000 participants and spectators.
The success of the PdlC is a direct reflection of the help, support, and ownership our parent community has
provided. The day is spent experiencing an event unlike no other. The energy our own students convey as well
as the energy from all of the students in attendance, either as enthusiasts or performers, is exhilarating.
Although the event may seem daunting, we have a system which takes a lot of the guess work out and helps provide direction
as the next group of parents and students assumes responsibility of the PdlC.
Let us be the first to thank you for sharing your time and effort towards the PdlC. You are most appreciated and we value your
offering. We could not do this without you, so thank you for volunteering your time with us. We hold you in the highest regard.
Go to Workspace
The System (Pulling Back the Curtain)
PdlC - Day of the Event Spreadsheet Planner
PdlC at Clark Stadium
Day of the Event Set-Up Schedule: 7:15-10:30a
PdlC at Clark Stadium Diagram
PdlC - Clark Stadium
Reservation handled through PISD Athletic Office by Michael A. Hernandez in
April or May.
PdlC - Pre-Event Setup
The PdlC Parent Coordinator should confirm with Michael A. Hernandez and the PISD Athletic Ofiice
in April/May that the stadium has been booked. The Coordinator needs to book the following areas 3-4 months prior
to the event:
Stadium Manager, Security, Custodial Service Concessions, Tables/Chairs, Jumbotron, Professional Video Taping.
A month prior to the event, and again a week prior, continue to follow up with the persons in charge of theses areas and
confirm dates, times, and expectations. Make sure to be specific in your emails and phone calls so they remember
exactly what needs to be done. Do not rely solely on email contact
PdlC - Stadium Manager
Contact Chris Feris, PISD/Clark Athletic Office, to book the stadium for the event and obtain the
name of the Stadium Manager he assigns to work with you. Also ask him for a name and contact info of a
Jumbotron operator for the event so you can book someone. Contact info: tel: (469) 752-1084;
Chris.Feris@pisd.edu
After confirming details regarding the areas mentioned above, make contact with the Stadium Manager and convey
the plans that have been made. The Stadium Manager will be the person to open/unlock the stadium and work with
the Parent Coordinator all day to make sure all areas are running smoothly. Make sure Stadium Mgr. knows that
all areas will be need to be available, including west/east locker rooms, entire press box, elevator, ticket
office, restrooms and concessions. For the 2008 event the Stadium Mgr. was Shannon Reeves.
PdlC - Clark Stadium Parking Lot & Bus Driver Training
FYI: Improvements with regard to the organization of the parking lot need to be addressed.
Work with the Stadium Mgr. to request that they not schedule bus driver training in the Clark Stadium main parking
lot the day of the event (469) 752-0780.
PdlC - Security
Book 1-2 PISD police officers to patrol both sides of the stadium and the parking lots from
approx. 10am-11pm. The officers are paid by the PSHS Band Boosters, not through the PISD payroll dept.
Submit a check request to the PSHS Band Treasurer and obtain checks to pay each officer at the end of the
event. The rate in 2008 was $26 per hour per officer. Officers Frank Benjamin and Richard __________ were
hired to patrol the 2008 event. Contact info: Officer Frank.Benjamin@pisd.edu; tel: (469) 752-9823; currently
works at PWSH. If those 2 officers are not available, call PSHS Security and ask for referrals.
PdlC - Custodial Service
Schedule for Friday, night before PdlC. After football game cleanup of locker rooms for Solo and
Ensemble Festival. Request 4 custodians (2 men & 2 women) to work event all day. A crew will also need to be
scheduled for Monday morning clean up.
At the beginning of the custodial shift the Pdlc Parent Coordinator and Stadium Mgr. should meet with the
custodians and confirm their work hours and our cleanup expectations. Request that the restrooms be checked
often to empty the trash and replace supplies. Request that the press box area also be serviced regularly.
Contact:
Margie Izaguirre, GCA Services Group, Inc.
Email: mizaguirre@gcsservices.com
Phone: 972.276.5858 x 101
PdlC - Concessions
Concessions are handled through Michelle Herndon with PISD. Schedule from 11a-9p. Make sure
concessions manager understands there will be a couple thousand people attending this event so they should plan
to have enough fresh food stocked. Request that concessions be open 11am-9pm. Contact info: PISD/FANS Dept.;
(469) 752-5785; Michelle Herndon. Inform them to replenish concession supplies as they have run out of
food and drink in the past due to Friday night football game sales.
Contact:
Email: Michelle.Herndon@pisd.edu
PdlC - Tables
Order 48 chairs (1 rack) and 40 tables (4 carts) to be delivered to Clark Stadium the day before
the event and then picked up on Monday after the event.
Contact:
Dan Downs, Murphy Warehouse; Finance Department
Email: Dan.Downs@pisd.edu
PdlC - Signage
Make sure all signs are accounted for and in good condition. This includes:
PdlC Banner(s)
Tickets
T-Shirts
Solo and Ensemble Festival
Solo and Ensemble Posting of Ratings
Front Gate Entry and Exit Signs
Solo Festival Directional Arrow Sign 11x17
Solo Festival Directional Arrow Sign 11x17B
Solo Marimba Sign 11x17
Solo Marimba Sign 11x17B
Solo Snare & Tenor Sign 11x17
Solo Snare & Tenor Sign 11x17b
Verify ticket prices each year with Michael A. Hernandez and update signage if necessary.
PdlC - Event Start-Up Cash
The Plano Percussion Parent Coordinator will arrange to obtain $500 of start-up cash from the
Plano Band Booster Treasurer. Of these funds, Ticket Sales will begin with $300 and T-shirt/Door Prizes &
Promotional Items will begin with $200. Cash boxes are kept in the Band Booster room in D Bldg. at Plano.
PdlC - Jumbotron
Contact Mr. Hernandez to obtain parameters regarding the hiring of a person to operate the
Jumbotron. The Jumbotron operator needs to be scheduled 3-4 months prior to the event. The Jumbotron operator
is an independent contractor approved by PISD and is paid by the Plano Band Boosters.
Contact Chris Feris, PISD/Clark Athletic Office, to request permission to use the Jumbotron at the event and ask
for the name of an approved contractor who can be hired to be the operator, make the contact and book operator
for the event.
The Jumbotron operator at the 2008 event was Randy Owens; contact info ___________________. Mr. OwensÕ rate
for the 2008 event was $25 per hour. The Video Committee Chairperson will coordinate event preparation with
the operator.
PdlC - Publicity
Verify ticket prices each year with Michael Hernandez prior to publicizing this event. Make sure prices
advertised match those on the event poster.
Pdlc Parent Coordinator or designee should take an electronic
copy of the event poster to Staples and get approx. 25-30 copies made. Distribute 2 to each PSHS middle
school - Haggard, Robinson, Rice & Schimelpfenig; high schools - Jasper and Vines; PESH and PWSH.
Distribution to schools can be easily accomplished using 12 x 18 envelopes (which can be purchased at Staples)
and sending them through PISD interoffice mail.
Post 2-3 posters around the PSHS Band Hall, and deliver some
to local restaurants that students visit, such as MamaÕs Pizza, CiciÕs, Country Burger, Wingstop, Pizza Hut,
JC Burger, Taco Delite, Schlotsky, etc. Locals are more accommodating than franchises, country-wide stores,
etc.
Submit press release to the following:
The Dallas Morning News
Plano Star Courier
Neighbor's Go Section of DMN - Post Event
Also submit to PISD eNews and circulation in their eNews to:
All PISD Senior High Schools
All PISD High Schools
All PISD Middle Schools
All PISD Elementary Schools
Event Posters may be available for delivery to different community businesses or cluster schools.
PdlC Committees (Pre-Flight and Contest Date)
Stadium Set-Up
Press Box Elevator Access
Door Prizes & Promotional Items (Raffle)
Participant Check-In
Ticket Sales
Front Gate Entry & Program Distribution
Drumline Staging
Gate Keeper/Tunnel Manager
T-Shirts
PA
Judges | Score Keeping
Judges | Hospitality
Solo and Ensemble Festival
Video Taping
Volunteer Check-In
Ramp Monitors
Trophies/Awards
Stadium Setup
The Stadium Setup Parent Coordinator should recruit all chair persons plus other volunteers to create a Stadium
Setup Committee of at least 30-40 people who will set up the Stadium and Press Box the morning of the event.
The Committee needs to meet the Stadium Manager by 7am at the latest to unlock the gates and set up.
Setup takes approximately 3-4 hours. The student volunteers are required to unload the instrument trucks when
they arrive, and have clinics that morning at the stadium, so they are not available to help with setup.
The Coordinator should send an email a few days before the event to all volunteers to ask them to bring some
items from home with them. The following is a list of miscellaneous items traditionally needed at the PdlC.
Add as things solidify and are thought through.
Items:
Electrical extension cords (big orange, 50')
Tape: masking, duct, clear packing
Twine and lightweight rope
Bright orange rope to be used by Ramp Monitors (PSHS owned) need five of 6'-7' length
Power strips (5 to 7)
Tools: Hammer, screwdriver, pliers, basics
Folding chairs for volunteers
Canopies (PdlC owned and others)
Sandbags to weight down canopy legs, if needed (PdlC owned)
2-3 Cash Boxes
Calculators
Walkie-Talkies - need 8+ - (PSHS owned, Jasper Band, Plano Band, others) & chargers
Batteries: AA for digital recorders - approx. 10
Hand Stamps/Ink Pads
Press Box Elevator Access
The Stadium Setup Parent Coordinator is responsible for recruiting parents to work as Elevator Volunteers
throughout the entire day. A volunteer will be posted at the base of the press box elevator and will be
responsible for making sure that only the persons who are approved to work the press box or are drumline
instructors/judges are given elevator access. Shifts will work best in 1-2 hour increments. A chair should
be placed at the base of the elevator for the Elevator Volunteer who will be given an access card so they can
operate the elevator for passengers.
Door Prizes & Promotional Items (Raffle)
The Door Prizes & Promotional Items Committee (a/k/a Raffle Committee) is comprised of a Chair Person and several
committee members who are responsible for contacting companies and individuals to ask them to donate products,
sell program ads, Jumbotron logos usage and SHOUT OUTS which are all very important fundraising components of
the PdlC. The Raffle Committee should work closely with the Jumbotron operator and PA in order for the event to
proceed smoothly.
Secure & Organize Volunteers - The Raffle will be most successful if committees are formed and meet 4 months in
advance of the event, and if solicitations for donations are made at this time. Companies typically prefer to
receive requests for donations 60-90 days in advance. Secure volunteers to assist with the various duties.
Please make sure to include parents of junior Drumline students to help the parents of the senior Drumline
students so that the job does not have to be relearned the following year. The Chairperson will need assistance
in the following areas: sending out donation requests (non-local, local and percussion), contacting/following-up
and organization of same, arranging the receipt of the donations (some are sent by mail and some will need to be
picked up), sending out thank you letters and receipts, prize package assembly, transporting prizes to stadium,
selling program ads, obtaining Jumbotron logos and selling SHOUT OUTS on event day. It is important to have
volunteers in charge of local donations work separately from the others in order to divide and conquer.
Suggested Donors & Contact List - Keep an updated list of vendors to be contacted year after year. If at all
possible, it should include all contact information, such as company name, address, phone number, email address,
contact person and any relevant notations. Email a Donation Request Letter to each vendor and Drumline parent.
Being creative and adding new contacts every year is very important.
Percussion company vendors, restaurants, entertainment establishments, bowling alleys, movie theaters, hotels
and spas. Drumline students are very excited to win restaurant or entertainment giftcards, and percussion
items such as mallets and sticks!
Past Donors:
B&C Music
Chili's
Dallas Stars Hockey
Evans
Innovative Percussion
Lone Star Percussion
Main Event Entertainment
Malletech
Mike Balter Mallets
Nadine's Music Manor
Paiste
Plano Super Bowl
ProMark
Sabian
Texas Land and Cattle
Texas Rangers Baseball
Texas Tornados Hockey
United Bag Mfg. Co., Inc.
Vic Firth
Williamson Music Co.
Companies who donate should be offered a free entry ticket to the PdlC, and they should be sent a Door Prize flyer
a week prior to the event. Make sure to find out from Mr. Hernandez and/or the PdlC Parent Coordinator if a
company is sponsoring the event T-Shirts, providing judges' fees, etc. so you do not ask multiple times for
donations.
Donation Request/Sponsorship Letter - Update the standard Pdlc donation request/sponsorship letter. Make sure to
include the areas of donations, sponsorships, program ads and digital logos to advertise on the Jumbotron.
Letters can be sent via regular mail, email and hand delivery. Do not rely just on email to communicate!
Program Ads - Consult with Michael Hernandez regarding the request to advertise in the program. We will try to
accommodate all requests. Percussion and music vendors are usually very interested.
Jumbotron Logos - As mentioned above, when soliciting donation items and ads, suggest that sponsors provide digital
logos for scoreboard display on the Jumbotron for the day of the event. Contact the Video Committee Chairperson to
ask for instructions as to which format, etc. to ask for when soliciting digital images.
Organize Follow-up Š A spreadsheet can be created for this purpose and/or copies of letters sent out can be printed
to use to record results of follow-up activities. Begin following-up about two weeks after the initial mailing.
This process will continue probably up until a couple of days before the event. Some of the percussion/drum people
and others travel, so call them and make friends with their assistants. Do not rely solely on email contact!
The success of the raffle depends on a persistent follow-up plan.
Thank You Letter and Receipt for Donations - As donations are received, store the items and send donors a Thank You
letter along with a receipt. You may send the letter and receipt via email or regular mail. Public relations are
a very important aspect of this project, so please call all people who show unexpected generosity!
Advertise the Prizes - About a week before the event, check with Mr. Hernandez on the print deadline, start making
the raffle prize package sheet and submit it by the print deadline. (see samples). If the prizes arenÕt ready in
time, you will need to make copies at a local office supply store.
Raffle Package Assembly - The Raffle Committee can decide the best way to display and distribute prizes to the
raffle winners. Packages should be assembled prior to event day. Raffle opportunists will place their tickets in a
designated box placed in front of the raffle items to bid for them. Plan to display the items in a themed basket
or in another clever fashion to make them irresistible. Be artistic! If there are several items in a basket, print
out a list of the items and attach it to the enclosed basket. For security reasons it is a good idea to enclose
items that are in baskets with cellophane. If a raffle item is something like a giftcard that will be displayed by
itself, make a color copy and display the copy, and keep those types of items behind the counter.
Good Luck SHOUT OUTS! -
Set up a small area to sell Good Luck SHOUT OUTS! for a group or individual for the price of $2.00 each. It is a
good idea to make this area one that spectators will encounter as soon as they enter the front gate. Setup can be
part of the rectangle of tables if there is room. The customer will write out his message on our form, and it will
be read by the PA. The message will need to be approved by a parent volunteer who is supervising the selling of
the SHOUT OUT to make sure it is appropriate. Send the SHOUT OUTS to the announcer via a runner with an
announcement time written on them.
Setup at the Stadium - Good communication between the T-Shirt, Volunteer Check-In and Raffle Committees is important
during pre-event planning, during the recruiting of volunteers and on event day. These 3 Committees should set up
one large rectangle of 8 tables in front of the concessions and work inside the rectangle of tables sharing volunteers
and a cash box on event day as a group. This setup also offers better security of items being sold.
In band storage there should be a snare drum missing the top head that can be used to hold raffle tickets. There
should also be spare raffle tickets. If not, the ticket rolls will need to be purchased. Posters will need to
be made to advertise at the stadium. Take to the event: snare drum, tickets, carts w/rollers, scissors, Sharpies,
tape, duct tape, rubberbands, posters, cash box, etc. - anything needed for a small office.
Work With the PA (Public Address) - A walkie talkie will provide communication with the PA. The PA should be given
a suggested schedule as to when throughout. Plan to announce a large prize(s) during the awards, with the big
grand prize at the end.
Participant Check-In
Check-in is at the Clark Stadium Ticket window, usually situated at the window furthest south.
The Check-In process: Drumline bus or soloist transport shows up, instructor or soloist lets us know they have arrived, they give us a
performance script-FOR DRUMLINE ONLY (if one has not already been sent via email or fax), we give them a prepared manila envelope packet.
The envelope contains:
1. The most updated performance schedule for the day, 2. passes: participant, director, and helper passes,
and 3. any promotional items we might be including in the packet.
Participant Check-In Chair Person should work closely with the Score Keeper and Solo and Ensemble Chair Person
to prepare the check-in packets so that the Drumline, Solo and Ensemble, and Recap/Score Sheets packets are
consistently and most efficiently prepared. Participant Check-In Chair Person puts together the Drumline
check-in packets. Solo and Ensemble Festival Chair Person puts together the solo
and ensemble check-in packets and delivers them to Participant Check-In the morning of the PdlC.
Score Keeper will provide the following to the Participant Check-In and Solo and Ensemble Chair Persons: all manila
envelopes, all pre-printed envelope labels, 1 copy of the most updated performance schedule, 1 page of
participant passes, 1 page of director passes, 1 page of helper passes, and any promotional items we might be
including in the packet. A couple of days before the event, the 2 Chair Persons will need to have the passes
copied and will need to cut out enough of them for each drumline, according to the numbers on the list provided
by Mr. Hernandez. It is good to make a few extra copies and have them cut in case some competitors register at
the last minute. When Mr. Hernandez closes registration, which is hopefully the afternoon prior to the event,
the Score Keeper will print the envelope labels, and a copy of the most updated performance schedule.
When checking in Solo and Ensemble Participants, instruct them to utilize their passes to gain entry into the PdlC. Their next step is to
stop by the Solo and Ensemble Contest Office on the Visitor side to get performance staging information.
On each packet is a label containing information from their registration entry form. This information will be generated from
the master spreadsheet provided by the host, Hernandez.
For label layout, please refer to PdlC Label Recommendations.
After drumline checks in, a runner is sent with the collected performance script (if applicable) up to the PA in the press box.
Check-In Blocks of Time are approximately:
11a-2p
2-4:30p
4:30-7p
7-close (usually not needed)
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Ticket Sales
Ticket sales are done through the Clark Stadium ticket booth the day of the PdlC. The ticket price is $5 for
adults, $3 for students, and 5 yrs. and under free. Verify ticket prices with Michael Hernandez prior to event
and change signage if necessary.
As part of the process, the Ticket Chair Person should contact the Plano Percussion Parent Coordinator who will
obtain approximately $300 start-up cash from the Plano Band Booster treasurer. Obtain a cash box from the
Coordinator.
For security and safety, money is bundled and moved to a safe place throughout the day with the aid of our hired security guard. The safe place is pre-determined
by the Ticket chairperson, the Plano Parent Coordinator and contest host. The money will need to be given to the Plano Band Boosters Treasurer as soon as possible
the next day for bank deposit.
To promote our event, Middle School Percussionist Passes are sent to all PISD middle school directors via their respective senior high school directors. If cluster leaders approve of this promotion within
their cluster, they are asked to forward the email w/passes formatted ready to print and pass out to their middle school programs. The Plano Cluster middle schools will all receive this offer and
asked to pass out to their percussionists. In addition, Michael A. Hernandez will send this information to middle schools students who recently attended Plano-hosted middle school percussion events.
The promotion offered with these middle school passes is to encourage our middle school percussionists the opportunity to bear witness to this percussion event and hopefully promote long term
involvement in the percussion program. The passes will allow them entry into the PdlC for an admission price of $1. This special rate is only available to the middle school percussionist and not their
family. Each adult or child will need to pay their respective admission fee.
The final job of the evening will be facilitating the return of Participant Recap/Score Sheets Envelope Packets to drumline instructors or band directors. These envelopes will be sent by
Score Keeping after tabulation and compilation is finalized. The person delegated to distribute these packets will need to have a list of the performing groups
formatted such that a signature can accompany a given high school signifying pick-up.
An announcement by the PA will be made instructing drumline instructors to pick up their Recap Packets at the Ticket Booth window. It is important to have a person scheduled and stationed at the
ticket booth ready to receive packets and distribute as the Awards Ceremony begins.
The Ticket Sales blocks of time are approximately:
11a-2p
2-4:30p
4:30-7p
7-close
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Front Gate Entry & Program Distribution
Controlling the flow of spectator traffic in and out of Clark Stadium is the Front Gate Entry Committee. As participants and spectators enter,
their hands are stamped utilizing a stamp and pad kept in the PdlC supply bin. A person gets stamped who presents a ticket or a
participant pass. Any students who are in performing drumlines should have received their passes by their instructors who should
have gone through the Participant Check-In process.
Sometimes, instructors allow their students to use the facilities as they check in the drumline. It will be obvious if a group of
students are part of a drumline, so use discretion if they do not have their passes yet. Ask who they are with and let them in to
use the facilities if they have not performed yet. Have a program handy to verify performance time. If they have performed, they should have a pass at this point,
collect pass and stamp their hand. If they are in uniform, it goes without saying that they should be let in, post-performance.
As spectators leave to watch drumlines in the parking lot, head to the solo and ensemble festival, or leave the premises, ask them
if they need to have their existing stamp redone. Otherwise if it fades and we cannot define the stamp, they will need to purchase
an admission ticket again.
With regards to attending the Solo and Ensemble Festival, please inform and guide spectators to the visitor side
of Clark Stadium via the bus parking lot, directly north of the endzone area where Drumline Staging is
stationed.
As part of paid admission, spectators receive programs outlining the day's events as well as other important information pertinent to
the PdlC. Generally, 1 program is given per ticket holder, however use discretion if a group includes little kids who will not have much use, need,
or want of a PdlC Program.
The PdlC Program is designed by Michael A. Hernandez or another designee. Final program is usually not available until the week of the PdlC in an attempt to provide
the most up-to-date schedule information the day of the event. Proofing and/or editing of the program may fall upon this committee, so please verify.
The final version of the PdlC Program, in pdf, is sent to Alphagraphics (or another decided-upon printer) by Michael A. Hernandez for reproduction. The order usually
remains the same, year to year. Please confirm with either M. Hernandez or Alphagraphics on the previous year's order along with cross reference to previous year's
information/insights. Print job, from experience, can be delivered to Alphagraphics by the Wednesday of PdlC week and still meet Friday deadline for pickup.
In years 2006-2008 the amount of programs made was 2,000. All programs were gone by 7pm. Make adjustments in the number of copies as is necessary.
Alphagraphics #US103
Tom Brooks, Owner (former Plano Band/Drumline Parent)
1750 Alma Road
Suite 118
Richardson, TX 75082 {NOT PLANO Alma Rd}
Ph: 972.234.3033
Fx: 972.231.6968
Email: us103@alphagraphics.com
Directions
Either Program Committee chairperson makes pickup and delivery to Clark Stadium or delegates this job to another available chairperson.
The Front Gate Entry/Program Distribution blocks of time are approximately:
11a-2p
2-4:30p
4:30-7p
7-close
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Drumline Staging
This position, Drumline Staging, controls the flow of the drumline performances and works in conjunction with the PA in the press box
and the Gate Keeper/Tunnel Manager. It is helpful for the person working Drumline Staging to have a watch with a second hand or a
stopwatch.
An overview: Each drumline has 12 minutes to set-up, perform, and leave the performance area. The Drumline Stager is stationed at the end
of the tunnel leading down to the football field. As a drumline is waiting, the Drumline Stager instructs them when to move out to the
field. While in performance, the Drumline Stager, with a stop watch, logs the time a given drumline takes to the aforementioned set-up,
perform, leave.
Details: Drumline Staging and PA, both on walkie talkies, syncronize their watches. This is important to stay with the performance schedule.
The Drumline Stager's job is to do the best job possible to keep the schedule on time. The Drumline Stager has the power to send drumlines onto
the field whenever the field is available after a preceding drumline's performance. When doing this, the Drumline Stager relays this information
to the PA. The PA in turn verifies the drumline setting up and prepares to read the performance script.
A Synopsis: Drumline A is on the field performing. Drumline B is waiting in the tunnel. Along the home side wall is a water connection nozzle
that will serve as a landmark. The Drumline Stager asks Drumline B to move their pit equipment along the wall to the water nozzle. This
shortens the length of travel for Drumline B while not interfering with the Drumline A performance. Instruct Drumline B you will give them
a signal to start set up. IMPORTANT INSTRUCTIONS TO GIVE ALL DRUMLINES: Enter on the black, exit on green. Meaning: move equipment to field
along the wall (black surface) and roll equipment off on the turf. Please note that some drumlines prefer to have their battery (snare, tenor, bass, cymbals)
enter on the field through the endzone. This is okay, just stage their battery far enough in to not interfere with exiting drumlines.
The important thing is to keep things on schedule. When Drumline A finishes, they may not have taken up their full 12 minute block of time. That is okay,
go ahead and send Drumline B (waiting by the water nozzle) onto the field to set-up. Let them know that their official 12 minute block will
not start until the PA starts reading their script. When sending Drumline B to the field, inform the PA: "I'm sending Drumline B, their official time
begins at X:XX" At this point, the PA ascertains where they are in the schedule. If Drumline A left 3 minutes earlier, then the PA, reminded by the
Drumline Stager, does not start reading Drumline B's script until their scheduled time, regardless of when the Drumline Stager sends Drumline B. If Drumline Stager
sends Drumline B early, let their instructor know that they can use this extra time to warm-up, verify set-up, or do whatever they feel necessary. However,
remind them that when the PA starts their script, their official time begins.
Drumlines have a maximum of 12 minutes to set-up, perform, tear down and remove equipment before next scheduled performance. If a drumline goes over time, please
get word to Michael A. Hernandez as he will be the only one to assess any penalty points.
Usually, Vines or Jasper perform in exhibition at the beginning of the day. These two performances serve as test runs of this system, between Drumline Staging and PA.
In addition to the aforementioned responsibilities, it also falls on Drumline Staging to inform any spectators wishing to reach the Solo and Ensemble Festival
that access is through the bus parking lot, directly north of the endzone, not the field via the tunnels. Do not let any spectators cross the endzone area to get to the other
side.
After the last drumline performs, the last responsibility is to the help stage drumline representatives for the Award's Ceremony.
Representatives and Solo and Ensemble 1st - 3rd place recipients will be asked to convene at the end of the tunnel by the PA. Stage the representatives against both walls of the tunnel and await for the signal from
Michael A. Hernandez who will be on the field coordinating with PA on when to begin the Award's Ceremony. When signal is given, instruct the representatives to walk along
the sideline towards Hernandez.
The Drumline Staging blocks of time are approximately:
11a-3p
2:30-6p
5:30-end
Please note there is a 30 minute overlap to help train the next Drumline Stager by bearing witness to the last few drumlines in the ending time block.
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Gate Keeper/Tunnel Staging
The Gate Keeper/Tunnel Staging Committee works in conjunction with the Drumline Staging Committee. No real pre-flight
preparation is needed as most of the responsibily happens the day of the PdlC.
Set up at the top of the "home side" tunnel. Gate Keeper/Tunnel Staging helps direct entering and exiting drumlines as well as monitoring the open gate preventing
unpaid admission by spectators.
An entering drumline is directed to stay to the right side of the tunnel as at some point there may be two drumlines in the tunnel. The exiting drumline
is to travel to their right, or left of the tunnel as your looking down towards the field.
In addition, Gate Keeper/Tunnel Staging helps in offering direction to anyone interested in getting to the Solo and Ensemble Festival. Interested people must travel to the
Visitor's Side of Clark Stadium, up the curved sideway on the hill, left of the tunnel and into the bus parking lot directly north of the endzone. Please refer
to the PdlC at Clark Stadium Diagram for visual detail to these instructions.
The Gate Keeper/Tunnel Staging blocks of time are approximately:
11a-2p
2-5p
5-8p
8-Close
1-2 Plano Percussion student helpers/runners are scheduled within each block of time. At the onset of the event
this area requires 3 parent volunteers for it to run smoothly. Ask for a student volunteer to be assigned to
this area who can be the runner to give a drumline a 20-min. pre-performance warning when necessary.
T-Shirt Committee
Good communication between the T-Shirt, Door Prizes & Promotional Items, and Volunteer Check-In Committees is
important during pre-event planning, during the recruiting of volunteers and on event day. These 3 Committees should
set up one large rectangle of 8 tables in front of the concessions and work inside the rectangle sharing volunteers
and a cash box on event day as a group. This setup also offers better security of items being sold.
The T-Shirt Committee handles two shirt orders, PdlC Event Staff T-Shirt and PdlC T-Shirt To-Sell.
The PdlC Event Staff T-Shirt is designed by Michael A. Hernandez or Plano Percussion students. Upon finalizing of design, it is sent to T-Shirt chairperson who in turn gets
it to the shirt printer. Begin 3 weeks before the event consulting with Mr. Hernandez and the T-shirt company regarding
finalization of design, setup details and prices of T-shirts. Plano/Jasper/Vines students should submit their sizes and
prepay for their orders. Further orders for T-shirts can then be taken at the event. Chairperson also gets student help sizes, via Michael A. Hernandez, to include in the order. Shirt order cost/invoice is relayed
to Plano Band Booster Treasurer so a check can be cut and payment made. Shirt order pick up is scheduled with shirt printer and either T-Shirt Committee chair person makes
pick up and delivery to Clark Stadium or delegates this job to Volunteer Check-In Chair person. In either case, distribution of Event Staff shirt
ultimately is handled by Volunteer Check-In Committee.
Shirts-To-Sell are sold throughout the day and set up will require 3-5 tables, as per direction of the T-Shirt Committee. The shirt has usually been sold for $10. With usual cost
to us only about $6 per shirt, a profit of about $4 is made.
The T-Shirt Selling blocks of time are approximately:
11a-2p
2-5p
5-8p
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
PA
The PA (Public Address) is the voice in the sky proctoring the day's events over the loud speakers at Clark Stadium. The PA room
is situated on the top level of the stadium press box. Training of the equipment happens the morning of the event by the stadium
manager who is present the whole day and serves as the go-to person should we have any questions or needs regarding the stadium.
Throughout the day, the PA follows a PA Event Script which helps pace the flow of information
to the audience. In addition, the PA works in tandem with the Drumline Staging via walkie-talkie who is staging the drumlines down by the tunnel prior to their
performance time.
PA Responsibility with Drumline Performances:
Each drumline provides a script to be read prior to their performance. A sample script can be found
here. Each drumline acknowledges that when their script is read, their 12 minute allotment of time has begun. Within this 12 minutes, they are to set-up, perform,
tear down, and leave the performance area.
With watches synchronized, both Drumline Stager and PA verify the next performing group and verify that group's official start time. Referring to the PdlC
Program, each group's script is to be read at the official time listed. It is understood that the Drumline Stager may send a drumline onto the field early
if a previous group exits early.
However, under no circumstances is a script to be read earlier than the time listed for that particular performing group. The only person
authorized to allow an earlier reading than the posted time is Michael A. Hernandez. This will only occur if clearance has been made with the performing
group's director and circumstances allow this scenario.
The Drumline Scripts:
The PdlC Script is provided to all participants however some may provide their own versions. In any case,
as a drumline checks-in, a runner will bring their script, if not already on file, to the PA. It is okay to call down, via
walkie-talkie, to Drumline Check-In to verify the status of scripts for upcoming drumlines.
With either student help or other PA speakers assigned sharing the duties, the scripts are organized and ready to read well in advance of a drumline's performance.
It is the responsibility of the PA to inform Drumline Check-In if any scripts are not yet on file. It is best to try to have scripts ready about 2 to 3 drumlines prior
to a given drumline's performance.
In addition, every attempt should be made to read and correctly interpret the script, especially names. If any questions arise, please send word
out over the walkie-talkie for name verification or ask for any insight Michael A. Hernandez may be able to offer to make the reading of a script successful.
Mistakes or mis-speaks may happen, however it is our job to try to set up ourselves with the highest possible odds of success.
Throughout the day, the PA may receive word from other PdlC committees to push or promote certain things or aspects of the event such as shirts, concessions, etc.
In the past, student PA workers have creatively prepared "commercials" to help with this. The students assigned to help will be selected with this creativity in mind.
Good luck SHOUT OUTS will be sold to spectators and will be given to the PA to read throughout the day.
The Award Ceremony:
After the last drumline performs, the Score Keeping Committee will bring to the PA the results of the day's performances. Prior to the
start of the reading of the results, there is usually 10-15 minutes where the judges are finalizing their caption award choices when once decided, Michael A. Hernandez relays
to the Score Keeper.
During this time, PA should go through the process of making sure the Award Ceremony Script is ready with the results listed correctly within the flow
of the script. In the past, the Score Keeper has provided a results page and the PA has gone back and forth between the script and results page during the announcing of
awards. This has proven to be a little too nerve racking as going back and forth has promoted anxious moments and dead time in the ceremony.
To help with this, please work with the Score Keeper to present the Awards within the Awards Ceremony Script so all the PA needs to do is read the script and
avoid having to interpret the Score Keeper's results sheet.
Results for the earlier classifications should be verified and added to the PA script. The only remaining information should be the results of the Drumline Show Classification.
Please do not wait until after the Drumline Show performances to start preparing the Award's Ceremony Script.
The Award's Ceremony script will include results from the Solo and Ensemble Festival. Verify which events met and have results and announce accordingly following the script.
The PA blocks of time are approximately:
11a-2p
2-4:30p
4:30-7:30p
7:30-Award's Ceremony
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Judges | Score Keeping
Set up in the Press Box at Clark Stadium, Score Keeper should work closely with the Participant Check-In and Solo and
Ensemble Chair Persons to prepare the check-in packets so that both the Drumline, Solo and Ensemble, and Recap/Score
Sheets are consistently and most efficiently prepared. Score Keeper will also work side-by-side with the Audio
Manager during both pre-event planning and on event day.
Audio Manager - A new, specific role of Audio Manager needs to be a person who works side-by-side with the Score
Keeper. Each of them should have a laptop, be spreadsheet/computer savvy, and should both know each other's job.
The Audio Manager in particular will be able to assist the Score Keeper during stressful periods, especially when
entering scores after the final event and during preparation of the awards script.
1. Judges' Materials - Written
When copying judges comments sheets make each set of judge's sheets a completely different color. This will minimize
chances of the error of having the wrong sheet in the wrong stack.
Judges' Comments Sheets - Drumline
Judges' Comment Sheets - Solo/Ensemble
Proofread all labels, performance times, etc. to make sure they are correct. Prepare each judge's stack of comment
sheets in performance order, and attach each set of sheets to a clipboard for each judge. Include 4-6 sharpened
pencils with each clipboard.
2. Judges' Materials - Audio
Digital recorders are used to capture judges' comments as drumlines perform. We will compile all 3 drumline judges' comments onto one (1) CD. The PdlC is/has purchased 6-7 digital recorders
in which the judges' will record their comments. The synopsis or order of events to make this happen are as follows:
These directions use iTunes as the MP3 file manager to use for downloading judges' recordings from the Digital Voice
Recorder and burning them to CDs. Any MP3 file manager may be used with the DVR but iTunes is recommended as a
common library manager that most people will be familiar with.
Materials List
· Laptop w/ CD write capability and w/ iTunes installed
· (6) RCA-5120 Digital Voice Recorders (DVR) with USB cable (PdlC owned)
· Recordable CDs (CD-R) - have several extras on hand
· AAA batteries for the DVRs
· CD pre-printed labels and label applicator.
MS WORD merge document designed to run from the event roster spreadsheet
attached Drumline CD Labels.doc. These labels will also work for the DVD video labels if using standard size DVDs.
Otherwise, there is also a merge document for mini-DVD labels Drumline Mini-DVD Labels.doc.
PRE-EVENT PREPARATION IMPORTANT INFORMATION!
Click here for detailed information.
3. Judges' Sheets
After each performance or when judge is ready to submit, judges' sheets are brought up to the Score Keeper who inputs scores into prepared scoring sheet (excel). Score Keeper verifies
accuracy of score total on judges' sheet prior to inputting information. Please note that the Solo and Ensemble Committee will be sending their judges' comment sheets to be included in
the accounting system as well as returned to the Solo and Ensemble Participants via an envelope containing a recap sheet.
If score total is accurate, proceed to #5.
If score total is inaccurate, a runner must take sheet back to respective judge and have them verify the new total by initialing the new, corrected total, or verify their decision to make scoring changes. Whichever
is fine as long as they initial any changes. Runner returns initialed, corrected sheet to Score Keeper. Proceed to #5.
4. CD Labels:
With the compilation of the judges' comments from the digital recorders, all comments will be burned onto a CD. With this, CD labels will need to be prepared and adhered to CD once
successful burn has occured. Use information from judges sheet's labels to create CD labels.
5. Participant Recap/Score Sheets Envelope Packets
Score Keeper prepares labeled manila envelopes for both drumlines and solo and ensemble participants with the following: each judges' comment sheets,
audio CD containing the comments from the 3 judges, any promotional items (TBD), and at the end of the day, a final recap sheet of scores is included. Please note that CD only accompanies drumline performances.
6. Compilation and Returning Information:
Manila envelope packets (DL and S/E) are compiled, organized alphabetically and once all done, are sent to Ticket Booth for directors to pick up after the Award's Ceremony. Please verify
with Ticket Sales on who will be responsible for Recap Packet distribution.
7. Work with PA to prepare for Award's Ceremony
The Award' Ceremony will work in tandem between the PA and the Score Keeper.
8. Judge Runners
Each of the judges will be assigned 2-3 whose only job is to run judges' sheets and digital recorders to the Score Keeper, tend to any judge's needs such as snack or drink, and help coordinate things with the Score Keeper. They can
also help in transporting new and/or used digital recorders to and from the Score Keeper. Students specifically assigned to the Score Keeper can also facilitate the digital recorder transfer.
The Award Ceremony:
After the last drumline performs, the Score Keeper will bring to the PA the results of the day's performances. Prior to the
start of the reading of the results, there is usually 10-15 minutes where the judges are finalizing their caption award choices when once decided, Michael A. Hernandez relays
to the Score Keeper.
During this time, the Score Keeper should help the PA go through the process of making sure the Award Ceremony Script is ready with the results listed correctly within the flow
of the script. In the past, the Score Keeper has provided a results page and the PA has gone back and forth between the script and results page during the announcing of
awards. This has proven to be a little too nerve racking as going back and forth has promoted anxious moments and dead time in the ceremony.
To help with this, both the Score Keeper and PA work together to present the Awards within the Awards Ceremony Script so all the PA needs to do is read the script and
avoid having to interpret the Score Keepers results sheet.
Results for the earlier classifications should be verified and added to the PA script as each classification finishes. The only remaining information should be the results of the Drumline Show Classification.
Please do not wait until after the Drumline Show performances to start preparing the Award's Ceremony Script.
The Award's Ceremony script will include results from the Solo and Ensemble Festival. Verify which events met and have results and announce accordingly following the script.
The Score Keepers blocks of time are approximately:
11a-2p
2-4:30p
4:30-7p
7-Award's Ceremony
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Video Taping
Although a professional video company is outsourced to provide the audience video of drumline performances, one of the main strengths of the PdlC is
to provide drumlines and their instructors direct feedback as they prepare to enter band contest season. The PdlC offers as a service a one camera, wide
shot of their drumline performance to satisfy this intent.
The Video Committe Chairperson must be technically savvy and well versed in videography
The PdlC Video Committee sets up in the press box and following the PdlC schedule, captures video, copies, and burns DVDs of a specific drumline to be included in
their Participant Recap/Score Sheets Envelope Packets prepared by the Score Keeper.
Prior to the event, DVDs, DVD labels and sleeves are purchased. Videographer either coordinates with Michael A. Hernandez on the purchases either by having
the PdlC purchase them in advance or make purchase themselves and submit receipt for reimbursement. This is up to the discretion of the videographer.
Stadium setup is at 8:30am in the press box. A professional video company will be sharing the relatively small, open-air
portion of the press box with the Video Chairperson. Items to bring are: a card table, camcorder and tripod, 2 DVD
recorders, a monitor (optional), DVDs and labels Drumline Standard DVD labels.doc for same Š one DVD per drumline plus
some extras. Mr. Hernandez will provide the performance schedule in a spreadsheet about one week before the competition;
however, expect changes to be made up to the day before the event. The performances are scheduled 12 minutes apart.
Drumlines are allowed to use those full 12 minutes for setup, performance, and take down. You will need to alternate
between 2 DVD burners to allow time to finalize the DVD. Do not attempt to use one recorder as there is not enough time
to finalize the DVD. There are several ways to accomplish this task. The following setup has been used successfully:
The camcorder should be set up as a video camera only, without a tape, to connect the firewire (1394) connection to one
DVD recorder, and the S-video + RCA audio output to the other DVD recorder. To monitor the output and status of the DVD
recorders, connect the RCA outputs (red, white, yellow) to a small monitor. An inexpensive AV switch and small LCD TV
monitor can be used. Use the switch to jump back and forth between the DVD recorders so you can tell when they were
done finalizing, etc. Past experience has shown that DVD-R media is more compatible with DVD players than DVD+R.
Better luck has been had with some media brands than others. Sony brand DVD-R media has always worked well, but that
may be different for other DVD burners / players. Experiment with the equipment and media before the contest. The
video of the performance should be a ŅsetÓ shot, including the entire width of the group without panning around.
The drumline routines are not known, so panning around might miss something they wanted to capture. The groups will
get a multiple-angle video from the professional video company there.
Issues to consider:
The new press box at Clark field is nice, but the open-air deck is only about 12 feet long and can be very crowded.
There will be other people on the deck including possibly one of the competition judges. The professional
videographers are using microphones for instructions and the judge will be recording his comments. It is somewhat
of a problem picking up those other sounds with a standard camcorder or even a shoe-mounted zoom microphone. It is
not a big deal, but if there is an external microphone(s) and a way to mount them, it is preferrable. The
professional video company there has the luxury of using field level microphones.
JUMBOTRON
The Jumbotron Parent Coordinator will work with the Door Prizes & Promotional Items Committee (Raffle) and the
Jumbotron operator to obtain digital images to display on the scoreboard during the event. The Jumbotron operator
may have questions for the Coordinator during the event, but virtually all of the tasks to be performed by the
Coordinator are pre-event. Therefore, the Jumbotron Parent Coordinator can be an additional task performed by any
member of the technical committee, such as the Scorekeeper, Videographer or Audio Manager
Requirements for digital logos:
Most common graphics file formats will work, but JPEGs are preferred. Any graphics file pixel resolution can be
adapted by the Jumbotron operator to display on the scoreboard. Logos which are nearly square in proportion will
display best. The Jumbotron operator will need to have all sponsor logos and any other materials for scoreboard
display in his possession a minimum of one week in advance of the event. A zip file (PDLC 2008 Jumbotron Files.zip)
is available to provide to the Jumbotron operator. The file is an archive of the Jumbotron scoreboard files from
the 2008 event which can be emailed to the operator for reuse and editing. The intent here is to minimize the
advance preparation required by the Jumbotron operator since it is a paid position. The Jumbotron operatorÕs rate
for the 2008 event was $25 per hour. Request that the Jumbotron operator provide an updated archive after each
subsequent event.
Upon DVD burn completion, a label containing PdlC logo, drumline information is adhered to the DVD, sleeved and sent to the Score Keeper for inclusion in
the Participant Recap/Score Sheets Envelope Packet.
The Video Chairperson is usually scheduled for the whole day, however, with coordination of appropriate help, the following schedule may
occur:
11-3p
3-6p
6-close
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Hospitality Area in the Press Box and for Judging Panel
The Hospitality Committee coordinates the food and drink for the Hospitality Area in the Press Box and also the
lunch/drinks & snacks/dinner for the JudgesÕ Panel.
Press Box Hospitality Area
The Hospitality Committee is comprised of a Chair Person and several committee members who are responsible for
creating a Hospitality Area in the Press Box where Michael Hernandez will invite instructors to relax and socialize
throughout the day. On the 3rd floor of the Press Box is an area sectioned out in the hall which is similar to a
butler's pantry. One side of this pantry has a full-sized refrigerator, sink, and much available counter space.
The other side has 2 narrow tables. Both can be utilized as buffet areas. The Chair person should purchase items
such as plastic tablecloths, napkins, paper plates, plastic wear and fall decorations to create a festive area.
Several weeks prior to the event the Hospitality Chair Person should communicate with the Volunteer Check-In
Committee Chair Person and PdlC Parent Coordinator to coordinate the buying of water bottles for the Hospitality
Area/Press Box and the parent and student volunteers. A good number to purchase would be 30 cases, and more can be
purchased during the day, if necessary. Best price is at Wal-Mart using the tax exempt form, and Deja Blue water is
the brand choice at this time due to PISD's contract with the Dr. Pepper Company. If a beverage is to be consumed
on PISD property, it must satisfy the contract requirements. The Hospitality Area water bottles are to be kept in
the Hospitality Area refrigerator and can be replenished from a local supply as needed. Chair Persons involved
should arrange the day before this event to pickup the 6-8 ice chests from the Band Booster Closet and fill several
of them with ice from the gym ice machine. The Band Booster Closet ice machine doesn't produce the quantity of ice
required. Ice down as many of the water bottles as possible. The ice chests will then need to be stored at home
overnight and brought the next morning to the event.
A week prior to the event the Hospitality Chair Person should arrange to send an email to the Plano, Jasper and
Vines parents requesting food donations for the Hospitality Area. Request food that does not have to be
refrigerated or heated up and can stay fresh all day on the buffet table. Station a member of the Hospitality
Committee with a cart at the Stadium level of the elevator as the drop-off site for food donations. Request that
when parents bring their student for the clinic that they or the student bring the food donations to the drop-off
site. The water will need to be carted up the elevator and the area decorated while awaiting the food donations.
There are three aspects in which Judges' Hospitality must prepare.
1. Lunch
2. Drinks and Snacks
3. Dinner
1. LUNCH
Prior to the start of the day, Michael A. Hernandez conducts a judges' meeting in the press box with all of the
judges, including the Solo and Ensemble judges. Membership at the meeting includes: 3 drumline judges, 4-6 solo and
ensemble judges, and Michael A. Hernandez. Lunch time will be scheduled, noted, and conveyed to Judges' Hospitality
prior to the PdlC. At the judges' meeting, the Hospitality person responsible for the judges' meals needs to make
sure to obtain food orders and get confirmation of a lunch time. Do not wait to be offered that information.
Lunch is usually eaten during the hour prior to the start of the competition - rather early - so, for example,
if the competition begins at 10:30am, lunch will need to be purchased by 9:30am!!
The lunch can be anything easily prepared or easily provided by neighboring restaurants. The lunch can be either hot
or cold. Whichever is fine as long as things are ready by designated judges meeting time, including any paper plates
or plastic wear needed.
The morning of the PdlC, the 3 drumline judges conduct a 1 hour clinic with each of our drumlines, Plano,
Jasper, Vines. The judges' meeting occurs promptly after this. A judges' meeting room is designated in the press box and all
involved head there to eat and meet.
In addition to the food, drinks (assorted soft drinks, water, teas) are provided in ice chests borrowed from the Plano Band Booster
room. Judges' Hospitality Committee coordinates with Plano Percussion Parent Coordinator or Michael A. Hernandez on ice chest
pick up.
2. DRINKS AND SNACKS
One important job for the runners assigned to the judges is to make sure they are comfortable throughout the day by
offering and providing them with snacks and/or drinks that the runners can obtain from the Hospitality Area.
This includes the 3 drumline judges and also the judges at the Solo and Ensemble Festival.
3. DINNER
Dinner preparation is done for the drumline judges only. The Solo and Ensemble judges are usually done before the dinner time hour,
so they take care of themselves as most leave.
Dinner should be a hearty meal, usually warm and substantial. The dinner time is determined by the performance schedule. This time
will be known and conveyed to the Judges' Hospitality prior to the PdlC for proper planning.
Prior to dinner time, the three drumline judges, stationed on the field, mid-way in the stands, and in the press box, are asked
if they prefer to eat their dinner in the press box or have the meal with drink brought to them. We provide our service based on their decision.
Either way, the meal is prepared for distribution about 15-20 minutes prior to the scheduled dinner time. Past dinner meals have included Bar-B-Que,
Italian food, etc.
Once dinner is eaten, the only thing left is to clean up areas and close up shop.
This committee is usually comprised of 1-2 personnel. Student help is available for set-up the day of the PdlC, if requested.
Solo and Ensemble Festival
The PdlC Solo and Ensemble Festival occurs simultaneously on the east (Visitor's) side of Clark Stadium.
The Solo Marimba, Timpani, and Steel Drum Competition occurs in the Visiting team's locker room.
The Solo Snare, Tenor, and/or any battery ensembles occur outside by the concession area, in the shadow of the Visitor side bleachers.
This diagram of the Solo and Ensemble Festival Facilities will help in visualizing the event as described below.
PRE-FLIGHT PREPARATION
The Solo and Ensemble Chair Person should communicate with the PdlC Parent Coordinator, Hospitality, Participant Check-In
chair persons and the Score Keeper regarding setup, judges, and the preparation of packets. Work closely with the Score
Keeper in packet preparation so that both the Drumline, Solo and Ensemble and Recap/Score Sheets packets are consistently
and most efficiently completed.
Each Solo and Ensemble Participant will need to receive a labeled Check-In packet
containing 1. The most updated performance schedule for the day,
2. participant passes, 3. helper passes (if applicable) and 4. any promotional items we might be including in the packet. This information will be provided by
Michael A. Hernandez.
Finished packets are to be given to the Participant Check-In Committee either the morning of the PdlC or at a prearranged time.
For label layout, please refer to PdlC Label Recommendations.
Prepare Solo and Ensemble Judges' Materials as follows:
Prepare blank judges' comments sheets, copied and given to committee by Michael A. Hernandez, by adhering a label with all applicable information.
Prepare clip boards with the judges' sheets in performance order for the judges. Include sharpened pencils (4-6).
Be mindful to prepare the correct participants' judging sheets for each respective judge. A Solo Snare, Tenor, Battery Ensemble judge should not have Solo Marimba, etc. sheets
on the clipboard and vice versa.
A Results Poster will need to be printed. Utilizing a poster maker at a PISD school, Kinkos, etc, simply take the Solo and Ensemble schedule provided by Michael A. Hernandez and blow it up
to poster size. The Results Poster will need to be adhered to a support column on the PdlC side of the stadium. Depending on the schedule of judges' sheet pickup and delivery to Score Keeper, will
determine when posting of scores/ranks occurs.
Extra copies of this poster may be utilized to keep participants/spectators on the Visitor's Side of Clark Stadium updated on the current schedule by posting it for public viewing.
PREPARATION OF FACILITIES
Follow up with the PdlC Parent Coordinator to make sure the custodial service has been contacted and locker room
cleanup is scheduled for after Friday NightÕs football game so that it is clean before the morning. Also, verify
that the Coordinator has informed the Stadium Mgr. that the air conditioning needs to be turned on in both the east
and west locker rooms. Check all areas first thing when you arrive that morning.
Upon arrival the day of the PdlC (early morning), the locker room is set up with a judges' table and chairs at an angle on the furthest corner of
the room, facing the entrance in which all performers enter. There are two entrances into the locker room, a double door reserved for performers and
a single door used for audience members.
In the locker room, once judges' table is set, additional chairs for audience are brought in and set up.
Make set up where maximum room is utilized without crowding the solo performance area, usually in the center of the room, facing the judges'
table.
Plano Senior High School provides 1 or 2 marimbas for performance use. Verify and confirm with Michael A. Hernandez or Plano Drumline student leadership that
these instruments are brought over or set up either before or after Plano's morning clinic with guest judge. If instruments are being used during the clinic, they will be
brought over afterwards. To be safe, verify the Plano Drumline clinic schedule so problem solving may happen if delivery of instrument(s) does not happen in a timely
manner.
The preparation of the Solo Snare, Tenor and Battery Ensemble area involves setting up a judges' table and chairs, usually close to the concession
stand area (closed, not in use), facing outward towards the parking lot. 10-15 chairs are set up close to the ramp leading to the general seating in
Clark stadium. The chairs face the performance area in front of the judges' table.
Final preparation involves identifying the different areas of the Solo and Ensemble Festival to the general public. The schedule for the locker room needs
to be posted ON THE DOOR along with large signs identifying the room for "MARIMBA/ENSEMBLE SOLOS" AND "SNARE/TENOR SOLOS" in the locations they are being held so everyone knows who
will be in there and where.
To verify these locations, please refer to the Solo and Ensemble Festival Facilities Diagram.
SOLO AND ENSEMBLE CONTEST OFFICE AREA (TENT)
Work closely with the Score Keeper and Participant Check-In Chair Person to prepare the packets so that the Drumline,
Solo and Ensemble and Recap/Score Sheets are consistently and most efficiently completed.
A portable gazebo tent, owned by PdlC, is set up by the Visitor side tunnel, close to the big gate leading out to the parking lot.
From this station, the following occurs:
1. Participant staging
2. Performance Proctoring
3. Gathering/sending of Judges' Sheets
1. Participant Staging -
Solo and Ensemble participants will be instructed at Participant Check-In to head to
the Solo and Ensemble Festival side of Clark Stadium to check-in at the Solo and Ensemble Contest Office for staging information. The reason they go to the
Participant Check-In first is so they can pick up their passes (refer here for more details) thus
allowing entry into the PdlC.
When participant(s) check in at Solo and Ensemble Contest Office, verify the following:
SOLOIST INFORMATION
A. Their Name, grade, and HS they represent.
B. Pronounciation of their name, if needed
C. Name of their Solo
D. Name of Solo's Composer
This will be very important when proctoring the performances. More details to follow.
After this, confirm their performance time and let them know they can warm up in the visitor's side parking lot (snares/tenors) or outside the locker room or
in the bus parking lot area, directly north of the football field. In addition, advise the participants to not leave their solo equipment unattended for risk
of vandalism or theft.
When soloists bring their own instrument, they may load in through the big gate by the tunnel leading to the Visitor's Side
parking lot. Before they can load in their equipment, they must present their participant pass from their participant packet picked up at Particpant Check-In.
Every effort is made by the PdlC to adequately inform the particpants to allow plenty of time for check-in, load-in, and warm-up prior to their performance time. In some
cases, participants fail at this miserably and are scrambling to make their performance time. It is up to the discretion of the Solo and Ensemble Committee to allow the
bending of the aforementioned check-in procedure. Ultimately, we want to soloist to have a great experience and although they have not set up great odds for themselves
by not planning adequately, we should do our best to help matters. If you have any questions the day of the event, contact Michael A. Hernandez via walkie-talkie.
2. Performance Proctoring -
Prior to a performance, a representative from the Solo and Ensemble Committee announces the SOLOIST INFORMATION to the judges and audience. This occurs before EVERY
solo and ensemble performance.
Here is a sample announcement:
"Next to perform is Joe Blow from Low HS. Joe is a 10th grader and will be performing Slow Doe by Bo Lowe"
It is our responsibility to make sure performances are kept on schedule. Because many of these soloists are also performing with their respective drumlines, it is
imperative not to infringe on their drumline warm-up, preparation, and performance time. The general rule going into this event's scheduling is that any solo time is
scheduled at least 1 hour prior to their drumlines performance or not earlier than 30 minutes after their drumline's performance.
Each soloist is allotted a specific block of time. If their performance finishes and there is enough time for the judges' to provide feedback, great! However, if it feels
as if they are going to go into the next scheduled time, it is the proctor's job to announce the preparation for the next soloist.
The judges will be told this at their judges' meeting. So do not hesitate to step in and assure a seamless, on-time flow to the event.
In addition to proctoring the performers, it also falls on the proctor to let spectators waiting outside when to enter as most will be respectful and wait outside until cleared to
enter. With the doors closed, it is near impossible to hear the performance inside and the usual signs of when to enter and/or wait outside.
3. Gathering/Sending of Judges' Sheets -
After each performance, pick up the judges' sheets. When acquired, have a runner send the sheets to the Score Keeper.
Please note in some cases, the judging panel may wish to hold onto sheets to either think about their scores or to discuss at event's end. This is okay, just
verify which direction they wish and go from there.
Once the last Solo and Ensemble event finishes, clean up may start.
The posting of scores or placements will occur once the Score Keeper has processed all of the judges' sheets. At this point, results can be posted on the Results Poster. This can be
done by the Solo and Ensemble Festival Chairperson or Michael A. Hernandez. In either case, please make sure this is done.
At the end of the Solo and Ensemble Festival, verify with Score Keeping that Solo and Ensemble Participant Scoring Packets are prepared or on schedule to being prepared. Additionally,
verify that packet includes a recap of the Solo and Ensemble Festival as well as the correct judges' sheets.
Any Plano Senior High School instruments in the locker room will be picked up at the end of the PdlC.
Throughout the day, the number of spectators will vary. In any situation, please make sure their travel route to and from the Solo and Ensemble Festival is through the
bus parking lot and not across the endzone on the football field.
Together with the Drumline Staging and Gate Keeper/Tunnel Manager, every effort should be
made to avoid drumline performance distraction due to ill traveled pathways through the endzone.
The Solo and Ensemble blocks of time are approximately:
11-2p
2-4p
4-6p
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Volunteer Check-In Committee
The Volunteer Check-In Committee serves a very important role in the coordination of the PdlC. All scheduled volunteers are required to stop by the
Volunteer Check-In table. In addition, this committee coordinates with the Plano Percussion Parent Coordinator on supplying all Event Staff, adult or student, with
water throughout the day. Good communication between the T-Shirt, Door Prizes & Promotional Items, and Volunteer Check-In Committees is important during pre-event
planning, and especially during the recruiting of volunteers and on event day. These 3 Committees should set up one large rectangle of 8 tables in front of the
concessions and work inside the rectangle of tables, sharing volunteers and a cash box on event day as a group. This setup also offers better security of items
being sold.
Prior to the PdlC, the Volunteer Check-In Chairperson with the help of the Plano Percussion Parent Coordinator compiles a list of volunteers, their duties, and their duty times.
In addition, the Volunteer Check-In Chairperson coordinates with T-Shirts Committee on the ordering of Event Staff t-shirts. This process includes getting
shirt sizes of volunteers and making sure the Event Shirts are ready the morning of the PdlC for distribution.
On PdlC day, a table is set up behind the ticket sales office, inside Clark Stadium in which a copy of the master volunteer roster is used to check off volunteers as they
arrive to work their shifts. Once checked in, they receive their Event Staff T-Shirt.
The following is procedural information from previous year plans:
Volunteer Check-In Chairperson works with Plano Band Booster Treasurer regarding Percussion Account payment for purchase of CiCi's Pizza and desserts for Plano, Jasper, and Vines Drumline
members and transports same to Clark Stadium. Each Percussion Parent Coordinator is responsible for arranging with their booster program to provide 4 water bottles per student and transport same to
Clark Stadium. Plano Drumline buys extra cases of water for parent volunteers. Personal pickup truck will be needed to transport water to and around the stadium. Transport coolers of ice pre-event
to Clark Stadium to ice down water. Obtain paper plates, napkins, and large trash bags and supervise lunch clean up. Pizza purchase formula: 100 kids=30 pizzas + 10-12 boxes of cinnamon roll
desserts.
Ice from the Plano Band Ice Machine
Please coordinate with Michael A. Hernandez if initial ice supply will come from the Plano Band ice machine so a meeting time can be scheduled on Friday night or Saturday morning.
With the normal heat in September, ice replenishing will have to be part of the day's schedule.
EVENT STAFF WATER
Either through donation or purchase, water bottles in ice chests borrowed from the Plano Band Booster room are made available to Event staff throughout the day. The compiling of
water bottles prior to the PdlC may reflect the total amount anticipated for the whole day, or an acquired amount with the plan to replenish via a nearby store throughout the day.
The Volunteer Check-In Chairperson should work closely with the Hospitality Area Chairperson - see info in the Hospitality Area section for details regarding water bottle purchase, transportation procedure and ice.
As part of the day's events, our drumlines from Plano, Jasper, and Vines receive a one hour clinic the morning of the PdlC. It is important that there is a supply of cooled down water bottles available
for the students at the end of their clinics. Several weeks prior to the event the Volunteer Check-In Chair Person should communicate with the Hospitality Area Chair Person and PdlC Parent Coordinator to
coordinate the buying of water bottles for the Hospitality Area/Press Box, and the parent and student volunteers. An approximate number would be 3 water bottles per volunteer. Best price is at Wal-Mart using
the tax exempt form, and Deja Blue water has to be the brand choice at this time due to PISD's contract with the Dr. Pepper Company. If a beverage is to be consumed on PISD property, it must satisfy the contract
requirements. Plano Percussion Account pays for the Plano Drumline and parent volunteer water. The Jasper and the Vines parent coordinators should work with their respective Band Booster Clubs with regard to
purchase of water for their drumlines. The Volunteer water bottles are to be kept in ice chests and can be replenished from a local supply as needed. Chair Persons involved should arrange to pickup the 6-8
ice chests the day prior to the event from the Band Booster Closet and fill several of them with ice from the gym ice machine. The Band Booster Closet ice machine doesnÕt produce the quantity of ice required.
Ice down as many of the water bottles as possible. The ice chests will then need to be stored at home overnight and brought the next morning to the event. Ice will need to be replenished as is necessary.
In the past, each school has put into place a lunch/watering plan after the clinics. Verify if any of this will occur and plan from there. Details on this are coordinated with the
Plano, Jasper, and Vines Percussion Parent Coordinators.
STUDENT CLINICS & STUDENT LUNCHES (PLANO, JASPER, VINES)
Student Clinics
Michael A. Hernandez will give a Plano Percussion PdlC Schedule to our drumline students the week prior to the event so they each have a schedule for the day.
Mr. Hernandez will intend for the students parent volunteers to enable the schedule to be followed as closely as possible. He will also provide students with a
Student Help Schedule to inform them of their individual assignments during the day.
Typically, at school the Friday afternoon before the event, the Plano, Jasper & Vines Drumlines will load their equipment trucks with instruments that will be
needed early the next morning at Clark Stadium. The students will need to meet the trucks at Clark Stadium the next morning at a pre-arranged time which will be
approximately 30-45 minutes prior to the start of their clinic. The 3 drumline judges will conduct a 1-hour clinic with each of our drumlines, Plano, Jasper &
Vines, at Clark Stadium. Our drumlines will have varying schedules for warm-ups, lunches, performances, truck reloading and, yet again, a final truck unloading
at the school, at various times throughout the day.
Student Lunches
Upon arrival that morning, the Volunteer Check-In Chair Person should check to make sure the west locker room is unlocked and the air conditioning is on. The
Plano Drumline may wish to store instruments there throughout the day. Right outside the locker room is a shady area where ice chests can reside. A couple of
tables can be brought out from the locker room from which the students' pizza can be served for lunch.
A week prior to the event the Volunteer Check-In Chair Person should get with the PdlC Parent Coordinator and Plano Band Booster Treasurer regarding Percussion
Account payment for purchase of CiCi's Pizza for the Plano/Jasper/Vines Drumlines. A trip to the Cici's Pizza at Spring Creek & Alma Rd. will need to be made to
place the order for Saturday. An approximate pizza purchase formula would be 100 kids = 20-25 pepperoni and 10 cheese pizzas + 10-12 boxes of cinnamon roll
desserts. Obtain a price and an invoice for the pizza, and submit a check request to the Plano Band Booster Treasurer. Check will need to be picked up and taken
to pay for the order upon pickup. Cici's will not accept a credit card. The Committee will need to provide paper plates, napkins, and several large trash bags
in order to supervise lunch and the cleanup. Schedule the pickup time for the pizza at 9:45pm, as the schedule prepared by Michael Hernandez will call for
lunches anywhere from 10am to noon. Make every effort to follow the schedule Michael Hernandez has created, and be flexible to any quick changes he might need to
make.
The Volunteer Check-In blocks of time are approximately:
11-3p
3-6p
6-Close
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Ramp Monitors
The Ramp Monitor Chair Person should locate the bright orange rope to be used by Ramp Monitors (PSHS owned). There are 5 ramp entrances to stadium seating, and
each ramp will need a rope of 6-7 foot length. The rope is tied onto the top of the handrail at each ramp entrance, and can be easily manipulated to let
spectators in and out. The bright orange color adds a higher level of safety to the process. Create and tape a sign at the top of each ramp that says
"Quiet Please - Spectator Entrance and Exit Allowed Only Between Performances!"
The Chair Person needs to secure a Committee of volunteers to work the ramp. One volunteer per ramp is sufficient. Some of the volunteers will need to be parents, as there are times when students are unavailable during drumline and solo/ensemble performances. The end ramps will not be very busy during the early part of the event, and those 2 ramps can be roped off and closed until around 5pm, but at that time those ramps will need to begin being staffed right along with the rest of them. Volunteers who are friendly, yet are business-like, tactful and self-controlled, will make the best ramp monitors.
To help create an optimum, performer focused, performance environment, Ramp Monitors are utilized to control the crowd from being a distraction as a drumline is
performing by entering the bleachers or the performance area inappropriately or untimely.
Situated at the top of each of the home side ramps within the home side bleachers leading up to the seats, a Ramp Monitor will allow spectators to travel to their seats when a drumline is not
performing.
It is up to the Ramp Monitor to use good judgement on when to let spectators through. Do not offer conflict with any parents, supporters, or spectators who are late arriving and whose body language is agitated and
confrontational. Poor planning on their part is not our problem, however we do not want to create a situation where it detracts from the student performances on the field by making the distraction bigger.
Should spectators be caught "behind the rope," be quick to offer advice on getting to their seats via the curved sidewalks leading up to the first level found on the sides of the stadium.
These curved sidewalk ramps will not be proctored and open for passage.
Most of the distraction occurs from passage through the ramps found in the center of the home side. These will be monitored and controlled.
In an obvious case of emergency, allow clear passage regardless of current performance situation.
To help with matters and anticipate crowd control, utilize a PdlC program to know when some of the drumlines whose community travels well with them will perform. Encourage efficient movement and
thank them for supporting the PdlC and/or the soon-to-perform drumline.
The Ramp Monitor blocks of time are approximately:
11-2p
2-5p
5-8p
8-Close
1-2 Plano Percussion student helpers/runners are scheduled within each block of time.
Trophies/Awards
PdlC Trophies/Awards order are finalized with Michael A. Hernandez the week of the PdlC entry deadline and placed with Blue Ribbon Trophies in Plano, Tx. (Current, trusted supplier of the PdlC Awards)
Blue Ribbon Trophies & Awards, Inc.
2915 W. 15th St., Plano, TX 75075
972-964-2222 toll free: 800-964-2251
E-mail: Blue Ribbon Trophies & Awards
The Trophy/Award Committee Chairperson is responsible for deciding on color of trophies.
Style of trophies is kept the same year to year, so confirm with previous year's Trophy Chairperson or their notes. Usually a record of previous year's trophy order is
on file at Blue Ribbon or current supplier of trophies. Trophy/Award Chairperson should make sure to check with Michael A. Hernandez several times during the week
prior to the event regarding which divisions and how many of each there will be this year. This information can change depending on how many drumlines, etc. sign
up. The number of trophies/divisions may have to be altered.
The general order of trophies to be finalized include:
A Standstill: 1st, 2nd, 3rd
AA Standstill: 1st, 2nd, 3rd
AAA Standstill: 1st, 2nd, 3rd
Drumline Show: 1st, 2nd, 3rd
A Standstill: Outstanding Snare Line, Tenor Line, Bass Line, Cymbal Line, Front Ensemble
AA Standstill: Outstanding Snare Line, Tenor Line, Bass Line, Cymbal Line, Front Ensemble
AAA Standstill: Outstanding Snare Line, Tenor Line, Bass Line, Cymbal Line, Front Ensemble
Drumline Show: Outstanding Snare Line, Tenor Line, Bass Line, Cymbal Line, Front Ensemble
Solo Marimba: 1st, 2nd, 3rd
Solo Snare: 1st, 2nd, 3rd
Solo Tenors: 1st, 2nd, 3rd
Drop6 Award (This is handled by Michael A. Hernandez)
Others may be added, so please verify with Michael A. Hernandez.
The Trophy Chairperson coordinates with Blue Ribbon on manufacturing time table assuring trophies will be ready the day of the PdlC. It is the Trophy Chairperson's
responsibility to schedule order and pick-up of trophies, verify the accuracy of the plates on the trophies as well as delivery to the PdlC.
At the PdlC, trophies are brought down to field level, organized such that they are ready for the Award Ceremony at day's end. It is at the Trophy Chairperson's discretion as to how
the trophies await the Award's Ceremony. A table will be needed to display the trophies after the last drumline performs. After the last performance, the trophies will be ordered and
organized ready for efficient distribution to recipients.
The final order of business is to submit trophy invoice to Plano Band Booster Treasurer for payment in a timely manner.