District Concert Band Assessment

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Chairperson Correspondence (Emailed to Directors, March 5, 2026)

As we approach the Concert Band Performance Assessment, the following consolidates key event information, day-of procedures, and reminders in one place.

The highest goal of this event is to provide a meaningful musical experience for students and to celebrate their work through performance. If something starts to go sideways, please reach out as soon as possible. The sooner we know, the easier it is to help.

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At a Glance

• Arrive on time. Plan your arrival so your ensemble can enter the warm-up room and move to the stage according to the schedule.
• Contact the chair immediately if any issue arises — running late, missing scores, broken instruments, transportation issues, etc.
• Registration: Students remain on the bus. Directors register, submit scores and paperwork, and receive next-step instructions at the registration table.
• Warm-up room: Approximately 20 minutes total. Minimize chair and stand movement.
• On stage: Only a brief warm-up permitted (a scale, a few notes, or a short chorale). Extended warm-ups or re-tuning are not permitted.
• Option 1 ensembles proceed directly to sight-reading after the stage performance.
• Results are picked up at the registration table after your ensemble is finished. Judges’ comments and recordings will also be posted in your ensemble’s Google folder.
• Copyright compliance, adjudicator ethics, and student eligibility requirements must be met.

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Audience, Security & Auditorium Expectations

• Parents/attendees must enter through the main entrance and complete security screening (ID required). Encourage early arrival.
• Share the attached pre-screening letter with attendees to allow a badge to be printed in advance.
• Auditorium doors remain closed during each band’s performance. Audience members may enter only between performances.
• No food or drink in the auditorium.

VBODA Band Assessment Security Letter [Link coming soon]

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Arrival & Registration Procedures

Please review the GBHS Map and Floor Plan identifying the student entrance, bus parking, registration area, warm-up rooms, and sight-reading locations.

At registration, directors must submit or confirm: conductor scores, notification of changes, valid NAfME identification, Flexible Instrumentation Assignment Sheet (if applicable), and VBODA Event Adjudicator Notification or Accommodation Form (if applicable).

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Event Flow — Performances During School Hours

1. Director escorts students from the bus. Wait in the hall near the gym or in the auditorium as directed.
2. Chesapeake chaperones with printed “Visitor” badges may enter with you. All others must report to the security desk.
3. Advise parents they must enter through the main entrance with ID for screening.
4. If arriving early, wait in the auditorium. Doors close during performances; students should observe concert etiquette.
5. After warm-up in the orchestra room, proceed to the stage.
6. Sight-reading takes place in the band room following the performance.
7. After sight-reading, exit the band room and return to the bus.
8. After all students are on the bus, directors may obtain results at the registration table.

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Event Flow — Performances After School Hours

1. Director escorts students from the bus. Use cafeteria tables in the commons area to store cases and assemble students.
2. If arriving during school hours, the same chaperone/security procedures apply.
3. Advise parents to enter through the main entrance.
4. No playing of instruments while waiting in the commons area.
5. A few minutes before warm-up time, have students assemble instruments and proceed to the warm-up room.
6. After warm-up, proceed to the stage.
7. Sight-reading (Option 1 ensembles) takes place in the band room immediately after the performance.
8. After sight-reading, exit the band room, retrieve cases from the commons, and return to the bus.
9. After all students are on the bus, directors may obtain results at the registration table.

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Warm-Up Room Procedures

• Approximately 20 minutes total — entering, setting up, warming up, and exiting.
• Minimize movement of chairs and stands. Sit in rows close to your normal setup.
• An event representative will notify you when it is time to move to the stage.
• Percussionists will be moved to the staging area before wind players.

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Stage Performance Procedures & Guidelines

• A student-run stage crew will set up as close to your Stage Crew Sheet as possible.
• It is not necessary to wait for a signal from the judging panel to begin.
• A scale, a few notes, or a very short chorale is acceptable on stage. Extended warm-ups and re-tuning are not permitted.
• The march is adjudicated but does not need to be on the Selective Music List.
• If literature is selected from two grade levels, the lower level defines ensemble grade placement.
• Only one director may be on stage during each selection’s actual performance. Different selections may be conducted by different directors.
• At the conclusion, exit stage right and continue to the sight-reading room if applicable.

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Sight-Reading Procedures

• Sit in rows close to your normal setup to minimize chair and stand movement.
• Directors have 7 minutes to teach the selection. The timer does not start until the judge finishes explaining the process.
• During the 7-minute preparation period: singing, counting, clapping, and tizzling are permitted. Instruments may not be played.
• Sight-reading literature will be two grade levels below concert literature performed on stage.
• Grade 1 ensembles may choose to sight-read but are not required to do so.
• Only one director may be in the sight-reading room.

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Adjudicators