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Division ConferencePlanning Handbook

(2017 Revision)

FOR ACDA USE ONLY

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Save paper and the environment by only printing the pages that are absolutely necessary.

WEB SITE

The Division web site should be used as major means of communication with your membership. Once Conference information becomes available, post on the Division web site and update frequently. The web site should be used to post:

General information about the Conference, the schedule, and venues Call for Interest Session Proposals with Deadline and link Application for Choral Performance with Deadline and link Honor Choir information and applications with Deadline and link Program book advertising reservation forms with Deadlines with links Exhibit booth reservation forms with Deadlines with links Hotel link / Housing Bureau for Conference block booking Conference Registration with Deadlines, Pricing, and link

E-mail Addresses

The Director of Conference Planning currently manages the Conference Information inquiries through the Contact Us page at acda.org, and personal/work emails are used as a viable option of communication.

The ACDA Division Conference Planning Handbook (2017). For ACDA Use Only. 2

TABLE OF CONTENTS

Introduction Page 4

Awards and Accolades Page 7

Budget Page 9

Contracts (Hotels, Venues, Meeting Space, etc…) Page 10

Equipment and Local Arrangements Page 17

Exhibits / Sponsorships Page 18

Honor Choir – see Honor Choir Handbook (2015 Revision) Page 23

Interest Sessions Page 26

Performing Choirs (vetted, non-vetted, and invited) 0

Personnel Page 35

Presiders Page 40

Program Book Page 42

Publicity / Technology / Advertising Page 50

Reading Sessions Page 52

Recordings Page 54

Registration Page 55

Travel and Entitlements Page 60

Addendum / Forms Page 65


Introduction to the Original Conference Planning Handbook (2001)In March of 2000, National President Milburn Price appointed the people listed below to

write a handbook containing information about organizing and running a Conference. All had served as division presidents and among them had worked on over fifty division and national Conferences. Their goal was to have this handbook prepared and presented at the National Leadership Conference in August 2001.

This Conference Handbook is dedicated to the leaders in ACDA who are or will be responsible for a major Conference. Although this document may be most applicable to a division Conference, many of the topics discussed could also be helpful to those planning state or national Conferences.

With the exception of the Conference budget form, the sample forms and letters are included as generic suggestions and not as required formats.

The committee is indebted to Lee Pina for the format and style of this document. Her knowledge and ability are greatly appreciated.

Conference Planning Handbook Committee:Maxine M. Asselin, Chair

Hilary J. ApfelstadtR. Paul Drummond

Michele HoltDon Trott


THE ACDA CONFERENCE PLANNING HANDBOOK

The ACDA Conference Planning Handbook The Conference Planning Handbook is written for the use of ACDA Conference Committees

and the ACDA National Office Staff members only; it is not for publication or distribution to the general ACDA membership or any party outside of ACDA.

IntentionsThe Division Conference Planning Handbook is intended as a reference guide for ACDA’s

Conference Committees. The handbook provides guidance on many facets of the Conference, information about planning and execution of events, and frequently it provides reference on how various aspects have been handled at a national Conference or at previous division Conferences. The handbook is intended to help the Conference Chair execute his or her Conference responsibilities in an effective and timely manner.

There is no single template that can be drawn for every ACDA Conference. Everything contained within this handbook may not directly apply to each Division Conference. This document will serve as a starting point in the Conference planning process. The suggestions and instructions may be adjusted to meet the particular needs of a division, the Conference, or that particular aspect of the Conference. Specific questions may be directed to the ACDA Director of Conference Planning and the National Executive Director.

Biennial ReviewThe Conference Planning Handbook will be revised following each set of biennial ACDA

Division Conference and National Conference. Comments, corrections, and suggestions may be directed to the Director of Conference Planning.

Copyright The ACDA Division Conference Planning Handbook is copyrighted property of the

American Choral Directors Association. No portion of this document may be reproduced, duplicated, or saved in any form without express written consent from the American Choral Directors Association National Office.


ComplianceThis Conference Planning Handbook is written in compliance with all established policies

and procedures of the American Choral Directors Association.It is the responsibility of all ACDA Leadership (elected and appointed) and all members of

an ACDA Conference Committee to be in compliance with all established policies and procedures as outlined in the most recent revision of the below listed documents. These documents are available from the ACDA National Office and on the leadership services page of our web site: acda.org ABOUT US / LEADER INFO.

Policy Documents1. ACDA Constitution and Bylaws2. ACDA Policies and Procedures 3. ACDA Financial Policies and Procedures for State, Division, and National Officers4. The Presidency Guide 5. R&R Procedural Guide

Honor Choirs1. ACDA Honor Choir Policies and Procedures (Revised 2015)

General Forms1. Agreement for Services2. Division Conference Budget Template3. Funds Request Form4. Travel Expense Reimbursement Form5. W-9 Form6. W-88EN

(Please refer to www.acda.org ABOUT US / LEADER INFO additions and updates are frequent)


http://www.acda.org/

AWARDS AND ACCOLADES

Whereas each Division Conference relies on a vast number of volunteers for success; it is just as valuable to say, “Thank you!” to your committee, volunteers, exhibitors, presenters, presiders, and attendees.

Each Division has an individualized geographical boundary, personality, and tradition. These traditions vary from awards, scholarship opportunities to a large number of entitled comps. Continue your traditions. Hold fast to the past as long as it is enhancing the future.

RAYMOND W. BROCK MEMORIAL

Official Titles and StatementsThe official titles and statement listed below must be used whenever the Brock Commissions are referenced in writing.

The Raymond W. Brock Memorial Commission The Raymond W. Brock Memorial Student Composition Contest

“This composition was commissioned by the American Choral Directors Association Endowment in memory of Raymond W. Brock who served the American Choral Directors Association as Director of Development and Administrative Assistant.”

Program Book HeadingsThe [Year] Raymond W. Brock Memorial Commissioned WorkThe [Year] Raymond W. Brock Memorial Student Composition Contest Award Presentation

The Raymond W. Brock Memorial CommissionThe Raymond W. Brock Memorial Choral Series was established in 1991 to honor the life

and contributions of Raymond W. Brock, who served as Administrative Assistant for ACDA from 1987 until his untimely death in 1991. Annually, the ACDA Executive Director will commission a recognized composer to write a choral composition in an effort to perpetuate quality choral repertoire. Funds for this commission are paid from the Raymond W. Brock Memorial Endowment.

Guidelines for commissioned compositions Compositions that have a sacred text are preferred, however it is not required that the text

come from the Bible. Compositions that use voices are preferred. The music must be substantial and accessible. The music must be of a kind and quality that will live and last for a long period of time.


All commissioned compositions will be performed publicly for the first time at a National (odd years) or Division (even years) Conference of the American Choral Directors Association.

Any Conference program association with the performance of a commissioned composition or each piece of published music of a commissioned composition shall contain the following statement: “This composition was commissioned by the American Choral Directors Association Endowment in memory of Raymond W. Brock who served the American Choral Directors Association as Director of Development and Administrative Assistant.”

Commissioning ScheduleThe ACDA National Office and National Executive Director will coordinate the

commissioning of the work. An official announce with information about the work and the composer will come from the National Office approximately one year before the Conference.

Commission Performance The Conference Committee will choose one ensemble from the auditioned or invited

Conference choirs to perform this work at the Conference. That group will be provided a standard 25-minute concert sessions followed by additional time to perform the commission.

The MusicThe commissioned composer will submit the score to the National Office. Copies of the

score will be forwarded to the Division President who will forward the score to the choir performing the work. At the Division President’s request, the National Office will forward the score directly to the performing choir.

The Raymond W. Brock Memorial Student Composition Contest

In an effort to find another means for furthering its mission to promote choral music and ensure its future, ACDA established the Raymond W. Brock Memorial Student Composition Contest in 1998. The objectives of the contest are three-fold:

1. To acknowledge and reward outstanding undergraduate and graduate student composers, 2. To encourage choral composition of the highest caliber, and3. To further promote student activity at ACDA division and national Conferences.

The winner of the composition contest will be awarded a $1,000 cash prize, travel to the ACDA Division Conference, hotel accommodations, Conference registration, and a performance of the work on the main stage by a choral ensemble selected by the Conference Committee of the Division in which the winning composer resides.


BUDGET

The BudgetThe budget is a critical item to maintain when planning a Conference; the budget is not only

one of the first tasks to consider, but also one of the final steps in the life cycle of the Conference. The budget will not be developed in one session and it will undergo constant revision. Even with the most careful planning, the proposed budget and the actual budget may be very different.

All budget matters for a Conference must comply with the guides established in the most recent revision of the ACDA Financial Policies and Procedures for State, Division, and National Officers. When planning the Conference budget, the committee must use the actual Conference budget from the two previous Conferences as a guide. These budgets will be available from the ACDA National Office.

Conference History ReportPrevious history is available from the ACDA National Office. After each Conference details

are available regarding various aspects of the previous Conferences including revenue, expenses, registration numbers, exhibits, advertising, and more.

Proposed Conference BudgetThe proposed Conference budget is a proposal of the expected revenue and expenses for the

entire Conference. Proposing a budget, however, is not guesswork. The budget must be developed using key members of the Conference Committee. Reference the actual Conference budgets from the two previous Conferences and any previous Division data when proposing the Conference budget.

The ACDA Financial Policies and Procedures for State, Division, and National Offices, Division section, Conference subsection, line five states:

5. Proposed division Conference budgets must be sent to the National Treasurer and the National Executive Director by January 15 prior to the National Conference that precedes their divisional Conference. This budget will be reviewed and approved by the National Executive Committee. Any subsequent adjustments to the budget are to be approved by the National Treasurer.

The National Executive Committee will review the proposed budget and may make suggestions for revisions. The Conference Chair should be in contact with the National Treasurer and National Accounting regarding all budget changes and updates. The Conference Chair, Division President, and Treasurer are encouraged to submit the proposed Division Conference budget for review with National Treasurer, Director of Conference Planning, and National Accounting Representative. This review is in the spring of the odd year prior to the Division Conference even year. Once past committee, the National Board will vote at the June meeting on the recommendation of the committee to move forward with the proposed budget or rework certain areas prior to approval.


Actual Conference Budget The actual Conference budget is the final statement of the actual revenue and expenses from

the entire Conference.

The ACDA Financial Policies and Procedures for State, Division, and National Offices, Division section, Conference subsection, line six states:

6. Actual division Conference budgets must be sent to the National Treasurer by July 31 following the Conference.

Using the Budget TemplateThe ACDA National Treasurer has created a Conference budget template, which is the

standard budget reporting tool. All Conference Chairs are required to use this budget template and to submit it to the National Treasurer electronically. This template is available from the ACDA National Office.

This template has been designed to automatically calculate subtotals and totals. Make sure to follow the instructions explicitly listed on the first tab of the worksheet “Budget Instructions.” If you have any questions or problems using the template, contact the National Treasurer or the Director of Conference Planning for assistance.

Template: acda.org ABOUT US / LEADER INFO (Under General Forms #3) Division Conference Budget Template

CONTRACTS

Contracts are an important legal matter in the Conference planning process. Contracts must be signed guaranteeing hotel rooms for guests and events/meetings, concert and rehearsal venue spaces, honor choir conductors, and in some cases headliner choirs, conductors or presenters.

Contract Guidelines The “Contract” section of The ACDA Financial Policies and Procedures for State, Division, and National Offices clearly outlines all ACDA contract guidelines. For assistance negotiating, or reviewing contracts, contact the National Executive Director. Per Board action and protection of the Division, the National Executive Director must sign any contract in excess of $5,000.

Contract Confidentiality All contracts must remain confidential. The information contained within a contract is not

for general distribution. Original hotel and venue contracts, once signed, must be filed at the ACDA National Office. A copy of the contract will be forwarded to the Conference Chair for their reference. The Conference Chair shall maintain all other contracts and agreements in the strictest of confidence.


CONFERENCE LOCATION AND DATES

American Choral Directors Association currently works with HelmsBriscoe Representatives to negotiate, manage, and maintain relationships with Convention and Visitors Bureau, Venues, and designated hotel housing blocks. For contact information regarding HelmsBriscoe, please contact the ACDA National Office.

The Conference CityOne of the first and most important decisions in Conference planning is selecting the

Conference city. A list of possible cities will be developed in consultation with the ACDA Director of Conference Planning.

The Conference city must be large enough to accommodate the needs of the Conference including hotel rooms, event/meeting spaces, and performance venues.

Are the venues and hotels within walking distance? Are restaurants nearby? How easily can members travel to and from the Conference city? Is the city centrally located? Can members drive to the city? Is there an airport in the city or nearby? How expensive is it to fly into this airport?

The Conference city and dates will be chosen at least two years in advance with the approval of the National Executive Director. Conference dates are often dictated by the availability of venues and hotels within a Conference city. It is advised to avoid scheduling a Conference against another ACDA or MENC Conference whenever possible. Those cities that have recently hosted a Division Conference are typically not considered until a reasonable interval has passed.

Conference and Visitors Bureau The Conference and Visitor Bureau (CVB) in a potential Conference city will be an

invaluable resource. Their staff will assist with venue and hotel negotiations/arrangements, provide publicity information and photos of the city, assist with housing reservations, help make local contacts, and much more. The National Office will assist in creating an official Request for Proposal (RFP) for submission to cities under consideration.

City AttractionsAlthough the Conference Committee strives to plan a Conference that attracts the greatest

number of delegates based solely on the Conference events alone, it is an undeniable fact that the city and its attractions also draw people to a Conference. Delegates may not attend every Conference event. They might skip a session to catch a Broadway show in New York, to shop on Michigan Avenue in Chicago, and go to the beach in Miami. Each city has its own attractions and tourism draw; these attractions should be capitalized upon in the Conference marketing.


CONFERENCE VENUES

Conference Venues

Site Visits When the Conference Chair visits the potential Conference cities, they will visit potential

concert venues such as concert halls or churches. It may be possible to attend a rehearsal, performance, or hire a soloist to tour with the envoy in one or more of the venues in order to get an accurate feel for the room and its acoustics.

Venue Considerations1. Rehearsal space and times (at least two large rooms for holding and warm up)2. Audience seating capacity3. Stage space4. Acoustics5. Proximity of venue to hotels, Conference center, etc6. Transportation to and from venue (we discourage hiring transportation due the excessive

cost)7. Ushers and security8. Cost of renting the venue

Contracting a Venue Following the initial meetings with a venue, the management will draw up a proposal and

submit it for considerations. Items to negotiate in a venue contact include the rooms used, the hours of use, ushers, security, recording, technical assistance, and more.

Venue Policies

Entry to ConcertsThe National Board of Directors adopted the following resolution in June 1977:

Whereas many members are concerned about disturbances created at Division and National concert sessions by latecomers,

AndWhereas the choirs have only a limited time for performance,

AndWhereas considerable time, effort, and expense go into the preparation for concerts by each choir,

AndWhereas every member of ACDA appreciates a quiet and respectful environment for concerts,

AndWhereas ACDA, as our professional organization, should set and maintain the highest standards in all aspects of choral performance,


Be it resolved and so moved by the National Board of ACDA that admittance to concert sessions at Division and National Conferences be forbidden after the performances have begun except to seat latecomers after the first selection.

And, be it so moved that the Conference Steering Committee Chair be responsible in appointing a House Control Chair to enforce this policy.

Venues Contracts A contract must be negotiated and signed for every Conference venue. Contracts for hotels,

Conference centers, and performance venues must be signed well in advance of the Conference (often several years in advance). These contracts guarantee ACDA’s use of the space for the Conference.

Venue contracts apply to Conference centers, event/meeting rooms, exhibit hall, hotel room blocks, performance venues and rehearsal venues. Per Board action and protection of the Division, the National Executive Director must sign any contract in excess of $5,000.

CONFERENCE HOTELS

Selecting HotelsDuring the city selection process, the Division Representative and Director of Conference

Planning will meet with sales representatives from potential hotels and begin contract negotiations. Hotel tours will determine room and meeting space capacity, and will narrow the choices for a headquarters hotel. Information regarding previous Conference registration, hotel reservations, and meeting space usage will be vital information in this stage of planning. This information is available from the National Office and is included in the Conference RFP.

General Hotel Considerations1. What were the total number of room nights and the total hotel meeting space usage for

the previous two Conferences?2. What is the hotel’s room and meeting space capacity?3. Is the hotel available during the proposed Conference dates? Are other events occurring

simultaneously or within a few days of the proposed Conference dates?4. Will the hotel be able to accommodate the exhibit hall or registration desk?5. Is the hotel centrally located near potential concert venues, other hotels, and other city

sites or facilities? If not, what are viable transportation options, including public transportation? How will weather effect travel within the city?

6. Will the hotel be able to accommodate concert sessions and interest sessions? Look for issues that may affect acoustics, rooms that may have “sound bleed” from other rooms, and rooms that have carpeting or upholstery that deaden sound

7. If this hotel will not work as a headquarters hotel, will it be suitable for honor choir or another Conference use?

It may be necessary to secure several hotels, depending upon the expected attendance, the number of anticipated honor choir members and the number of performing choirs.


Honor Choir Hotel Considerations 1. What is the anticipated attendance for each honor choir? 2. How many chaperones will be required? 3. Will there be a separate hotel for each honor choir’s sleeping rooms and rehearsal space?4. How many rooms are needed?

a. Can ballrooms be used for honor choir rehearsals and sectionals? b. How good are the room acoustics? Does sound bleed between rooms?c. Is space available to eat meals outside of the rehearsal area? Are there restaurants

nearby? Will food carts be arranged?5. What is the distance from the hotel to the performance venue? How will the honor choirs

be transported? Should the largest honor choirs be assigned to a hotel closer to the venue?

Performing Choir Hotel Considerations It may be necessary to secure additional hotels for the performing choirs at the Conference.

Many times, headliner groups will want to stay in the headquarters hotel. Some performing groups, however, may prefer to have more economic hotel accommodations available. Consider housing choirs in hotels away from Conference attendees to avoid elevator congestions and other potential problems such as noise.

Keep in mind that performing choirs may not stay at the Conference for the duration of the event. Choirs may only book hotel rooms for two nights rather than all four. Consider how this may impact the room block and attendees attempting to book rooms in these same hotels.

Hotel Bids and Contracts Following the initial meeting with a hotel, the sales representative will submit a proposal for

consideration. These proposals will be reviewed carefully by HelmsBriscoe, Director of Conference Planning, and the National Executive Director. Changes and updates will be made throughout the negotiating processes. Items to negotiate include room rates, number of rooms in the room block, release date, meeting spaces, complimentary rooms, rebates, and more.

General Hotel Information

The Room Nights and Room Block A “room night” is one single room booked for a single night in a hotel. The “room block” is

the total room nights reserved for the duration of the contract. More than one block may exist in a hotel, i.e., Honor Choir Block, Performing Choir Block (small courtesy blocks in smaller hotels will prove beneficial with Performing Choirs wanting to stay near a mall, attraction, and only for a night or two.)

It is sometimes difficult to determine how many room nights should be booked, but it is imperative that the Conference Chair work closely with the National Office staff to make an educated estimate based upon previous Conference attendance and the room reservation history. The room block history information is available from the National Office.


In most of the hotels, it is practical to reserve fewer rooms for the night before the Conference begins and fewer rooms for the last night of the Conference (shoulder nights). The middle nights (peak nights) during the Conference will have the highest number of reservations.

Release DateAt a pre-determined date stated in the hotel contract, the hotel will release any rooms in the

Conference room block that have not been booked. This is called the “release date” or the “cut-off date.” After the release date, the negotiated room rate will no longer be available and those rooms will become available for general booking at the rack rate. The release date should be negotiated carefully to allow enough time for Conference attendees to secure these rooms and can sometimes be extended.

The National Office will request periodic room pick-up reports. This information will help monitor the progress of the hotel reservations and to compare room reservation numbers with the Conference registration numbers.

Complimentary RoomsMost hotels offer complimentary rooms, suites, meeting rooms, and/or other amenities based

upon total room nights booked. Typically, complimentary guest rooms are given at the rate of one room-night per forty or fifty room-nights. The hotel contract will stipulate how complimentary rooms are calculated.

The Conference Chair will make complimentary room assignments. Complimentary rooms may be reserved for the Conference Committee, ACDA staff, and for anyone ACDA is providing a room (such as honor choir conductors). It is a good practice to house the Conference Committee and ACDA Staff in the Conference headquarters hotel. Honor choir clinicians may be assigned to rooms in the hotel where their rehearsals are located. The hotel will require a rooming list several months in advance in order to reserve the complimentary rooms. Even if changes need to be made, the rooming list should be submitted as early as possible.

Run of HouseThe hotel contract may designate the room assignment pattern as “run of house.” This

simply means the actual rooms are not assigned until the guest checks into the hotel.

Making Hotel ReservationsThere are two options most frequently used for making hotel reservations:

1. Rooming List – ACDA provides a list of names to the hotel for room bookings. This

method is often used for honor choirs, staff, conference committee, etc….2. A housing bureau – The Conference attendees contact a housing bureau or the

Conference and visitor bureau in order to make hotel reservations for the Conference. This service may come with a service fee to ACDA or as part of our contract with the city. Individualized block links provide by hotel.

ACDA recommends, and encourages, all registrants to use the Housing Bureau link provided on line, or on the registration receipt.


Hotel RepresentativesIn the hotel business, personnel change frequently. It is possible that a new sales

representative or Conference Service Manager (CSM) will be appointed to the ACDA account at some point before the Conference. The hotel personnel should make every effort to keep the Conference Chair updated of such changes and work to provide smooth transitions. The ACDA committee must communicate all negotiations and issues with the hotel in writing. Remember that only written / dated correspondence is honored if any question or problems arise.

Credit ApplicationsThe ACDA National Office will submit a credit application to each Conference hotel when

requested by the Conference Chair. This application extends a line of credit to ACDA during the Conference, on to which certain charges may be placed for later payment. Contact the ACDA National Accountant or Division Accountant for assistance.

Master AccountsThe approved credit applications will result in the creation of a Master Account at that hotel.

The Master Account is a credit account with the hotel on to which room, catering, and other changes may be placed for later payment. In order to control spending, signature authorization must be limited to the following options: Conference Chair, Program Chair, Division Treasurer, Executive Director, and Director of Conference Planning. Often, it is necessary for other committee members to charge items to the Master Account. (Ex: Hospitality)

Event / Banquet OrdersMany hotels will create an Event / Banquet Order (EBO) or similar type of paperwork for

every event and room setup at the Conference. Two or three weeks before the Conference, the hotel representative will send a copy of these forms (sometimes numbering in the 100s) to the Conference Chair or Program Chair for review, correction, and an authorized signature.

Following each event or the entire Conferences, the Conference Chair will need to review each EBO for accuracy and to sign for approval. It is vital that these documents are reviewed carefully. Once the EBOs are signed, they are used to calculate the final hotel bill.

UshersThe Site Chair shall coordinate ushers at every concert location. These ushers will check

badges at the door, take tickets when necessary, and provide general security, especially by limiting late entry during concert sessions. Ushers may also be required at the entrance to the exhibit hall and as monitors at interest session locations.


Agreement for ServicesAny individual or group that is compensated financially for their presentation or performance

at a Conference must be contracted for such services. The standard contract used is the Agreement for Service. Agreement for Service contracts may be used for headline choirs, headline conductors, or headline presenters, foreign choirs, hired Orchestras or instrumentalists, honor choir conductors and honor choir accompanists. In some cases, instrumentalists and ensembles (especially orchestras) will require a more extensive contract to guarantee their service; union rates and regulations often apply. The ACDA National Executive Director is available to assist with these contract negotiations.

The Agreement of Service is available at acda.org ABOUT US / LEADER INFO. (General Forms #2) Agreement for Service.

EQUIPMENT AND LOCAL ARRANGEMENTS

There are many aspects of planning a Conference that will be greatly simplified with the assistance and knowledge provided by someone who lives in or near the Conference city.

Local Arrangements Chair Responsibilities The Local Arrangements Chair responsibilities include:

1. Making all arrangements to rent or borrow all equipment required for the Conference including:

a. Acoustical shells, risers, and/or stagingb. Chairs and music standsc. Conductor’s podiumd. Instruments such as pianos, keyboards, organ etc.e. Lecternf. Lightingg. Piano tuningh. Sound reinforcement and audio/visual equipment i. Moving, setting up and tearing down equipment and instrumentsj. Any other item which ACDA provides or arranges for at a Conference

2. Working closely with the Site Chair to make equipment arrangements.3. Reporting to the Conference Chair, the Conference Committee 4. Represent the Conference Committee in local arrangements and negotiations when

necessary

Renting and Borrowing EquipmentThe Local Arrangements Chair will contact local music retailers, piano dealers, as well as

schools and colleges near the Conference city to negotiate renting or borrowing instruments and equipment. Many times local ACDA members will loan instruments and equipment for use at the Conference.


Load-in and Load-outThe Local Arrangements Chair will coordinate the movement, load-in, and load-out schedule

of instruments and equipment, and obtain the necessary work force to do so.

Special Instruments or Equipment ACDA does not provide special equipment or instruments to performing or demonstration

choirs. The individual choirs must arrange for these items. As an exception to this, ACDA will provide special instruments or equipment for the honor choirs and for the choir performing The Raymond W. Brock Memorial Commission or the Raymond W. Brock Memorial Student Composition.


EXHIBITS

Exhibit ChairWe strongly recommend that a Conference Chair appoint an Exhibit Chair that has

experience in this task and has extensive knowledge and connection with ACDA’s industry membership.

The Division Exhibit Chair, in concert with the ACDA Advertising and Exhibits Manager, are responsible for making exhibit-related decisions, gathering bids from and choosing a decorating company, managing the exhibit booth sales campaign, and assigning booths numbers. The Exhibit Chair must also be on-site during the exhibitor move-in, during exhibit hall hours of operation, and during exhibitor move-out. The Chair should greet the exhibitors personally, solve any problems, and act as a liaison between the Conference and the exhibitors.

The ACDA National Office is here to assist with the above decisions. Layout, decorator, booth cost, hours, and sponsorship decisions need to be with dialogue between all members of the committee.

The Exhibits

The Total ExperienceExhibitors view their presence at an ACDA Conference as a business opportunity and must

see it as a positive benefit to their business plan. Therefore, the Conference Committee must ensure their experience is positive and professional. Exhibits are a mutually beneficial service to these choral music industry companies and ACDA members.

The Exhibit HallThe exhibit hall location is usually chosen and secured through contract negotiations with a

hotel or Conference center. The hall should be a large, open room with high ceilings and good lighting. The exhibit hall should be in a central, easy-to-find location that is near other Conference activities. Traffic flow should easily reach all parts of the hall. Exhibition performances, seating areas, and a concession stand also provide an additional draw into the exhibit hall. Often the Conference registration desk is located near the exhibit hall.

Exhibit HoursThe average number of open hours for the exhibit hall at a division Conference is 16-24

hours over a two to three days period. The Conference Committee should carefully plan the exhibit hall schedule. It is desirable to schedule some exhibit time that does not conflict with any other Conference activity. Be sure to allow exhibit firms time for meal breaks. Avoid scheduling exhibit hours at the same time members are off site attending a concert session.

SecuritySecurity must be provided in the exhibit hall by a bonded and licensed security agency

continuously from the time of load-in continuously until the time of load-out. This service is expected by exhibiting firms and decorating companies to protect them and their products and equipment from damage or theft.


Choosing an Decorating Company (12 months ahead)A decorating company is contracted to provide all furnishing within the exhibit hall. This

choice must be finalized early in the planning process – usually 12 months or more before the Conference.

Decorating CompaniesThe ACDA National Office can provide the names and contact information for decorating

companies that have been used at previous division and national Conferences. The hotel, the Conference center, or the Conference & visitors bureau may also provide a list of “preferred vendors” with which they like to work.

On-Site VisitsTwo or three decorating companies may be invited to visit the Conference location for a

walk-though of the exhibit hall location. At this meeting the Conference Chair and the Exhibit Chair will meet with the decorating company representative to discuss the needs of the Conference and the wishes of the Conference Committee.

The venue representative will be able to provide a diagram of the exhibit hall that includes room dimensions and ceiling heights, along with information about storage, unions, local fire codes, and any other pertinent details.

Other ConsiderationsOther considerations for the exhibits to be discussed include:

The BoothThe Conference Chair and Exhibit Chair should identify what they would like to provide to an exhibitor when they reserve an exhibit booth space. Typically a booth comes with a standard drape 8’ high back wall and 3’ high side rails, an identification sign (a 7”x44”) and a booth number. Planners may elect to provide a table and chairs. The exhibit booths are typically 10’x10’ (space restrictions may require smaller booth space. 8’x10’, and 8’x8’). Plenty of notification will be provided as to booth size for each conference setting.

Other ProvisionsOther provisions may allow for carpet in the main aisles and walkways, general signs, masking drapes, registration counters/desks, etc.

Additional FurnishingsThe decorating company will provide a cost list for additional furnishings, equipment, storage, drayage, etc. The exhibiting firm is responsible to rent all additional furnishing from the official decorating company. This includes drape colors other than the standard color chosen by the Exhibit Chair, tables, chairs, signs, carpet inside the booth, or any additional equipment.

Service ConnectionsThe exhibitors must reserve service connections (such as electricity, telephone, Internet, or water) from the official decorating company or directly with the venue.


ShippingThe exhibitor is responsible for shipping their products and equipment from their home location to the Conference site. The decorating company will provide information to exhibiting firms where and when to ship items. At a national Conference, materials are often shipped to an advanced storage location. Yet at a division Conference, materials are generally shipped directly to the exhibit location.

DrayageDrayage is the cost of storage of materials at an advanced storage location, movement of materials from that storage location to the exhibit venue, movement of materials from the loading dock to the exhibit hall/booth location, packaging of materials for return shipment, and movement of materials from booth location to the loading dock for return shipment.

UnionsSome venues and hotels fall under the jurisdiction of labor unions. In these locations, the union governs rates, fees, and certain activities. The venue representative will be able to inform Conference planners and decorating companies of any union local regulations.

Contract BidsFollowing the on-site meeting, decorating companies will submit a bid to the Conference

Chair for their cost to run the exhibits. The bid should include information about: Carpeting Cleaning services Drapes Exhibit booth provisions and size Floor plans Labor costs Material Handling Registration desk Service Manuals (information sent to exhibiting firms) Signs

The Official Decorating Company The bids received should be thoroughly reviewed by the Conference Chair, the Exhibit Chair,

and the Director of Conference Planning, after which a decorating company will be selected and contracted.


The Exhibit Sales CampaignThe campaign to solicit exhibitors should begin approximately ten months before the Conference.

Exhibit Hall Floor Plan (10 months ahead)The Director of Conference Planning, the Exhibits Chair, and the official decorating company representative will work together to determine the exhibit hall floor plan and booth sizes. This must be finalized before the information and reservation forms are distributed.

Traffic FlowWhen determining the floor plan, consider how to direct traffic so every booth receives the best possible exposure and no exhibiting firm feels like they have received a less-than-desirable location.

Registration Desk Consider also where the registration desk will be located in relation to the exhibits. It is often beneficial to place the registration desk near the exhibit hall entrance.

Reservation DeadlinesExhibitor reservations can usually be accepted until the start of a Conference, however many

decorating companies offer discounted rates to those firms that place their reservations early. Any reservations received after the program book ad reservation deadline may not be listed in the Conference program book.

Mailing List Development (10 months ahead)A mailing list of potential exhibitors should include: Those firms that advertised and exhibited at recent ACDA Conferences (past three years) Those firms that have advertised in the division or state newsletters in the past yearThe mailing list may be expanded to include all firms in the ACDA database. Exhibit

information may also be sent to all ensembles performing at the Conference.

Information Included in Exhibitor Mailing (9 months ahead)The exhibitor mailing should include the following:

1. An introductory cover letter 2. Booth details and rates3. Exhibit Reservation Contract with Rules & Regulations4. Contact information for the official decorating company5. Deadlines (if set)

Booth Details and RatesIt is very important to clearly state the exact size of each booth space and what is provided with that booth. This will allow firms to plan accordingly.

Exhibit Reservation Contract with Rules & RegulationsThe National Office must approve the Exhibit Reservation Contract with Rules & Regulations if it offers credit card payment options. The Rules and Regulations must include all details related to exhibiting at the Conference. Refer to the National Conference’s Rules and Regulations as a standard.


Information Mailing (8 months ahead)The exhibit reservation information mailing should be distributed approximately eight

months before the Conference. This will allow advertising firms ample time to create advertisements and submit their reservations. If requested, the mailing will be prepared and mailed from the National Office.

Exhibitor Reservation Form ProcessingAll booth reservations be processed by the Exhibits and Advertising Manager at the ACDA

National Office. Please refer to the “ACDA Exhibitor Procedures.” This document details the exact procedures taken by the National Office Staff when processing Conference exhibit reservations, processing payments, forwarding funds to the division, and reporting to the division.

Sample Exhibit Campaign Materials and ContractContact the National Office or the Exhibits and Advertising Manager to request a sample of

previous exhibit materials and contracts from recent ACDA Conferences.

Booth AssignmentsThe exhibitor booth assignments shall be made upon receipt of full payment for the booth(s)

reserved. Periodically, exhibitor and booth assignment information should be forwarded to the decorating company so they may forward appropriate information and forms to each exhibitor.

Exhibitor booth space will be assigned on a first-come, first-serve basis, notwithstanding sponsorship and priority booth placement. Consider also how strategic placement of certain exhibitors will draw Conference attendees into and through the exhibit hall. With certain exhibit hall floor plans, this practice may prove to be beneficial.

Performed MusicAs a courtesy to those firms exhibiting at the Conference, music publishers shall be notified

of those pieces being performed at the Conference or included on a reading session so they may have copies available for purchase at their booth.

On-SiteThe Exhibit Chair is responsible for coordinating exhibitor registration/check-in at the

Conference (either personally or by arranging volunteer staff). The Exhibit Chair must be available throughout the Conference to greet exhibitors, to problem solve, and to act as a liaison between the firms, the decorating company, and the Conference. When issues arise, exhibiting firms and the decorating company will first seek out the Exhibit Chair to voice their concerns.

It is most important for the Exhibit Chair to be present at the exhibitor’s first point of

contact at the Conference: when they move-in to the exhibit hall. Exhibiting firms should be personally greeted by the Exhibit Chair and introduced to a representative from the decorating company. Firms should be given their registration packet, which includes their name badges, program books, and any other information for the Conference.

It is vital that the Exhibit Chair be present and visible throughout the Conference. If the Exhibit Chair will be away from the exhibit hall, he or she should inform the registration desk staff and leave their cell phone number or other contact information so they may be reached.


At least once during the Conference, the Exhibit Chair should visit each exhibitor’s booth to see how they are doing and to thank each firm for their business. This personal contact is very important! Consider giving each exhibiting firm a survey that asks general questions about exhibiting at this Conference and allows firms to make comments and suggestions.

The Exhibit Chair should also be present during the move-out time at the end of the Conference to help in any way. This would be a good time to collect the exhibit firm’s surveys. It is important that the Exhibit Chair thank the official decorating company staff and the venue staff for their help during the Conference.

Post Conference (2-3 weeks after)After the Conference, each exhibiting firm should be mailed a letter thanking them for their

business and inviting them to exhibit at the next national Conference. The official decorating company staff and the venue staff should also be sent a thank you letter. This should be completed approximately 2-3 weeks after the Conference.

Restrictions

See Exhibitor Protocols at acda.org ABOUT / ADVERTISING AND EXHIBITING. These protocols should be included in all correspondence with Exhibitors.

Exhibit Cancellation Policy (Recommended) No refunds will be given.

Sponsorship

Many Exhibitors budget marketing funds for sponsorships. Some items of interest include Badges, Bags, Honor Choir Shirts, Water Bottles, Pens, Pencils, Receptions, etc… The sky is the limit. If you are producing the product, price accordingly to ensure the product is paid for, and if possible the Division retains a benefit from the sponsorship gift. If the product is supplied by the exhibitors, a bagging fee should be levied prior to registration.

American Choral Directors Association is making a concerted effort to NOT offer sponsorships for concert blocks. The stage is our sacred space and as a performance based organization we must hold true to our missions. Interest Sessions may be determined by the Conference Chair and committee.

HONOR CHOIRS

Honor choirs are an important part of an ACDA Conference. Choose Honor Choir leadership carefully. We strongly recommend appointing an Honor Choir Coordinator to oversee all honor choir activity for the Conference and a specific Honor Choir Chair to manage one particular honor choir.


Honor Choir Coordinator1. Oversee planning, auditions, and general operation for ALL Conference honor choirs2. Oversee honor choir portion of the Conference budget3. Ensure honor choirs conform to the Standardized Procedures for Organizing and

Executing National Honor Choirs4. Set honor choir registration fees and create the registration forms 5. Assist in the selection and contracting of the honor choir conductors and accompanists6. Act as liaison between ACDA and honor choir conductors and accompanists7. Set honor choir rehearsal and performance schedules in consultation with the Conference

Chair and honor choir conductors 8. Communicate regularly with the Conference Chair and each Honor Choir Chair9. Work with Local Arrangements Chair regarding all honor choir venue and equipment

needs10. Oversee honor choir concert ticket sales and pricing (if tickets are sold)11. Coordinate the design and printing of the honor choir concert program(s)12. Report to the Conference Chair and the Conference Committee13. Other tasks as requested by the Conference Chair

Honor Choir Chair1. Oversee planning, auditions, and general operation for a specific honor choir2. Ensure honor choirs conform to the Standardized Procedures for Organizing and

Executing National Honor Choirs3. Ensure the honor choirs stay within the established budget4. Act as liaison between ACDA and honor choir conductors and accompanists5. Coordinate and oversee the audition process and the selection of singers6. Notify applicants and teachers of audition results and all pertinent involvement

information7. Collect and keep on file all applications and forms8. Maintain an accurate database of all applicants, accepted singers and chaperones9. Process application fees and registration payments with the Division Accountant in a

timely manner10. Ensure necessary information is forwarded to the Program Book Editor and any other

member of the Conference Committee11. Plan extra-curricular activities; manage evening concert attendance12. Finalize all concert performance details13. Report to the Honor Choir Coordinator, Conference Chair, and the Conference

Committee14. Other tasks as requested by the Conference Chair

Honor Choir Considerations

Applications and Registration The Honor Choir Chair(s) and Coordinator will process all honor choir applications and

payments as well as process all honor choir registration and payments. They will need to provide receipts for such payments as well. The ACDA National Office is not equipped to process such applications, registrations, or payments.


All payments must be processed with the Division Treasurer or the ACDA Division Accountant every two weeks or more frequently. To avoid bounced checks, ACDA cannot hold checks longer than 14 days.

BadgesThe ACDA National Office will assist in printing badges* for honor choir participants and

chaperones when requested. Any parents, friends, or additional persons wishing to attend the honor choir performance may require the purchase of a single event ticket to gain entrance.

Names and any information to be printed on the badges (such as honor choir name, home town, voice part, etc.) must be submitted to the ACDA National Office electronically in a Microsoft Excel file no later than five weeks before the Conference.

* to include printed badge, plastic badge sleeve and lanyard

Liability Waiver and Medical Release FormAll singers selected to participate in an ACDA Honor Choir MUST complete the official ACDA Liability Waiver Form and the Medical Release Form in order to participate in the choir. Combine these forms into one document to participants only have to notarize and submit one form.

Chaperone PolicyAll ACDA Conferences must comply with the established Honor Choir Chaperone Policy as

stated in the ACDA Honor Choir Procedure Manual.

Chair and Coordinator Contact InformationEach Honor Choir Chair and Coordinator’s contact name, phone number, fax number, and e-

mail address MUST be included on every form and every letter distributed. This contact information should also be posted on the Conference’s web site and provided to the ACDA National Office. This will greatly assist honor choir applicants and participants in contacting the correct individuals with questions or for assistance.

Budget ConsiderationsThe ACDA Financial Policies and Procedures for State, Division, and National Offices, Division section, Conference subsection, lines three and four state:

4. Fees or honoraria cannot be paid to an ACDA member appearing on a division Conference in the division in which he/she resides. Exceptions to this policy are honor choir conductors and honor choir accompanists.

5. Fees, up to $750 per day plus expenses, can be paid to honor choir conductors appearing on a division Conference. Fees, up to $600 per day plus expenses, can be paid to honor choir accompanists. (revised 2009)


Standardized Procedures The Standardized Procedures for Organizing and Executing National Honor Choirs is a document that will prove to be invaluable to the Honor Coordinator and each Honor Choir Chair. This document was written to standardize the processes and procedures of honor choirs at a national Conference and will apply equally to a division Conference. This document is available from the ACDA National Office or the National R&S Chair and on the ACDA Leadership Services web site.

Assistance and QuestionsQuestions and assistance with honor choir planning and procedures should be directed to the

Conference Chair and/or the National R&S Chair.

INTEREST SESSIONS

Interest Session Chair1. Coordinate and oversee all Interest Session-related planning and decisions2. Determine the method of choosing interest sessions with the consultation of the

Conference Chair3. Ensure that interest session topics reach a wide range of all R&S committees and

include current topics that serve the greatest portion of the membership4. Consult with Conference Chair and Program Chair to schedule session dates, times,

and locations5. Notify accepted interest session proposals with appropriate information and forms;

send regrets to those interest session proposals that were not selected6. Assist in collecting publicity information from presenters and demo choirs7. Obtain equipment requests from each presenter 8. Secure a presider for each interest session9. Maintain regular communication with session presenters and presiders 10. Generate a master contact list for all interest session presenters and presiders11. Generate a master list of equipment needs the interest sessions 12. Regular reporting to the Conference Chair and Conference Committee13. Other tasks as requested by the Conference Chair

Interest Session MethodsAlthough there are many methods that may be used to select interest sessions for a

Conference, the two most commonly used methods are the “Application Method” and the “Committee Brainstorming Method.”

Application MethodA Call for Interest Session Proposals will be published in at least one issue of the division

newsletter and on the division’s web site to solicit interest session proposals from the membership. Advanced notification will allow ample time for proposals to be drafted and submitted.


For a National Conference, the Call for Interest Session Proposals is released about eighteen months prior to the Conference. The deadline for submission is usually early March of the year before the Conference. The committee reviews interest sessions approximately twelve months prior to the Conference. After the initial review of all the proposals, they are separated by R&S committee and sent to the respective National R&S Chairs for their review. Once the National R&S Chairs have made their recommendations, the Conference Committee makes the final choice of which interest session proposals will be accepted. The strength of this method is that many interest session topics are submitted, often with proposals exceeding the imagination of the Conference Committee.

It is required that those submitting an interest session proposal be a current member of

ACDA and that their membership is current at the time of the Conference. The Interest Session Chair may contact the National Office to verify membership status. A sample Call for Interest Session Proposals appears in the addendum.

The proposals shall be submitted directly to the Interest Session Chair and shall be reviewed by a committee. This committee may be the Conference Committee and may involve Division and State R&S Chairs.

The interest sessions selected should cover a broad range of topics from the R&S committees. It is sometimes appropriate to ask for a proposal to be modified, adapted, or further codified before it is accepted.

Once the committee has selected the sessions that will be presented at the Conference, the Interest Session Chair will notify those all applicants of the results. Those proposals not selected may be further considered as roundtable topics. Sample acceptance and regrets letters appear at the end of this section.

Committee Brainstorming MethodIn this method, a committee is formed to brainstorm possible interest session topics. This

committee may be the entire Conference Committee or may include the Division and State R&S Chairs. This brainstorming meeting should take place early in the Conference-planning schedule to allow time to codify ideas, to develop a well-balanced Conference, and to contact possible presenters. This method is highly effective on the division level and has gained much success in some divisions.

Other MethodsThe Conference Committee may choose another method or a combination of the above

methods. Whatever method is selected, it is most vital that the needs of the Conference attendees be the first concern.

Accepted ProposalsThe Interest Session Chair will act as the main contact and liaison between the interest

session presenters and the Conference Committee. The Interest Session Chair will send and receive all information and communication with the presenters and forward the information to the appropriate Conference Committee members. This will help avoid confusion and miscommunication.


Those interest session proposals that have been accepted for inclusion on the Conference shall be formally invited to present in writing. This invitation should contain as much information as possible. Those presenters should be required to complete the Interest Session Invitation Acceptance Form formally accepting their invitation. Include the contact information for the Interest Session Chair and include the date, location, and time of session. See the sample acceptance form at the end of this section.

Conference RegistrationWe recommend that the Interest Session presenters are given a complimentary registration

for the day of their presentation or a one-day registration credit toward full Conference registration.

HonorariumsThe Conference Chair will decide if an honorarium is offered to interest session presenters,

especially to a headline presenter. The ACDA Financial Policies and Procedures for State, Division, and National Offices, Division section, Conference subsection, line three states:

3. Fees or honoraria may be paid to an ACDA member appearing on a division Conference in the division in which he/she resides. Exceptions to this policy are honor choir conductors and honor choir accompanists.

If an honorarium is offered, the presenter shall complete the Agreement for Services.

Contact ListsOnce the presenters have been selected, create a contact list of all interest session presenters.

This contact list shall include all contact information including:1. Name2. Address3. Daytime & evening phone numbers4. E-mail addresses5. Cell Phone number6. Title of the session

Approximately four weeks before the Conference, interest session presenters shall be sent confirmation of the exact date, time, length, and location of their session. The presenter should also be notified of the name of the session presider.

Demonstration ChoirsTo maintain the quality of all performing groups, we recommend that all choirs performing

in any context at the Conference, including interest session, master class or conducting competition demonstration choirs, shall apply to perform through the standard choral audition process. This is the procedure used for the national Conference. This requirement shall be noted on the Interest Session Proposal Form. If a clinician requests to use their own choir, they are required to submit an audition application.


Copying of Music StatementThe following statement must appear on all interest applications:

“As an ACDA member, I will comply with the copyright laws of the United States of America, including the illegal downloading of music from the Internet. Compliance with these laws is a condition of participation by clinicians and performing ensembles that appear on any ACDA sponsored event or Conference.”

(ACDA Policies and Procedures Manual Guide, adopted by the National Board of Directors August 2002.)


of those pieces being performed or included in an interest session at the Conference so they may have copies available for purchase at their booth. This information shall also be submitted to the Director of Conference Planning.

Attendance in SessionsThe Interest Session Chair and/or presider is responsible to take a head count of those

attending each session. This information should be included in the final Conference report and be submitted to the Director of Conference Planning.

Exit SurveysThe Interest Session Chair may wish to create an exit survey to distribute at each interest

sessions. This survey will provide feedback for individual presenters and for the Conference Committee. This is one way to determine if the desires and needs of Conference participants are being met.

Copies and HandoutsThe Conference Committee will need to establish a policy regarding copies and handouts for

interest sessions. As copy/printing costs can be expensive, especially on-site at a hotel or Conference center, the committee may consider requiring presenters to supply materials in the same manner ACDA requires performing ensembles to supply their own concert programs.

Equipment RequestsInterest Session equipment requests should be received in advance of the Conference to

reduce costly additional expenses during the Conference.


PERFORMING ENSEMBLES

The Conference Chair shall appoint a Performing Ensemble Chair; many times this responsibility falls to the Division President-Elect (National: Past President). The Performing Ensembles Chair will coordinate all activities related to auditioned and invited choirs at a Conference. In some cases it may be necessary to separate this responsibility between several individuals coordinating Headliner/Invited Choirs, International/Foreign Choirs, and Auditioned/Demo Choirs.

Performing Ensembles Chair1. Prepare and distribute Applications for Choral Performance throughout the division

via mail, the division newsletter, and the division web site2. Organize and administer auditions for choral performance3. Select the audition process and members of the audition committee in consultation

with the Conference Chair4. Oversee the audition process and notify applying choirs of the audition results5. Act as the main contact and liaison between the performing ensembles (both

auditioned and invited) and the Conference Committee6. Collect the Conference Publicity Form, Equipment Request Form, and performer

badge information from each performing choir and forward to the appropriate Conference Committee member

7. Work with the Program Chair and the Conference Chair to set the rehearsal, warm-up, and performance schedule

8. Assist choirs with any information and logistical needs before and during the Conference

9. Other tasks as requested by the Conference Chair

Auditioned Ensembles

Audition ProceduresEach division of ACDA has a tradition of audition procedures for their division. The

National Office will not dictate a standard audition procedure for the division Conferences. We strongly recommend, however, that the divisions follow the national audition procedures and application guidelines as the standard and that divisions work to ensure auditions are a consistent and fair review.

The National Office and the Director of Conference Planning will gladly review a division’s Application for Choral Performance before it is published.

Blind AuditionsWe strongly recommend that auditions for choral performance be a “blind” review of

applications where the reviewer/adjudicator does not know which choir or conductor they are hearing. A blind audition helps to ensure a consistent, fair review of all applications.


Conflicts of InterestTo avoid conflicts of interest:

Do not invite anyone to adjudicate that has submitted an application, is related to someone or is the colleague of someone that has submitted an application.

If at any point during the audition process an adjudicator recognizes an ensemble by any means, the adjudicator shall automatically recuse use himself or herself from the adjudication of that particular ensemble

The Performing Ensemble Chair or any person preparing the applications and recordings shall not serve on an audition committee

No one on the Division Board or Conference Committee may submit an application for choral performance

Clarification from National Board meeting June 2012: At the state, division and national level, the conference planning/programming chair and president may not submit an application for performance. In addition, if an audition committee member has submitted an application, is related to someone or is a colleague of someone who has submitted an application, he/she must recuse themselves from adjudicating that category of submissions.

Application FeeThe division may elect to charge an application fee for those ensembles submitting an

application for choral performance. This small source of revenue will help defray some of the audition costs.

Eligibility QualificationsThe director of an ensemble applying for choral performance at an ACDA Conference must

be a current member of ACDA; membership shall not expire on or before the last day of the Conference.

The director of the ensemble must have been employed in the same position for no less than three consecutive years.

No ensemble or director may appear at successive national or successive division Conferences. Ensembles that appear at a national Conference may audition and appear at the following division Conference and vice versa. Directors that appeared as a demonstration choir are exempt from this rule.

AccompanimentNo recorded accompaniment may be used on an audition recording or in performance at an

ACDA Conference. Only live accompaniment is permitted.

Copyright Statement“As an ACDA member, I will comply with the copyright laws of the United States of America, including the illegal downloading of music from the Internet. Compliance with these laws is a condition of participation by clinicians and performing ensembles that appear on any ACDA sponsored event or Conference.”



Audition ReviewArrange for a central location for the audition committee to meet and review applications,

perhaps in conjunction with a planning meeting or site visit. The quality audio and video playback equipment is critical to ensure the fair review of each application.

Arrange for:1. A meeting space with good lighting2. Writing tables with room for committee members to spread out 3. Sharp pencils or pens4. Lined writing pads or paper for notes 5. Comfortable chairs 6. Quality audio and video playback equipment7. Water and refreshments

Remember that there may not be enough time to listen to all portions of every recording submitted. The audition committee will indicate when they wish to hear a different section of the music, the next selection, or are ready to hear the next choir.

Notification of Audition ResultsOnce the audition committee has selected the choirs to perform at the Conference, the

Performing Ensemble Chair will notify each ensemble of the audition results in writing. Acceptance letters shall contain all the necessary information, including rehearsal, warm-up, and performance times and locations, hotel information, as well as a request for all necessary information including equipment requests, set-up needs, publicity information, etc. Regrets letters shall also be mailed to those choirs not selected to perform.

Concert ProgramsAlthough the Conference publishes a complete program book, each ensemble is required to

provide its own individual printed concert program for distribution at its performance sessions. These programs should include text, translations of foreign texts, author credits, composer and editor/arranger name and dates, and publisher/catalog information along with bios and information about the conductor, choir and/or institution.

Performance TimeEach ensemble selected to perform at a National Conference is allotted a total of 25-minutes.

This time includes entering stage, introduction, performance, applause, and exiting stage. This time will be strictly enforced. No encores will be permitted. The Conference Committee may set the performance time allotted to the ensembles performing at the Conference.

Acknowledgement of PerformanceTraditionally, the conductors of performing ensembles at an ACDA Conference are presented

with an award, plaque, or certificate in recognition of their achievement of high performance standards and acknowledging their performance at the Conference. The concert presider often presents this recognition at the conclusion of the ensemble’s performance. The item or award to be presented will be selected by the Conference Committee.


Demonstration EnsemblesTo maintain the quality of all performing groups, we recommend that all choirs performing

in any context at the Conference, including interest session, master class or conducting competition demonstration choirs, shall apply to perform through the standard choral audition process. This is the procedure used for the national Conference. This requirement shall be noted on the Interest Session Proposal Form. If a clinician requests to use their own choir, they are required to submit an audition application.

Invited ChoirsIt is exciting to be able to feature a professional choir, foreign choir, or an ensemble from the

Conference city on the Conference program. The Conference Committee may invite ensembles to appear on the Conference at their discretion. Additionally, the National Executive Director can offer suggestions of choirs to invite and can make the initial connection with these choirs on behalf of the Conference.

Many times, for a foreign choir to be able to come to the United States, a concert tour separate from the Conference may need to be arranged. It is customary for a foreign choir to arrive at a major airport and tour while en route to and from the Conference. During the time the choir is at the Conference, the Conference Committee may choose to provide lodging and meals, or an honorarium, if deemed necessary.

Orchestras, Instrumentalists, and Soloists Many times honor choir concerts and other special Conference concert events will require

instrumental or orchestral accompaniment. Often local musicians are hired for such performances. In some cases, instrumentalists and ensembles (especially orchestras) will require an extensive contract to guarantee their service; union rates and regulations often apply. The Local Arrangements Chair should be able to assist in hiring local instrumentalists.

HEADLINERS

HeadlinersHeadliners, such as well-known conductors, presenters, and choirs, provide a great amount of

interest in a Conference. The Conference Chair and the Conference Committee will develop a list of possible headliners for the Conference.

Choosing great headliners is a vital task. It is around these headliners that the rest of the Conference is built. The location AND the headliners must be in the “must see” category if the Conference is to be a success. Good headliners, however, may be difficult to secure. Since this process can take a great deal of time, it is suggested that headliner negotiations begin approximately twenty-four months before the Conference.

Headliners can take the form of: Foreign choirs Honor Choir Conductors and Accompanists Interest Session Presenters Professional choirs


Specialty performers (including jazz, barbershop, gospel, etc.) Any guest artists that you will need to negotiate with financially.

Budget Considerations Review the budget allotment for headliners from the previous two Conferences. This will

help to determine an appropriate amount to budget for this Conference. Honorariums will be budgeted separately from lodging, meals, and transportation.

The ACDA Financial Policies and Procedures for State, Division, and National Offices, Division section, Conference subsection, lines three and four state:

3. Fees or honoraria cannot be paid to an ACDA member appearing on a division Conference in the division in which he/she resides. Exceptions to this policy are honor choir conductors and honor choir accompanists.

4. Fees, up to $750 per day plus expenses, can be paid to honor choir conductors appearing on a division Conference. Fees, up to $600 per day plus expenses, can be paid to honor choir accompanists. (revised 2009)

Furthermore, the National Conference section, line three states:

6. Normally, fees, honoraria, and/or expenses are not paid to clinicians or performers appearing on a national Conference. Exceptions to this include honor choir, conductors, honor choir accompanists, orchestras, soloists, and other instrumentalists contracted for special performances.

Headliner Negotiations Solicit ideas for headliners from the Conference Committee. Compile a “dream list” of

headliners and rank them. Immediately contact the top choices to determine their availability. Many professional groups, conductors, and speakers work with booking agents; some can be contacted directly. The first contact with a potential headliner is very important; indicate the type of session, the date, time, and location of the event and request a response by a certain date.

Agents and performers seldom quote their lowest possible fee during the first conversation. After the budget and the other financial responsibilities have been reviewed, make an appropriate counteroffer. It is important to reach an agreement that is fair for both parties. In negotiating the fee, remember that making provisions for lodging, transportation, and meals can help in the negotiations.


Contracting a Headliner When an agreement is reached, a contract must be drawn up that clearly states the agreed

upon terms. Some performers or ensembles have a standard contract; others will ask ACDA to draw up a Letter of Agreement. The contract should include all arrangements discussed including plans for arrival, transportation, lodging, meals, and state exactly who is responsible for each item. It is important to note when a deposit and full payment is due. Contact the National Executive Director for help drawing up any headliner contract.

Contact with HeadlinersThe Conference Chair (or the Ensemble Chair) will act as the primary contact with the

headliners. It is logical for person initiating contact to remain the primary contact with headliners; this helps avoid miscommunication. The ACDA contact person will send and receive all information and communication with the headliners and forward the information to the appropriate Conference Committee members. Maintain regular communication with all headliners throughout the Conference-planning period. It is always appropriate to send thank you letters to all headliners following the Conference.

CONFERENCE PERSONNEL

Choosing a Conference Committee With every ACDA Conference there is a turnover in the committee personnel. The Division

President / National President-elect will serve as Conference Chair. The natural change of division leadership is inevitable due to the fundamental structure and organization of the Association; however this does not mean there can be no consistency from year to year or from Conference to Conference.

When appointing members of Conference Committee, the Conference Chair must consider a candidate’s knowledge and experience, a candidate’s level of commitment, and a candidate’s overall experience and history as an ACDA leader or volunteer. In some cases, a Conference Committee member is reappointed to continue his or her tenure from a previous Conference. At other times, a new committee member will volunteer or be appointed.

Assistant Conference Chairs We strongly recommend that each Conference Committee member recruit an Assistant

Conference Chair / Interest Sessions. This teamwork doubles the workforce for a particular aspect of the Conference, aids in the transfer of important knowledge forward for each Conference, and develops future ACDA leaders. The Assistant Chair may be chosen by the committee member and should be selected with the approval of the Conference Chair.

A Conference Committee member and the Assistant Chair may need to recruit additional volunteers to accomplish his or her duties. This is especially true at the registration desk, with hospitality, and honor choirs. Student ACDA chapters are a great place to begin recruiting volunteers. The Conference Chair may consider offering complimentary registration, registration discount or reimbursement based upon the amount of time a volunteer gives. Conference workers should not be paid a direct wage for time or service at the Conference.


Steering Committee

The Conference Chair may choose to select a few members from the Conference Committee to serve as a steering committee. Use the steering committee to brainstorm ideas, debate important topics, make important decisions, or to finalize the schedule. Typically the Steering Committee includes at least the Conference Chair, Division Treasurer, and the Program Chair.

Conference Committee Positions

Below is a list of possible Conference Committee positions. Due to the varying size, scope, and particular needs of a Conference, these positions may not apply to all divisions.

1. Conference Chair (Division President or President-elect)2. Assistant Conference Chair / Interest Sessions3. Program Chair 4. Assistant Program Chair 5. Treasurer6. Equipment & Local Arrangements Chair7. Exhibit Chair8. Honor Choir Coordinator (oversees all honor choirs)9. Honor Choir Chair (oversees a single honor choirs)10. Hospitality Chair11. Interest Session Chair12. Performing Ensemble Chair13. Program Book Advertising Chair14. Program Book Editor 15. Reading Sessions Chair16. Registration Chair17. Roundtable Chair18. Face to Face Sessions19. Volunteer Coordinator20. Student Worker Coordinator21. Site Chair

Optional committee members: Site chair, Transportation, International liaison, etc.

Conference Committee Job DescriptionsJob descriptions for most Conference Committee members are located within the appropriate

section of this handbook. Those job descriptions that were not appropriate for inclusion in another section are listed below.


Conference Chair (job description)Division President or President-elect shall be the Conference Chair

(Heretofore referred to only as “Conference Chair”)

Conference Chair shall be responsible for:1. Overall planning and scheduling of the Conference2. Appointing the Conference Committee3. Overseeing the Conference budget in conjunction with the Treasurer and Accountant4. Establishing the focus, theme, or general direction of the Conference5. Selecting the Conference city, venues, and hotels with the consultation of the National

Executive Director6. Negotiating with and contracting all headliners, special guests, clinicians, and any service

providers7. Communicating regularly with and reporting to the Conference Committee, the National

Executive Director, and the Director of Conference Planning8. Supervising and assisting the Conference Committee members as needed

Division Treasurer (job description)Division Treasurer shall be responsible for:

1. Maintaining current and accurate records for all division accounts2. Developing the division’s budget in conjunction with the division’s Executive Committee 3. Developing the Conference budget in conjunction with the Conference Committee4. Paying division bills and invoices in a timely manner5. Communicating regularly with and reporting to the Conference Chair, the Conference

Committee6. Assisting the Conference Committee with all financial matters related to the Conference

and appropriation of funds according to the budget7. Ensuring the division adheres to all policies as state in The ACDA Financial Policies and

Procedures8. Completing other tasks as requested by the Conference Chair

(National Conference records maintained by national accounting staff and monitored by Conference Chair, Executive Director, and Director of Conference Planning)

Program Chair (job description)The Program Chair shall be responsible for:

1. Planning and scheduling the Conference programming, which includes concerts, rehearsals, sessions with choruses, exhibits, receptions, meetings, and any other Conference event with chorus participation

2. Assisting other committee members with information and decision making3. Communicating regularly with the Conference Chair, the Conference Committee, and the

Director of Conference Planning4. Completing other tasks as requested by the Conference Chair


Conference Committee Contact InformationIt is vital that all Conference applications, forms, correspondence, and other paperwork

include a contact name and information (address, phone number, e-mail address). The membership must know whom to contact with questions and for assistance.

We recommend that the contact names, phone numbers, and e-mail address of the Conference Committee member be posted on the division’s web site and published in the division newsletter.

A more detailed Conference Committee contact list should be created that includes home and office address, phone numbers, cell phone number, fax number, and e-mail addresses. Cell phone numbers are especially useful during the Conference. This list shall be distributed to the members of the Conference Committee and to the ACDA National Office and will be kept confidential. The National Office Staff will gladly assist in properly directing inquiries to the proper Conference Committee members.

The ACDA Director of Conference PlanningThe main function of the ACDA Director of Conference Planning is to provide a central

contact point at the ACDA National Office for the leadership, especially the Division President, President-Elect and members of the Conference Committee. The Director of Conference Planning is available to assist with any aspect of division business and Conference planning, to assist with administrative tasks, and to provide suggestions, guidance, and information.

The Director of Conference Planning is available to attend division board meetings, site visits, Conference planning meetings, Conferences, and other division events as requested or required by the Division President. Advanced notice is requested to allow for proper scheduling and travel planning. The Division is responsible for the Director of Conference Planning’s travel expenses.

The work done by the Director of Conference Planning is provided to the division at no cost. The division is responsible to cover the cost of any materials produced or provided by the Director of Conference Planning (such as postage and printing costs for mailings). The Director of Conference Planning will not incur any such expense without approval from the Conference Chair.

The National Office Staff at a ConferenceAt least two staff persons from the ACDA National Office will attend each division

Conference. Additional staff members may attend the Conference if needed. The National Executive Director will consult with the Conference Chair and Director of Conference Planning to determine the needs of the Conference and will select which National Office staff persons will attend the Conference.

The National Office Staff persons attending the Conference are there to assist the Conference Committee, most commonly at the registration desk. The goal of the National Office is that all staff members will be well- informed about each division Conference. The staff person(s) will bring with them any remaining pre-registration forms and packets, a credit card terminal, a laptop with wireless access to the ACDA Membership Database, and any other necessary items.


The division is responsible to pay for the expenses of those National Office Staff persons attending the Conference; this includes transportation, lodging, and meal expenses (see Financial Policy and Procedures). It is the responsibility of the division to provide a hotel room for the National Office Staff persons at one of the Conference hotels, preferably at the Conference headquarters hotel. Each ACDA National Office Staff should be assigned a private room. The ACDA National Office will typically make transportation arrangements.

National Board Members and National Executive Director attending a Division ConferenceIt is customary for each Conference Chair to extend an invitation to members of the ACDA

National Board to attend the Conference. At least one delegate from the National Executive Committee will attend each division Conference. The division will cover the expenses (travel, hotel, and meals) for the National Board Member(s) in attendance at the division Conference.

The National Executive Director will make every effort to attend all division Conferences. The ACDA National Office will cover all of the National Executive Director’s expenses and make all travel arrangements.

Site Chair The Site Chair will manage events within a particular venue or multiple Conference venues.

In some cases, it may be advantageous to engage a local person to serve in this capacity.

Site Chair Responsibilities 1. Oversee all arrangements and activities for a Conference venue or venues2. Work with the Equipment/Local Arrangements Chair to secure equipment needs for each

venue3. Work with the Conference Chair and Program Chair to make room assignments and

develop schedules for each venue4. Recruit and oversee ushers for each performance session 5. Recruit and oversee stagehands for the venue6. Manage rehearsal, warm-up, and performance schedules with Ensembles Chair7. Report to the Conference Chair and the Conference Committee8. Other tasks as requested by the Conference Chair

HOSPITALITY

At an ACDA Conference the Hospitality Chair can greatly improve the experience of those ensembles, conductors, and special guests attending the Conference. This person should be highly dependable and efficient, but also have a welcoming personality. It may be helpful if this person is from or familiar with the Conference city.

Hospitality Considerations1. Recruit a group of volunteers to help accomplish hospitality considerations2. Arrange for someone to greet Conference headliners, guests, and committee members

at the airport and escort them to their hotel. Offer assistance with transportation needs during the Conference. Make plans for the return trip to the airport.


3. Provide a list of nearby restaurants, emergency facilities, and locations that provide business services such as Internet access, fax, or copies. This list should include addresses, phone number, and operating hours.

4. Provide a general contact list for the members of the Conference Committee5. Prepare a gift for Conference headliners6. Recruit and supervise hosts for Conference headliners and performing ensembles7. Other tasks as requested by the Conference Chair

HostsHosts may be recruited to serve as a personal contact and guide for a headliner or ensemble at the Conference. Hosts may be assigned to work with one or more person or groups. These hosts may be responsible for some or all of the following:

Greet headliners, conductors, or ensembles when they arrive in town or at the airport Personally deliver Conference badges, program books, and information Provide directions to hotels and Conference venues, warm-up rooms, etc Update conductors on rehearsal and performance schedules Provide contact information for the Conference Committee Be available to guide the ensemble, answer questions, and problem solve during the

Conference Communicate the name of the choir host and the exact time and location the host will

greet the choir; this information should also be given to the registration chair

PRESIDERS

Session Presiders may be used for concert sessions, interest sessions, reading sessions, or any other session as necessary. The Conference Committee may select one individual to preside over all concert sessions or select separate presiders for each concert session. Being chosen as a presider is a prestigious assignment commonly offered to:

Current or past National, Division, and State officers from within the Division Division and State R&S Chairs

Session Presider Responsibilites A Session Presider is responsible for:

1. Ensuring that sessions begin on time and continues on schedule2. Being present at the session’s location at least fifteen minutes before the start of the

session and remain for the duration3. Making only brief remarks or announcements as needed4. Introducing all presenters and performers at the start of the session. This includes

reading the biographical material that was published in the January Conference Preview issues of the Choral Journal or information supplied by the presenter or performer

5. Acting as official timekeeper for the session

For those presenters at a concert session:


6. Make the introductory comments and read the biography information while the ensemble is taking the stage

7. At the conclusion of each ensemble’s performance present a plaque to the conductor; simultaneously the ensemble will exit the stage.

A list of possible Conference presiders should be compiled approximately nine months prior to the Conference. It is ideal to assign presiders to a session for which they have special interest (i.e. Invite the R&S Chair for Jazz Choirs to preside at the Jazz Night).

Presiders should be invited in writing. This letter should include the title, date, time and location of the session at which they will preside as well as a list of their responsibilities. Re-confirm within four weeks before the Conference.

Following the Conference, all presiders should receive a thank you letter for assuming this important duty.

Securing PresidersThe Conference Chair will decide if an appointed person will secure all persiders for sessions

or if each particular Conference Committee member will secure presiders for their own area of responsibility.


PROGRAM BOOK

The preparation of a Conference program book is a monumental task. The Program Book Editor will work closely with the other members of the Conference Committee to gather the necessary information that will be included in the Conference program book. In some divisions, the Program Chair is also the Program Book Editor.

We strongly recommend that an Advertising Chair be appointed to lead the solicitation of ads in the division program book. A reasonable effort by email and phone results in a greater ad revenue.

Program Book Editor Collect all information for the program book Layout and design the book or engage a professional designer/printer to do so Review and edit a draft/proof copy of the book with the Conference Committee Ensure the program books are printed and delivered to the Conference Send at least 15 copies of the program book to the ACDA Archives Send copies of the program book to the National Sales Associate to forward to each

advertiser

Advertising Chair Work directly with the National Sales Associate to develop an ad sales campaign

including brochure, fliers, order forms and web site information Contact past and potential new advertisers by mail, email and phone; follow up as

necessary Assist with collecting ad copy Review the draft/proof copy of the program book to ensure all paid advertisements are

included Note: All payments and reservation forms will be received and processed by the National

Sales Associate in the ACDA National Office. The Advertising Chair will not need to handle payments.


The Conference Program Book

ContentsPast Conference program books will service as an ideal model and a checklist for program book contents. Such a checklist might include:

Table of Contents Courtesy reminders and legal notices ACDA Advocacy Resolution Acknowledgements and Thanks

o Companies that provide services, materials, grants, or contributionso Exhibitors and advertiserso Sales or service representatives from the hotel(s), Conference center, or visitors

bureau staffo Publishers or retailers who supply music for any reading session or Honor Choirs

At-a-Glance schedule and the full Conference schedule Bios and pictures of conductors, choirs and presenters Blank pages for notes Brief descriptions of interest sessions Contact information for Conference recording company and order form Directories and indexes of advertisers and exhibitors with contact information for each Directory of Performers and Presenters Division History List of ACDA National Office Staff List of Conference Committee Members List of current division and state ACDA leadership List of current National ACDA leadership List of past Division Presidents List of previous Conference locations and years Maps and directions to venues Memorial listing of recently deceased members from the division Repertoire (including titles, composers, publishers and catalog numbers) performed on

each session Schedule and rehearsal locations for Honor Choirs


Required StatementsAll Conference program books must contain the following three statements:

“The American Choral Directors Association supports choral activities by all musical groups. The Association does not discriminate on the basis of racial, religious, or social affiliation. The appearance of a performing group on a Conference program does not imply ACDA’s endorsement of non-musical aspects or positions of the performing group.”

(ACDA Policies and Procedures Manual, statement adopted by the National Board of Directors in September 1986)

“ACDA reserve the right to approve any applications for appearance and to edit all materials proposed for distribution.”

(ACDA Policies and Procedures Manual)

“As an ACDA member, I will comply with the copyright laws of the United State of America, including the illegal downloading of music from the Internet. Compliance with these laws is a condition of participation by clinicians and performing ensembles that appear on any ACDA sponsored event or Conference.”


Collection of InformationThe Program Book Editor must depend on information from many sources. The

accumulation and distribution of these materials is no small task. Since much of the information to be found in the program book may also be duplicated elsewhere in places like the Division Newsletter, the Choral Journal, web sites, and direct mail pieces, it is very important to anticipate these disparate sources of material and to coordinate them. Set appropriate deadlines that will allow plenty of time for late submissions and follow-up.

Technical Specifications A number of technical decisions must be made regarding the physical layout of the program book including:

Cover page weight Inside paper weight Page size, proportions, and margins Page numbering Total number of pages Ad sizes Ink color Binding style The number of program books to be printed. Traditionally the program book dimensions are 5.5” wide by 8.5” high. The Conference

Committee may choose to change the orientation to a landscape layout or change the book dimensions.


For a program book size of 5.5” wide by 8.5” high, traditionally the advertisements sizes are quarter page (4.5” wide by 1.75” high), half page (4.5” wide by 3.5” high) and full page (4.5” high by 7.25” high). If the Conference Committee chooses to change the orientation to a wide format or change the book dimensions, advertisement dimensions will be altered as well.

The size and layout of the Conference program book will determine the exact dimensions and sale price of the advertisements. Typically only quarter, half, and full-page advertisements are offered.

LayoutOne of the earliest decisions the Program Book Editor will make is whether or not to hire a

printing firm to professionally layout the program book. Engaging a professional to complete the layout of the program book may save the Program Book Editor much time and trouble, but will also increase the cost of producing the program book. The program book layout and design should begin three to four months before the Conference.

Price QuoteThe Program Book Editor should solicit a price quote from several printers for a competitive

and comparative bid. Request samples of other jobs the printer has produced. Ask the printer how the editor should prepare and deliver the materials to be included in the program (whether typed in a Word document or in another format.) If possible, engage a printer in the Conference city; this will eliminate the cost of shipping the books to the Conference site.

Deadline (6-7 weeks ahead)The Program Book Editor will set a final deadline for the Conference Committee to submit

materials and information that will be included in the program book. This deadline (approximately six to seven weeks before the Conference) will be dependent upon the time needed to finalize the layout of the program book and proofread it for corrections.

Proofs (5 weeks ahead)The program book will go through many revisions before the final draft is complete. The

final draft of the program book should be completed approximately five (5) weeks before the Conference. This final proof shall be given to the Conference Chair and several people on the Conference Committee to proofread for errors. The program book shall also be checked against the final copy of the Program Book Ad Run Sheet to verify that all paid advertisements are included.

Printing (4 weeks ahead)The Conference program book should go to press approximately four (4) weeks before the

Conference. This will allow the printer enough time to produce and deliver the program book. The number of books printed should reflect the anticipated Conference attendees and number

of additional people that will receive books (conductors, committee, staff, volunteers, ACDA archives, etc.)

Who Receives a Program Book?Traditionally, program books are given to:

1. Registered attendees and their registered guest2. The Conference Committee and ACDA staff3. Two to each exhibiting firm for each booth space purchased


4. One to each interest session presenter 5. One to each ensemble conductor and one for the choir to share6. One to each honor choir conductor and accompanist7. One to each advertiser following the Conference8. Fifteen copies for the ACDA Archives

Traditionally program books are not given to:1. Performing members of choirs2. Members of honor choirs3. Those who have lost their program book (at least not until the last day of the Conference)


PROGRAM BOOK ADVERTISING AND EXHIBITS

Conference Program Book Advertising and Exhibiting are two important functions at an ACDA Conference. These activities provide an opportunity to generate revenue and provide a service to the Conference attendees.

Solicit program book advertisers and Conference exhibitors together in a single mailing. Many firms purchase both a program book advertisement and an exhibit booth space. A joint program book advertisement and exhibiting mailing will save time and reduce costs.

The Conference Chair may consider offering a complimentary exhibit booth space or advertisement to those companies providing a special service such as reading session packets, risers, pianos, or equipment. At the same time, ACDA must avoid the appearance of sponsorship or endorsement of a particular company or product.

The National Sales Associate is available to assist the Conference Committee with all program book advertising or exhibit needs.

ExchangesACDA does not exchange advertising or exhibit booth space with other organizations,

although we support the activities of other choral and musical organizations. (ACDA Policies and Procedures Manual Guide, adopted August 2003)

Payment PolicyACDA accepts payment in US Dollars by check, money order, Visa, MasterCard or

Discover. ACDA will process purchase orders for educational and governmental institutions when the proper purchase order paperwork is submitted along with official ACDA paperwork. All reservations and payments must be processed at the ACDA National Office.

For program book ads: Full payment must be received before the Conference program book goes to press. ACDA reserves the right to cancel any ad not paid in full at the time the program book goes to press.

For exhibit booth spaces: Full payment must be received before a booth number will be assigned. No refunds will be given.


PROGRAM BOOK ADVERTISING

Program Book Advertising Sales CampaignThe campaign to solicit program book advertisements should begin approximately ten

months before the Conference. The Advertising Chair will coordinate the campaign.

Mailing List A mailing list of potential advertisers should include: Those firms that advertised and exhibited at recent ACDA Conferences (past three years) Those firms that have advertised in the division or state newsletters in the past year

Contact the National Sales Associate for a current mailing list. The mailing list may be expanded to include all firms in the ACDA database. Advertising information should also be sent to all ensembles performing at the Conference.

Information Included in Advertisement Mailing The program book advertisement mailing may include:

An introductory cover letter Advertisement dimensions and rates Mechanical details Deadlines Ad Reservation form

Cover LetterA cover letter from the Conference Chair or the Advertising Chair provides an opportunity to tell potential advertisers about the Conference and performers. The cover letter allows the Conference Chair to make personal contact with the firm and to extend a personal invitation to advertise.

Advertisement Dimensions and RatesIt is very important to clearly state the exact sizes for the advertisements available and the rate for each. This will allow firms to build advertisements properly.

Mechanical DetailsThe advertisement mechanical details should be stated clearly. Always check with the program book printer and the Program Book Editor when determining the exact mechanical details for the advertisements. It is very common for advertisements to be submitted electronically (either on disc or via e-mail). Advertisements may be submitted as .JPEG, .TIFF, or .PDF files and should be saved at a print resolution of 300 d.p.i. (dots per inch). All fonts and graphics should be embedded. A hard copy printout of the advertisements must be submitted for verification purposes.

DeadlinesThe deadline for the ad reservations and ad copy should be clearly stated. It is also useful when the ad reservation deadline and the ad copy deadline are the same date to help avoid confusion. We recommend the deadline be approximately six weeks before the Conference.


Ad Reservation FormThe National Office must approve the Ad Reservation Form if it offers a credit card payment option.

Advertisement ColorsACDA Conference program books are most commonly printed in full color. The ink color

should be included in the mechanical details.

Information Mailing (8 months ahead)The ad reservation information mailing should be distributed approximately eight months

before the Conference. This will allow advertising firms ample time to create advertisements and submit their reservations. If requested, the mailing will be prepared and mailed from the National Office.

Advertisement Reservation ProcessingAll program book ad reservations will be processed by the National Sales Associate in

ACDA National Office. Please refer to the “ACDA Program Book Advertisement Reservation Processing Procedures.” This document details the exact procedures taken by the National Office Staff when processing Conference program book advertisement reservations, processing payments, forwarding funds to the division, and reporting to the Conference Committee.

Sample Advertising Campaign MaterialsContact the National Office or the National Sales Associate to request a sample of previous

advertising materials from recent division and national Conferences.

On-SiteThe Program Book Editor and Advertising Chair should make personal contact with those

advertising firms present as exhibitor at the Conference. Each firm should be thanked for their business. This personal contact is very important.

Post Conference (2-3 weeks after)After the Conference each advertiser should be mailed a letter thanking them for their

business and inviting them to advertise at the next Conference. A tear sheet of their advertisement and a complete copy of the program book should also be included. This should be completed approximately 2-3 weeks after the Conference.

RestrictionsThe appropriate means for any company or person (other than ACDA) to distribute printed

materials or solicit patronage from those in attendance at an ACDA Conference is through the purchase of a program book advertisement and/or a booth in the exhibit hall.

Additional fliers or materials will not be inserted into the registration packets, program books, or distributed at the Conference registration desk without purchase of advertising or exhibit space. This includes, but is not limited to, the official recording company and those persons in attendance at the Conference. As an exception to this, exhibitors may conduct interviews, solicit business, and distribute printed materials within the booth space allotted to them, according the guidelines stated in the Contract for Exhibit Space Reservation.


Ad PlacementAds should be placed throughout the book. Do not place advertisements together at the back

of the program book. Intermingling advertisements throughout the book increases the value of each advertisements for the advertising firm. Advertisements may also be used to fill space at the bottom of pages and to break up the sections of the program book.

Professional PrintingAdvertisers and Conference attendees expect a high-quality printed program at an ACDA

Conference. Every effort should be made to limit content errors. Perfect binding and spiral binding are becoming more popular and a more affordable alternative to saddle stitch staples. Use of high quality and even color paper is becoming more affordable.

Ad Cancellation Policy (recommended)Ad reservations may be cancelled in writing on or before the reservation deadline. No

refunds will be given after the ad reservation deadline.

PUBLICITY

Conference publicity may include advertisement-style notices or reminders in the Choral Journal, in division newsletters, and on the ACDA web sites as well as brochures, flyers, and press releases.

When marketing an ACDA Conference to the membership, be sure to highlight the direct benefit they will receive by attending the Conference. The member will always ask himself or herself, “What’s in it for me?”

Also consider marketing the Conference directly in the Conference city. There may be local choir directors and community membership that wish to attend concert events, sessions or register for the entire Conference. Engage local ACDA members to assist with marketing the Conference.

The Conference Committee may offer complimentary “press passes” to local newspaper and television reporters.

Conference Publicity should include distribution of information about the Conference via:1. The Choral Journal2. Division and state newsletters3. National and division web sites4. Mailing(s) to the membership5. E-mail to the membership6. Press releases in the Conference city 7. Advertisements in other association newsletters or magazines

Publicity Information from Conference Participants Every ensemble, conductor, and presenter appearing at a Conference must submit a short

biography and a photograph. Please use the following text when requesting publicity information:


Performing Ensembles – Please submit the following: A typed bio of your ensemble (approximately 100 words) A typed bio of the conductor (approximately 125 words) Photo of ensemble – color (preferred) or black and white photo Photo of conductor – color (preferred) or black and white photo

Presenters – Please submit the following: A typed description of the session (including title) A typed bio of each presenter or panelist (approximately 125 words each) A photo of each presenter – color (preferred) or black and white photo

Honor Choir Conductors – Please submit the following: A typed bio of yourself (approximately 125 words each) A photo – color (preferred) or black and white photo

Digital files submitted by e-mail are preferred but not required. Bios sent digitally should be saved as a Word file and sent as an attachment or simply

typed into the body of an e-mail. Photos sent digitally should not be cropped and be no less than 300 d.p.i. Bios sent via regular mail must be typed. Any photos mailed in will not be returned.

Conference Overview The Conference Chair should submit a one-page Conference overview to the Managing

Editor to be printed in the Conference Issue of the Choral Journal.

Publicity Deadlines

The Choral Journal The deadline for submitting publicity information to the National Office for inclusion in

the Conference Issue of the Choral Journal is September 1 (bios) and October 1 (pictures) of the year before Conference. This information must be forwarded to the Managing Editor of the Choral Journal.

Division Newsletter All publicity information for the Conference issue of the division newsletter must be

submitted to the Division Newsletter Editor on or before deadline for the fall issue before the Conference.

Conference Program Book All publicity information for the Conference program book must be submitted Program

Book Editor on or before the ad reservation deadline.


READING SESSIONS

Reading Sessions Chair1. Contact music publishers to request that music samples be sent for consideration and

possible inclusion on the reading sessions2. Coordinate with Division and State R&S chairs to choose music that is to be included

on the reading session and to schedule reading session conductors and accompanists3. Work with the Program Chair and the Conference Chair to set the reading session

dates, times, and locations4. Determine the amount of music to be ordered for each session5. Locate a music supplier who can:

a. Obtain music at print cost or a substantial discountb. Collate music packets or print bookletsc. Deliver or ship music to venue

6. Determine how many complimentary packets will be given 7. Determine if reading session packets will be distributed at the registration desk or at

the reading sessions. Consult the Registration Chair. the Conference Chair, and the Director of Conference Plannng

8. Other tasks as requested by the Conference Chair

The Role of R&SOne of the primary functions of the Repertoire and Standards Committees is to promote the

selection of quality choral literature by the organization’s membership. To this end, the R&S Chairs should play a primary role in the selection of the music used at Conference reading sessions on all levels. The fact that the R&S Chairs have expertise in their own field makes them an integral part of the reading session process.

Contacting Music PublishersThe Reading Session Chair will contact music publishers to request sample copies of music

that will be considered for inclusion in the reading sessions. This is best accomplished by sending a letter of request. This letter should include:

Information about the Conference, including location and dates A list of the R&S Committees for which there will be a reading session The name and address of the person to receive the music packets (include mailing labels) Information indicating what voicing is appropriate for each R&S committee

Music Review and SelectionThe process currently in use for the National Conference is one example of the role the R&S

Chairs can play in developing the selections for reading sessions. Music from a variety of publishers is sent to each of the National and Division R&S Chairs. Each R&S Chair reviews the music and submits a list of their top choices to their respective National R&S. The National R&S Chair compiles the recommendations and selects the pieces to be included in the reading session packet.

Another successful process used more often at state and division Conferences is a “leadership” reading session. In this format, three or four respected conductors or R&S Chairs are asked to select and conduct a few selections that they believe are worthwhile.


The Division and State R&S Chairs should work collectively to choose a balanced selection of pieces from a variety of music publishers, genres, styles, and level of difficulty that will be included on the reading session. They should also collaborate to determine who will conduct the session or piece.

Music Packets/BookletsThe Reading Session Chair will work with a music retailer/distributor to secure the music

included on each reading session and to determine if packets of octavos or booklets will be provided. The music supplier is typically also an exhibitor at the Conference and will have extra music packets or booklets on hand for those that did not attend the session.

Ordering Music PacketsIt is imperative that we do not run out of music at the Conference! The Reading Session

Chair must consult with the Director of Conference Planning before ordering music packets. The Director of Conference Planning can provide a count of how many packets have been requested and historical information about requests from previous Conferences

Distribution of Reading Session PacketsWe strongly recommend that music be distributed at the registration desk and not in the

session. This helps ensure members received the packets they requested and allows them to purchase extra packets.

We also recommend that music packets requests be collated and sorted by member last name before the registration desk opens. This helps streamline the registration desk operations and reduces the amount of time members wait in line at the desk. Additionally, if all advance packet requests are collated, the desk staff knows exactly how many extra packets are available for each session. The Director of Conference Planning can provide lists of packet request by member name or by reading sessions as well as provide labels or envelopes for the packets. Please consult the Director of Conference Planning when planning for reading sessions.

The Reading Sessions Chair must schedule the volunteer staff to collate music packets and to distribute the packets. These tasks cannot be left to the registration desk staff, which will be attending to the standard registration desk duties. However, the registration desk staff will assist, as they are able.

Copying of Music Statement “As an ACDA member, I will comply with the copyright laws of the United States of America, including the illegal downloading of music from the Internet. Compliance with these laws is a condition of participation by clinicians and performing ensembles that appear on any ACDA sponsored event or Conference.”



of those pieces being performed or included on a reading session at the Conference so they may have copies available for purchase at their booth.


Attendance in SessionsThe Reading Session Chair and/or session conductors is responsible to take a head count of

those attending each session. This information should be included in the final Conference report and be submitted to the Director of Conference Planning.

RECORDINGS

Each division Conference will contract a recording company to record video and audio every concert session at the Conference.

The National Office can supply a list of potential recording companies that have worked successfully with ACDA at previous Conferences. The Conference Chair should solicit competitive bids from companies and request samples of their work.

Most commonly, ACDA only records concert sessions. Reading sessions, interest sessions, master classes, and honor choir rehearsal are not usually recorded. The committee may consider recording interest sessions; the National Office frequently receives requests for such recordings.

Notify the recording company of the pieces being performed on the Conference (including title, composer, publisher, and catalog number). The recording company is responsible for securing the mechanical rights to record and sell recordings. The recording company will provide order forms and pricing for performers and Conference attendees order and purchase Conference recordings.

The contract with the recording company should include provisions for one free copy of every recording to be sent to the ACDA National Office to be entered in the ACDA Archives.

Copying of Music Statement“As an ACDA member, I will comply with the copyright laws of the United States of America, including the illegal downloading of music from the Internet. Compliance with these laws is a condition of participation by clinicians and performing ensembles that appear on any ACDA sponsored event or Conference.”



REGISTRATION

Registration is a critical area in the development and execution for a Conference. The registration process, materials, and accounting must be given careful attention, and most importantly, the registration accounting must be kept accurate and up-to-date.

The ACDA Financial Policies and Procedures for State, Division, and National Offices, Division section, Conference subsection, lines one and two state:

1. The ACDA National Office shall process pre-registration for all division Conferences.

2. The division officers, with the approval of the National Executive Committee, shall set registration and other fees for division Conferences.

Registration Chair The Conference Chair must choose a Registration Chair who is reliable, organized, and willing to devote a large amount of time to the registration duties, especially close to and during the Conference. The Registration Chair is responsible to:

1. Schedule workers and volunteers for the on-site registration desk2. Set the Conference registration desk hours in consultation with the Conference Chair,

Program Chair, and Director of Conference Planning3. Oversee the operation of the Conference registration desk and on-site registration with

the Director of Conference Planning4. Coordinate the printing and sale of individual concert and session tickets (if applicable) 5. Maintain regular communication with the Conference Chair and Director of Conference

Planning 6. Other tasks as requested by the Conference Chair

Registration Planning

Expected AttendanceIn general, a division should not expect much increase in attendance from one Conference to

the next (generally only 4% maximum). Consult the Division Conference History when estimating the projected Conference attendance. Historically, on-site registration will near 10% of pre-registration. Reminder: not all cities in the Division can be budgeted the same for attendance purposes.

Registration FeesThe Conference Committee will set the registration fees during the budget planning process.

Conference registration is one of the most significant sources of revenue for the American Choral Directors Association; this revenue plus the revenue from advertising and exhibiting should cover the majority of the Conferences expenses (excluding honor choirs).


We strongly recommend that the “Guest” registration fee be equal to the “Active” registration fee. This will help avoid one member attempting to register as the guest of another member. This is the standard practice for a national Conference.

It is important that Conference registration fees are realistic yet not extremely inflated from the previous Conference. Avoid large increases in registration rates. Estimate the total attendance at the Conference and calculate the total registration income. Consult the previous Conference Chairs and National Staff when estimating the projected Conference attendance.

Pre-registration Information The pre-registration information should include:

Information about the Conference Conference schedule with time of sessions and concerts Hotel information, contact information, and rates Map of the Conference city showing venues and hotels Pre-registration postmark deadline Registration form and registration fees

This information should be prepared sent to the National Office in accordance with deadlines for Choral Journal January Division Conference Preview Issue prior to the Conference. This information should also be published in the fall edition of the division newsletter and posted on the division and national web sites.

All registration is handled by the National Office and links will be provided at acda.org. We encourage each Division to use the Pre-Registration deadline as a hard deadline for Reading Sessions Packets. Due to the New Badge Printing Requirements, please consider no increase in cost from Regular registration and On-site registration; as well as, closing Regular registration at least 2 weeks prior to the conference.

The Conference Registration FormThe Director of Conference Planning and the IT department of ACDA will assist with

customizing the Division Conference registration form.

Registration Form ProcessingSince all divisions now offer cash, check, purchase order, and credit card payment options,

all Conference registration will be processed by the National Office.

Registration Types ACDA Member Attendee ACDA Member Retired ACDA Member Student Guest of Member One-Day (priced about the same as Regular registration divided by days of Conference)


One-Day is no longer an option at the National Conference due to seating limitations in concert venues).

Complimentary

Guest RegistrationsGuest registration is designed for a non-choral professional spouse, partner, friend or family

member of an ACDA member that will be attending the Conference. Guests will receive a Conference badge and the same access to Conference events as ACDA members. We prefer that all choral professionals in attendance be a member and register as such rather than as a “Guest.”

Guests must be sponsored by an ACDA member attending the Conference.

One-Day RegistrationsThe One-Day rate should be a reasonable amount, yet not encourage members to register for

two or three days in order to pay a lower fee. If offered, One-day registration badges must be easily distinguishable from standard registrations. (Optional) The National Conference no longer offers One-Day Registration due to increase attendance and performing venue seating limitations.

Complementary RegistrationThe Conference Chair and Committee will determine who will receive a complimentary

registration. These may be given to:1. The Conference Committee2. Division Board and/or R&S Chairs3. State Presidents and/or officers4. National Board members in attendance5. National Staff in attendance (2)6. Headliners7. Auditioned choir conductors + one guest8. Interest Session presenters (optional)9. Honor Choir conductors, accompanists, and volunteer staff

Interest session presenters should be offered a complimentary one-day registration or equivalent credit toward full registration. (Optional) State presidents and other division or state leaders that are not actively involved on the Conference committee should register and pay for the Conference.

A master list of the complimentary registrations should be forwarded to the National Office before the pre-registration postmark deadline so registration packets and badges may be prepared.

Membership for Conference Registrants At the start of the Conference, membership must be current for all ACDA members in

attendance. Any ACDA member whose membership has expired at the start of the Conference will be required to renew membership before receiving Conference materials or attending Conference events.


We recommend use of this statement on Conference registration forms: “ACDA membership is required for all active, retired, and student choral professionals attending the Conference. Membership must be current through [date]. Membership renewals are mailed three months before membership expires; renew as usual. Membership Applications / Renewal forms available online at acda.org.”

Additional Event RegistrationThe ACDA National Office will process reading session requests, ticket orders, special

events registrations, etc. when these items are included on the Conference registration form.

Pre-Registration PacketsWe recommend that badges be distributed at the registration desk, not mailed prior to the

conference. Confirmation email will send once the registration is completed. Registration desk operations run more smoothly when everyone picks up badges at the desk. This also avoids the time-consuming task of reprinting lost and forgotten badges. (Group registration may be handled in bundles)

Conference Concert Tickets From time to time, venue size or other issues will require that Conference registrants have a

ticket rather than just the Conference badge to gain entrance to a concert. Because tickets cannot be replaced, we recommend that they be distributed on-site rather than being mailed. These ticket reservations should be included as an option on the Conference registration form. The Registration Chair is responsible for coordinating ticket printing, distribution, and sales for these events.

Single Event TicketsMany times the friends or family members of those performing or presenting at an ACDA

Conference will want to attend a single concert performance without registering for the Conference. The Registration Chair is responsible for coordinating ticket printing, distribution, and sales for every Conference concert event and interest session. Friends and Family tickets are typically sold at the Conference registration desk and at the door to the concert venue but not by advanced reservation prior to the Conference.

Honor Choir Tickets The Conference Committee will determine if honor choir singers receive complimentary

ticket(s) to their concert performance for their parents/guardians. This should be decided early and communicated clearly to honor choir performers, chaperones, and parents.

Conference BadgesBadges provide identification for Conference attendees and provide admittance to

Conference sessions. They also identify track or grouping within the Conference (if more than one grouping is necessary). One way to differentiate between different types of badge (and therefore different access levels at the Conference) is by the badge color or the color of the text.


Access to Conference EventsAt a National Conference all performers, presenters and exhibitors are given full access to all

non-ticketed Conference events. The Conference Committee may choose to limit access to Conference events based on space restrictions or other factors. The Conference Committee will decide what access performing choir members, presenters, and exhibitors are given at the Conference.

Performing Ensemble BadgesThe ACDA National Office will assist in printing badges* for performing ensembles when

requested. Only conductors of these ensembles will be given a personalized name badge. Members of an ensemble will receive a generic badge that identifies them as a “performer” and include the name of their ensemble.

Ensemble information and counts of ensemble members must be submitted to the ACDA National Office electronically in a Microsoft Excel file no later than five weeks before the Conference.

We recommend providing complimentary chaperone badges to performing and demonstration choirs according to the following guidelines:

Children: 1 chaperone badge for every 5 performers JH / MS: 1 chaperone badge for every 10 performers High School: 1 chaperone badge for every 15 performers All Others: 10 staff/family badges total

Chaperone badges may be used only for those personally supervising the performers. Any parents, friends, or additional persons wishing to see the ensemble in performance may be required to purchase a single event ticket or conference registration to gain entrance.

Honor Choir BadgesThe ACDA National Office will assist in printing badges* for honor choir participants and

chaperones when requested. Any parents, friends, or additional persons wishing to attend the honor choir performance may require the purchase of a single event ticket to gain entrance.

Names and any information to be printed on the badges (such as honor choir name, home town, voice part, etc.) must be submitted to the ACDA National Office electronically in a Microsoft Excel file no later than five weeks before the Conference.

Ensemble Check-inTypically directors of those ensembles performing at the Conference will check-in at the

Conference registration desk to pick up a copy of the Conference program book and badges for their ensemble members. Some Divisions are moving to a more personable approach with greeters meeting each choir and delivering badges for the Director, Guest, and Choir members along with 2 Conference Bags of “goodies” to include Conference Program.

Refund Policy (Recommended)ACDA policy states that all registration fees are non-refundable or transferable.

The Division President may consider refund requests and overrule this policy when extreme circumstances apply. Since registration fees are transferred directly into the division’s Conference account, any approved refunds must be issued from the Division Treasurer and not from the National Office. The National Office will, at times, process credit card refunds.


* to include printed badge, plastic badge sleeve and lanyard (prior to 2017) OR plastic designer badges (2017).

TRAVEL

Making Travel Reservations

Due to September 20, 2001 travel regulations, individual travel arrangements are the responsibility of the individual. Hotel blocks are reserved for comp/staff rooms by a Conference Committee member. All other hotel reservations are up to the individual through the housing link provided from the Director of Conference Planning. Reimbursement of funds approved by the Conference Committee, or listed in this handbook; require the TRAVEL REIMBUSEMENT FORM to be attached with all documentation. This form is available at acda.org ABOUT US / LEADER INFO.

FOR THE RECORD:

As you can tell, the majority of decisions lie with the Conference Chair. Therefore, please note the following and please confirm:

National Staff: travel, hotel, registration, foodExecutive Committee: travel, hotel, registration, foodSteering Committee: travel, hotel, registration, foodHonor Choir Personnel: travel, hotel, registration, food

(reimbursement form located at www.acda.org/services)

Complimentary Rooms

Most hotels offer complimentary rooms, suites, meeting rooms, and/or other amenities based upon total room nights booked. Typically, complimentary guest rooms are given at the rate of one room-night per forty or fifty room-nights. The hotel contract will stipulate how complimen-tary rooms are calculated and disbursed.

The Conference Chair will make complimentary rooms assignments. Complimentary rooms may be reserved for the Conference Committee, ACDA staff, and for anyone ACDA is providing a room (such as honor choir conductors). It is a good practice to house the Conference Commit-tee and ACDA Staff in the Conference headquarters hotel. Honor choir clinicians may be as-signed to rooms in the hotel where their rehearsals are located. The hotel will require a rooming list several months in advance in order to reserve the complimentary rooms. Even if name changes must be made, the rooming list should be submitted as early as possible.


http://www.acda.org/services

Travel Reservations

Travel plans and/or airline reservations for the Conference Committee, invited guests / presen-ters, honor choir conductors or others are made on their own and may be requested for reim-bursement if approved by the Conference Committee through the Travel Reimbursement Form found at acda.org ABOUT US / LEADER INFO..

As a general guideline, airfares should be purchased at the lowest available price and should be booked as early as possible to help ensure lower pricing.

Reimbursement RateMileage for those driving to a meeting or the Conference is reimbursed up to the current IRS

tax rate.


ROUNDTABLES

PurposeThe Conference Chair and the Conference Committee will need to determine the purpose for having roundtables.

Will the roundtable serve as an open forum for discussion topics related to a certain R&S Committee?

Will there be a presentation or speaker? Will the roundtable serve as a social time for those involved in a particular R&S

committee? Will the Conference Committee develop another focus for the roundtable forum?

Roundtable Chair In some divisions, the responsibility of organizing roundtables falls to the Interest Session

Chair; in other divisions it is necessary to recruit a separate individual to coordinate the roundtables. It is typical to engage the State and Division R&S Chairs to help plan the roundtables.

Organization of RoundtablesTraditionally, roundtables have not been a forum for performance; the use of demonstration

choirs or performance groups is discouraged. Neither are the roundtables a forum for reading music. Those Interest Session proposals that were not selected may be considered as roundtable topics.

The Roundtable Chair will coordinate the schedule and location of the roundtable meetings in conjunction with the Conference Chair so the roundtables fit into the overall Conference schedule. These meetings are typically centrally located in hotel or Conference center meeting rooms. Commonly these discussion groups take place over food.

CateringWhen roundtables are connected with a meal, the Roundtable Chair will make such

arrangements. Mostly commonly, a hotel or Conference center catering service will provide a cash and carry food cart or a buffet. It may be advantageous to place the food service in a central location where several roundtable groups may partake together and carry the food into their individual meeting rooms.


SCHEDULING

One of the greatest characteristics of ACDA is that it is truly diverse. The Association includes choral directors and singers who represent every possible configuration of choir, age, expertise, and function. The challenge is how to organize a Conference that will appeal to and satisfy the needs of such a diverse constituency. There are only so many hours in the Conference day, and while everyone wants more of his or her unique interest area represented at the Conference, most will acknowledge the necessity of planning a balanced schedule.

Schedule DevelopmentThe Conference schedule will be discussed greatly by the Conference Committee. The Conference Chair and the Program Chair will make the ultimate decisions when establishing the final Conference schedule, which must include:

Concert sessions Exhibit hours Hospitality events Interest sessions Leadership meetings Reading sessions Registration hours Rehearsal schedules Roundtables Time for Meals Tracks (if applicable) Transportation

Concert Sessions Determine number of concert sessions and number of choirs that will perform on each

session Include a variety of choir types for each session Select concert session times to balance interest and reading sessions Carefully select the opening and closing session to provide bookends to the Conference Schedule headliner choirs for evening sessions

BreaksIt is important to schedule breaks in the schedule for meals, to use the restroom, to travel between rooms or venues, and to visit the exhibit hall. Shorter concert sessions will be more bearable and help encourage members to remain for the duration rather than leave early.


ExhibitsThe firms who pay to exhibit are very important to the success of the Conference and the future of ACDA. The symbiotic relationship with these businesses must be nurtured. Their interest in the Conference is primarily related to exposure and traffic through their booths, the sales that result from that traffic, and the development of contacts for future sales. Provide dedicated times in the schedule that do not conflict with other activities when Conference attendees can visit the exhibits. Consider scheduling informal performances, contest drawings, providing general seating, or having food and beverages available in the exhibit hall to attract attendees into the hall.

SessionsInterest sessions and reading sessions are generally built around the R&S Committees. Many members are involved in more than one of these committees; schedule simultaneous sessions carefully.

TracksThe national Conference attracts so many attendees that most venues and facilities cannot seat everyone at once. The national leadership has developed a system of “tracks” in which multiple schedules run simultaneously and attendees are assigned to a specific track schedule. While division Conferences have not historically needed to schedule more than one track, the Director of Conference Planning and Executive Director are available to help make such plans as the need arises.

SocializingAnother extremely valuable benefit of our Conferences is the opportunity to network with colleagues and friends. Consider offering social times or events in the schedule. Most attendees will recognize that they will simply not be able to attend every single offering of the Conference and will pick and choose in order to allow more time for socialization.

Conference closingHow will the Conference end? Design the closing session to drawn all the attendees together to inspire and entertain with a great choral performance. There are many other options for ending the Conference, which include special invitational performances, major works, or the premier of a new work or commission. Honor Choir concerts have been a popular way to bring that experience to culmination for the singers, build a very large audience, and close the Conference with headline conductors. Will there be enough space in the concert venue to accommodate the membership plus the parents and chaperones of the Honor Choirs? If not, consider scheduling a separate concert for parents and chaperones.


ADDENDUM

FORMS

SAMPLE EQUIPMENT REQUEST FORM PAGE 66

SAMPLE CALL FOR INTEREST SESSION PROPOSAL PAGE 67

SAMPLE INTEREST SESSION ACCEPTANCE LETTER PAGE 68

SAMPLE INTEREST SESSION ACCEPTANCE FORM PAGE 69

SAMPLE INTEREST SESSION REGRETS LETTER PAGE 70

SAMPLE INTEREST SESSION EXIT SURVEY PAGE 71

SAMPLE PERFORMING ENSEMBLE ACCEPTANCE LETTER PAGE 72

SAMPLE PERFORMING ENSEMBLE ACCEPTANCE FORM PAGE 74

SAMPLE PERFORMING ENSEMBLE REGRETS LETTER PAGE 75

SAMPLE LETTER TO PUBLISHERS FOR READING SESSIONS PAGE 76

SAMPLE GUIDELINES FOR READING SESSION MATERIALS PAGE 77

SAMPLE CONFERENCE PUBLICITY INFORMATION PAGE 78


SAMPLE EQUIPMENT REQUEST FORM[Division] [Year] Division Conference

[Conference Location and Dates]Session Information: Type of Session: Concert Session Interest Session Reading Session Roundtable

Other (please specify)

Title of Session

Name of Presenter/Director

Name of Ensemble (if applicable)

Equipment Request:Item Number Requested Item Number Requested3-Step Choir Risers PianoMusic Stand ProjectionChair Lectern

Director’s Podium Speaking Microphone

Other: Other:

Set-up Diagram – Please indicate the arrangement of the requested equipment below:


(Audience)Please return form to: [name, address, fax, phone, e-mail] by [deadline].

SAMPLE CALL FOR INTEREST SESSION PROPOSALSELECTRONIC FORMS AVAILABLE

[Division Name][Conference City and Dates]

Name: Address:

Work Phone: Home Phone:

E-mail:

ACDA Member Number: Expiration Date:

Session Title:

Session Description: Please include a brief typed session description.

Type of session: Clinic Panel Discussion Clinic with demonstration group*

(Select one) Other (specify):

Target R&S Committee:

*If you are requesting to use a specific demonstration choir, that group must submit a performance audition tape to the National Office for consideration.

Equipment: with the exception of one regular microphone, all requests for additional audio visual equipment will be evaluated by the Conference steering committee on an as requested basis. AV equipment is limited. ACDA cannot assume costs for AVE equipment for all proposals. List other needs below (risers, piano, music stands, etc.)

Please include a brief biographical paragraph (not vita). Applications without this will not be considered.

Eligibility: presenters must be current members of ACDA. It is understood that ACDA will not assume financial responsibility for travel, food, lodging for presenters or interest session participants. This application implies that the above-mentioned presenter is prepared to travel and present at the Conference if accepted.

Please submit proposal to: [Name]

Interest Session Chair[Address]

[Telephone number] [E-mail address]


Please submit proposal on a disc or via e-mail

Application materials will not be returned.

SAMPLE Interest Session Acceptance Letter [Address Block][Date]

Dear [Name of Presenter],

On behalf of the [Year] ACDA [Conference] Conference Committee, it is my distinct pleasure to invite you to present your session entitled [Title] at the [Year] ACDA [Conference] Conference in [City, State, dates].

Each interest session will be presented two times, once for each Conference track. Because of the opportunity for multiple presentations we think the importance and credibility of interest sessions will be enhanced at this National Conference. Your presentations will be on [date] at [time]. Exact room assignments will be made at a later date. [Name of Choir] has been assigned as the demonstration choir for your session.

Enclosed you will find the Interest Session Invitation Acceptance Form, Equipment Request form, and the Publicity Information Request Form. Please complete these forms and return them no later than [date]. Remember that you are responsible for supplying any handouts or materials for your sessions. Copies will not be provided by ACDA.

I will be working with you to finalize your session, with suggestions from the Conference Steering Committee. Thank you for your submission and for your upcoming contribution to an excellent national Conference.

Sincerely, [Name]Interest Session Chair[Address][Phone][Fax][E-mail Address]

Enclosures


SAMPLE INTEREST SESSION INVITATION ACCEPTANCE FORM[Division Name]

[Conference City and Dates]

Please sign and return the following to:

[Address Block]

I agree to participate in the [Year] ACDA [Conference] Conference to be held [date] in [city, state] as an interest session presenter. The signatures below express acceptance of the conditions outlined in the letter of invitation and intention to participate in the Conference.

We also acknowledge that acceptance of this invitation brings with it a significant financial obligation. We understand that the American Choral Directors Association (ACDA) is not responsible the cost of transportation to and from [city], transportation in [city] during the Conference, lodging, meals, or any other cost associated with participation in the [Year] ACDA [Conference] Conference.

Name of Presenter (please print):

Signature of Presenter:

Date:

Print Name and Title of Supervising Administrator:

Signature of Supervising Administrator:

Date:

This acceptance must be postmarked by [date]

PROPOSALS MUST BE POSTMARKED BY [DATE]


SAMPLE INTEREST SESSION REGRETS LETTER

[Address Block][Date]

Dear [Name of Presenter],

Thank you for submitting an interest session proposal for the [Year] ACDA [Conference] Conference in [city]. The number of high quality proposals submitted for consideration made the task of selecting sessions a very difficult process.

I regret to inform you that your proposal was not selected for inclusion on the Conference program. In order to provide a balanced selection of sessions dedicated to specific R & S areas, unfortunately, some fine proposals had to be omitted. However, I would like to encourage you to submit your proposal again for an upcoming ACDA division or national Conference.

As a presenter, you receive complimentary Conference registration for the day of your sessions. If you wish to attend the entire Conference, you can apply a single-day registration credit of [$ amount] to the full Conference registration cost. You must submit a Conference registration form to the ACDA National Office in order to be registered for the Conference. Please indicate that you are a session presenter on the form.

The [Year] ACDA [Conference] Conference Committee appreciates your taking the time to submit this proposal and would like to extend its best wishes for your continued success in the pursuit of choral excellence.

[Name]Interest Session Chair[Year] ACDA [Conference] Conference


SAMPLE INTEREST SESSIONS EXIT SURVEY[Division Name]

[Conference City and Dates]

Interest Session Survey

Please complete this brief survey to allow us to better serve you as an ACDA member and Conference attendee at future ACDA events. Name of Session:

Presenter:

Session Date and Time:

Please rate the following from 1 (low) to 5 (high). If you rate the category “2” or lower, provide constructive criticism below to help us improve this in the future.

Overall Impression of the Session: 1 2 3 4 5

Quality of Session Information & Presentation: 1 2 3 4 5

This Session was interesting and informative: 1 2 3 4 5

Overall Impression of the Presenter: 1 2 3 4 5

Meeting space: 1 2 3 4 5

I could see and hear well: 1 2 3 4 5

General comments and suggestions:

Possible Interest Session Topics for the future:

My Name:

Phone number:


E-mail:

Return this form to the Conference registration desk or mail to: ACDA, PO Box 2720, Oklahoma

City, OK 73101. Fax: 45-232-8162. Email: [email protected]

SAMPLE PERFORMANCE ACCEPTANCE LETTER

[Address block]

[Date]

Dear [Director Name],

It is my distinct pleasure to inform you that the [ensemble name] has been selected to perform at the American Choral Directors Association [Year] ACDA [Conference] Conference in [city]. It is indeed an honor for ACDA to have high quality choirs such as yours performing at this Conference.

Conductors frequently have many questions pertaining to the process of registration and performance. This letter will provide some guidance in these matters. Please keep it for reference as it includes information about our various deadlines.

You receive two complimentary Conference registrations to be used at your discretion for two people traveling with your ensemble (yourself, an assistant, accompanist, spouse/partner, etc.). These are both full registrations and will provide complete access to all Conference events.

Each singer and/or instrumentalist in your ensemble will receive a “Performer” badge for the Conference. This badge provides entrance to the exhibit hall and all non-ticketed performances. Performers will also gain access to interest sessions and reading sessions as space allows. Performers, however, are not given a copy of the Conference program book.

We expect that those traveling with your ensemble such as parents, chaperones, friends, or institution administrators may wish to attend your performances and/or other Conference events. We provide two options for these guests of your ensemble:

1. Concert Tickets – Anyone traveling with your ensemble and wishing to attend only your performance may purchase a ticket for only $25 each. This ticket and/or ticket stubs will also provide admission to the exhibit hall.

2. Ensemble Guest Registration – Anyone traveling with your ensemble that wishes to attend your performance as well as other Conference events may register as an “Ensemble Guest.” This limited Conference registration provides admission to the exhibit hall, all non-ticketed performances, and allows access to interest sessions and reading sessions as space allows. Ensemble Guest Registration is only $50 per person.

Please complete the enclosed yellow Performing Ensemble Registration Form so that we may prepare your ensemble and guest registrations for the Conference. This form is due with any necessary payment on or before [date].


The January issue of the Choral Journal is the “Conference Issue” for the [Year] ACDA [Conference] Conference. In this issue, we will publish photographs and biographies of you and your ensemble. We will also use these items in the Conference Program Book and possibly on our Web site. Please refer to the enclosed blue Conference Publicity Information Request for specific requirements. Publicity items must be received on or before [date].

ACDA has negotiated great rates at many beautiful hotels in [city]. Please refer to the enclosed hotel information sheet for specific rates and hotel locations. Make your hotel reservations soon because rooms go quickly. We do ask that you cancel any unneeded room reservations on or before [date] so that ACDA members may book those rooms at our special Conference rates.

Plan to be present with your ensemble in Miami for the entire week beginning on [date] through [date]. You will receive more detailed information related to your concert session assignment, rehearsal and performance times later this fall from Program Chair, [name]. ACDA will provide for each performing ensemble standard choral risers with an acoustical shell along with a grand piano and bench and a single microphone for announcements. We cannot provide instruments or special equipment of any kind. There are no pipe organs in the performance halls. You and your ensemble are responsible to arrange for and provide all housing, travel, meal, and any other expense related to your performance at the Conference.

Again, we are very excited that your ensemble was selected from a large number of excellent applicants to perform in Miami. You are among the very best. If you have any questions related to your performance at the Conference, please contact [name], Conference Program Chair. He can be reached by e-mail at [e-mail address] or by phone at [number].

Sincerely,

[Name][Year] ACDA [Conference] Chair


SAMPLE PERFORMING ENSEMBLE ACCEPTANCE FORM

[Division Name][Conference City and Dates]

Please sign and return the following to:

[Address block]

I agree to participate in the [Year] ACDA [Conference] Conference to be held [date] in [city, state] as a performing choir. The signatures below express acceptance of the conditions outlined in the letter of invitation and intention to participate in the Conference.

We also acknowledge that acceptance of this invitation brings with it a significant financial obligation. We understand that the American Choral Directors Association (ACDA) is not responsible for the cost of transportation to or from [city], transportation in [city] during the Conference, lodging, meals, or any other cost associated with participation in the [Year] ACDA [Conference] Conference.

Name of Ensemble (please print):

Organization/Institution (please print):

Name of Director (please print):

Signature of Director:

Date:

Print Name and Title of Supervising Administrator:

Signature of Supervising Administrator:

Date:

This acceptance must be postmarked by [date].


SAMPLE REGRETS LETTER

[Address Block]

[Date]

Dear [Name of Director],

Thank you for submitting an Application for Choral Performance the [Year] ACDA [Conference] Conference in [city]. The number of high quality applications submitted for consideration made the task of selecting choirs a very difficult process.

I regret to inform you that the [ensemble name] was not selected to perform at the [Year] ACDA [Conference] Conference. However, I would like to encourage you to apply again for an upcoming ACDA division or national Conference.

The ACDA Audition Committee appreciates your support of the audition process and would like to extend its best wishes for your continued success in the pursuit of choral excellence.

Sincerely,

[Name][Year] ACDA [Conference] Conference Chair


SAMPLE LETTER TO PUBLISHERS REQUESTING READING SESSION MUSIC

Dear [Publisher name and contact person],

The American Choral Directors Association would like to invite your publishing company to be involved in the 2013 National Conference by supplying our Repertoire and Standards Chairs with copies of your new issue octavos. Reading sessions at all of our Conferences are one of the most popular and valuable parts of the Conference. These octavos will be considered for inclusion in one the twelve Conference reading sessions booklets.

I have included mailing labels for each one of National and Division R&S Chairs to facilitate your shipping the octavos. We ask that octavos you wish to be considered reach our R&S Chairs no later than July 1, 2012, however if you could send your material earlier that would be wonderful. Most of the R&S Chairs are active music educators and would appreciate making their choices before the fall semester opens. Included for your reference is the Publishers Guidelines for ACDA Reading Sessions that may help guide you selecting appropriate music for each R&S Chair to review.

All of us on the Conference planning committee, the national officers, and our membership thank you for your willingness to submit music for possible inclusion in our reading session booklets. Questions or comments are most welcome. I am available at the above addresses and phone numbers. Again, thank you so much for your cooperation and consideration.

Sincerely,

Amy BlosserReading Session Chair2013 ACDA National Conference


PUBLISHER GUIDELINES FOR READING SESSION SUBMISSIONS

These guidelines are established to assist choral music publishers in selecting appropriate music to submit for possible inclusion at an ACDA Conference Reading Session.

AREAS VOICING

Boychoir Unison, SA, SSA, SSAA, TB, TTBB, SATB, SAB

Children’s Choirs Unison, SA, SSA, SSAA

College and University Unison, SATB, SAB, SA, SSA, SSAA, TTBB, TTB, TBB

Community Choirs Unison, SATB, SAB, SA, SSA, SSAA, TTBB, TTB, TBB

Jazz Choirs Unison, SATB, SAB, SA, SSA, SSAA, TTBB, TTB, TBB

Junior High / Middle School Unison, SATB, SAB, SAT, SSA, TTB

Male Choirs Unison, TB, TTB, TTBB, TBB

Multicultural Unison, SATB, SAB, SA, SSA, SSAA, TTBB, TTB, TBB

Music in Worship Unison, SA, SSA, SSAA, SATB,SAB, TTBB, TTB, TBB

Senior High School Choirs Unison, SA, SSA, SSAA, SATB, SAB. TB. TTBB. TBB

Show Choir Unison, SA, SSA, SSAA, SATB, SAB, TTBB, TTB, TBB

Two-Year College Choirs Unison, SA, SSA, SSAA, SATB,

Women’s Choirs Unison, SA, SSA, SSAA


SAMPLE CONFERENCE PUBLICITY INFORMATION REQUEST[Division] [Year] Division Conference

[Conference Location and Dates]

Congratulations on being chosen to participate in the [year] ACDA [Conference] Conference. Please provide publicity information to be included in the January [year] Conference preview issue of the Choral Journal. This information will also be used in the Conference program book and used on our web sites.

Performing Ensembles – Please submit the following: A typed bio of your ensemble (approximately 120 words) A typed bio of the conductor (approximately 120 words) Photo of ensemble – color (preferred) or black and white photo Photo of conductor – color (preferred) or black and white photo

Presenters – Please submit the following: A typed description of the session (including title) A typed bio of each presenter (approximately 120 words each) A photo of each presenter – color (preferred) or black and white photo

Honor Choir Conductors – Please submit the following: A typed bio of yourself (approximately 125 words each) A photo – color (preferred) or black and white photo

Digital files submitted by e-mail are preferred.

Bios sent digitally should be saved as a Word file and sent as an attachment or simply typed into the body of an e-mail. Photos sent digitally should not be cropped and be no less than 300 d.p.i. Any photos mailed in will not be returned. DO NOT COPY AND PASTE PHOTOS FROM A WEBSITE. THE PHOTOS MUST BE PRINT QUALITY.

All information should be sent to: [email protected] (Director of Conference Planning) and [email protected] (Managing Editor)

DEADLINE: All bios must be received by September 1All photographs must be received by October 1

Conductors please send your photographs earlier if possible.


mailto:[email protected]

mailto:[email protected]