Participating Director Resources

Congratulations on your invitation to the 2025 Music for All National Festival! You should be proud of your accomplishments and your commitment to continuing to provide musical experiences to your students

This page is for you to keep track of meetings and form deadlines, and have easy access to all of the form submissions.

We want to be sure we are communicating with you effectively. You will receive communications from several Music for All team members. We make every effort to combine our communications. However, due to the festival’s complex nature, you will receive the best customer service when each of us can communicate with you directly about specific topics.  

Scheduling and Logistics: Laura Blake laura.b@musicforall.org
Payments and Billing: Sarah McKinley sarah.m@musicforall.org
Program Book and Announcers’ Scripts: Haley Mack haley.m@musicforall.org
Housing/Package Adjustments: festivalhousing@musicforall.org (this is a shared mailbox checked often by many team members)

We will be using SLACK for pre-event and on-site event support and communication. You can join the 2025 National Festival Slack Channel here:
https://join.slack.com/t/festival25/shared_invite/zt-2o4rjv3ec-WR1nC5bE~vx6VCwsdTqCMg

Schedule of Deadlines: 2025 Music for All National Festival

 

August 2024

Festival Familiarization Session #1 (Zoom Meeting): Introduction and Forms
August 26, 2024 – 8pm EST

September 2024

Festival Agreement and Package Selection Form
September 15, 2024

Initial Repertoire Selection Form
September 15, 2024

Clinician Interaction Availability Form
September 15, 2024

October 2024

Festival Familiarization Session #2 (Zoom Meeting): Housing and Transportation
October 14, 2024 – 8pm EST

Payment 1 – 25% Deposit
October 15, 2024

November 2024

Festival Familiarization Session #2 (Zoom Meeting): Program Book and Scripts
November 4, 2024 – 8pm EST

Ensemble Travel Information Form
November 15, 2024

Festival Familiarization Meeting and Venue Tour (In-Person)
(OPTIONAL)
Sunday, November 17, 2024 – Indianapolis, IN

December 2024

Program Book, Script, and Plaque Information Form
December 1, 2024 (originally November 15)

Reduced/Revised Repertoire Selection List
December 5, 2024

Clinician Liaison/Composer Interaction Form
December 5, 2024

Hotel Rooming List – Students/Chaperones/Adults (Excel Template)
December 15, 2024

Roster of Students (Excel Template)
December 15, 2024

Workshop Registration Form
December 15, 2024

Equipment Request Form
December 15, 2024

Payment 2 – 50% of Total Amount
December 15, 2024

January 2025

Payment 3 – Final 25% or Balance of Total Amount
January 15, 2025

Final Repertoire Selection Form
January 30, 2025

Deadline for Rooming List Changes (via Housing List Change Form)
January 30, 2025

Script Information Form
January 30, 2025

Program Notes
January 30, 2025

February 2024

Stage Plot Submission (pdf)
February 15, 2025

Dietary Restrictions and Allergen Form (Excel Template)
February 15, 2025

Bus Parking (Downtown Only)
February 15, 2025

Ensemble Meeting Request Form (optional)
February 15, 2025

Honor Ensemble Concert Ticket Order Form (non-package holders)
February 15, 2025

Banquet Ticket Order Form (non-package holders)
February 15, 2025

Family and Friends Package Orders
February 15, 2025

Honor Ensemble Concert Ticket Order Form (a-la-carte)
February 15, 2025

Banquet Ticket Order Form (a-la-carte)
February 15, 2025

Family and Friends Package Orders (optional)
February 15, 2025

Recording Timing Due
February 15, 2025

Festival Familiarization Session#4 (Zoom Meeting): On-Site Logistics
February 17, 2025, 8pm EST

Revelli Scholarship Application
February 26, 2025

March 2024

Festival Familiarization Session #5 (Zoom Meeting): Chaperone Meeting
March 3, 2025, 8pm EST

Forms and Information

Additional information and links to forms and other submission requirements, listed in alphabetical order.

Accepted Ensemble Media Assets
Clinician Liaison and Composer Interaction Scheduling (Band and Orchestra Only)

September 15: Deadline for First-Semester Clinician Interaction Availability Form.
Participating directors will indicate first-semester meeting availability (8 days/times).

December 5: Deadline for Composer Interaction Request Form and Second-Semester Clinician and Composer Availability Form.

Dietary Restrictions and Allergen Form

The Dietary Restrictions and Allergen Form 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 and Allergen form here.

Ensemble Meeting Request Form

The Ensemble Meeting Request 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, available soon.

Equipment Request Form & Stage Plot Submission

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

View the list of provided equipment here (available soon). Let us know what equipment you’ll use by completing the Equipment Request Form, available soon.

Stage Plot templates, available below, should be submitted via Dropbox by February 15, 2025.

  • Clowes Memorial Hall
  • Indiana Historial Society – Chamber
  • The Palladium at the Center for the Performing Arts – Orchestra
  • Schrott Center for the Arts
  • Warren Performing Arts Center Stage Plot – Percussion
Festival Agreement and Package Selection

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 digital agreements will be completed online and will be sent to the email addresses you provided on your original application.

Please complete your Festival Agreement and Package Selection Form by September 15, 2024. Agreements are only valid if signed by both Director and Administrator. We will also review these documents at the first Festival Zoom Meeting.

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

Familiarization Meeting

Please join us on Sunday, November 17th for tours of the Music for All National Festival Performance Venues. 

Music for All will provide shuttle service to venues, Guided by Music for All Educational Team Members. 
Tours will take place between 9am and 2pm on Sunday, November 17th. Please plan your arrival and departure travel to Indianapolis accordingly. Housing is available through Music for All. Breakfast Sunday Morning will be provided. Music for All will provide an airport shuttle on Sunday afternoon when the tour is complete. All other meals, ground transportation is your responsibility.
This trip is optional, but we encourage new directors to attend if possible.

Here is the link to register.

Hotel Rooming List - template updated 11.5

Hotel Rooming Lists must be completed using the Excel template provided by Music for All and submitted by December 15, 2024.
We will host a housing and transportation meeting (October 14, 2024) prior to the submission deadline to assist you with completing this form and answer any related questions
.
Form and instructions – coming soon!

You may submit housing changes via the change form up until January 30, 2025.  

Maps

Map of Downtown Indianapolis

Map of Butler University

Area Map of Center for the Performing Arts

Map to Warren Performing Arts Center

Clowes Hall Performance Flow

Schrott Center for Performing Arts Performance Flow

Lily Hall Performance Flow

IHS Performance Flow

Warren Performance Flow

Palladium Performance Flow

Packages and Pricing
Payments

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 accounting@musicforall.org.

Payment Deadlines for the 2024 Festival are as follows:

Payment 1: October 15, 2o24 (25% deposit)

Payment 2: December 15, 2024 (50% of total amount)

Payment 3: January 15, 2024 (final 25% or balance of total amount)

Program Book & Script

Download and review the Program Book and Script Guidelines document.

Complete the Program Book, Script, and Plaque Information Form due December 1, 2024.
Upload Program Notes to Dropbox, due January 30, 2025.

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 festival@musicforall.org.

Repertoire Selection

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

September 15, 2024: Initial Repertoire Selection Form Due

December 5, 2024: Reduced/Revised Program Selection List Due

January 30, 2025: Final Repertoire Selection Form Due

Scholarships

Scholarship information will be made available at a later time.

Scores

Each school is responsible for providing ORIGINAL, legal copies of the scores for each selection being performed. You may not use or submit photocopies of pieces, unless accompanied by the proper documentation authorizing the use from the publisher.

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

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

SCHOOL ENSEMBLE CONCERTS
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. All tickets are included in the package price.

HONOR ENSEMBLE CONCERTS
Honor Ensemble performances on Saturday evening require a ticket.
a la carte ticket purchases should 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:

  • Honor Band of America – Saturday, March 15, 8:00 PM
    • Clowes Memorial Hall, Butler University
    • Honor Band of America Concert Tickets
  • Jazz Band of America – Saturday, March 15, 8:00 PM
    • Schrott Center for the Arts, Butler University
    • Jazz Band of America Concert Tickets

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

BANQUET TICKETS
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 (available soon) to purchase individual banquet tickets.

Ensemble Travel Information Form

The Ensemble Travel Information form 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, due by November 15, 2024.

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

Workshop Registration

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.
Please encourage your students to divide among the sessions due to the workshop capacity limits.
At Festival check-in, you will be given a set of stickers to distribute and adhere to the back of each student’s name badge indicating their selected workshop session, so we encourage you to record what sessions your students wish to attend, and bring that list with you for easier distribution.

Access the workshop form here, due December 15, 2024.