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For Services Sake

2008 Winner!

A Band Member’s Survival Guide – Psi/EK

In hopes of helping new members of the Bruin Marching Band feel more welcome and prepared for band camp and the marching season, the brothers of the Psi Chapter and the sisters of Epsilon Kappa Chapter created a “Survival Guide.” This guide contained tips, anecdotes, and useful information about the band, its traditions, its marching style, and the UCLA community as a whole. We found that this project was useful to the marching band and its staff, because every member came in prepared and aware of the expectations surrounding the tradition of the Solid Gold Sound.

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A Band Member’s Survival Guide – Psi/Epsilon Kappa

In hopes of helping new members of the Bruin Marching Band feel more welcome and prepared for band camp and the marching season, the brothers of the Psi Chapter and the sisters of Epsilon Kappa Chapter created a “Survival Guide.” This guide contained tips, anecdotes, and useful information about the band, its traditions, its marching style, and the UCLA community as a whole. We found that this project was useful to the marching band and its staff, because every member came in prepared and aware of the expectations surrounding the tradition of the Solid Gold Sound.

Date:
Summer 2007
Location:
The survival guide was distributed via e-mail to all members of the marching band in September, before the start of band camp.
Length:
N/A
Time spent preparing/executing:
200 man-hours (This event was worked on by many people at many different times over the period of five months. The hours given indicate the amount of time it would have taken one person to complete this project.)
Active members participating/total:
20 / 71
Estimated audience demographic:
This was distributed to all 250 members of the marching band, though the focus audience was the new members (roughly 100 members). We plan on distributing updated editions each year to the new incoming class.
Preparation for the event:
After the idea for this project was originated in May, a small committee led by each Chapter’s service chairs started work on this five month project. With only a few weeks left in the school year, the decision was made to brainstorm specifics as joint Chapters, and set off to work in the summer. Although the majority of the formatting and research was done by the committee, many brothers and sisters contributed to this project through writing, editing, taking or finding pictures, and suggesting tips they wish they had known as freshmen. One aspect of this project we are particularly proud of is that it gave many brothers and sisters the opportunity to participate in a service project during the summer from anywhere, whether they were home or studying abroad in Europe. In addition, by mentioning that this guide was created by Kappa Kappa Psi and Tau Beta Sigma, our organizations were able to form a good first impression and create a positive name for ourselves.
Details of the event:
The Band Member’s Survival Guide was meant to help new members acclimate themselves to the band before ever stepping foot on campus or the Rose Bowl. We covered all major aspects of our marching and varsity pep bands, covering lingo and quirky traditions, as well as important logistics and policies. We were able to draw on our own experiences to anticipate their questions and fears, helping them avoid the silly mistakes we once made. If you browse through the guide, you’ll notice that we’ve truly covered all the bases, ensuring that even those who have never marched before feel comfortable on the first day. We even made sure they were able to make it to the practice field, with useful maps pointing out all the need-to-know places. We were also able to impart a deep sense of tradition and bruin pride to all new members, as they prepared to begin their UCLA career.
Challenges faced during event/areas for improvement:
Since this was the first edition of the guide, we weren’t able to anticipate all the needs of new members. Though we attempted to recall our past experiences, we could only do so much. However, now that we have been able hear feedback from freshmen, we are ready and excited to produce the second edition, with the following changes. This year, due to a lack of resources of printing, we were only able to distribute the guide via email. However, next year, we plan on creating a condensed, flap-sized version that will be more feasible and eco-friendly to print, while also being more readily accessible. We still plan on distributing the unabridged editions via email, so that all the information is still available. In addition to the maps of campus, we will also provide maps of Westwood and the surrounding areas of campus, pointing out places of interest for those students unfamiliar with the greater Los Angeles area. After recognizing the positive impact this has had on the band camp experience of so many, we plan on keeping this as an ongoing project, making necessary changes to each edition as the needs of our incoming classes change and grow.

Download: Surival Guide Sample


U of A Band Day – Omega/Omega

U of A Band Day is a day long event the Joint Omega Chapters host for the School of Music. The man power, the organization, the execution and spirit of the event are provided by the members of our chapter and alumni. About forty high school bands from the southwest region are provided for in their performances, enjoyment of each others’ — and the Pride of Arizona’s — shows.

Date:
November 18-19, 2007
Location:
On-campus
Length:
4:00am November 18th – 1:00am November 19th
Time spent preparing/executing:
250 hours / 25 hours
Active members participating/total:
29 / 30
Estimated audience demographic:
All ages; high school bands (3,252 students) and staff, families of performing students, students of the university, community members (5-6,000 people)
Preparation for the event:
Preparation for Band Day is a task that begins the summer before the event all the way through completion in mid-November. The president of both the Kappa Kappa Psi and Tau Beta Sigma Chapters begin learning of their responsibilities as soon as they are elected the Spring semester before. Both presidents take responsibility for the coordination and logistical planning for the event. Equipped with a binder full of information solely pertaining to Band Day, the two presidents begin coordinating informational meetings beginning the fall semester. Communication with the director of bands, the graduate teachings assistants for the marching band, facilities management at the university, and several other small contacts is important from the beginning of the process. Meetings are scheduled regularly to update one another of current progress, etc. Members learn the stations they will have to man in preparation for the event.

This is an important service project to the Pride of Arizona Marching Band and the School of Music that Kappa Kappa Psi and Tau Beta Sigma traditionally undertake. It is unknown to the chapters exactly when we inherited this task, or if we were in fact the creators of this traditional event, but it is well over its fifty-year mark. As well as aiding in the logistical execution of the event the members of the Brotherhood and Sisterhood provide the only source of manpower for the School of Music.

Specific duties are detailed to every member of both chapters and many of their alumni (who often return from other states to aid the chapters). Stations located at various locations around campus, parking garages, and the stadium are prepared to be manned by active members, each having a team leader. Shifts are set-up as well to ensure every member has adequate break and meal times, as well as opportunities to change into uniform prior to performances.

4:00 am call-time usually provides ample time for setting up stations. Rehearsal fields are roped off, signs put in place, traffic directing flyers are posted, the stadium is set-up with judges tables, tarp sun shades protect them from the killer Arizona rays (yes, even in November) are put in place, walkie-talkies are distributed to all station leaders, water jugs are filled and thousands of cups are on hand for pre and post performance, truckloads of programs and other materials are unpacked, admission booths are set-up, parking lots are roped off, the marching field is lined for high schools, yard-line markers are propped up, and a set of tables and chairs distributed to each station. By the time 7:30 am rolls around all facilities are set and prepared for the first high school band to take the rehearsal field and prepare for their performance.

Details of the event:
U of A Band Day is an event over fifty years old. High School marching bands travel from all over Arizona, New Mexico, and sometimes California and Nevada to perform their halftime shows for one another in competition and to see the Pride of Arizona perform in exhibition once at noon and once at 8:30pm. This event is vital to the membership of the music programs at the university, not just the marching band. Because of the massive amount of students present at the event, this provides a unique and optimal opportunity for recruitment to the college bands and the School of Music.

Throughout their experience at the event students, parents, band staff and judges come into contact with the members of our organizations. From the moment their bus arrives, our members guide the students and each individual’s hand is stamped for admission. They are aided at crosswalks, guided to their practice fields, and receive water. Each band is given an advisory member from the band or chapter to assist them and their director in any way possible during their stay. After performing students are given water and Gatorade and then ushered to the photo station. Here our members aid the photographer in organizing the bands into the stands for a photo, given more water, and then are spoken to by various members of leadership from the organizations about the School of Music, their performance, admittance into the Pride of Arizona and anything else they may be wondering about the university.

After the night ends, with the last performance by the Pride of Arizona, and every member of the audience leaves, we begin clean up. Because janitorial staff are something we cannot afford for this event, the Brothers and Sisters take the task on themselves. For the next two to three hours we clean. The stadium. The whole thing. Its not a particularly enjoyable task, but when enjoyed in teams of two, a Brother and a Sister, it becomes bearable. The event ends early the next morning when all the trash is cleaned up, the fields cleaned, equipment returned to its appropriate locations, all Brothers and Sisters are accounted for and we gather centerfield to join arms and sing our fraternity and sorority songs. The congregation then heads to IHOP for a celebratory breakfast, all present alumni included! It actually takes us another week or so to confirm all materials are indeed returned to their rightful owners, but essentially our work is finally done!

Challenges faced during event/areas for improvement:
Some challenges faced by the chapter in the past and this year were people not remaining hydrated throughout the day. After upping the amount of liquids available and consumed by the high school performers, we found the problem not to be so difficult. It was the performing members of the chapters in our performance where we suffered! Perhaps a jug of Gatorade specifically for the college band performers would be a beneficial addition. Also, maybe the addition of a parental information pamphlet for all of the concerned band parents who continually attempt entry from odd locations would be nice. It could be distributed along with the mailings that already go out well in advance for the event. Band parents… .enough said.

Orchestra Folders – Iota Alpha/Eta Omega

Raised money and purchased an entire set of music folders for Fresno State’s Orchestra.

Date:
Spring, 2008
Location:
On and off-campus. Fundraising was done through a bowl-a-thon at Fresno State and through helping to move members of the community.
Length:
Fundraising and ordering the folders has taken most of the spring semester.
Time spent preparing/executing:
16 hours / 12 hours of moving, 3 hours of bowling, 1 hour of ordering
Active members participating/total:
26 / 38
Estimated audience demographic:
University Orchestra members
Preparation for the event:
The service chairs, Missy ‘BeeBoP’ Zimmerman and Travis ‘AJAX’ Rico, made fliers and reserved the on-campus bowling alley for the bowl-a-thon. Active members were given pledge sheets and raised money through pledges as they bowled. Jeffrey ‘JouBal’ Detlefsen, a member of the service committee, arranged the moving event and contacted the company, MyMusicFolders.com, for pricing and ordering. The chapters had previously used MyMusicFolders.com to order folders for the University Wind Orchestra the previous year.
Details of the event:
Actives bowled and collected their pledges. Active members also helped Susan Gray and her mother move. This took an entire day to complete. The chapters raised over $900 to purchase the folders, this meant that no money had to be taken from our regular service funds.
Challenges faced during event/areas for improvement:
The bowl-a-thon was not as well attended as we would have liked. Publicity will be improved should we choose to do a similar project in the future.

Thanksgiving Week Activities – Beta Omicron

Honestly this was a last minute thing that the band office came to us for. They needed help with setting up, protecting and tearing down the band’s Thanksgiving Day Dinner site.

Date:
November 21st-November 23rd, 2007
Location:
On-campus
Length:
72 hours
Time spent preparing/executing:
– hours / 72 hours
Active members participating/total:
20 / 32
Estimated audience demographic:
The Sun Devil Marching Band and their Families
Preparation for the event:
Our director, Jim Hudson came to me, and asked if we could help set up and defend the catering supplies overnight, and then protect it all again the following night until the catering people could come. We had to protect this ourselves and were unable to hire anyone because, EVERY security force available in Tempe and the surrounding area was sleeping because they were on call all the next day and into that night. It was quite an experience, to stay up all night and camp out on Old Main’s lawn — it was definitely cold.
Details of the event:
On the 21st, we helped set up the chairs and catering stuff. That night we pitched tents, plugged in our laptops and played games and hung out and “guarded” the tables and hot trays. If anything it was a nice brotherhood experience. The band LOVED so much, around 2 in the morning, they paid a visit and by band I mean our Tuba section. They show up in all black and masks and proceed to launch bag after bag of water balloons. It was horrible, but we got them back a little because one of our active brothers (Ashton Jackson) ran them down and told them off. I did not realize that Tuba players could scream that high, I mean it was just Ashton. The rest of the night was relatively uneventful, a few more well mannered band members showed up with Redbulls to help keep us going. I, trying to do something nice for all the helpers went to McDonald’s only to find that it was closed. ? We were able to go home at 7am to sleep a little and take a shower before we had to be back to help facilitate the actual dinner. Overall, as crazy as it was, it was memorable, (cold, long and wet) but definitely memorable.
Challenges faced during event/areas for improvement:
One way to enhance last minute projects like these is just communicate, communicate, communicate… with the band office and the active brotherhood and band on a whole. I really don’t know how else to improve things like this that happen almost at random. It was a little crazy that we were asked to undertake something like security detail with not even 24 hours notice, but hey, we are here to serve the college and university bands! And if that means giving up a nights sleep the day before the LONGEST day in college marching band history, then that’s how we roll — STRIVE FOR THE HIGHEST! What the band office asks for, they get! Service with a smile!

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