Music In Motion Booster Engagement
Ayala BAC was created in 1990 when the school first opened and has since trained and taught more than 1,600 students, under the school‚Äôs main values: providing opportunities to all students to achieve a successful high school experience in a safe and positive environment. Instrumental music, the marching band, three concert bands, two jazz bands, two percussion ensembles and the color guard are part of this music program.
Ayala BAC is a member of the Western Band Association (WBA) and has hosted since 2006 Music in Motion (MIM), which is one of the largest field tournaments in the Southern California region. Nowadays, more than 3,000 performers and 5,000 spectators fill the Ayala stadium throughout this day-long event. Participating bands vary in size from 35 to 350 members, as well as the complexity of their shows.
For the last 5 years, MIM has attracted an average of twenty-eight high school marching bands and auxiliary units to compete for top honors in musical and visual performances during this WBA adjudicated show during the month of October. In 2019, MIM will be celebrating its 13th year since its creation, and it wouldn‚Äôt be possible without all its students, parents and staff that work all together to achieve the level of excellence and commitment that Ayala BAC has always been distinguished for.
The Ayala BAC booster organization supports the program by planning, promoting, and administering the fundraising efforts and other activities at the discretion of the band director. Parents and family members of students in the program make up the booster organization, with additional help from alumni parents. Every family associated with BAC is required to volunteer at a minimum of three events during the school year and support their student‚Äôs commitment to the program. In addition, all band parents are encouraged to attend monthly Band Booster meetings.
In addition, MIM gathers family, friends and community members, making this competition one of the most attended on the WBA Fall Schedule, with more than 5000 people during the day-long tournament.
Overview of planning and execution process for this project
A typical timeline for this event would be:
- April – Adding MIM in the school calendar in order to reserve the football stadium and other facilities around the school campus; request for security and custodial needs for the day of the event to the School District.
- May – Online Band Registration is open through the Western Band Association (WBA) website.
- July – Event director contacts past committee chairs and co-chairs; contacting previous vendors and locating new ones;
- August – Start request of estimates for Awards; design and content of event programs; start recruitment of boosters for the different areas; hospitality director starts planning menu for concessions and for hospitality tent; merchandise is inventoried and new orders are sent to vendors.
- September – Event packets for registered bands are put together with important information regarding the event; programs are finalized with advertisement, sponsors and personal ads; travel arrangements are made for adjudicators assigned to judge the competition.
- October – All areas have last planning meetings; setup for the event is done a day before tournament.
For Ruben S. Ayala has been a great source of pride and honor to have a successful music program that not only represents the school, but also embodies its vision of nurturing a culture of high expectations and engagement.
Ayala BAC receives a strong support from the school district, and has continued providing the means and encouragement to grow through the last 25 years since its creation.
Ayala BAC band program has also impacted other schools in the Chino Valley Unified School District by collaborating with band programs at the feeder schools to Ayala High School, and it continues being a model to other middle and high schools who have become award-winning band ensembles as well.
At the local community level, Ayala BAC participates in city Christmas Parades, Christmas Tree Lightning Ceremonies, organizes events that are open to the general public as the Latin Jazz Dinner, Painting Night, or Summer Movie Showing. Ayala BAC Boosters are mostly local residents that continue promoting the band program activities among their neighbors and family members, and they are actively involved in other community activities, connecting the band program and the community in many other ways.
Specific Budget Breakdown
- Adjudicators – $5,500
- Concessions – $4,500
- Custodian/Security – $3,000
- WBA Fee – $1,500
- Awards/Trophies – $1,600
- Event Lighting – $1,200
- Programs – $1,200
- Hospitality – $850
- Insurance – $800
- Advertisement/Promotional – $700
- Other Expenses – $1,150
New or recurring project?Recurring
How did you update/change this project from its previous occurrence?
MIM has consistently increased the amount of bands participating, people attending, and volunteer engagement. The culture of excellence and commitment are strongly engrained in the organization and is communicated consistently to all the boosters, by always encouraging to participate and with proper training according to the needs of the event. The knowledge passed along from one booster to another is part of the winning formula for a successful parent engagement; the other part, is consistently documenting procedures and protocols that make easier the transitions every year from seasoned boosters to new parent members of the band.
Challenges/obstacles that were encountered
The Event Director contacted all the Committee Chairs and requested that they bring tarps, extra pop-up tents, etc. Janitorial staff was contacted to be at the site earlier, and to be prepared with more supplies to clean areas of heavy traffic. Ayala BAC Boosters were asked to arrive early to wipe and clean off all the bleachers, so that the attendees could be seated in dry seats. The band director communicated constantly with other band directors in order to confirm that the event will continue according to schedule. Fortunately, rain cleared close to the beginning of the event, and allowed us to continue with the tournament.
No boosters deserted their duties or complained about the situation; everyone step up to the crisis and assisted where there was need. We also received very positive feedback from participants on how well we handle the situation, and that we delivered a well-organized event.
Measurement of the success/effectiveness of this project?
Advice for someone looking to replicate this project in their own community?