Your day starts with a warm welcome at the check-in desk after you arrive at the performance venue. Plan to arrange your own transportation or Forum can take care of bus arrangements for you. Bus and private car parking is available at the venue – watch your performance schedule for specifics.
Turn in your original conductor’s scores for the adjudicators and ask any questions you may have about the festival or your attraction visit.
A runner will guide your group to the warm-up room, then onstage for performance. The stage is pre-set according to your instructions on your set-up sheets.
Our announcer will introduce your group. Plan 2-3 pieces OR 12 to 15 minutes of music.
Two adjudicators will assess your ensemble’s performance and provide recorded and written feedback. Part of the benefit of the festival is learning from other ensembles. You are encouraged to arrive early or stay late to enjoy & support other festival performers.
Topping off the festival is an exciting Awards Ceremony held at the venue. Your students won’t want to miss it!
Before you leave the festival, stop by the front desk for your scores, the judges’ written comments, and theme park tickets (as needed). Judges’ recordings will be emailed to you within 48 hours. You’ll also receive a recording of your festival performance.
Enjoy the rest of your day!
Performing in a suitable venue enhances your performance. Festivals are held at well-equipped venues with lighting & sound systems - many are college theatres or recital halls. Separate warm-up rooms are available with limited equipment.
Directors and chaperones are responsible for all personal belongings including bags, instruments and cases, and other equipment. Please ensure an adult is left at all times with belongings. Forum staff are unable to monitor belongings.
Informal attire is fine since many groups enjoy an activity after the festival. Many groups wear concert attire, but it’s not a factor in judging. No dressing rooms are provided at the venue. Please plan to change before you arrive at the venue or after you depart from the festival.
No, but please select literature that showcases your ensemble’s strengths. Adjudicators cite the most common error they see is music that’s too challenging for the group. Performing difficult music poorly doesn’t impress judges.
Yes, bring original scores for the judges. Copied scores are unacceptable unless accompanied by a publisher’s letter. Purchased E-print scores are of course acceptable.
Choral ensembles have 20 minutes on stage; instrumental groups have 25 minutes. This includes taking the stage, introductions, pausing between selections, and exiting. Plan on 12 to 15 minutes of music, typically about 2 to 3 pieces per ensemble.
We provide the following equipment at our festivals: • Tympani • Grand Piano • Bass Drum • Choral Risers (size varies by venue) • Chimes • Xylophone • Marimba & Vibraphone may be available pending venue • Recorded accompaniment playback • P.A. System/On stage monitors —up to 6 microphones
Other equipment may be available at individual venues. Please ask if you need anything other than what is listed below. Drum sets and amps may be available to rent. No snares, cymbals or small percussion are available.
A link to our stage set up form is emailed with your schedule. Submit the completed form to us at least 3 weeks prior to the festival. Our stage crew will position your set-up for your performance!
Performances are scheduled approximately 4 to 6 weeks prior to the festival. Directors receive their performance schedule by email.
Directors must inform Forum Festivals 90 days prior to the festival of any transportation limits or other concerns that have an effect on your arrival at the festival. A cancellation fee will be assessed for any performing ensemble pulled from the festival after the schedule is distributed. All director names and ensemble names listed on the performance schedule will be used for programs and trophies – please update Forum immediately if any changes need to be made. Once trophies or programs go to print, changes may not be possible or may incur a small fee.
Forum Music Festivals’ non-competitive, rated format means that directors choose to perform for either a rating (Gold, Silver, Bronze, Copper, Merit) OR a “comments only” non-rated award—Excellence in Performance. All groups receive a plaque at the Awards Ceremony as well as adjudicators comments. Groups are NOT ranked.
Because our adjudicators hear many groups throughout the year, you may evaluate your group’s rating with groups of similar grade levels from across the country.
Your students deserve a great awards ceremony! Our Award Ceremony celebrates your students' hard work and supports other performers. Awards typically last 15 minutes. Each ensemble receives a plaque plus a musicianship plaque to one student or section from each ensemble.
Awards are held at the festival venue. It’s fun, positive, and motivational. Your group may enjoy the balance of the day with no interruption of your afternoon or evening.
Preparing for a festival performance is a fabulous time to review basic etiquette for young musicians— both as performers AND audience members. Explain to your students that everyone has worked very hard to get to this event. A good festival participant... 1. Visits the restroom before being seated. 2. Silences electronic devices before the performance. This means, don’t use your phone during a performance. 3. Never texts during a performance. 4. Does not talk during the performances. 5. Is kind to all performers, whether inside the theatre or outside. You are not rivals. You are supporters of every student’s musical journey, regardless of their ages or abilities. 6. Absolutely does not eat or drink inside the theatre. 7. Keeps feet off on the back of seats. 8. Learns when to applaud (and when not to applaud.) 9. Understands that a festival is not a sporting event. Screaming, whistling, and shouting is unacceptable. 10. Never enters or exits the theatre while an ensemble is performing. 11. Remains seated during a group’s entire performance. 12.Does not sing along during a performance (unless your choir is onstage performing). 13. Enjoys the performances!
Suggested Festival Etiquette for Directors Good concert/festival behavior is learned, and it is the director’s responsibility to teach it.
A good teacher of festival etiquette... 1. Acts professionally as a model to students. 2. Includes expectations for chaperones as well as students. 3. Teaches students about when to applaud as audience members. (When the conductor’s arms have come all the way down to his/her side). 4. Teaches stage deportment: Practice how to enter the stage and behave before the first downbeat. 5. Go quietly to their location. 6. No conversation at this time. 7. Look at the audience during applause. 8. Show respect and attention to the director. 9. Understands that a warm-up is not a rehearsal. Abide by the festival’s schedule and leave warm-up and enter the stage on time. If onstage tuning is needed, keep it brief. 10. Times the prepared music. By timing your music, you show consideration for the judges, the festival staff, and other schools who have time constraints with busing and other issues. 11. Acknowledges applause with a smile and a bow and an acknowledgement of his/her performers. 12. Has featured students or sections stand and face the audience during applause. 13.Utilizes positivity. 14.Uses the power of words to inspire students to perform their very best.
One-day participants receive physical theme park tickets at the festival’s front desk or emailed in advance, not at the theme park. Any exceptions will be communicated directly to the director. Directors may add or subtract tickets as needed for some attractions. Extra tickets issued at the festival are billed after the event. No tickets are accepted for refund after the festival.
Finalize your participant count three weeks in advance. Student tickets for some attractions may be returned for a credit or refund for the ticket cost itself, but no refunds for the festival portion are offered when changes are made at the festival.
Theme park tickets for family members may be purchased with cash at the front desk (except for Disney). Family members can watch performances for no fee. For groups going to the Disneyland Resort, your tickets were pre-ordered and are not eligible for return or refund, per Disney policy.
Knott’s Berry Farm, Great America, and Universal Studios no longer print paper tickets; please reference the digital ticket policy for each park.
Overnight directors receive all tickets in a packet shipped one week prior to the festival. Please complete your Docusign confirmation or mail the confirmation form back to us before the trip so tickets will be activated.
Students with annual passes should double-check for any "black-out days." A "festival only" fee is charged for those students, who may then use their passes for park admission. Other exceptions may apply depending on the theme park. Please reach out to Forum for specific information.
Each individual festival venue, theme park, and attraction has its own parking specifications. Please check your performance schedule letter (emailed four to six weeks in advance) for specifics. Bus parking and private car parking will be explained in detail there.
Please be prepared with cash or card for potential parking fees. Parking fees and tolls are the group's responsibility. Unless previously arranged with Forum Music Festivals, all fees must be paid directly to the venue. Check with your transportation provider, as some may have special agreements with the venue for reduced or free admission.
For overnight groups or groups with custom one-day packages, most gratuities are included in your package pricing. We typically leave gratuity for private tour guides, etc., up to the discretion of the group. Forum will inform you when gratuity is included and when it is up to your discretion. If you prefer to modify any standard gratuity that we include or have additional questions, please contact us.
Your Trip Assistant is a convenient and completely customized alert system for directors! This complimentary automated text messaging system allows Forum Festivals to text reminders to you throughout your trip. There’s no need for an onsite tour escort—receive reminders via text before your first warm-up time, bus loading, theater or concert start times, restaurant reservations and addresses, and more!
Directors may opt out of Your Trip Assistant. Text messages apply only to your trip. Standard text messaging rates may apply; contact your carrier for details.
YES! Forum Music Festivals offers one student scholarship for returning schools or directors for each consecutive year of participation up to five years, or 10% off the total student balance, whichever is less. Scholarships apply to one-day and overnight packages (hotel, festival, breakfast, theme park) and are available to school groups that book directly with Forum Music Festivals, not through outside tour operators or travel planners.
YES! Hotel accommodations are reserved at hotels near your activities. When selecting a hotel for your group, safety and security are of the highest importance. Groups are only lodged at quality hotels with interior corridors, and rooms are requested on the second floor or higher. We do not book student groups in rooms with outdoor access.
Our relationship with hotels helps keep your trip within budget. Any specific requests you provide to us are shared with the hotel. Check out our overnight options and request a custom quote today.
Our relationship with reputable bus companies yields competitive rates and helps you save money! Upon request, we’ll provide a no-obligation quote based on your itinerary. Here are a couple of tips:
Let’s order buses as soon as you have a confirmed date. We’ll get a clear picture of costs upfront, so you have an accurate quote. A deposit will be required to hold your bus.
The Department of Transportation determines rules about off-duty hours for drivers. Safety is a top priority. Drive time limits are key when planning your return trip.
Traffic jams, bathroom breaks, and surprises happen. Our itineraries provide drivers with precise destinations, and we confirm it all so you don’t have to!
Do we need transportation from our school or hotel to the festival and to attractions? Yes! You will need to make transportation arrangements unless Forum is handling this for you. Festivals are held off-site from attractions and are typically within 20 minutes of the hotel (if we are arranging your overnight package). Attraction distances will vary. Ask about hotel shuttles, public transportation, or other options.
Yes, we can book a hotel room for your drivers whether or not we have arranged your charter bus transportation for an overnight trip. Driver’s rooms must be on the rooming list. Most charter bus companies require a paid day sleeping room for each driver if the group requires transportation at night. Charges for bus driver’s rooms vary, and this information will be listed on your estimate—no surprises!