ISSMA FESTIVAL DAY OF SET-UP and BREAK-DOWN
ACTION
Sign-out radios and carts. Prep sign-in sheet. Check on time judges/staff will want
to arrive to field/press box from Booster President/Director.
Secretaries Sign-in
Transport for trophies in SUV or van to field’s center table
Load fragile trophies (plastic and particle board break easily)
Bring blankets/towels to cushion between trophies standing upright
Transport copier/paper to press box on northern high countertop for ISSMA
tabulators. Leave room for laptop/printer/calculator/manila envelopes/labels with
two chairs.
Field Set-Up:
Clear football benches to fence line, away from judging tables or radio for help.
Turn off/clear away drinking line to fence from field area after the band has
finished rehearsal. Place trash can near entry gate for judges’ trash.
Field Set-up:
Transport 3 8’ tables and 7 folding metal orange chairs from field’s north storage
bldg to 50-yard line. Set-up two chairs at northern table for music judges with
snacks/paper weights if windy – waterproof if rain. Center table at 50-yard line
with awards sorted – may need to lay down in high wind and store extra
underneath (need tarp to keep clean) and set up as each award Class session is
finished – may need plastic, light clear tarps with tape/weights/bungees in case of
rain. Three chairs at southern table with snacks, two carafes/5 heavy cups with lids
for penalty judges, two chairs on opposite ends of judges for secretaries to sit
during performances.
Transport felt table covers (secretary storage), bungees for underside rings/loops,
and 4 used guard poles from garage storage. Install center award table cover –
two poles and longest side toward home bleachers, other two table covers with
single pole toward visitor’s bleachers. Velcro felt with poles to table legs only with
strong winds to keep down banging.
Hay/straw bale to ground in front center table toward home bleachers for
pumpkin/mum display. 3-5 pumpkins (see about donated). 1-3 mums – East
colors, white, orange/rust (donated).
Press Box Prep:
Cleaning supplies/trash bags to press box. Open upper level windows with help as
needed and/or start heater. Review sound system.
Clean press box before – (usually broom/dustpan in press box for floors);
Lysol/Chlorox wipes, paper towels to wipe counters on lower and upper level; Clear
floor of debris; Clear football electrical lines/supplies/fans; Place trash bags/cans
where needed.
Set two chairs per window judge station (may want a stool from upper level to see
better)
Southern High Countertop - Refreshments
RESPONSIBLE
Area Chairs
All
All
All
ISSMA FESTIVAL DAY OF SET-UP and BREAK-DOWN
ACTION
 1 Reg Coffee filled 12 c. pump with 8oz thermal cups – (larger with lids?) 16-20
people (8 oz cups – single-use so used all package of 30 cups when it was cold)
 sugar/sweeteners/cream(ers)/stirrers/napkins
 3 regular 8 c. thermal carafes filled with decaf., reg. and cocoa,
 When cold - One 32c hot water dispenser to plug (with 3-outlet heavy duty
short extension cord/duct tape securely) with powdered individual serving
mixes – cocoa, cider, Starbucks Via.
 Cooler with ice and individual small Water bottles
 When hot – Ice water 2 Gal. dispenser filled; powder lemonade/tea mixers (caf,
decaf, sweetened) with cups/spoons to stir cups
 Note - Sodas/other may come from concessions
Fun and Healthy snacks (6 music judges, 5 penalty judges, 2 tabulators, 1 narrator,
3 videographers, 1-3 ISSMA officials, 5 secretaries) individual/baggies with ties in
basket/box. One for indoors, one for outdoors.
2-3 Extra extension cords
Secretary folder with Instructions/rules, schedules/sign-in sheet/paper for
improvement notes
Secretary supply tote – bowls, sanitizer, pencils/pens/pads, scissors/tape, name
tags/markers, clipboard, Kleenex, pest control, plastic table covers (secretary
storage)
Secretaries – Review Instructions and Rules
Judges/ISSMA Staff lunch with Hospitality – help with transport to school and back
when finished if needed (All others are on their own at lunch break.)
Towels/Umbrellas/Plastic tarps if rain forecasted
Press Box and Field display cleanup/close up -Cleaning supplies/trash bags and
clean press box after – Lysol/Clorox wipes, paper towels (broom/dustpan in press
box for floors) to wipe counters on lower and upper level. Gather and take out
trash.
Put everything back – chairs/tables/felt table covers/guard
poles/copier/paper/personal items/secretary supplies for storage/unused awards.
Sweep floor if needed. Close windows. Turn off heater/lights/sound system. Have
Director lock-up.
Secretaries make improvement notes and Sign out
Co-Chairs sign radios back in and turn in sign out.
RESPONSIBLE
Area Chairs
Area Chairs
All
All
All
Area Chairs