Victor Band Boosters - Student/Parent Handbook 2018-2019 - Victor Marching Blue ...
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Victor Band
Boosters
Student/Parent
Handbook
2018-2019
1Welcome Students and Parents!
This is your official Victor Marching Blue Devils Band Boosters handbook for the 2018-2019 schoolyear.
The Victor Band Boosters are among the largest and hardest working support groups in the Victor School
community. The success of the band program is directly related to the dedication and commitment of
the Victor Band Boosters organization.
Please take some time to read and familiarize yourself with the policies and procedures found in this
handbook. The maintenance of a successful band program requires parental involvement and
community support. Our goal should be to involve as many parents, family members, alumni and
friends as possible in the Band Boosters organization.
It is important to me that we continue to educate our community on the benefits of a successful band
program through our community service and participation. Our program is widely recognized as among
the finest in the New York State.
This would not be possible without the support and fund raising efforts of the Victor Band Boosters. I
encourage each of you to be involved with the booster organization, and the music education of your
children!
It has been my privilege to be the Director of the Victor Marching Blue Devils for the past 22 years. I am
excited about the 2018-2019 school year and look forward to working with each of you.
Sincerely,
Eric Everhart
Director of the Victor Marching Blue Devils
everharte@victorschools.org
2Mission:
We are privileged to have an outstanding band program at Victor High School. To maintain such
a program requires a great deal of support. That is the purpose of the Victor Band Boosters, a
non-profit 501(c) (3) organization:
To provide financial assistance to the band.
To encourage parental involvement.
To provide adult supervision and assistance to the band.
During the 2018-2019 school year, our band students will have many opportunities to share their
musical talents. The Marching Band will perform at football games and marching band
competitions. Our Field Band, Varsity Winterguard and Drumline will compete on the State and
National level. The mission of the Band Boosters is to support our students in all these endeavors.
Each of us has different talents and time available to contribute to our club. This year’s Executive
Board hopes to become acquainted with all the band parents and encourages you to use your
gifts to support this special group of students. Please involve yourself in this awesome activity!
2018-19 Executive Board
Contact Information
Mailing address: Our website address:
Victor Band Boosters www.victorbluedevils.org
P.O. Box 482
Victor, NY 14564
Our Facebook group:
Victor Marching Blue Devils & Band Boosters
**this is a CLOSED GROUP
Eric Everhart (Director) email: everharte@victorschools.org
Treasurer email: treasurer@victorbluedevils.org
All information in this Handbook was accurate at the time of printing but is
subject to change. Please attend the Booster meetings and refer to the website
for updates as they might occur.
32018-2019 Executive Board
Cindy Cunningham Co-President
Julie Merges Co-President
Mark Miller Co-Vice President
Dave Merges Co-Vice President
Karen Phillips Treasurer
Kristy Dora Secretary
Kelly Wilmot At-large member
Chris Colella At-large member
** Our board members are elected each December
2018-2019 Marching Blue Devil Staff
Director - Eric Everhart
Assistant Director & Visual Caption Head - Mark Rider
Assistant Director & Visual Technician - Tom Cheevers
Woodwind Instructor - Kalina Procas
Brass Instructor - Jake Everett
Percussion Caption Head - Mark Gowman
Percussion Technician - Joe Palomaki
Color Guard Caption Head - Cam Speranza
Color Guard Technician - Megan Morris
Color Guard Technician - Carine Phares
Color Guard Technician - Erin Whipple
Visual Technician - Joe Taylor
42018-19 Blue Devil Marching Band Student Leadership:
Drum Major - Claire Rider
Band Captain - Oriana Ireland
Flute Section Leader - Kinsey Phillips
Clarinet Section Leader - Allison Barry
Mid-Voice Section Leader - Aubrey Ahern
Trumpet Section Leader - Kylie Cromheecke
Low Brass Section Leader - Logan Allaire
Battery (Perc.) Section Leader – Oriana Ireland
Pit Percussion Section Leaders – Hannah Wilcox and Lula Dalupang
Color Guard Section Leaders – Codie Fiske, Samantha Catholdi and
Alexa Braun
5DRUM MAJOR:
The drum major(s) is/are the leader(s) of the marching band during rehearsals and in
performance. Their job is to carry-out the instructions of the band director and other
instructional staff regarding their role as drum major(s) in what needs to be accomplished with
the band.
A Drum Major must at all times:
Demonstrate excellence in being a Marching Band member.
Work together with student leaders
Communicate regularly with Staff and student leaders
The responsibilities of the Drum Major are:
Assist staff with warm ups
Assist in the distribution of music and drill to staff and students.
Know the location of all sections and the schedule of events.
Make sure the field is set-up. (Delegate)
Have sound systems, metronomes, cords, and blocks wherever needed
Always have a current schedule, student list, set of scores, and set of drill charts, watch,
personal metronome, and white gloves.
Any job that the staff requests.
Work with Band Captain to prepare for pre-show meetings
Characteristics of a Successful Drum Major
They have a good understanding of music
They are skilled as a field conductor
They have exceptional marching technique
Their vocal commands are loud and easily understood
They are highly responsible and reliable
They are dedicated to having the band succeed
They work well with both the band director and the band
They know how to teach and assist other members of the band
They have the ability to inspire the band in performance
Key Events
Prior to band camp have a team building event with other student leaders
Work with other student leaders to plan band camp week
Dome Week Gifts
6BAND CAPTAIN:
A large aspect of your responsibility is to be an assistant to the Drum Major(s). Carrying out
your responsibilities will depend on your communication with your Drum Major(s), as well as
input from the Band Director.
Assistant to the Drum Major(s)
Always communicate, on a daily basis
Discuss situations with the Drum Major(s) when needed
Help the Drum Major(s) remember what needs to be done, if needed
Work with the Drum Major(s) to assure that section leaders have the time and tools
they need to be successful
Support the leader of the band – Drum Major(s) while being a leader yourself
Prime Motivator of the band
Enthusiasm is your greatest tool
Always be energized!
You are the “cheerleader” on and off the field
You are the “lead” that will determine the tone and attitude of the field band member,
both in practice and at the competitions.
Pre-Show
Assist Drum Major(s) with the planning of pre-show
Assist with presentation of pre-show
Assist with band pins, and other leadership momentos
Possible unplanned needs for your position
Section warm-ups at the start of practice
Block warm-up, stretch, basics and balance exercise
To step into any potential situation where the Drum Major or staff are unavailable
Attendance
Process to be determined by Band Director, Drum Majors and Yourself
Report to Section Leaders the need for additional section work if determined by staff
7Section Leaders:
Purpose: To enhance the Victor Marching Band, by being a part of the leadership team, which
includes staff, drum major(s), band captain and section leaders.
Duties & Responsibilities
Goals: To manage goals set by your section which will encourage the members to strive
for the best.
Acceptance: To help all of the section’s members to feel included, wanted and needed
Communication: To positively communicate with your section, staff & other student
leaders, as well as the entire band in a timely fashion (including the scheduling of
sectionals).
Support: To support your section members, the staff and other student leaders in
developing the band to its greatest potential.
Improvement: To identify areas of improvement which would benefit individual
members, sections, &/or the entire band and to positively influence change.
Enthusiasm & encouragement: To show continued enthusiasm & encouragement
throughout the band season for all aspects of the band.
Teamwork: To work with your section to create a cohesive unit for the benefit of the
entire band.
Conflict Resolution: To take seriously, the problems that might arise within your
section, to deal with them in an appropriate manor, and to seek adult assistance if
necessary.
Record Keeping: To take attendance at all practices
Sectionals: To call & lead regular sectional meetings.
Training: To be available and open to continuing your leadership development
Banquet: To represent your section at the banquet & to recognize your section
members’ efforts.
Review / Evaluation: Once the season is done, or throughout the season as needed,
you will be asked to reflect on the season to promote a better understanding for next
season
Appreciation: to say, THANK YOU!
8STUDENT LIAISON -
The student liaison is a volunteer position which is approved by the director. This position is for
one year and renewable at the discretion of the director. The main purpose of this position is
to be a visible trustworthy resource for students. The student liaison is a friendly face that
works as go between for students and staff. The student liaison is NOT a go between for
parents and staff. Parents should contact the director for any concerns they may have.
Here is the list of responsibilities for the student liaison:
1. Mentor student leaders on leadership
2. Meet with student leaders before band camp and review the student job descriptions
for student leadership
3. Attends Band Booster meetings to help facilitate communication
4. Works with the trip coordinators for student activities
5. Provides guidance on student sponsored activities (band camp week, Lock-in, Theme
Days, banquet speeches, etc.)
2018-19 Student Liaison is Julie Merges - mergesj@victorschools.org
9BAND UNIFORMS
All new and returning Marching Band members will be fitted for uniforms, shoes, shakos
(hats) and gloves during the week of Marching Band Camp. Marching Band uniforms,
with the exception of shoes and gloves, are purchased by the Band Boosters and are
on loan to students. These uniforms represent a significant investment and must last
many years with only occasional replacement of worn parts, as needed.
Students are expected to follow the uniform care directions, and to promptly
report any missing or damaged items to one of the parent Uniform
Coordinators. This includes stains and/or tears.
Uniforms are NEVER to be taken home.
Uniform Care- Each uniform will be ironed, hung up properly and placed in a
labeled garment bag after fitting. All parts will be labeled with the uniform
number that corresponds with the student’s name. Proper hanging of the jacket
and pants after they are worn IS ABSOLUTELY REQUIRED and is the student’s
responsibility. All garment bags WILL be checked for proper hanging of pants
and jacket, if found to be hung up improperly, the student WILL be required to
immediately fix it and hung up incorrectly.
DEODORANT is NOT optional! There is a back pocket in every uniform garment
bag, all students should bring a travel size of stick (not liquid) deodorant to keep
in their bag to be used before changing into their uniform.
Shoes: New Marching Band students, and any returning marchers needing new
or larger-size shoes, are measured for shoes as part of the uniform fitting during Band
Camp. The cost of new shoes will be reflected on the students band account and cost
between $45-$49 per pair. Once the shoes arrive, they will be placed in the hat/shoe
cabinet labeled with student’s name. At the end of band season, shoes become
the property of the student and they are expected to claim them and take them home.
Gloves: The students wear white gloves, students purchase 3 sets of gloves at an
average cost of $2.50 per pair. This cost will be reflected on the students account.
The gloves will reside in the student’s hat box.
10Garment Bag - Use for VBB marching uniform and accessories only. No shoes of any
kind should ever be kept in the garment bag. No food, drinks, or gum in your garment
bag!
Each performer is required to wear the proper under clothing as instructed under
the uniform at each performance to keep the uniforms as clean as
possible. There is no eating or drinking allowed while wearing the
uniforms. DEODORANT! DEODORANT! DEODORANT!
Important Reminders for Uniform
· Wear black socks that cover your ankles (no low cuts).
· Students must bring a change of clean, dry, appropriate clothing to wear under
their uniform (T-shirt, gym shorts, thermal shirt and thermal pants.)
· Plumes will be issued for performances only.
· Hat storage boxes are to be returned to hat storage area with shoe bags after each
performance.
11STUDENT FINANCIAL OBLIGATIONS & EXPENSES
The Victor Central School District provides only a small portion of the funding necessary to run
a successful Marching Band program. Therefore, the Band Booster organization, Band member
families, and the community work together to raise the funds needed to ensure that our Band
continues to thrive. The participation of each Band member and family, both personally and
financially, is vital for the ongoing success of our whole Band program.
Each family will have one Student Account set up for them. All costs associated with
participating in the Band will be billed through this account. Also, any chaperone costs incurred
will be billed through this account. Fundraising money raised can be used to pay any of these
costs.
The balance due, after fundraising credits are applied, is the responsibility of the family.
Approximate fees for 2018-19:
Participation fee $125 This fee is NON-REFUNDABLE and secures your child’s spot in the group
Gloves/Shoes $5-$60 depending on need of student
*Pit fee $ 35 (used for equipment costs specific to our pit performers)
**Guard items $40-200+ (makeup, apparel, flag bags, equipment specific to guard members)
*only for Pit members
**only for Guard members
A statement of each student’s account is e-mailed by the Treasurer to the student’s family
regularly. Payments may be made to the P.O. Box address or in person to our treasurer. Checks
(cash) are preferred but credit cards are accepted if arranged with the Treasurer. (Note: the
VBB loses a percentage of your fee to processing costs if using a credit card)
Victor Band Boosters
Post Office Box 482
Victor, NY 14564
Any overpayments to a student’s account will be carried over to the next fiscal year for that
student. Upon graduation, any overpayments may be transferred to a sibling’s account or
donated to the Band Booster’s general fund.
12A returned check charge of approximately $45 will be added to a student’s obligation if a check
is returned by the bank for any reason.
No student will be denied participation in the Band program because of an inability to make
payments to their Band Obligation. A family with financial concerns should contact the Band
Booster treasurer and/or the Band director in confidence. The treasurer and/or director will
work with the family to restructure the payment schedule, arrange participation in
fundraising opportunities or provide other financial assistance. These arrangements must be
made before the first payment is due or as soon as the hardship arises.
A yearly budget is created and voted on by you, our Victor Band Boosters every December. A
current Budget is available for anyone to see at any time. See any executive member to see the
current year’s budget.
13FUNDRAISING OPPORTUNITIES
Fundraising is an essential part of the mission of the Victor Band Boosters.
Fundraising contributes monies to Individual Student Accounts and/or to the General
Fund and includes:
INDIVIDUAL ACCOUNT FUNDRAISERS
These fundraisers deposit money directly into the individual student account to help
defray the expense of an individual student’s Band involvement. Participation is
highly encouraged.
Current student acct fundraisers: subject to change
Fruit Sale Recycling routes
Finger Lakes Coffee sale RPO Concessions
Poinsettia Sale Raymour and Flanigan performances
Can and Bottle Drives Pancake breakfast
The student receives a percentage of sales if it is a product we are selling. The student receives a
portion of profits if it’s an event. Students can participate in all the fundraisers or pick and choose ones
that meet their needs.
GENERAL FUNDRAISERS:
General fundraisers add money to the Band Booster General Fund. These monies are used to
purchase/replace equipment, music, pay staff, supplies, copyright fees, etc. Support of these
fundraisers is expected of ALL Band students/families.
Current General Fundraisers: subject to change
Field Band Home Show Merchandise Sales
Auction Sponsored Shirt Advertising
Chicken BBQ Summer Music Lessons
VIPE Home Show Corporate Sponsorships
Wintgerguard Home Show Monthly Restaurant Fundraisers
RPO Concert Food Truck Rodeo
Bringing bottles to TOMRA/Tops card/Amazon Smile
14A note on our Home Shows
Each area of the Victor Band Boosters hosts their own Home Show during their competition
season. With that, competing teams in their groups come to our venue on a pre-selected date
in varying levels and are judged on their abilities. We provide concessions, merchandise and
entry to the event to benefit the boosters.
These are mandatory events for the boosters to assist with since it takes so many individuals to
host these events.
- Field Band Show – October
- Winterguard Home Show - February
- Drumline Home Show – February or March
15Information about Competition Saturdays
Sample Itinerary
12:30 pm Practice begins (Eat lunch PRIOR to arriving.)
4:00 pm Dinner Break (Kids can either pack dinner, or you can drop off dinner
5:00 pm Change into Band Uniform
5:20 pm Pre-Show Meeting in the Auditorium
5:30 pm Load buses
6:00 pm Arrive at Competition Location (Eastridge, Medina, etc)
8:30 pm Victor Performs
9:00 pm Retreat
9:30 pm Buses leave for Victor
10:30 pm Student return to VCS
Itinerary
By mid-week before each show you will get an itinerary via e-mail like the sample above. The schedule
will include:
1. The time your child needs to arrive at school Saturday
2. Time of lunch/dinner break
3. Location & address of the show
4. The time our band is performing
5. Performance times for the bands with which we compete (sample below)
What does my child need to bring with them on Saturday?
1. White short sleeved tee shirt (can wear it)
2. Higher than ankle length black socks
3. Slim fit athletic shorts or leggings for underneath the bib overalls
16(Members change on the bus back into street clothes, so they need more than just
underwear! Buses are separated boy/girl.)
4. Deodorant in their bag to re-apply after the competition
5. If your child has long hair, they need a ponytail holder and bobby pins (hair must be up in the
shako, for continuity of appearance)
6. Guard members will need extra items such as makeup, bodysuit, hair accessories
Spectating at Competitions
The kids need your support and cheers! Although you don’t need to be there to see all the bands if your
schedule does not allow. Many families just watch the bands in our class. If you do this make sure to
arrive at least 30 minutes prior to our class to find parking & a seat. Most shows are very crowded! One
note: you can only enter the stands in-between band performances so as not to disrupt spectating,
there is usually a five or so minute window between each group.
Tickets can be purchased at the gates for $9 (approx.) or pre-sale in Victor for $7 (approx. cash
only). Watch for emails and FB posts about pre-sale tickets. If you pay at the door, keep in mind that
not all schools have credit card capability so have cash on hand. You may also want to buy a program
which lists the bands and show descriptions, food, and candy grams.
Candy Grams
Completely Optional! It’s like a telegram to your child but the message comes with candy. They are
sold prior to the show, often until right before the start of the last class of bands. Costs vary but usually
$1-$3. Each school has stickers that you fill out to attach to the candy, indicating your child’s school,
name and a brief message. A bag of candy grams is given to the retreat team to bring back to bus where
they are handed out to members.
Retreat
Member leaders from each band line up on the field and accept the awards/scores for that evening.
17Home
After retreat, student members head to the buses and return to Victor. Check Facebook for arrival
times, if there is a delay, bus chaperones will post updates.
Sample Show Schedule
Time Band Class School Name
6:00 pm SS3 (small school three) Girard
6:15 pm SS3 (small school three) Marcus Whitman
6:30 pm LS3 (large school three) Hilton
6:45 pm LS3 (large school three) Auburn
7:00 pm LS3 (large school three) Greece
7:16 pm Break
7:45 pm LS2 (large school two) Webster
8:00 pm LS2 (large school two) Orchard Park
8:15 pm SS1 (small school one) East Irondequoit/Eastridge
8:30 pm Nat. (National) Victor
8:45 pm Nat. (National) Lancaster
9:00 pm Retreat
182018-19 CALENDAR
We try hard to adhere to our schedule, however changes are inevitable. You are encouraged to
make sure you are receiving Band Booster emails, receiving communications from your student,
and attending the Band Booster meetings as often as you can to stay on top of any changes.
19BAND BOOSTER MEETING DATES – 2018-19
Booster meetings are scheduled on the second Tuesday night of the month in the High School
Chorus Room. If an alternate room is needed, it will most likely be the Jr. High music rooms
right above the Sr. High music rooms.
The executive board meets (closed meeting) at 6:00
The General VBB meeting starts at 7:00 p.m.
August 14th, 2018
September 11th, 2018
October 9th, 2018
November 13th, 2018
December 11th, 2018
January 8th, 2019
February 12th, 2019
March 12th, 2019
April 8th, 2019
May 14th, 2019
June 11th, 2019
July 9th, 2019
20Volunteer opportunities:
Pit Crew – Help to plan/paint/build props before season begins. Help to load and
unload props and pit equipment for shows.
Uniform Crew – Help to get uniforms out of trailer before and after shows.
Handing out and removing plumes before and after shows. Help launder and
repair uniforms during the season.
Bus Chaperones – Ride on buses to and from shows with kids. Supervising
students after their performance changing into street clothes. Taking attendance
and alerting directors of anyone missing. Helping push pit equipment onto field if
needed.
Lock in – Help with organizing, chaperoning and supervising students, including
activities and food service.
Photography – Taking pictures during field band season at practices and shows,
along with individual/group shots of the band. Upload these photos to FB closed
site and/or to Home Show program committees.
Band Camp week - Help arranging pizza dinner, ice cream treat day,
setup/cleanup
Dome week – A group to make/decorate lockers of jr. high band members and
band hallway in days before Dome performance. Help put together treat bags
and order/distribute corsages (handed out the Friday before Dome Day!)
Parent Performance – Help to put together desserts and drinks for a small
reception after the parent performance. This is held before Dome Week.
Dessert Social – Held in the spring, this gives information to new parents about
our group. Coordinate with the Director, Treasurer and others.
Banquet - Finding a location/pricing/timeline for banquet, putting together
centerpieces, sending out emails to band about banquet details and printing a
program for the afternoon. Coordinate with Treasurer to pay the banquet site.
21Auction Crew - Work on finding a location and date for event,
assisting with acquisition of items to be auctioned, planning of timeline for the
event. Meet regularly with auction committee members to finalize items for both
live and silent auction.
RPO Crew - Work with committee members to arrange date and time, work with
district personnel to arrange building access, and set up parking. Work with local
restaurants to arrange dessert for dessert
intermission as well as potential dinner packages. Secure acquisitions for door
prizes.
Chicken BBQ Crew - Secure donations of food items, oversee the cooking and set-
up while working with district personnel to secure space indoor/outdoor. Work
with committee to divide up duties and
oversee sign-up genius for food donations and volunteers.
Fundraising Crew - Oversee various assorted fundraisers that are direct to band
boosters. Work with restaurants for fundraiser nights as well as pancake
breakfasts. Monitor sign-up genius as needed.
Brainstorm ideas for new fundraisers.
Website - Update website throughout the year, keeping it current and up to date.
Summer Picnic - Arrange location, set-up and monitor sign-up genius as
necessary.
Victor Recycling – Schedule our yearly month(s) to pick up bottles from Victor
Recycling. Coordinate parent shifts and monitor. Give list of parent credits to
Treasurer at the conclusion
Sound/Audio – Assist groups with hooking up/running equipment on Home show
days.
**VIPE HOMESHOW and WINTERGUARD HOMESHOW – Mandatory for all
members… All hands on deck please! There are multiple openings. See p. 15 for
details
22MY HOME SHOW SHIFT(S): OCTOBER 13th, 2018
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MY OTHER VOLUNTEER OPPORTUNITIES FOR 2018
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