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3 - Organizational Guidelines & Procedures
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Creation of Doc 12/17/23

Approval and voted on by general membership 2/9/24

ORGANIZATIONAL & ADMINISTRATIVE HANDBOOK

  1. Statement of Purpose                                                                        

  1. The material contained within this document is designed for the effective operation and implementation of all Cavalcade of Bands activities and events.
  2. The following documents (as well as this document itself) will be periodically reviewed by the Administration for consistency and compliance.  Any updates to this manual will be brought to the Board of Directors for review and adoption.
  1. By-Laws
  2. Job Responsibilities
  3. Organizational Flowchart
  4. Fee Structure for Membership
  5. Adjudication Manual
  1. Any material in this document (or linked to this document) can also be brought up for discussion and/or alteration by any member director of the organization.
  1. Changes to this document brought up in this manner will be reviewed in accordance with the by-laws.

  1. Organization Name & Branding

  1. All external facing documents, branding and/or conversations that reference the organization must utilize “Cavalcade of Bands” as the preferred primary name and “Cavalcade” or “CBA” as the secondary references.
  2. Logos and images are on file with the US Copyright Office.  They are able to be used by authorized representatives of the organization when developing documents, imagery, etc.
  3. Cavalcade of Bands reserves the right to use any and all photographs while attending a Cavalcade of Bands event, for any purpose including promotion and advertising. If photographs are used, royalty or other compensation will not be paid. It is agreed that Cavalcade of Bands is released from all claims, liabilities and/or damages which now or in the future may arise from such use.
  1. Directors can submit a request to the CEO to have their school (or any participants from their school) if they would like an exemption.

  1. Membership Eligibility, Guest Ensembles & Code of Conduct

  1. Refer to bylaws for membership eligibility.
  2. All directors and associated staff members with each group are expected to be aware of all rules, regulations, and by-laws as they pertain to participation in a sanctioned event.
  3. It is the director’s responsibility to communicate any changes in contact information (or a switch in designated band director) to Cavalcade.
  4. Directors are responsible for promoting positive conduct and audience etiquette for their students at all shows.
  5. Cavalcade of Bands invites groups to participate in sanctioned shows at the rate of (1) Marching Bands show a season or (2) jazz events per season without having to pay a registration fee.
  1. Guest ensembles are able to perform at these events if they exceed their limit, but they will be required to be scheduled first in the performance and not receive commentary from Cavalcade adjudicators.
  2. Guest ensemble directors are expected to follow all expectations outlined in these documents.  Failure to do so may result in their inability to participate in Cavalcade events in the future.

  1. Rules Congress & Proposals

  1. Refer to current documents for marching band and jazz band rules.
  2. At the end of each season, the Board of Directors (or their designee) will solicit input from the membership for recommendations, additions, deletions, and/or modifications to the existing rules of the organization.  
  1. Any member in good standing or administrative team member may submit a rules proposal.
  1. For all rules changes affecting the marching season, these will be previewed to the membership at the December meeting.  For jazz rules, these will be previewed to the membership at the June meeting.
  2. An official rules congress will be held within two (2) months after the membership meeting to discuss the proposals and recommend for voting for the full membership.
  1. The person submitting the rules proposal must be in attendance at the rules congress in order for discussion to be sustained.  If the person is not in attendance, the rule proposal will be removed from consideration for that year.
  1. Voting on proposed changes will take place within two weeks after the rules congress.  This can be held in person or via an online platform.
  2. Additional policies and procedures regarding the rules development platform will be distributed to the membership by the Board of Directors.

  1. Finances & Stipends

  1. Finances for Cavalcade of Bands will be tracked on a fiscal year basis of July 1 - June 30
  2. The treasurer, administrative/financial coordinator, and COO (known as the “Financial Team”) will periodically review all income and expenses for the organization.  If requested, a monthly report will be generated for the organization.
  3. The Financial Team (listed in 10.1) will be responsible for submitting all necessary information to the approved accounting agency for tax purposes.
  4. Mid-year and year-end financial will be distributed to the membership at the December and June membership meetings.
  5. A budget will be submitted for approval by the general membership at the June membership meeting.

  1. Administrative Stipends

  1. All staff who are paid by Cavalcade of Bands will be required to submit a W9 before payment is processed.
  2. All staff who are paid by Cavalcade of Bands will be considered independent contractors.  Stipends in excess of $600.00 paid to said individuals by Cavalcade of Bands on a yearly basis will be issued a 1099 for their own tax reporting purposes.
  3. Judges who work championship events will be considered sub-contracted employees of Cavalcade of Bands and thus covered under this section for tax purposes.

  1. Scheduling Contests

  1. The CEO (or their designee) will be responsible for developing the schedule for each season.  Schedule development will occur as soon as feasible after the conclusion of each season.

  2. Marching Band Events:

  1. Cavalcade of Bands will sanction a maximum of five (5) contests on any given day.  A sixth (6) show may be added if the Education Team feels that this can be staffed appropriately.
  2. The first available weekend to host marching events is the first Saturday after Labor Day.  
  1. Championships for the fall season should be on either the last weekend of October or the First weekend of November.

  1. Jazz Band Events:

  1. Cavalcade of Bands will sanction a maximum of four (4) contests on any given day.  
  2. Jazz festivals can be held on any Friday night, Saturday afternoon, or Saturday evening from the Saturday after Martin Luther King Day through the weekend before Memorial Day.
  1. Scheduling Priority:  As a courtesy, previous show hosts receive priority in scheduling their contests on the same weekend the following year.  If a previous show host wishes to change its weekend, they will not receive scheduling priority over any existing show hosts on the new weekend.
  1. New show hosts will be considered for any open weekends in the schedule under current guidelines.
  1. Regional Exclusivity & Branding:  Cavalcade of Bands will work to spread out the geographic location of hosts through the region.
  2. Cavalcade of Bands reserves the right to deny a show host the ability to use its brand and adjudication system if it is determined that the experience that member bands would have at a site is not conducive to promoting the overall positive image of the organization.
  3. Fall Schedule Release: Cavalcade of Bands will aim to have its initial fall schedule available by February 1st of each year.
  1. Registration for events will be opened to all members on March 4th.
  1. Spring Schedule Release: Cavalcade of Bands will aim to have its initial jazz schedule available by September 1st of each year.
  1. Registration for events will be opened to all members on the first Monday following the marching band championships each year.
  1. New show hosts will be required to meet with the CEO (or designee) prior to a hosting contract being offered.  
  2. Returning show hosts are responsible for briefing themselves on all aspects of the show host documents provided by Cavalcade.  The CEO may request a meeting prior to committing to show hosting if necessary.

  1. Show Host Guidelines - Marching Band

  1. Show hosts must be members in good standing (ie, membership dues paid) in order to be considered as a sponsor.
  2. Shows will be limited to a maximum of (20) judged bands.
  1. Exceptions to this will only be approved by the Administration Team.  Any shows approved to run over (20) will be subject to an increased host fee outlined earlier.
  2. All host fees will be assessed prior to the start of the season as outlined in earlier.
  1. If a show host cancels their show due to lack of bands, the host fee will not be refunded.
  1. If a show host cancels for any other reasons, the host fee may be refunded at the discretion of the CEO.
  1. Contest schedules will be set by the Cavalcade Administration team and follow a similar format across all shows.
  1. A class bands will perform in the front half of all shows, followed by open class bands.
  2. If the show host is an A class band, their class/division has the option of performing at the end of the night.
  1. Host bands may perform in judged exhibition at their show, but will not be eligible for placement and/or caption awards.
  1. Freedom class bands will perform with the A class groups.
  2. Preliminary schedules will be posted as far in advance as possible to aid directors in scheduling.  Schedules are not considered final until two weeks before a contest date.
  1. For the first three (3) weeks of the season, all shows will run at 12-minute intervals.  Beginning in the fourth (4) week of the season, the interval will expand to 15 minutes.
  2. For all regular season contests, the event (as defined by critique being completed) will be completed by 10:00pm.  
  1. Schedules will be built by the admin team to accommodate this deadline.
  1. Awards ceremonies are required to start no later than 9:00pm unless there is a delay due to inclement weather.
  1. A show host can opt to eliminate the awards ceremony entirely if there is an inclement weather delay.
  1. Trophies may be presented at the discretion of the host school, but are not required.
  1. Color Guard & Percussion awards will only be announced at the show - no physical award will be given.
  2. If a show host is hosting a championship event, all trophies will be provided by Cavalcade of Bands.
  1. Hosts will be required to provide all logistical information to Cavalcade at least (3) three weeks in advance of their performance.
  1. Any school/band hosting a Championship Event will not be considered a host band and this rule will not apply.
  1. Show hosts must commit to participating in Cavalcade championships and at least (1) one other additional show sponsored by the circuit.
  1. If a school hosts a show and then withdraws from championships after the fact, they will be unable to host a show in Cavalcade of Bands for the next two (2) school years.
  2. After two (2) years, that school will then be considered a “new” show host and will need to wait for a date to come open in the schedule.
  3. This entire section can be overruled by the CEO in consultation with the Board of Directors due to extenuating circumstances.
  1. Finances:  In agreeing to sponsor a Cavalcade show, show hosts are responsible for the following financial obligations:
  1. A show host fee (payable to Cavalcade when they register for the season)
  2. The judging panel’s fee as outlined in the fee schedule.
  3. Participation payments to each band who attends (see below)
  4. Judges for color guard and percussion captions can be requested for a show no later than July 1st.  If Cavalcade can not fulfill this request, the show host will be notified by August 1st.
  1. Appearance Fees:  Show hosts must be able to commit to paying each band that attends their show as outlined on the fee schedule.
  1. These fees will be paid by the show host to each participating band the night of the contest.
  2. Show hosts are not responsible for paying this fee to any bands who have not paid their registration fees on time.  This will be communicated to show hosts by the administration.
  1. Announcer:  Show hosts must provide an announcer for each show, preferably stationed on the track in proximity to the Chief Judge.  The announcer is responsible for reading a scripted entrance for each group as they enter and exit the field.
  2. Inclement Weather: No Cavalcade marching events will be held indoors.  
  1. If an event is canceled due to inclement weather at least (5) five hours before the posted start time, the show host is not responsible for paying any judging fees. 
  2. If an event is canceled due to inclement weather after this mark, the show host may be responsible for paying judging fees.  This will be determined by a discussion between the Judging Team and the show host.

  1. Show Host Requirements - Jazz Band

  1. Friday night jazz shows will be capped at ten (10) ensembles including the host jazz band.  If the host jazz band is receiving commentary, then a show can host nine (9) additional groups.
  1. All awards ceremonies must be completed by 10:00pm.  Exceptions to this must be approved by the CEO and Jazz Administrator.  
  2. Weekend shows may exceed 10 bands, provided that the awards ceremony still ends by 10:00pm.
  1. All hosts should review the show host document for additional information regarding responsibilities and expectations.
  2. Contest schedules will be set by the Cavalcade Administration team and follow a similar format across all shows.  Cavalcade will determine and publish final timings (including breaks/intermissions) and publish these on the website.  
  1. All bands in the same class should perform together. The show host has autonomy in determining which class goes first.
  2. At least one (1) break needs to be scheduled in the show.  This can be at the halfway point and/or the break in classifications between groups.
  3. Middle school & elementary groups should be scheduled during breaks in the show and they will not be judged.  If a show host wants to have one of these groups evaluated by the judging panel, it will count as one of the total groups for the night for payment and scheduling purposes (see 7.3).
  4. A scheduling template will be provided to show hosts.
  1. Logistical information about a show must be submitted to Cavalcade no later than (3) weeks before the show date.
  2. Show hosts should be prepared to pay the judging panel the night of the event as outlined by the current judging pay scale.  
  3. Shows featuring only MS/Elem groups will include (1) adjudicator and (1) tabulator.  Commentary will be provided, but not ratings.
  1. Specialty Awards will include one (1) best soloist from each band (including the host school) as well as (1) best Section from each band (excluding the host school).
  2. The adjudicator will select three (3) Overall Best Soloist from the participating bands. Cavalcade of Bands will provide these three (3) soloists medals.
  3. Whenever possible, a show host for an elementary or middle school event should provide rhythm section equipment on stage to be used by all groups and the warmup room.  If a show host is not able to do this, they need to let the school attending know at least (3) weeks in advance.