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Re: Youth Bands

Bruce,

I wasn't quite sure if you were trying to set up a youth band which could
move into the contesting field or whether you were looking to try and
develop an existing organisation, so my following comments may not be of
any use!

I think the most important factor is to establish whether the members WANT
to contest - unless this is decided on first it will be incredibly
difficult to then obtain the support that would be needed to organise it.

Assuming that there is a desire then you have the following elements to
consider:

1.	Type of competition - entertainment, own choice, set test piece
2.	Date of competition - with regards to other commitments
3.	Rehearsal schedule - for full band and sectionals
4.	Players - will any deps be required/allowed
5.	Paperwork - completion of forms, fees, programme notes, borrowed player
authorisations etc
6.	Rehearsal room - for on the day of the contest
7.	Travel plans - coach or car, maps of contest venue and rehearsal venue

Then there is the task of deciding who does what!

In my band there is a committee which has a Secretary who organises a
majority of the elements outlined above, in others there are committees
which have a separately appointed Contest Secretary, specifically for the
task.  Generally what happens with Clacton Band is:

1.	The committee take a look at the different types of contests around,
their dates and venues etc.
2.	Put to the conductor the most likely 'candidates' for him to choose from
3.	On his decision, put the option to the band to gauge the interest
4.	On confirming the decision, a diary sheet is given out (prepared by one
of the committee members) for everyone to indicate their availability
5.	Said member then co-ordinates the 'best-attendance' dates and issues a
schedule of rehearsals, both full band and sectionals.
6.	'Gaps' are assessed, and solutions discussed with the conductor.  In the
past this has meant pulling on registered players who are not necessarily
regular members, sometimes moving players to different instruments (another
example of the recent thread) or, if borrowed players are allowed, filling
the gaps that way.  Initial contact is made with the gap-filler by an
appropriate contact in the band (friend, relative or official 'Band
Fixer').  The coordination of the gap-filler's attendance at rehearsals and
the contest itself is then handed over to the Secretary, with the Librarian
ensuring that the music is sent off/made available to the player.
7.	The sectionals are taken by either the conductor, or moreso by the
assistant conductor (our solo euph player) who will have already benefited
from a few rehearsals and detailed discussions about what the conductor
wants.
8.	In the meantime, the Secretary completes the necessary entrance
paperwork and sets about arranging a rehearsal room for the day of the
contest.
9.	Depending on the venue of the contest it is then decided if a coach is
needed.  Clacton Band are lucky enough to have their own coach (and a
couple of qualified drivers in the band), so if it is appropriate to use
(rather than sharing cars), no bookings have to be made.  If, however, the
coach is unroadworthy or the contest is located such that people want the
flexibility of leaving when they want, a list is then drawn up by another
committee member to maximize car sharing and therefore minimize the
expenses paid for the travelling.
10.	The week before the contest an information list is prepared which
details times, locations, maps, travel arrangements, uniform and mobile
contact numbers, which is then distributed to all competing players.
11.	The percussion section make a list of equipment that needs to be taken
to the contest (after consulting with the Secretary what percussion will be
provided by the contest organisers), and the representatives from the
Supporters Club ensure that this, together with the music and any music
stands, banners etc are transported to the contest/rehearsal venue.
12.	A non-playing representative is responsible for attending the draw and
rings the order of play through to the rehearsal venue.

I must admit, this high level of organisation is not indicative of every
band I have played for, and indeed, even Clacton Band have their moments of
despair (can't locate a suitable rehearsal venue, run out of ideas for
filling a gap until a week before the contest etc)!  But I would say that
the tried and tested process, which must have evolved through the odd
slip-up along the way, does prove to make the whole event generally
hassle-free - everyone understands their role, the band is used to the
format and individuals aren't left running around trying to clear up messes
because of a lack of communication. 

As far as funding is concerned, I don't believe there is a special account
specifically for contests, the money comes from their normal account. 
However, travel expenses, potential dep fees, entrance fees, additional
conductor fees all add up, so this in itself may have an impact on the
number of competitions the band can enter.

Having not read a copy of the constitution (more fool me I suppose), I
don't know if there is anything in it concerning competitions.  But I would
imagine that as competitions are part of the bands 'job list', rather than
an integral part of the formation/running of the band, there will be few/if
any controlling clauses.

Regarding Youth Bands moving into competitions.  I have no personal
experience of this, other than Pontin's Youth competition in 198? with the
Guildhall Youth Brass Band ...... but I would imagine it would be very
similar to organise as it is with a 'normal' band, other than the fact that
you will need to consider the age of the children (and therefore any legal
requirements on numbers of accompanying adults etc), the Parents' input
into the arrangements (do they bring the children/accompany the children?),
the distance you would be prepared to travel to a contest (too far and the
children may end up getting overly tired and by the time they come to play
have 'gone off the boil').

I think it comes down to getting as many co-ordinated hands on deck as you
can have, but with a set list of expectations for each participant, with a
central controller to ensure everything is running smoothly.

Hope this helps.


CLAIR TOMALIN
Flugel
Clacton-on-Sea Co-Operative Band
E-Mail: c.roberts@xxxxxxxxxxxxxx
ICQ#:  21868132


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