ATSSB Region 18/26

Region Band and percussion organizer’s handbook

Compiled 2010









The purpose of this handbook is to provide needed information to the band directors of ATSSB Region 18/26 who volunteer to be Region Band or Region Percussion organizers for the Middle and High School Region Band clinics/concerts





Table of Contents


Chapter 1: The Clinician…………………………….3

Chapter 2: Music Folders…………………………...4

Obtaining the music



Inside the folders

The Auditions

Chapter 3: The Clinic…………………………..……6

Set up

Friday Night Rehearsal

Saturday Rehearsal

Chapter 4: The Concert…………………………….8

Chapter 5: Percussion Organizer………………...9

Before the clinic/concert

Set up for rehearsals

During the rehearsals

Appendix A…………………………………………………….10

Appendix B…………………………………………………….11

Appendix C…………………………………………………….12

Appendix D…………………………………………………….14

Appendix E…………………………………………………….15

Appendix F……………………………………………………..17


Chapter 1

The Clinician


            It is a good idea to contact the clinician 3 to 4 months in advance of the clinic/concert. At this time, introduce yourself and let the clinician know that you are the person that he/she will be working with in conjunction with the clinic/concert. Give all your contact information and ask if there are any questions. In this initial communication you should also ask about the music. The earlier you can get the music lined up, the easier it will be on you.


            As you get closer to the clinic, these are the things that you will need to request from the clinician:

  1. A list of the music he/she intends to play (more on music later)
  2. Travel arrangements.
  3. Ask what the clinician wants as far as equipment (tuners, metronome, etc) and make sure it’s available at the site or bring your own.
  4. Ask about what refreshments (usually just water or soda) the clinician would like during rehearsals so you can have it available.
  5. Ask for a seating chart. Include which end of the section the 1st chair should sit on.
  6. A biography.



Make sure that meals for the clinician are taken care of, especially if he/she does not have a vehicle available.

Chapter 2

Music Folders


Obtaining the music

Ask for a list of the selections the clinician intends to play as early as possible. Once you get that list, contact the directors in the region to see if anyone already owns a copy of the selections.  If no one has them, you will need to purchase the music. Make sure you take care of this early, so you don’t have any surprises the week before the clinic/concert.




      Contact a music company about providing folders for you. Tell them it’s free advertising to a lot of students and their parents. Make labels for the folders (see Appendix A). Put the labels on the folders (at the top, please!) Keep the folders in instrumental order. This will make it easier to stuff them. If you are organizer for the concert band you will need to make “alternate” folders for flute, clarinet, alto sax, trumpet, horn, trombone, baritone and tuba. It also helps to have extra folders and music available at the clinic/concert for students that forget theirs or students that are moved into the band.




You will need to have copies of the music to put inside the folders. (Instrumentation for each band is listed in Appendix B.) Check with the clinician to see how he/she wants the instruments with multiple parts divided up, for example, 4 clarinets on first, 6 on second and 8 on third. Make sure you have copies of both bass and treble clef parts for baritone.


Inside the Folders

      You will need to update the AR letter (see Appendix C). This letter and a copy of all of the pieces the clinician has chosen need to be included in each folder. Make sure to include both treble and bass clef parts in the baritone folders.

Percussion folders: You can assign percussion parts or you can ask the percussion organizer to do it. Either way, you will need to have a chart to include in the percussion folders with the part assignments on it (see Appendix D). When assigning parts, try to make sure no one plays the same instrument on each song. Be aware that the clinician may not  play all the pieces in the folder and take that into consideration when assigning parts. If there are not enough parts to go around, some students may not play on some songs. Try to limit this to no more than one song per student. Ask the clinician about doubling bell parts to keep the students involved.






The Auditions

You will need to have the folders ready by the day of auditions, and bring them with you. Put them in a box (or two) and set them in a place where they are easily accessible for the directors. Make a sign out list (Appendix E) and place it near the folders. The directors will sign the sheet as they pick up the folders. That way if there’s a mix up, you will know who picked up the wrong folder. As the results from the auditions come in, pick up a results sheet for each instrument so that you’ll know exactly who should have each folder.  At the end of the auditions, check to see if any folders are left over. If there are any, check the list to see who they belong to and arrange to get the music to that student. Be prepared to get music to any students that are added to the band. The region coordinator will notify you of any changes that occur.


Chapter 3

The Clinic


Set up

Contact the building host before the clinic to make sure there will be enough chairs, stands, etc. for the rehearsals. If the clinician wants to do sectionals, know which rooms will be available for this purpose. Also, make sure that someone will be present to let you into the facility in time to set up. You should plan on getting there a couple of hours before the start of rehearsal to take care of everything.

Set up the chairs and stands. You will need to have name tags for all the students with their name, chair and school on them (see Appendix F). These should be large enough for the clinician to be able to read from the podium. The region coordinator can print these out or you can make your own. If the region coordinator provides them, make sure they will be available  in time to have them set out before the students arrive. The students should share stands with the exception of the sections with odd numbers. In addition, each tuba player should have his/her own stand. The name tags can be attached to the stands or laid out on the seats. Set up tuner, metronome, etc.


Friday night rehearsal

Introduce yourself to the students. Make sure that the sections are seated correctly. Tell them that gum chewing, cell phones and caps are not allowed. Check to see that they have pencils. Introduce the clinician. As the clinician begins the rehearsal, check to see which students are absent and coordinate with the region coordinator to move students into sections if necessary. Make sure you bring the music with you so that if any student is missing music you can provide him/her with it at this time. Coordinate with the percussion organizer to make sure the percussion parts are all being covered and the proper equipment has been provided. Provide refreshments for the clinician. Be available to help out with the rehearsal as needed.


Saturday rehearsal

At the end of the morning rehearsal, the two bands will switch rehearsal locations. Talk to the percussion organizers about which percussion instruments will need to be moved. Compare seating charts with the other organizer to see how many chairs and stands need to be moved. Having a general idea of how many to take away or add to each row will come in handy when resetting during the concert as well. Make sure you have the chairs and stands reset before the students return from lunch. During the rehearsal, either morning or afternoon, take a moment to read through a list of all the schools that are being represented to make sure you haven’t skipped anyone. Instruct the students to stand when their school is called. If the region coordinator provides you with an excel file with the students listed by chair, you can generate a list from this. Otherwise, you can go through the copies of results to come up with a list. At some point during the rehearsal you will also need to determine which students will present the clinician with a gift at the concert. We usually choose two students to do this, generally from the same school. It helps to pick students who can get out of the setup easily. At the end of the afternoon rehearsal instruct the students on when and where to meet to warm up for the concert. The Symphonic Band organizer needs to make sure that chairs in the auditorium are taped off for the students to sit in during the Concert Band portion of the concert.

Chapter 4

The Concert


The Concert Band will be seated on stage to warm up for the concert. The Symphonic Band organizer will need to lead the students from the warm up room to the auditorium and make sure they get seated correctly. If they sit in order it is much easier for them to get seated on stage. The tubas generally put their instruments up against the wall before sitting down.

You will introduce the clinician to the audience. The clinician should have provided you with a biography ahead of time and you will read this to the audience. At some point during the concert, you will read off the names of the schools involved and have the students stand. Determine the time you want to do this with the clinician ahead of time. For high school, you should also decide with the region coordinator when the Area and All-State students will be announced. During the concert you will remain back stage. At the end of the concert you will need to instruct the students to file off the stage and receive their patches. Be prepared after the concert to help with whatever cleaning up needs to take place.

Chapter 5

Percussion Organizer


Before the clinic

Assign percussion parts if needed. After the auditions, send out an e-mail to the directors of the qualifying percussion students telling them which instruments they need to bring based on part assignments. Suggest that the director let you know if their instrument he/she is assigned to bring is of low quality so that other arrangements can be made. Make suggestions about mallets and sticks that should be used. Check with the building host about which percussion instruments can be provided (i.e. timpani, marimba, bass drum) for both the Symphonic and Concert band rehearsal spaces. Inform the building host of your needs so that extra equipment doesn’t clutter the rehearsal area. Make arrangements to provide any instruments that will not be provided by the host, and for accessory tables or carpet to be used for an accessory table. Search for any exotic instruments (ocean drum, rain stick, thunder sheet, etc.) that may be required.


Set up for rehearsals

You need to get to the Friday rehearsal early enough to have everything set before the rehearsal begins. Make sure there are enough stands in the percussion section. Help the students arrange the instruments to help with the transitions between songs. Have an accessory table or carpet to put on a stand as a replacement.


During the rehearsals

Be prepared to do sectionals at any time during the rehearsals and be present during the rehearsals to help with any percussion needs. Facilitate the clinician, help to translate the instructions into actual percussion techniques (i.e. how to make the sound that the clinician wants). Listen to the percussion balance from the audience perspective. Teach individual technique on the different instruments, be aware that some students may not have ever played that instrument before. Be prepared to reassign parts if the clinician leaves out a song so the part assignments become unbalanced or if a student can’t perform a part to acceptable standards. Lastly, make sure the students can play the entire program without you being present.

Appendix A


This is a sample of the first page of labels for the folders for Junior High Symphonic Band.

Appendix B


This is a listing of the instrumentation for each of the bands.





HS Region Band Instrumentation
An equal number will be in both bands when possible.
B Flat Clarinet-19
Alto Clarinet-2
Bass Clarinet-6
Contra Clarinet-2
Alto Saxophone-6
Tenor Saxophone-3
Baritone Saxophone-2
French Horn-10
Tenor Trombone-12
Bass Trombone-2



















MS Region Band Instrumentation
An equal number will be in both bands when possible.
B Flat Clarinet-18
Bass Clarinet-6
Alto Saxophone-6
Tenor Saxophone-3
Baritone Saxophone-2
French Horn-10
Tenor Trombone-12

Appendix C


This is a sample of the AR (All-Region) letter that goes in the folders. This is a Middle School letter. The time for the evening rehearsal and the location are different for the High School letter.


November 14, 2009





You have been selected to represent your school and band at the ATSSB Middle School Region Band Clinic and Concert at Hutto High School on November 20 and 21.


Inside this folder you will find several pieces of music that you will play at the concert.  LOOK at this music; find any rhythms, key signatures, or notes that you do not know and ask your band director for help. Write out difficult rhythms or fingerings if needed. Number your measures, and have a pencil at all rehearsals. Practice this music; you have only one week before the concert. You may write on this music with pencil.






Symphonic Band                                                                                         Concert Band


Conductor / Clinician Mr. Don Thoede                                              Conductor/Clinician Mr. Mike Henderson


Friday, November 20                                                             Friday, November 20

6:30-9:00 pm rehearse on stage                                                          6:30-9:00 pm rehearse band hall


Saturday. November 21                                                                      Saturday, November 21

9:00 - 11:30 am rehearse on stage                                          9:00-11:30 am rehearse in band hall

11:30-1:30 lunch                                                                    11:30-1:30 lunch

1:30-4:00 rehearse in band hall                                                          1:30-4:00 rehearse on stage

7:00 concert in Hutto HS Auditorium                                     7:00 concert in Hutto HS Auditorium






The Concert Band will perform at 7:00 pm, followed by the Symphonic Band. The concert is FREE. Invite your parents, friends and relatives.


CDs and other All-Region souvenirs will be available at the back of the auditorium before and after the concert.  You will receive your region patch after your portion of the concert.


Always represent your school with the best behavior possible, showing respect for other students, equipment and facilities. FAILURE TO DO SO WILL RESULT IN YOUR REMOVAL FROM THE BAND AND FORFEITURE OF YOUR PATCH.


REMEMBER!! Practice this music. Ask for help. The directors hope that you will enjoy the weekend and try out again next year.


Appendix D



This is a sample of the percussion chart that goes in the percussion folders. This chart is in landscape orientation.


Congratulations on having been selected as a member of the ATSSB All-Region Symphonic Band.  Below is a chart showing the parts and instruments to which you have been assigned.** The larger instruments will be provided for you…Bass Drum,  Chimes, Timpani, Vibraphone, Marimba and Xylophone.  The smaller instruments…Snare Drum, Cymbals, Bells and ALL accessory instruments are your responsibility.  You should bring all needed sticks, mallets, beaters, etc.  Check your music carefully, before Friday night’s rehearsal, make sure you bring what is needed.  Please bring a variety of sticks and mallets.  Label everything for identification purposes.


**Assignments subject to change at percussion organizer or director’s discretion





Perc 1

Perc 2

Perc 3

Perc 4

Perc 5

Perc 6

Perc 7

Perc 8

The Monster Under the Bed




Snare Drum

Bass Drum






Snare Drum


Bass Drum



Suspended Cymbal



Bass Drum

Concert Toms




Snare Drum

Suspended Cymbal


Crash Cymbal


Fort Canterbury March


Snare Drum













Bass Drum



America the Beautiful



Snare Drum




Wind Chimes

Crash Cymbals

Bass Drum













Please double check your music and attend rehearsals with ALL NEEDED INSTRUMENTS, STICKS, MALLETS, BEATERS…ETC. 

Appendix E


This is a sample of the sign out sheet that’s needed for the auditions.











Flute 1





Bass Clarinet 1




Flute 2





Bass Clarinet 2




Flute 3





Bass Clarinet 3




Flute 4





Bass Clarinet 4




Flute 5





Bass Clarinet 5




Flute 6





Bass Clarinet 6




Flute 7





Alto Sax 1




Flute 8





Alto Sax 2




Flute 9





Alto Sax 3




Flute 10





Alto Sax 4




Flute 11





Alto Sax 5




Flute 12





Alto Sax 6




Oboe 1





Tenor Sax 1




Oboe 2





Tenor Sax 2




Bassoon 1





Tenor Sax 3




Bassoon 2





Baritone Sax 1




Clarinet 1





Baritone Sax 2




Clarinet 2





Trumpet 1




Clarinet 3





Trumpet 2




Clarinet 4





Trumpet 3




Clarinet 5





Trumpet 4




Clarinet 6





Trumpet 5




Clarinet 7





Trumpet 6




Clarinet 8





Trumpet 7




Clarinet 9





Trumpet 8




Clarinet 10





Trumpet 9




Clarinet 11





Trumpet 10




Clarinet 12





Trumpet 11













Clarinet 13





Trumpet 12




Clarinet 14





Trumpet 13




Clarinet 15





Trumpet 14




Clarinet 16





Trumpet 15




Clarinet 17





Trumpet 16




Clarinet 18









F Horn 1





Baritone 1




F Horn 2





Baritone 2




F Horn 3





Baritone 3




F Horn 4





Baritone 4




F Horn 5





Baritone 5




F Horn 6





Baritone 6




F Horn 7





Tuba 1




F Horn 8





Tuba 2




F Horn 9





Tuba 3




F Horn 10





Tuba 4




Trombone 1





Tuba 5




Trombone 2





Tuba 6




Trombone 3





Tuba 7




Trombone 4





Tuba 8




Trombone 5





Percussion 1




Trombone 6





Percussion 2




Trombone 7





Percussion 3




Trombone 8





Percussion 4




Trombone 9





Percussion 5




Trombone 10





Percussion 6




Trombone 11





Percussion 7




Trombone 12





Percussion 8





Appendix F


This is a sample of the name tags. Make sure there’s enough room at the top to hang it over the stand.













ATSSB Region 18/26

MS Symphonic Band


Clarinet 1

Bonnie McEnnis

 Liberty Hill JH