Participating Director Resources

Additional information about forms and other submission requirements.

Refer back to the Schedule of Deadlines as needed.

Clinician Liaison and Composer Interaction Scheduling (Band and Orchestra Only)

August 31: First email to directors introducing literation/composer/clinician tasks ahead

September 8: Clinician Liaisons will be assigned. Directors will be notified via email.

September 20: Deadline for Clinician Liaison availability and first literature submission. Participating directors will indicate first-semester meeting availability (8 days/times).

December 15:  Composer Interaction Form I due – this will be sent to you directly from Scott Casagrande

January 15: Second FormAssembly form sent: Participating directors indicate second-semester meeting availability for Clinician Liaison and/or composer interaction (10 days/times between early Feb. and early March). The second-semester meeting is to discuss best practices for rehearsal and may involve virtual rehearsal with the band.

February 15: Final recording of performance due to Dropbox folder.


All ensembles must submit their full copyright report by MArch 1, 2024.

Access the copyright form here: 

Equipment Usage & Stage Plot

The Equipment Usage Form and Stage Plot forms help us to assist you with obtaining equipment and the correct performance setup for your ensemble. 

View the list of provided equipment here. Let us know what equipment you’ll use by completing the Equipment Usage form.

Stage Plot templates available below and should be submitted via Dropbox by January 15.

Festival Agreement

The Festival Agreement is your contract to participate in the Music for All National Festival. This online form will allow you to select your festival package and additional hotel needs and calculate your total package costs. An administrator must sign your festival agreement along with you. These agreements will be sent via DocuSign to the email addresses you provide in the Communications Preferences Form.

Please complete your Festival Agreement and Package worksheet and return to Music for All by September 15, 2023. Agreements are only valid if signed by both Director and Administrator. Page 4 of the document is the package description and pricing for you to reference. Pages 5-7 are a marked-up agreement with notes in red to help you as you complete your agreement. We will also review these documents at the first Festival Zoom Meeting.

Here is the link to access, complete, and sign the Festival agreement via DocuSign.

View a sample agreement with additional helpful guidelines.

Download a copy of the 2024 Festival Agreement


Housing Lists must be completed using the Excel template provided by Music for All. We will host a housing and transportation meeting prior to the submission deadline to assist you with completing this form and answer any related questions. You may submit housing changes via this change form up until January 15.  

Form and instructions

Meals & Dietary Restrictions

Dietary Restrictions should be submitted to help us plan for your students’ needs. You may submit multiple scenarios on one form. We share these with all of our dining facilities and are able to accommodate almost all restrictions. Students will have to self-identify to the banquet staff if they require a special meal, however many meals are buffet-style with a variety of options. 

Complete the Dietary Restrictions form here.

Meeting Request

Additional Meeting Request form (note: this form is only to request ensemble meetings). There are several lobby areas where you can gather for brief check-in moments with your group. Please only request a meeting if you would like a 30-minute booking in a ballroom.

Complete the Ensemble Meeting Request form here.

Packages and Pricing

Payments must be made according to the dates below. Percentages are based on your ensemble’s total cost that you list in your Festival Agreement. Balances will be adjusted based on your actual housing lists after they are submitted. You will receive invoices via email from

Payment Deadlines for the 2024 Festival are as follows:

Payment 1: October 15, 2o23 (25%)

Payment 2: December 15, 2023 (50%)

Payment 3: January 15, 2024 (25%)

Program Book & Script

Download and review the Program Book and Script Guidelines document.

Complete the Program Book and Script form.

Use this template to complete the Roster of Students and Personnel List. This document has two tabs. Both need to be completed and uploaded to your Dropbox by December 15, 2023. Information from the Personnel List will be published in the program book. The Roster information will NOT be made public.

The form linked above should be completed and the assets requested should be uploaded to Dropbox by December 15, 2023. Program notes for the script should be uploaded to Dropbox by January 30, 2024.

Rehearsal - On-site

Each ensemble is guaranteed one rehearsal while on-site, however, due to the number of ensembles and space limitations, requests for additional rehearsals may not be granted.

Your guaranteed rehearsal will be scheduled automatically by Music for All. 

Questions about rehearsals can be directed to


Complete your repertoire submission form indicating title, composer, publisher, length, etc. of pieces to be performed.

September 20, 2023: Initial Program Selection

November 15, 2023: Reduced/Revised Program Selection I

December 15, 2023: Reduced/Revised Program Selection II

January 15, 2024: Final Program Selection

Roster of Students & Personnel List

A roster with addresses is used to create certificates and to send congratulations and information to students. Please check for accuracy in the spelling of names. Music for All also completes demographic studies of participants for all programs. Contact information will not be shared with any other organization. 

Use this template to complete the Roster of Students and Personnel List. This document has two tabs. Both need to be completed and uploaded to your Dropbox. 


Scholarship information will be made available at a later time.


Evaluator/Clinician Scores

All evaluator scores should be brought to Festival check-in when you arrive to Indianapolis.

  • Concert Bands – High School and Middle School: Four (4) scores are needed
  • Orchestra, Percussion, and Chamber Ensembles: Three (3) scores are needed

All school ensemble performances are free and open to the public. No ticket is required.

Guests traveling with a school as part of a package do not need to purchase tickets to any performance. Tickets are included in the package price.

Honor Ensemble performances on Saturday evening require a ticket. Ticket purchases will be made via the Clowes Memorial Hall Box Office or the Center for the Performing Arts (see below for concert details). Tickets will be available or purchase.

Honor Ensemble guests who purchase a package do not need to purchase tickets. Tickets are included in the package price.

Honor Ensemble Concert Dates:

A la carte tickets are available for guests or community members who have not purchased a package to attend the Festival.

If you are not purchasing a festival package, but would like to attend the Festival Ensemble Student Banquet OR the Honor Ensemble Student Banquet, please fill out this form to purchase individual banquet tickets.


Below are some local, Indianapolis companies that may be able to assist you with ground transportation to the Festival.

Lew White Tours – Official Music for All National Festival Transportation Partner

Free Enterprise

Gold Shield

Royal Transportation

Miller Transportation


Ensemble Travel Information will detail your group’s travel arrangements to and from Indianapolis. Please note that there is no ground transportation provided by Music for All during the festival. All performance venues will require ground transportation to and from; your ensemble will be expected to move around the metropolitan area on their own for all events. Transportation to and from the airport is also the responsibility of each ensemble.  

Complete the Ensemble Travel Information form here.


The Workshop Registration form will allow you to have your students select which sessions they are interested in attending. Each school will be assigned to one session of workshop rotations. Students will be able to select one workshop to attend for the session.  

Access the workshop form here, due February 15, 2024: 

Go Back to the Schedule of Deadlines

Find due dates for every form and submission