JAZZ EDUCATION NETWORK

4th Annual Conference • January 2nd-5th, 2013

Hyatt Regency Peachtree Center • Atlanta, Georgia 

CLINICIAN & PERFORMER FAQ 

NOTE: Information will be forthcoming beginning March 2012. 

Third Annual Conference • January 4th-7th, 2012

CLINICIAN/PERFORMER FAQ

We are looking forward to your participation in the upcoming conference in Louisville, Kentucky! We understand you are anxious to know if you have been accepted. Your clinic and/or performance application is being reviewed thoroughly at this time, and a decision will be made shortly. Please be patient as our review team gets through the massive amount of material received related to this conference. We do have a TIMELINE established and answers to many of your questions can be found below. We ask that you read through the material posted below prior to contacting anyone at JEN. If you do not find an answer to your specific question, please do contact us by clicking here CONTACT JEN. Please remember to select the Conference Clinician and Performer Information category when submitting.

ACCEPTANCE NOTIFICATION from JEN:

QUESTION: When will I be notified if my clinic or performance is accepted for the Louisville Conference?

ANSWER: All applicants were notified of acceptance between August 15th and September 1st, 2011.
 Applicants were to accept the invitation no later than September 15th, 2011 in order to be considered.

UPDATE: Emails have been forwarded as of August 21, 2011.  Check your inbox and/or spam folder for an email from ljazzmanf@yahoo.com marked "2012 JEN Notification Letter Attached".

 If you have not received your notice, please contact me directly at the same address.  - Dr. Lou Fischer

SCHEDULING:

QUESTION: When should we plan to be in Louisville?

ANSWER: At this time, we suggest you earmark the entire scheduled days for potential scheduling, January 4-7, 2012.

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QUESTION: I have a conflict and can only perform on one day that weekend, who should I tell?

ANSWER: Should you have a specific request for a certain day during the conference; we need to hear from you NOW in order to finalize the program grid. Please send your notification to info@JazzEdNet.org immediately. JEN cannot entertain scheduling requests made after September 15th, 2011 due to the enormous amount of scheduling involved.

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QUESTION: When will we know for certain the exact scheduling of my/our performance/clinic?

ANSWER: UPDATE: Emails have been sent in this regard and all performers/clinicians have now confirmed their appearance. You will receive an email from info@JazzEdNet.org informing you of the specific finalized time slot scheduled for your performance/clinic no later than the end of September or before if possible. Please be certain to set your system to receive emails from this address otherwise it may wind up in your SPAM folder! 

UPDATE: Scheduling was included in your Notification Letter and will be posted after September 15th deadline to confirm appearances.

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QUESTION: It’s late in the Fall and I just learned of a conflict with my scheduled performance time!!! What can you do?

ANSWER: Should you request a different time than when you were notified after September, we will attempt to accommodate your request, but may find it necessary to replace your presentation due to the difficulty related to making changes at that late date in the scheduling process.

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QUESTION: How long is my performance/clinic time?

ANSWER: Most clinics and/or performance slots are fifty (:50) minutes in length. A room monitor will be assigned to keep everyone on time throughout the conference. PLEASE NOTE: If you have been selected to perform on the Main Stage, please be advised your time may be shorter than fifty minutes due to the structure of the performing slots within the three hour time block in the evening concert performance.

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QUESTION: I need a rehearsal space at the conference.

ANSWER: With over 100+ concerts and 90+ clinics at the conference in 2012, JEN cannot accommodate requests for rehearsal space or time. To date we have received over 50+ requests and that would require double the event space, double the backline, and additional hours for our production crews to work the rooms, provide them with backline, etc. You must understand the situation and bring your ensemble ready to perform to the conference.

PLEASE NOTE: All performances/clinics are schedule at 50 minutes which provides a builtin 10 minute turn over time to get ready for your 30 minute soundcheck. Performances, clinics, and/or soundchecks will not be allowed to run overtime, as we must adhere to the very full schedule throughout the day.  "Like" ensembles are scheudled on stages with other "like" groups, thereby reducing the amount of turnover time needed, i.e. Big Bands on Big Band stages, small groups on samll group stages, Vocal Ensembles on the vocal stage.  Please do not ask the stage crew to MOVE the rhythm section gear as that request cannot be accomodated.

BACKLINE and AUDIO/VISUAL INFORMATION:

Performance Stages: Jen will provide a Grand Piano, bass amp, guitar amp, drums, ample music stands, professional audio crew and sound system, and lighting for your performance. Anything beyond the items listed above will need to be requested and submitted by you on the Stage Two Data Form, which a link to that form was sent along with your Acceptance Letter, and is attached to this page on the JEN website. Congas, timbales, and vibes must be requested in advance. An acoustic bass is not available for individual use.

PLEASE NOTE: Rhythm section gear will be set up as what is considered appropriate and standard for each stage for "like" ensembles performing on that specific venue, and cannot be moved throughout the day.

Clinic Venues: Jen will provide an lcd projection unit and a screen in each clinic room. Please note clinicians should plan to bring your own computer, AND MOST IMPORTANTLY, the adapter that fits your own computer for lcd projection.  (There are too many varieties of adapters on the market to provide adapters for your specific machine).  The lcd projection unit takes a VGA cable, so you need an adapter for your machine if it does not connect via a VGA cable.  Macintosh for example requires an adapter and older macs are different adapters than the newer models.

An 'in-house' sound system will also be provided, basically a microphone for the room or multiple microphones for the panel discussion venues. The specific number of microphones and additional equipment (if available) will be provided as designated in your Stage Two Data Form. Equipment not designated in your initial request will not be provided.

QUESTION: I have been accepted and need to know when I should send in my information related to backline and audio/visual needs for my clinic/performance?

ANSWER: Request for Additional Information via the JEN Stage Two Data Form will take place immediately after you send a confirmation of your appearance in mid September. Should you receive an invitation to present and/or perform, and you have confirmed your appearance, it is at this time you will be asked to submit: Audio/Visual & Backline requests, Program Bio Request, Photo, Sponsor Listings, Stage Plot, etc. related to your situation. Your attention to this detail will ensure we have the materials we need to place your photo and bio online to promote your appearance at the conference, and to place your clinic/performance listing in the official conference program, which is due to the printer by November 1st, 2011.

SELLING COMPACT DISCS at the JEN CONFERENCE

QUESTION: I am presenting a clinic or performing a concert at the upcoming JEN conference and want to know if I can sell my cds from the stage?

ANSWER: Clinicians and/or Performers appearing at the JEN Conference may not sell cds from the stage. This situation clogs up the stages and entry into and out of the performance and clinic venues, and turnaround time is quite limited between performances and clinics. We appreciate your cooperation in this endeavor. You may sell cds in limited quantities in the JENeral Store, open daily at the conference site.

If you desire to sell your cds, please download the CD Sales Agreement posted at the bottom of this page. Complete the form and bring it with your product as instructed to the JENeral Store on Thursday morning of the conference for product check in.

CLINICIAN REGISTRATION CREDENTIAL INFORMATION:

QUESTION: How many Registration Credentials will I receive?

ANSWER: Clinicians will receive one (1) complimentary Registration/Credential for themselves and must register for that credential. A request for Clinician Registration Credential Information will be sent via email no later than October 1st, 2011 and must be returned to JEN by November 15th, 2011. Accepted Clinicians are to complete this very important step in the process to ensure that you have accurate Registration Credentials upon arrival to the conference site.

QUESTION: Am I allowed to bring my spouse, manager, or friend?

ANSWER: You may purchase one Spouse/Partner Registration Credential for one additional person to attend with you. Click Here to purchase a SPOUSE/PARTNER Registration. 

PRO/SCHOOL/COMMUNITY ENSEMBLE REGISTRATION CREDENTIAL INFORMATION: 

QUESTION: How many Registration Credentials will we receive?

ANSWER: Ensembles will receive one (1) complimentary Registration/Credential for each member of the ensemble and the director, and an allotment for chaperone credentials as detailed below.

QUESTION: My ensemble or I have been accepted to present and/or perform. Can you tell me when and how to send in the credential information in order to register all of the members of my group to be certain we have Registration Credentials when we arrive at the conference site??

ANSWER: A request for Ensemble Registration Credential Information will be sent via email no later than October 1st, 2011 and must be returned to JEN by November 15th, 2011. Accepted Performers are to complete this very important step in the process to ensure that you and the members of your ensemble and allotted chaperones have accurate Registration Credentials upon arrival to the conference site. Anyone attending the conference is required to have a registration badge/credential to move freely about the conference. 

QUESTION: As an ensemble director, how many chaperone/management credentials are we allowed to have?

ANSWER: Ensemble Directors are allowed to request one (1) additional credential for every 5 members in your ensemble, and yes, do count yourself in that total, rounding off to the nearest multiplier of five (5), to arrive at the total allotment for chaperones. For example, if you have an eighteen (18) piece big band, you will be allowed to request four (4) additional credentials beyond the members of your ensemble, as the nearest multiplier of five (5) is twenty (20). If you have a sixteen (16) piece ensemble, you will be allowed three (3) additional credentials as the closest multiplier of five (5) is fifteen (15). 

QUESTION: What if I need more credentials than the allotment for additional chaperones/management?

ANSWER: Additional Chaperone/Management Credentials can be purchased by the leader or director of an ensemble for a nominal fee. The ability to register additional chaperones/management is a privilege offered to you as a result of your ensemble being accepted to perform. The intent is to assist in allowing family members and supporters of your program to attend the conference to enjoy your performance at a reasonable rate. Click below to complete a purchase for the exact number of extra chaperone credentials you desire at the nominal fee of $35 per chaperone. PLEASE NOTE: This two-part process: (1) purchase of the additional chaperone credentials online by credit card; and (2) filing of the necessary Credential Form registering each additional chaperone name. This process may only be executed by the director or leader of an ensemble online no later than December 15th, 2011. Individual purchases by those not directing an ensemble will not be accepted.

You may elect to SEND A CHECK instead of paying with a credit card if you prefer.  In that event you MUST make your purchase and file the necessary form no later than December 1st, 2011. Your check MUST arrive to JEN prior to December 15th, 2011 or you will not be issued credentials pursuant to this agreement.

If you prefer each individual handle their payment separately, you may execute the purchase and submit the chaperone form prior to December 15th, 2011 and select SEND A CHECK. In that event, you should bring the check(s) and/or cash with you to the Registration Booth for pickup of the additional chaperone credentials.

QUESTION: Can I register additional chaperones/management personnel after the November 15th deadline for the JEN Registration Credential Form?

ANSWER: Yes, you can resubmit a credential form at any time with additional chaperones added to the names you had previously submitted, but no later than the December 15th deadline as directly above. 

Click Here to download the JEN Registration Credential Form

Click here to purchase ADDITIONAL CHAPERONE/Management REGISTRATION CREDENTIALS

HOUSING in LOUISVILLE

NOTE: The JEN block rates expire December 2, 2011!!!!

QUESTION: Where should we stay while in Louisville attending the Conference?

ANSWER: The Galt House Hotel is the Official Conference Hotel for the 2012 Conference in Louisville. You may remember when you submitted your application that you agreed to stay in the Official Conference Hotel in order to submit. Your understanding and compliance with this agreement is appreciated and expected, as this ensures the organization will meet the attrition rates established as part of our contract with the hotel to secure the event space necessary to present the conference in its entirety for everyone involved. Please click below to reserve your affordable room(s) for the JEN Conference or visit the HOUSING tab on the front page of this website under the CONFERENCE CENTRAL Tab at a later date. Should you encounter any problems with reserving your room, please contact JEN directly at info@JazzEdNet.org in order that we can assist you with resolving any issues with your reservation. Special rates of $115 (for a 600 sq. ft. room) or $135 (for a 760 sq. ft. suite) have been negotiated for JEN participants. You may sleep from 1-4 per room, with a maximum of four persons to a room.

GALT HOUSE

PARKING at the JEN CONFERENCE

A Special rate for JEN attendees has been negotiated: Self Parking is $7 per day for those individuals driving in.

QUESTION: We are arriving to the conference on a bus. Where can we park?

ANSWER: Bus parking is available in limited quantity at the Galt House. Please discuss bus parking with the hotel directly for additional information. JEN is negotiating additional bus parking in the downtown area at this time and will post that information once finalized.