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TIMELINEBEFORE THE FESTIVALDATE COMPLETED
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8-12 mo. Prior1 Set date and venue
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8-12 mo prior2 Send announcement to area teachers and the webmaster
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6-8 mo. Prior3 Secure adjudicator(s)
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4-6 mo. Prior4Announce application deadline (should be 4 weeks prior to festival date.)
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3-4 wks. Prior5 Make a list of students, fill out the adjudication form
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3-4 wks. Prior6Request theory exam from Theory Chair
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3-4 wks prior7 prepare judge’s contract and mail to adjudicators.
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3-4 wks prior8 View the venue
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3-4 wks prior9Organize volunteer teachers- give them written instructions concerning their duties.(registration, performance room moniters, theory room moniter).
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3-4 wks prior10Tally the number of entrants and make sure there are enough medals - order new medals from State Keyboard/Festivals chair
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2-3 wks prior11Mail the schedule for each category
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DAY OF FESTIVAL
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Festival Day1Set up and provide signage for registration, practice rooms, performance rooms, and theory test room.
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Festival Day2Greet the adjudicator and review the expectations and judges guidelines. Collect the adjudicators contract from the adjudicator.
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Festival Day3Welcome students and audience to the performances (for open performances), introdouce the adjudicator, and remind audience to refrain from talking and to silence electronic devices, including cell phones.
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Festival Day4Announce each student and his/her level, collect their music and hand to the adjuciator
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Festival Day5Periodically, collect theory tests and scores from the theory room moniter.
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Festival Day6Periodically collect the adjuciation sheets and music from the adjuciator
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Festival Day7Record the scores and ratings on the Keyboard Festival Report forms
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Festival Day8Complete the certificate with theory seal (if earned) and medal (if awarded) and give to the teachers of students.
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Festival Day9Thank the adjudicator(s) and volunteers for their help. Be sure to have collected the adjudicator's contract and any receipts of festival expenses.
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AFTER THE FESTIVAL
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1 week after1Send written (email is ok) to the adjudicator(s) and any volunteers for their help.
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1 week after2Send a written thank you to the one in charge of the venue used for the event.
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1-2 wks after3Send a report to State Keyboard/Festival Chair
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1-2 wks after4Keep RECEIPTS for expenses: postage, copying, office supplies, judge's lunch, etc, and send to State Treasurer
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1-2 wks after5Send judge's contract, etc. to State Treasurer.
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1-2 wks after6Send theory scores to State Theory Chair
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1-2 months after7Follow up with adjudicator(s) to assure they have received their honorarium and expense check.
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