1 SAIKAC Saudi Arabian Intra-Kingdom Activities Conference American International School of Jeddah American International School of Riyadh British International School of Al Khobar British International School of Jeddah (Continental) Dhahran High School Dhahran Elementary & Middle School Dhahran British Grammar School Jeddah Prep and Grammar School The KAUST School ISG Jubail ISG Dammam Saudi Aramco Expatriate Schools • Abqaiq, Dhahran, Ras Tanura, Udhailiyah Yanbu International School All-Kingdom Music Festival Guidelines and Procedures Adopted September 2007 (Revised October 2014) Fall Music Directors’ Planning Meeting • SAS Dhahran
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SAIKAC Saudi Arabian Intra-Kingdom Activities Conference
American International School of Jeddah
American International School of Riyadh
British International School of Al Khobar
British International School of Jeddah (Continental)
Dhahran High School
Dhahran Elementary & Middle School
Dhahran British Grammar School
Jeddah Prep and Grammar School
The KAUST School
ISG Jubail
ISG Dammam
Saudi Aramco Expatriate Schools • Abqaiq, Dhahran, Ras Tanura, Udhailiyah
Yanbu International School
All-Kingdom
Music Festival
Guidelines and Procedures
Adopted September 2007 (Revised October 2014)
Fall Music Directors’ Planning Meeting • SAS Dhahran
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All-Kingdom Music Festival Goals
To provide student participants with workshop and performance experience that encourages
creative growth in music through
• exposure to the skills and techniques of many conductors and a variety of musical
literature,
• participation in rehearsals and other musical activities, culminating in polished
performance,
• development of existing abilities along with new or different skills, and
• cultivation of a higher sense of artistic appreciation through aesthetic performance.
The All-Kingdom Music Festival also contributes to these SAIKAC goals.
• Encouragement of socialization
• Encouragement of intercultural cooperation
• Understanding of the principles of group participation
• Developing a sense of self-control and discipline
• Understanding the importance of participating to the best of one’s abilities
• Offering the opportunity to broaden horizons through travel
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Management & Organization
Leadership
Official Name: The Chair
Selection Process: At the Fall Music Director’s Meeting, willing and qualified directors will be
nominated and voted on, with a simple majority.
The Term: 2 years, the first year as Chair-elect will shadow the current Chair; the second year, as
Chair will take on leadership responsibilities.
Duties to include the following:
• Organize the Fall Music Directors' Planning meeting in coordination with SAS Central
Office staff
• Contact ACs in the fall and get updated information about music teachers in each school
• Send out minutes from the meeting and any updates to the handbook as soon as possible
following the Fall Music Directors' Planning Meeting
• Keep documents up-to-date on the Google Drive
• Represent music directors/festivals at the SAIK-AC calendar meeting in January (or find
another representative if unable to attend for some reason)
• Act as consultant/assistant for those hosting festivals
Qualifications:
• Participation in several SAIK festivals
• Having hosted or assisted a host at a SAIK festival
Fall Music Directors’ Planning Meeting
Schools will send at least one music director to represent their school at the Fall Music Directors’
Planning Meeting. At this meeting, such things as festival protocol will be discussed and music
will be selected.
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Music Festival Guidelines and Procedures (in accordance with past practice and the SAIKAC Bylaws)
General Information
Festival Dates
The festival shall begin on Wednesday afternoon (allowing for Wednesday morning travel) and
conclude with a Grand Finale concert on Friday afternoon. (The host school is not obligated to
provide housing prior to Wednesday night or following the conclusion of the festival.)
Festival Ensemble
Festival ensembles shall consist of Concert Band and Choir. In general, the directors from
participating schools will equitably divide the many duties, among them supervision, conducting,
accompaniment, direction of sectionals, and performing (if needed) in various ensembles.
Festival Fees
The festival participation fee shall be as stated in the SAIKAC Bylaws (90SAR for a three-day
festival, plus a 30SAR music fee to cover the costs of music, 2013SAIK-AC Handbook, page 15).
The festival fee is to cover the costs of 3 meals and 4 snacks. The music fee is to purchase one
copy of each of the band titles, which the host school will keep, and one octavo copy of each
choir title for each member of the choir along with directors, which the choir members and
directors will keep. In addition, a t-shirt fee may also be charge. This is to be paid to the host
school upon arrival at the festival.
Music Selections
Music should be chosen which represents a variety of styles and genre.
Festival music will be chosen at the Fall Music Directors’ Planning Meeting. The MS Band
should be mostly grade 2.5; the HS band should have a mix of grade 2.5 and grade 3 level titles.
The MS Choir should be SAB or 3-Part Mix, with possible SSAB in the mix.
Concert Attire
Concert attire will consist of white and black, and “dressy” in nature. (No jeans, t-shirts, tennis
shoes, etc.). Girls will wear black slacks (no leggings or jeggings) and a white short or long-
sleeved blouse. Boys will wear black slacks, a white button-front shirt, and necktie. Both are to
wear black dress shoes. Boys wear black socks.
Ability Level of Candidates and Music Preparation
It is the intention to stretch the musicianship of the students during the festival. Musicians
chosen to participate should be capable of playing the music to be performed at the festival and
contributing to the overall quality of the event. Music should be well prepared prior to the start
of the festival.
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Eligibility
Age Requirement
Participation in the All-Kingdom Music Festivals shall include students who are enrolled in
grades 7 through 12 (American-System) or grade equivalents in British or other systems. The
Middle School Festival shall consist primarily of students in grades 7 and 8 (American System)
or 8 and 9 (British System), while the High School Festival is for students in grades 9 through 12
(American System) or 10 and above (British System). A festival host may call for 8th
grade
auditions in the High School event providing there are insufficient 9-12 students to fill the
needed voicing or instrumentation within an ensemble. Likewise, 9th
graders may be invited to
fill vacant positions in a Middle School event, if needed. (Eighth or Ninth graders should not be
selected for participation outside their eligibility range at the expense of age-appropriate
students.) A student should not participate in more than one event during the same school year.
Other Requirements
SAIKAC also recommends that member schools establish academic standards for participation
eligibility which are consistent with the school’s own educational philosophy.
In order to participate in the music festival, a student musician must be in good standing with
their school’s music program.
When choosing participants, consideration should be given to the student’s ability to effectively
and maturely participate in two days of rigorous rehearsals.
Process for Selection of Participants
Number and Instrumentation/Voicings of the Ensembles
The number of participants from each school shall ultimately be determined by the housing
ability of the host school. This will be a major factor in determining each ensemble’s
instrumentation/voice part assignments. The host school shall be responsible for information in a
timely manner to the visiting schools. At the Fall Music Director’s Planning Meeting the number
of percussionists needed for the MS and HS band festival ensembles will be decided. Also at the
Fall Planning Meeting, the proportions of the choir will be decided based on the music selected.
Candidate Selection by Participating Schools
Candidates shall be selected through an audition process, to be conducted within each
participating school’s music program. Each school’s music director(s) should select audition
materials and determine an audition process that best selects qualified candidates.
Candidate Form
The school’s audition results are to be listed as instructed on the “All-Kingdom Festival
Candidate List”. The list is to be sent to the host school festival organizer by the end of October.
Only those students that are capable of and responsible for learning the festival music should be
entered on the form.
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Names are to be listed on the Candidate List in order of director’s preference for acceptance. For
instrumentalists (flute, clarinet, alto sax, F horn, trumpet, trombone, violin), the form must also
indicate the part assignment for which the student is best suited for a festival ensemble. This
should not indicate the part the student plays in the home band, but the part the student is capable
of playing in the honor band. Comments should include areas of strength (snare, mallets,
timpani, auxiliary) for percussionists. (Current forms are found on the SAIK Music Google
Drive.)
Candidate Selection Process by Host Directors
When determining the membership of the honor bands and choirs, the host should make the best
effort to do the following:
• have the ensemble’s composition be determined by a director of that discipline
• ensure fair representation of all schools
• determine the instrumentation of the band based on the chart in the back of the handbook, and
the balance of the choir with 1/3 soprano, 1/3 alto, 1/3 baritone, unless otherwise agreed upon
at the Fall Directors’ Meeting
• select the top 3-5 candidates from each school’s band list when possible
• select the top 2 candidates per voice part from each school’s choir list when possible
• publish the method for determining the ensemble membership
Host School Responsibilities
Letter of Invitation
Within the first two weeks of September, the festival hosts (middle and high schools) will send
to all SAIKAC member schools a Letter of Invitation. The letter is to include festival dates,
deadline dates, and names/email addresses of festival coordinators. Included in the letter would
be a request for participating schools to submit “best guess” estimate of the number of student
participants in each ensemble.
✓ Correspondence and communication. This should begin early in the year and be an
ongoing process, due to the difficulty of getting materials to the various locations.
Deadlines should be set by the host school and adhered to by all participants.
Purchase and funding of Festival Music
The host school will be responsible for providing original sets of all needed festival music. The
cost of the music should be divided equitably among all participants, and the visiting schools
notified of the music fee.
Housing Capacity and Festival Participation Numbers
Determine as quickly as possible the number of visiting students that the school is able to house
in order to estimate the possible size of each ensemble.
Arrange for Host Families
Timely and thorough communication with host families is critical. Host families are to receive a
copy of the festival booklet (including festival schedule for their guests’ school) and the “Code
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of Conduct”. It is incumbent upon the festival host to secure families who are committed to the
goals of the festival and who will follow the established festival rules.
✓ Housing Arrangements. Housing assignments require careful attention. When possible,
host families should have children of similar ages to the guest students. Students must
only be housed with families in which at least one parent is at home during the times
guest students are present in the home.
✓ Curfew. Be sure that the curfew and its importance are adequately stressed to host
families. Host families should also be told that their guests’ teacher(s) will be calling to
insure that the students are adhering to the curfew. In accordance with SAIKAC Bylaws,
the middle school festival curfew is 9:00 p.m. and high school is 10:00 p.m.
✓ Accommodation. Delegate someone to take on this responsibility at least two (2) months
prior to the festival. This person should be willing to meet the various school delegations
upon their arrival at the host school so that all delegates may be properly introduced to
their hosts.
Host families for visiting students/participants will be advised that parties, dances, or other group
social activities will not be scheduled without the knowledge and consent of the host school
officials.
It should never be assumed that host families know their responsibilities. See the Guidelines for
Parents Hosting Visiting Students at the back of the handbook for details of host responsibilities.
Responsibility for Meals, Transportation, and other Accommodations
Housing, meals, and transportation at the music festival shall be provided only for official
representatives from the visiting schools. Host schools are not responsible for non-participating
family members and friends. Housing accommodations will be provided for Wednesday and
Thursday nights.
✓ Meals. Delegate someone to take on this responsibility well in advance of the festival.
Determine the meals to be provided at the school and those to be provided by host
families. This person would then be responsible for making arrangements with the
school cafeteria or local restaurants, as needed.
✓ Transportation. Delegate someone to take this responsibility well in advance of the
festival. This person should be willing to meet the various school delegations at the
airport. Otherwise, this person should coordinate a team to handle this function. Flight
details should be forwarded to this person as they are received. This person must also
have a daily schedule of events indicating the times that buses are needed to pick up and
deliver delegates to and from the host school. This person should inform the visiting
directors of these times.
✓ Arrival and departure hospitality. Schools arriving by plane should be met at the airport
by an official representative of the host school. Upon arrival at the host school, a secure
area should be provided for each visiting school. This will give them a place to keep
luggage and personal belongings during the first afternoon’s activities. Access will be
needed to this area at the conclusion of the day’s schedule. A similar area will also be
needed on the final day of the festival. Participants will bring their luggage and concert
clothes to the school that morning, and will need a place to keep them during the day. At
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the conclusion of each day’s activities (except Thursday), the host family will need to be
present at the scheduled time in order to pick up their guests and take them home.
✓ Discipline and safety. One person should be designated for this responsibility. It will
likely be the host school principal, but an alternate authority may be named.
✓ Custodial. Inform the person in charge of workers well in advance about the extent and
nature of the festival’s needs. Workers should be readily available during the functioning
hours of the festival, particularly over the weekend.
✓ Health concerns. Someone on site should be identified as responsible for health
issues/concerns. Information as to the identity and location of this person should be
available. It is recommended that a medical practitioner be on site when students are
present.
✓ Director’s Hospitality Room. Delegate someone to take on this assignment at least one
month in advance of the festival. Ensure that the person who manages this room is aware
of the procedures for securing food and drink items, table service materials, and
assistance to maintain the hospitality room for the duration of the festival.
✓ Copy room. Photocopying facilities need to be available throughout the planning
meeting and the festival.
✓ Stage lights and sound. Delegate someone to be responsible for audio-visual needs for
festival performances and events.
✓ Equipment. Delegate someone who is familiar with the needs of ensembles to be
responsible for all equipment. This person should be available during all rehearsals and
performances to aid when equipment is needed.
Planning the Festival Schedule
The festival host will be responsible for planning the festival schedule. The schedule should
reflect the following considerations.
• Maximize rehearsal time, while allowing for sufficient breaks and periods of rest.
• There should be a Director’s Meeting prior to the first rehearsal. This time is used for the
collection of festival fees, review of curfew and festival rules, and any other business
relevant to the operation of the festival.
• The schedule should allow for each ensemble to have adequate rehearsal time in the
performance venue.
The Thursday evening of the festival has traditionally included some social aspect to it. The host
school should determine the structure/event that best fits its situation.
✓ Social events and local cultural excursions. Delegate someone to take on this
responsibility at least two months in advance. Time is somewhat limited for non-musical
functions during the festival, but at least part of one evening following an event should be
set aside for the participants to relax in a social setting.
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Prepare Festival Documents
The host should prepare a document that contains information needed by the visiting directors
and students.
✓ Festival booklet. This booklet should contain information about the rules and
regulations, schedules, local phone numbers, lists of participants, housing information,
maps of facilities, rehearsal and performance schedules and any other information needed
for the smooth operation of the festival.
Information for Participants and Host Families
As per the SAIKAC Bylaws, at least one week prior to a multi-school activity, the host school
will make every attempt to provide visiting schools with the following basic information.
• festival schedule
• event location(s)
• local transportation to be provided
• planned local cultural experiences (if any)
Each host family, visiting student participant, and sponsor must receive an information packet
containing the following information.
• the visiting students’ names
• the names, addresses, and telephone numbers of the host families
• the names and telephone numbers of appropriate host school officials
• the housing location and telephone numbers of all sponsors
• the complete festival time/venue schedule
• responsibilities of the host family
• curfew hours
• a copy of the SAIKAC “Code of Conduct” and “Guidelines for Parents Hosting Visiting
Students” (Guidelines are at the back of this handbook.)
Festival Expenses
The host school is responsible for the payment of all bills incurred in the conduct of the festival.
These costs include transportation, rental of facilities or equipment, costs for cultural events,
transportation for scheduled cultural events, and lunch for each day of the festival.
Miscellaneous Items for Hosts
As hosts prepare for the performance event, the following items will be helpful to consider.
The following is a list of suggested items requiring attention and planning by the host school.
✓ Changing Rooms. Rooms will be needed to allow festival participants to change into
concert clothes.
✓ Certificates, t-shirts, and other awards/memorabilia. Delegate someone or a group to take
on these responsibilities at least three (3) months in advance of the festival. They need to
know what is needed, quantity and what budget is available. It is effective to have some
sort of consistent visual theme to the festival. (Certificates will not be distributed by the
host school; however, providing a template for replication is helpful to visiting schools.)
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✓ Concessions. Determine what school group(s) or organization(s) may wish to take on the
responsibility of making refreshments available for sale during the day and for the
festival concert, if needed.
✓ Photography. If possible, make arrangements for a group photo. This should then be
made available to all participating schools in a digital format.
✓ Video and audio recording. Arrangements should be made to make a high-quality
videotape and audio recording (preferably compact disc) of the Grand Finale concert, if
possible.
✓ Grand Finale concert printed program. Prepare and photocopy a concert program. A
draft copy should be made available to visiting directors on Wednesday afternoon for
proofreading.
General Recommendations for Host Schools/Directors
Release Time for Festival Host
It is recommended that the festival host receive release time from teaching duties (prior to the
event) when possible, given the considerable scope of that person's obligations. The festival host
may choose to forego some of his/her regular teaching duties, and may elect to appoint any
number of committees or individuals to assist, bearing in mind that ultimate responsibility for the
success of the festival rests with the host.
Festival Coordinators
The festival host may wish to assign specific duties to visiting music directors – for example,
Band Coordinator, Percussion Coordinator, and so forth, establishing duties for each. This may
be accomplished at the Fall Planning Meeting, or by contacting directors prior to the festival.
Timely Preparation
Consult the Recommended Festival Preparation Timeline at the back of the handbook.
Visiting School Responsibilities
Before the Festival
The host organizers have a large task in putting together a successful festival. It is extremely
important that all visiting directors adhere to the stated deadlines and respond to all
correspondence in a timely manner.
✓ Response to the Letter of Invitation should be given within one week. The response is to
include a “best guess” estimate of the number of students for each ensemble (band, choir,
and strings).
✓ Provide the host school(s) with the Candidate Form and Travel Form.
✓ Housing arrangements made by a host school are not to be changed by any participating
student, director or sponsor of a visiting school. Such housing arrangements will be
changed only in emergency situations, and only by the festival or housing director.
Parents and students are to be informed that they may not contact host families in an
attempt to alter housing plans.
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Visiting Director Responsibilities at the Festival
✓ It is essential that visiting schools not arrive prior to the 12:00 arrival time. If one must
arrive in the city early due to a long distance traveled, the director must arrange for
students to spend that time prior to 12:00 some place other than the host school.
✓ All directors and chaperones from visiting schools shall be in attendance at all scheduled
festival activities.
✓ Visiting schools shall depart from the host school as soon as possible after the final
concert. Visiting schools that choose to spend time at the host location beyond the
earliest available flight shall be required to make their own housing, transportation and
cultural tour arrangements.
✓ All teachers and chaperones from visiting schools shall assist in enforcing the daily
curfew by calling the hosts’ homes to check on participants.
✓ When the host school plans social gatherings such as dances or parties, all students,
directors and sponsors must be in attendance.
Documents Required to have On Hand
✓ All monies owed for festival participation are to be brought to the festival and given to
the organizer upon arrival.
✓ Each visiting school shall, prior to their delegation’s departure for the host school’s city,
collect from each student participant a copy of the music festival “Code of Conduct” that
has been signed by the student and that student’s parents. Each visiting school shall use
whatever means they deem most appropriate to insure that every member of their
traveling delegation fully understands the content of the Code of Conduct. Codes of
Conduct will be handed in to the Festival host at the first Director’s Meeting on
Wednesday.
✓ Each visiting school delegation shall have in its possession a list of home and emergency
telephone numbers for each student delegate, including medical information about each
student that would be important in the event emergency medical treatment was required
in the host school’s city.
✓ All participants must complete a Medical Release Form. These forms should be kept on
hand at the festival by the visiting directors. (The SAIKAC form is found at the back of
this handbook if needed. Schools may use this form or their own school’s form.)
SAIKAC Guidelines for Sponsors
The following guidelines are taken from the SAIKAC Bylaws.
• Non-participating children of directors are not to travel with their parents unless special
permission is granted by the festival director and host school.
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• Sponsors and chaperones must travel with signed medical releases for their students.
Sponsors are responsible for their students at all times. This includes all festival
activities as well as planned social events.
• Directors will be aware of the SAIKAC rules of the festival and will aid the host school
in enforcing these rules as well as host school rules.
• Visiting schools will provide their own accommodation and entertainment if arriving
prior to, or departing after, the travel days listed by the festival director.
• It is imperative that traveling directors meet all deadlines and responsibilities both prior
to, and during, the festival.
Guidelines for Students
• Prior to participation in any SAIKAC-sponsored activity, both the student and his/her
parents/guardians must sign the “Code of Conduct”. (The code is found at the end of this
handbook.)
• Bring the proper Rehearsal and Concert Attire
• Learn all the music before coming to the festival
• bring all the materials and equipment needed to perform his/her part
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SAIK Acceptance Agreement and Code of Conduct • I hereby accept the place offered to me as a member of the SAIK Music Festival. I will work independently and with my
teacher to insure the music is prepared in advance.
• I understand I will be tested by my teacher on all music prior to the event. I understand I will not be permitted to participate in
the festival unless I am adequately prepared. This may result in loss of fees.
• I understand that when housing festival participants with host families, it is often possible to place two or more students with
the same family. However, I also understand that this is not always possible, as some families have room for only one guest. I
accept that staying with host families is an important part of the SAIK philosophy, and a major part of the total festival
experience in which I am to participate.
THROUGHOUT ALL SAIK STUDENT ACTIVITIES, THE FOLLOWING BEHAVIOR GUIDELINES WILL BE IN PLACE. STUDENT AGREEMENT TO
UPHOLD THESE EXPECTATIONS IS A CONDITION FOR PARTICIPATION IN SAIK EVENTS.
1. ALL HOST AND GUEST SCHOOL RULES, INCLUDING DRESS CODE, APPLY AND ARE IN EFFECT AT ALL TIMES THROUGHOUT
THE EVENT.
2. A “ZERO TOLERANCE” POLICY IS IN EFFECT FOR ALL PARTICIPANTS FOR POSSESSION OR USE OF ALCOHOL, TOBACCO,
ILLEGAL DRUGS, OR OTHER CONTROLLED SUBSTANCES.
3. ALL STUDENTS AND SPONSORS ARE EXPECTED TO ATTEND ALL EVENT ACTIVITIES AND REMAIN IN ATTENDANCE FOR THE
DURATION OF ALL ACTIVITIES.
4. PARTICIPANTS ARE NOT ALLOWED TO ATTEND PARTIES, UNLESS SCHOOL AFFILIATED.
5. LEAVING THE HOST LOCATION WITHOUT A HOST PARENT OR ADULT CHAPERONE IS STRICTLY PROHIBITED.
6. EACH STUDENT MUST ENSURE THAT S/HE IS IN THE HOME OF THE HOST BY THE CURFEW HOUR OF 9:00 PM (MIDDLE
SCHOOL), 10:00 PM (HIGH SCHOOL). SPONSORS WILL MAKE CHECK-IN CALLS EACH NIGHT AT CURFEW.
7. IF IN DOUBT ABOUT THE APPROPRIATENESS OF A PARTICULAR ACTION, STUDENTS ARE EXPECTED TO ASK.
8. PARTICIPATING STUDENTS ARE PERMITTED TO TRAVEL IN OFFICIAL FESTIVAL TRANSPORTATION OR HOST FAMILY VEHICLES
ONLY. PARTICIPANTS ARE NOT PERMITTED TO TRAVEL IN VEHICLES DRIVEN BY STUDENTS.
9. THE HOUSING ASSIGNMENTS LISTED IN THE EVENT SCHEDULE BOOKLET ARE FINAL UNLESS CHANGES ARE SANCTIONED BY
THE HOST SCHOOL EVENT ORGANIZER, TOGETHER WITH THE VISITING SCHOOL’S SPONSOR.
NOTES:
• THE HOST SCHOOL WILL PROVIDE EACH VISITING CHAPERONE AN ADVANCE COPY OF THE HOUSING LIST WITH HOST FAMILY
NAMES AND TELEPHONE NUMBERS. • HOST SCHOOL AUTHORITIES WILL REPORT VIOLATIONS TO THE STUDENT’S SPONSOR AND SCHOOL ADMINISTRATOR. • SERIOUS OR REPEATED VIOLATIONS OF THESE GUIDELINES CONSTITUTE GROUNDS FOR REMOVAL FROM THE EVENT, WITH
THE STUDENT BEING SENT HOME IMMEDIATELY AT PARENT EXPENSE.
Please print the following information:
Home phone number _____________________________________ Travel passport nationality?____________________
Please list any allergies or other medical conditions you may have which we should be aware of: __________________________
