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Hosting a Successful Tournament of Bands Show: Planning, Recruitment, Schedule, Judging Areas, and more

This guide provides valuable tips and strategies for hosting a successful Tournament of Bands (TOB) show. Learn about planning, recruitment, scheduling, judging areas, warm-up/staging/entrance, weather considerations, and follow-up for a seamless event.

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Hosting a Successful Tournament of Bands Show: Planning, Recruitment, Schedule, Judging Areas, and more

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  1. TOURNAMENT OF BANDS How to Host a Successful TOB Show

  2. Planning • Recruitment • Schedule • Judging Areas • Warm-Up/Staging/Entrance • Weather • The Countdown • Follow Up Contents

  3. PLANNING AHEAD: “A good plan is like a road map: it shows the final destination and usually the best way to get there.”  H. Stanely Judd Your contract and registration fee opens your show in WINDI Reserve Stadium and Auditorium/Gymnasium(weather plan) Program Book and Ads - Show Committee Advertising – Show Committee Food Donations – Show Committee Community Groups to Volunteer – Show Committee Announcer – (familiar with TOB events helps) Awards - trophies, specialty awards

  4. Contract fee to NJA • Judge fees (invoice provided by TOB Region Coordinator, and based on number of bands attending) • Security • Medical aide • Stadium costs • Custodial services Financial Outputs

  5. YOUR PROGRAM BOOK: • This not only informs your audience about each band competing – with a write up, picture and honors, but also provides information about your band, your program, your school and community. • Program Ads – full page/half page/quarter page – provide options for local business to support and participate. Program Ads can introduce business, provide a coupon, or even support a band member employee. • Where do you get instruments? • Where do you purchase supplies for props? • Where do you send students for private lessons? • Where do your uniforms get cleaned? • Where do boosters buy camp snacks? • Car dealers, hair care, restaurants, auto mechanic, hardware store, many more… • TOB INFO: your region coordinator has pages for promotion of TOB events – please feel free to use them • GOAL: Cover the cost of your event BEFORE the gates open on show day

  6. COMMUNITY SUPPORT & INVOLVEMENT: Volunteer Groups to assist: Scouts, Service Club, School Clubs Donations for snacks: volunteers, judges, band directors like snacks as they visit Donations for your food stand: cuts cost of purchasing for food items Invite donors to attend and see their products in action 5. Invite school administration and faculty

  7. YES – for purchasing an Ad in the program book = community support of your program YES – for middle and elementary band kids who performed = future recruitment YES – for invited administration and board members = administrative support YES – they most likely will buy a hot dog or fries, maybe both! COMPLIMENTARY TICKETS OR NOT? The choice is yours, but here are a few thoughts: Really the possibilities are endless. A few lost dollars in gate money could pay back in larger amounts later. Consider the options with your Show Committee.

  8. PROMOTING YOUR TOB SHOW: • Invite everyone to this special showcase event of your program • Middle School and Elementary Band – maybe they perform National Anthem? • Parents bring them and stay to assist? • Alumni Band Members – they love to come home • School Administration and Board Members – they want to be seen at public events • Community Officials – they want to be seen at public events • Business owners that made donations or bought ads • Local TV stations • Local Radio stations • Local Newspapers • Community Service Groups

  9. RECRUITMENT: Who will come to your TOB show and why will they attend? Here are positive reasons Band Directors choose sites: 1. Artificial Turf Field – no rain or mud issues Large stands – height and large crowd Access – easy and direct Warm-Up Space – and sometimes afternoon practice space Stadium Food – students, and parents, need to, and like to, eat! Can you offer something special? Organization – information easily accessible Communication from host! Make sure your guests feel welcome and comfortable!

  10. RECRUITMENT: WHO TO INVITE: All TOB Region Bands and neighboring Region Bands All non-TOB Bands – TOB permits 1 free show All non-competitive school bands All college/school friends with bands A local University Band as exhibition is a great idea. They look for opportunities to recruit for their programs. Check local university games for your date and invite bands to appear. Band Directors not familiar with TOB will ask you for information – provide what you can and also refer them to your Region Coordinator who will assist.

  11. SHOW SCHEDULE: • YOUR REGION COORDINATOR: • Assists with assigning performance order • Schedules necessary breaks and critique • Posting on www.njatob.org in WINDI • NOTE: this must be posted 2 weeks prior to your event! • All Classes compete together (Festival, A, and Open). • Groups (1,2,3,4) compete within like Classes. • Host Band – may perform last and plan that Group/Class to be last in show. • DIRECTOR CHOICE AS HOST: • Host Band – no awards but still scored and commentary for TOB show credit • Host Band – compete and receive awards for TOB show credit • Host Band – exhibition only, no commentary, no score, no show credit

  12. 1. Tabulator/Tech Judge • Will have a laptop, router, printer, and tub of iPads. • Will need assistance to and from press box before and after the show. • Will need space with a power outlet – not in the general area of others. • Will need to be accessible to other directors for download assistance. 2. 4-6 TOB Judges • Space to talk and work – not near announcer. • Power available to plug in/charge iPads. • Open windows from the inside, or access to the top to hear the bands. 3. Announcer 4. Video Area? This needs to be designated and separate from the judges. Planning Note - Assume 5 feet of space per person. If there is not 5 feet available, please rope off the top 3 rows of stands to accommodate the space necessary. Extras should not be hanging out or seated in press box – the working judges and announcer should be focused on the performances, not entertaining others. • The Command Center THE PRESS BOX

  13. 3 TOB Judges • Table and 3 chairs for working the show. • Power supply to charge iPads – not the same as field power for electronic systems. • Offset from 50 yard line and out of traffic flow from band set up/tear down. 2. Awards • Displayed for the show? 3. Runners • One runner is needed to take the timing sheet to the Tabulator/Tech Judge in pressbox. • The Heart of the Show THE FIELD

  14. BAND ENTRY GATE: • This person controls who and when to enter the field working with the Field Coordinator assigned to your show. • This person will tell the band staff and volunteers when and where to move working with the Field Coordinator. • An experienced booster or teacher is great for this position! • ANNOUNCER: • From the opening welcome to the closing thank you – this is the voice of your event! • An experienced announcer or booster is great! Review and work with them. • Your Coordinator will provide an Announcer Pack for each event.

  15. BAND WARM-UP AREAS: • Marching Bands need space • Provide areas, away from stadium, for movement and music warm-up • Areas should be convenient, yet isolated from stadium – the other side of the school works. • A map/diagram posted on your site is a big director help

  16. WEATHER: • School Administration must be part of your planning and decision • Plan with school and coordinator prior to show day • Move Indoors – Auditorium or Gymnasium • Plan in place with Region Coordinator • Decision time – work with Administration and Region Coordinator • Communicate to all Band Directors • Region Coordinator communicates to Judges • Standstill – you may also standstill in stadium • *School plan – most schools now have emergency • plans in place in case of severe weather – • be ready to follow this – and know who makes “the call”

  17. TWO WEEKS BEFORE YOUR SHOW: • 1. Double check your facility use • Finalize Performance Schedule with Region Coordinator – Festival, A, Open • Post Schedule and Share with Band Directors • Finalize judge pay with Region Coordinator: 1-13 bands, 14-19 bands, 20+ bands • Review awards • Host scored = awards or no awards? • Finalize program with printer • Finalize booster/volunteer schedule • Finalize awards/trophies • Invite school administrators to attend

  18. TWO WEEKS BEFORE YOUR SHOW YOU PROVIDE: • Band Director Information: • Map/Directions to stadium • Stadium Diagram with enter, exit, power • Show Tickets to TOB Bands - $450/$500 • Food Menu for students • Special Stadium Notes – enter/exit gates, power supply, other . . . • Emergency contact number for show day • POST ON YOUR WEBSITE/REGION WEBSITE AND MAIL INFO • Include your Region Coordinator in all mailings!

  19. ONE WEEK BEFORE YOUR TOB SHOW: • Reminders to all your volunteers • Walk through with boosters – use your band as “guest” • Double check field linings and yard line markers – front & back • Meet with announcer to review script • Check with bands – arrival times? • Radios for event staff • Press Box • Tabulator needs table, chair and outlet, • 4-6 judges need chairs and accessible outlets • Announcer needs space, microphone • Press Box Judges – 4-6 people with power • Field Judges – table, 3 chairs, power supply • National Anthem – who will perform? • Administration to attend? • Prepare Judge Pay envelopes (invoice provided by Region Coordinator)

  20. SHOW DAY: Check the Weather Your rehearsal – end prior to arrival of others Band Guides – use volunteers Field lining, hash marks and yard line markers Front sideline band power – are you providing this? Field Judges table, chairs, power supply Assistance with moving tab/tech equipment in/out of press box Gate person meets with Field Coordinator Announcer meets with Field Coordinator Judge pay (cash envelopes) to Chief Judge (prior to show is best) Staff/Administration to welcome bands Staff/Administration to thank bands Awards display and presenters

  21. POST-SHOW TASKS: • THANK YOU to all participating Band Directors • THANK YOU to all guests – administration, sponsors • THANK YOU to all boosters who helped • THANK YOU to building/grounds crew, school support staff • REVIEW with Region Coordinator how to improve

  22. PLANNING • COMMUNICATING • VOLUNTEERING • DETAILS • FOLLOW UP This is the perfect time for your boosters to take an event, make it a success, and launch it as their annual project!

  23. TOURNAMENT MISSION STATEMENT: Through positive reinforcement and an educational environment, Tournament provides a tradition of performance opportunities in the musical and visual arts. GOALS: 1. Promote education for directors and students 2. Promote student achievement 3. Promote quality assessment/evaluation 4. Promote enrichment of schools and communities

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