Band Camp Info

Hello Marching Gaels families,

I hope you’ve been enjoying your summers and going on great vacations, but I am excited to be writing this email because our season begins NEXT WEEK! Given the early start to the year, band camp won’t be too far behind, so let’s consider this your all-encompassing START OF THE SEASON/BAND CAMP email! There will be a LOT of important information in here, from paperwork to schedules to band-camp prep, so get comfy and I’ll do my best to make it as accessible as possible!

FOR ALL THE PARENTS OUT THERE

You are cordially invited to attend our Band Parents Meet & Greet event on the Saturday morning of Band Camp (8/20), at 9:30am held in (or around) the RHS Band Room! We’d love all of our parents to come out to meet each other and hear a few words from RHS Director of Bands Jeffrey Conrad, Marching Band Director Ryan Sweer, and the RHSBPA parents as our students get ready for the day. Refreshments will be provided!

PAPERWORK (let’s get the boring stuff out of the way!)

Health & Physical Paperwork

This was due to the school by July 13th, which means it is way past due at this point! Students not having this paperwork cannot participate in the physical portions band camp until a penalty is served, which not only hurts that student, but is a huge problem for the team as a whole. If this applies to you, please take care of this immediately by reaching out to the RHS office/nurses and making a plan to get it taken care of. Remember, this all goes through the school, so questions and turning in paperwork must be done with them – I cannot help you, unfortunately!

Code of Conduct/Contract

Many of you have taken care of this so thank you!!! I will be reaching out to individual families soon if this is not complete.

Finances

Our organization is able to give this amazing experience (the season, the meals, the activities, among many many other things) because of the dues that we pay. Please make sure you are coordinating with finance@rhsbpa.org and getting your dues paid on time! Remember, you may send in a check to me to pass onto the parents, or pay directly through the link in your emailed statement. Either way, we appreciate your punctuality in getting those submitted as soon as possible!

SCHEDULE (now the fun stuff!)

• Our Pre-Camp Rehearsals are coming up on Tuesdays/Thursdays and are MANDATORY FOR ALL STUDENTS IN TOWN! Students away on vacation are excused from these rehearsals so long as it is communicated to Mr. Sweer (rsweer@roxbury.org) directly. **Work is never an excused absence, please plan accordingly!**
  • All Pre-Camp Rehearsals take place at RHS from 5:30-8:30pm
  • Tuesdays 8/2, 8/9, and 8/16 (All Marching Gaels, all the time!)
  • Thursdays 8/4 and 8/11 (these will include some Roxbury Sound time at the end of the scheduled time)
• Band Camp runs at RHS from August 18-23 and is MANDATORY FOR ALL STUDENTS! Everything you need to know about Band Camp can be found below…
  • THURSDAY 8/18
    • 10:00 am – 1:00 pm – New Marchers Morning
      • Anyone who moves on the field who has not been in Marching Gaels before, or who has moved from Pit to Battery is required to be here for this! This includes all new winds, new-to-battery, and new to color guard. Student Leaders are expected to be here as well! Roxbury Sound-only experience does not count as having been on the field before!
    • 2:00 pm – 9:00 pm – Gaels Rehearsal – USA DAY
  • FRIDAY 8/19
    • 10:00 am – 9:00 pm – Gaels Rehearsal – BEACH DAY (Ice Cream Social)
  • SATURDAY 8/20
    • 10:00 am – 9:00 pm – Gaels Rehearsal – 80’s DAY
  • SUNDAY 8/21
    • 2:00 pm – 9:00 pm – Gaels Rehearsal – MINIONS DAY (Pie the Directors evening)
  • MONDAY 8/22
    • 10:00 am – 9:00 pm – Gaels Rehearsal – TWIN DAY
  • TUESDAY 8/23
    • 10:00 am – 6:00 pm – Gaels Rehearsal – SECTION PRIDE DAY
    • 7:00 pm – 7:30 pm – Friends & Family Performance (Dance Party)

BAND CAMP PREPARATION GUIDELINES (read carefully and prepare early!)

Rehearsal Start Times – We operate as an organization with the concept of “To be early is to be on time, to be on time is to be late”. We pride ourselves on being precise with our time, and efficient with our efforts. That said, please drop off your son or daughter approximately 10 to 15 minutes prior to any listed start time to ensure we begin on schedule. We take great pride in operating on schedule, so we WILL be finished at the listed end times. It generally takes the students no more than 10 to 15 minutes to clean up at the end of practices, so please ensure you are here to pick up your child within 10 minutes of the listed end time of practices. Please do not be late for pick-up, we as a staff are not allowed to leave the school until all students are picked up.

Dot Books – Dot books are one of the most important tools for a marching band student, and are a requirement of all winds, battery percussion, and color guard (pit is exempt). For those that are new to marching band, a dot book is where every member keeps track of their drill assignment, and all other important and related information, for our field show. YOUR DOT BOOK IS JUST AS IMPORTANT AS AN INSTRUMENT OR MUSIC, AND STUDENTS ARE REQUIRED TO CARRY THEIR DOTBOOKS AT ALL TIMES! I cannot stress this point enough. Please make sure you have your dot book ready to go for band camp day!!! We are asking that each student use a small spiral bound index card book, 50-100 sheets (50 minimum) for their dot book (you can find them at any grocery store, drug store, office supply store, etc. for only a couple of dollars). Dot books are to be worn on a lanyard or shoe string around the neck.

Supplies Needed for All Practices

• Three-ring binder
• Pencils
• Plastic Sleeves
• Highlighter
• Backpack/Cinch Sack/Something to carry your items in
• LARGE Water jug
• Dot Book supplies (See Item Below)
• Extra instrument supplies (reeds, valve oil, etc.)
• Sunblock
• Bug Spray

Shoes – SNEAKERS! Movement occurs at all rehearsals, and a good supportive running sneaker is mandatory for health and safety. Sandals, flip-flops, etc. are prohibited during rehearsal, though may be worn afterwards or during meals.

Clothing considerations – Since we move……A LOT……clothing that allows you to perform excessive movements (shorts, t-shirts, sweats) is essential. Jeans are not allowed! Also, having a bag with a change of clothes, extra socks, extra shirts, etc. is advised, as the extended forecast is showing warm temperatures for next week. Hats are essential to shade faces and protect the wind players’ lips! Also, a towel wouldn’t be a bad idea to wipe sweat, freshen up, and provide the feeling of being moderately clean. Regarding rain, I will not put your kids in harm’s way in terms of thunder and lightning, nor will we work if rain is steady and strong, but we WILL work through drizzles, misty rain, etc. Although it is hot, all clothing must be school appropriate at all times.

Water – Every student is required to bring a large water jug with them. You must arrive to band camp or rehearsal with your jug already filled. While we do have an extra large water jug we bring to the field to supplement our water during the day, we do not have the time or facilities for students to be filling their water jugs each morning. The students are given FREQUENT water breaks during the day, as it is my goal to keep them hydrated in the summer heat. As a reminder, hydrating OUTSIDE of rehearsal is just as important as hydration during rehearsal. STUDENTS SHOULD NOT BE DRINKING ANYTHING AT REHEARSAL BESIDES WATER FOR THEIR HEALTH AND SAFETY!

Meals – Dinner is provided by the band parents every evening during band camp. You will have to send your child in with lunches, or you can drop off a meal during those times. STUDENTS ARE NOT PERMITTED TO LEAVE CAMPUS DURING LUNCH. All members should bring snacks for the day. Please be conscious of the food your are choosing to eat during band camp. Marching band is a physically demanding activity. We work hard, are outside, and move quite a bit. A lunch consisting of 9 Taco Bell burritos and a gallon of soda may not work out so well for you once we go back outside. Help your students find healthy options please!

We will aim to serve lunches at 1:00 PM and dinners at 5:00 PM, HOWEVER we reserve the right to make slight changes to meal time based on the day’s schedule. We will communicate any last-minute changes via the Gaels Parents Remind. Please make sure you see the Marching Band Handbook’s Communication section if you have not yet signed up.

On the final day of rehearsal, it has been tradition that sections order a large meal together. I do not plan to abolish this tradition, but I do ask your assistance in helping me make sure that the students are making good choices in the food they order. In the first few years I have been here, I have seen students have to sit out from the Family and Friends performance because they indulge a little too much in an extremely unhealthy lunch. That is not fun for the student, fair for the team, nor as fun for the family there to support the child.

Sunscreen, Sunscreen and more Sunscreen! – Please make sure your child brings sunscreen and bug spray with them each day. This is another point that I cannot stress enough. NO-ONE is too good for sunscreen!

Student Pick Up/Drop Off – Please make sure that you park in the front high school parking lot, not in the bus lanes in front of the band wing. The back lot is reserved for Roxbury School District staff and it’s used for loading and unloading of equipment. We ask that you please keep that lot clear of cars and only use the main front parking lot.

You made it to the end! Congratulations!

On behalf of the staff, we are excited to get started at the end of the week! If you have any questions, please do not hesitate to reach out to me at rsweer@roxbury.org

Sincerely,  Ryan Sweer