Article I — Name and Relationships
§1 — Name
The name of this organization shall be the Eastern District of the North Carolina Bandmasters Association.
§2 — Relationships
This organization is a division of the North Carolina Bandmasters Association (NCBA) which is a section of the North Carolina Music Educators Association (NCMEA).
Article II — Purpose and Objectives
§1 — Purposes
It shall be the purpose of this organization:
(a)
To know the names and location of all band directors in the Eastern District as defined by NCBA District Lines (Article V, Section 3 NCBA Bylaws).
(b)
To promote a closer relationship among all our band directors.
(c)
To foster a cooperative spirit among them, and
(d)
To encourage active participation in the affairs of all our professional organizations.
§2 — Objectives
It shall be the objectives of this organization:
(a)
To inform all band directors in Eastern North Carolina of clinics, programs, workshops, meetings, and matters of mutual interest.
(b)
To solicit, collect, and pass on to our members information, techniques, and knowledge of mutual interest.
(c)
To survey and study matters of mutual professional interest to each of us as teachers and professional musicians.
(d)
To advance the cause and development of school band programs, and
(e)
To organize and operate the All-District Band Clinics, Music Performance Adjudication (MPA), band director workshops, forums, and demonstrations.
Article III — Membership, Dues, and Responsibilities
§1 — Membership
Active membership shall be granted to any individual who is actively engaged in or recently retired from directing bands or teaching wind and percussion instrumental music for credit and who is a member of the National Association for Music Education (NAfME) and NCMEA.
Upcoming proposal to be voted on at the Aug 8, 2026 Fall Meeting — Membership eligibility (Art. III, Section 1)
Article III, Section 1 — Membership
Active membership shall be granted to any individual who is engaged in, or retired from, directing bands or teaching wind and percussion instrumental music, and who holds current membership in NAfME and NCMEA. Membership categories and their voting and office-holding rights follow the NCMEA Bylaws, Article I (Membership).
§2 — Dues
(a)
Each member of the organization must pay the $10.00 annual membership fee and complete the online registration form before the member is eligible to receive any of the information from the district or have students participate in any district events.
(b)
The annual membership fee is due no later than October 1st.
(c)
After that date, the membership fee becomes $75.00.
(d)
The President shall have the discretion to make exceptions to this regulation.
(e)
To participate in any event, a completed online membership registration and paid fee must be submitted at least two weeks before that event's registration deadline.
Upcoming proposal to be voted on at the Aug 8, 2026 Fall Meeting — Dues and the membership year (Art. III, Section 2)
Article III, Section 2 — Dues and the Membership Year
(a)
The membership year runs from July 1 through June 30.
(b)
Annual dues are $10.00, due no later than October 1 and effective retroactive to July 1 of that membership year. After October 1, the late membership fee is $75.00.
(c)
A member in good standing during the immediately preceding membership year remains eligible from July 1 until October 1; paying dues during that window continues membership for the new membership year without interruption.
(d)
Event registration checkpoint.
(1)
To participate in any event, a member’s registration and dues must be finalized at least two weeks before that event’s regular registration deadline.
(2)
A director who has not finalized membership by that point may still do so within the final two weeks before the deadline; in that case the membership fee is $150.00.
(3)
Once an event’s registration deadline has passed, membership may not be finalized for that event and the director may not register.
§3 — Responsibilities
In order for students to participate in any district event, the band director whose name appears on the class list as the teacher must be in attendance for the entire event, or their students will not be allowed to participate.
Article IV — Officers, Elections, and Duties
§1 — Officers
The officers of this organization shall be:
(d)
Middle School Auditions Chairperson
(e)
Middle School Clinic Chairperson
(f)
High School Auditions Chairperson
(g)
High School Clinic Chairperson
(h)
11/12 Honors Band Auditions Chairperson
(i)
North Site MPA Chairperson
(j)
South Site MPA Chairperson
(k)
Solo and Ensemble MPA Chairperson
(m)
Technology Chairperson (Webmaster)
The Officers listed above will also be considered the Executive Board.
Upcoming proposal to be voted on at the Aug 8, 2026 Fall Meeting — Add the Central Site MPA Chair (Art. IV)
Article IV, Section 1 — Officers
Add to the officer list: Central Site MPA Chairperson (between the North Site and South Site MPA Chairpersons).
Article IV, Section 2 — Elections, Summer Olympic Years
Amend the Summer Olympic year election sequence to read: 11/12 Honors Band Auditions, Middle School Auditions, High School Auditions, North Site Concert Band MPA, Central Site Concert Band MPA, and Treasurer.
§2 — Elections
(a)
The President-Elect shall be elected every two years at the Clinic meeting. This person will fill the position of President-Elect for two years, follow into the President position for two years, and conclude with the Past-President position for two more years.
(b)
All other officer positions will be held for a term of four years. At the end of the four-year term of office, an election will be held by the membership. Officers may be re-elected to the officer position by the membership for an unlimited number of terms.
(c)
All newly elected officers shall formally take charge of their office at the end of the meeting at which they were nominated and elected.
(d)
The elections shall be held at the annual All-District Clinic meeting of the membership in the following sequence and timeline:
(1)
Winter Olympic Years – Middle School Clinic, Secretary, High School Clinic, Solo/Ensemble MPA, and South Site Concert Band MPA. The Technology Chairperson (Webmaster) is not elected; the position is appointed by the Executive Board on this same cycle.
(2)
Summer Olympic Years – 11/12 Honors Band Auditions, Middle School Auditions, High School Auditions, North Site Concert Band MPA, and Treasurer
(e)
Vacancies shall be filled at the next meeting of the membership and in accordance with their wishes.
§3 — Duties
The elected officers are charged with the efficient operation of the affairs of this organization as directed by the membership.
Article V — Meetings
§1 — Regular Meetings
There are two regular business meetings each year. The meetings take place in the fall (typically a Saturday in August) and the spring (during the All-District Clinic weekend).
§2 — Called Meetings
The President shall have the authority and the right to call a special meeting of the membership when they deem it necessary.
§3 — Meeting Place and Time
The fall and spring meetings will take place on the East Carolina University campus or another available location to be announced in advance.
§4 — Quorum
A quorum shall consist of at least ten members present at a meeting.
Article VI — Operation of the Organization
§1 — Operation
This organization shall operate in accordance with policies developed by the membership according to the Bylaws. As a division of the NCMEA and the NCBA, this organization shall be bound by the regulations of these organizations.
§2 — A Policy
A policy shall be considered any mandate of the membership. It shall be considered in effect immediately on the approval by a majority of the members present unless an effective date is otherwise stipulated.
§3 — A Policy Change
(a)
A policy may be changed by the membership at any scheduled meeting provided: (1) the change is approved by a majority of the members present, (2) the members were notified previous to the meeting.
(b)
Policies and procedures may also be changed by a majority vote of the elected Executive Board. This authority applies to policies and procedures only, not to Bylaw amendments (see Article VIII).
Article VII — Parliamentary Authority
Robert's Rules of Order, Revised shall be the parliamentary authority for this organization on all questions not covered by the Bylaws or the Policies this organization may adopt.
Article VIII — Amendments
§1 — Amending Process
These Bylaws may be amended provided the membership is duly and properly notified and informed of the proposed amendment prior to the meeting at which the proposed amendment is to be voted on.
§2 — The Constitution is Amended
The Bylaws shall be considered amended provided the proposed amendment is approved by a 2/3rds majority of the members present.
Upcoming proposal to be voted on at the Aug 8, 2026 Fall Meeting — Amendment protocol (Art. VIII)
Article VIII, Section 1 — Amending Process
A proposed amendment to these Bylaws shall be given a first reading at one regular meeting of the membership and voted on at the next, the membership being duly notified of the proposed amendment before the meeting at which it is voted. On review, the membership returns a proposed amendment to the Executive Board with one of three dispositions: (A) recommend, (B) revise, or (C) decline.
Article VIII, Section 2 — Adoption
A Bylaw is amended on approval by a two-thirds majority of the members present. A policy change takes effect immediately on approval by a majority of the members present.
Upcoming proposal to be referred to committee at the Aug 8, 2026 Fall Meeting — New article: Independent Review
Independent Review
When a third or more of the Executive Board has a conflict on a matter, or recusals leave the Board without a disinterested quorum, the matter is referred to a panel of unconflicted officers, past officers, or an outside facilitator such as state leadership before the Board takes a position. If the President, President-Elect, and Past-President are all conflicted, the unconflicted members select the reviewer; failing that, the matter defaults to state leadership.
Upcoming proposal to be referred to committee at the Aug 8, 2026 Fall Meeting — New article: Emergency Cancellation and Contingency Authority
Emergency Cancellation and Contingency Authority
The President, together with the affected event chairs and hosts, may cancel, delay, or relocate an event for weather, safety, or a facility emergency, applying any available state extension. On cancellation:
- student eligibility is preserved;
- clinician and music obligations are settled per their contracts;
- the membership is notified in writing.
No officer may commit the district to a substitute event under this authority; any substitute proceeds under the Use of District Resources and Substitute Events policies.
Upcoming proposal to be referred to committee at the Aug 8, 2026 Fall Meeting — New article: Officer Discipline and Removal
Officer Discipline and Removal
The district may address officer misconduct through a proportional process ranging from corrective instruction to suspension or removal. Any such action requires:
- written notice of the specific violation;
- an opportunity to respond;
- an unconflicted decision-maker;
- a defined vote threshold;
- written findings.
Eastern District
Reference: This document is intended to be read in conjunction with the NCBA State Policies and Procedures (Revised 9/18/24). In cases where the Eastern District has adopted specific procedures or modifications, those shall take precedence over general state guidelines, except in matters reserved to NCBA or NCMEA (including MPA adjudication rules and All-State), which the state rule governs. Where no district-specific policy exists, the state policy applies by default.
Section 1 — General Policies
1.1 Membership Requirements
(a)
Membership in the National Association for Music Education (NAfME) and North Carolina Music Educators Association (NCMEA) is required for membership in the North Carolina Bandmasters Association Eastern District (NCBAED) and participation in all NCBAED events.
(3)
Membership eligibility is verified once per year through the NCBAED membership portal, which confirms current NAfME (NCMEA-affiliated) membership and district dues; separate proof of membership at individual events is not required.
(4)
Membership must be finalized at least two weeks prior to the registration deadline for any NCBAED event.
Note: If the Article III, Section 2 bylaw proposal is adopted at the August 8, 2026 Fall Meeting, this section will be updated to match the adopted membership-year and fee schedule.
1.2 Student and School Eligibility
(a)
NCBAED members must be listed as the teacher of record on the official class roster of the school registering students for NCBAED events.
(b)
Students must be regularly enrolled in an accredited band class.
(c)
Student eligibility is certified per event through the membership portal: for each event the principal certifies that the entered students are enrolled at the school and that the named director is their teacher of record. A separate paper Certificate of Eligibility is not required.
1.3 Event Participation Requirements
(a)
Directors registering students for NCBAED events must personally attend the entire event (or, if the director cannot attend, secure an approved alternate director as provided under Director & Student Absence Procedures), complete any on-site registration required, act as the school’s official representative, supervise students, and assist with assigned event duties.
(b)
Students must participate fully and attend all event sessions or components.
(c)
Compliance with event regulations, established procedures, and specified deadlines is mandatory.
1.4 Event Registration Guidelines
(a)
All NCBAED registration (membership and event) is conducted through the NCBAED membership portal, the district's official system of record; legacy per-chair email links and external registration pages are retired.
(b)
All official registration links and instructions will be distributed via the NCBAED email list and/or posted to
ncbaeastern.com.
(c)
Registration deadlines are strictly enforced. Directors must adhere to posted submission dates for each event.
(d)
All registration-related questions should be directed to the respective Event Chair, whose contact information is listed on the NCBAED website.
(e)
Registration is not considered complete until all required forms are submitted and payment is received or arranged in accordance with NCBAED financial policies.
1.5 Financial Policies
(a)
Payment is due no later than 30 days prior to the event date (postmarked accordingly).
(b)
Accepted forms of payment are checks issued by schools, school districts, or booster clubs; personal checks are not accepted. Cash is accepted only at check-in, and only when a late registration closes too near the event to mail a check by the deadline (for example, All-District late registration); it is not a general substitute for paying by the deadline above.
(c)
Payments are final, non-transferable, and non-refundable.
1.6 Event Logistics and Compliance
(a)
Participating schools are responsible for arranging housing and meals for students unless otherwise specified by NCBAED.
(b)
Event dates are confirmed annually at the NCBAED Summer Board Meeting.
1.7 Violations
(a)
Violation of any general policy, event regulation, or event procedure may result in disqualification from the event and forfeiture of any related fees.
1.8 NCBAED Award of Excellence Nomination Criteria
The Award of Excellence will be voted on during the General Membership Spring Meeting. Directors presented with the Eastern District Award of Excellence have been recognized by their fellow colleagues, according to the following criteria:
(a)
The director should be an active or recently retired member in good standing with the Eastern District.
(b)
The director’s band program should be one of excellence, providing students with many and varied performance opportunities offered at the district and state level. The band program should have a consistent pattern of excellence spanning several years and reflecting the size of the school and the resources available. The director must have taught in the Eastern District for at least three years.
(c)
The director shows a consistent pattern of service to the Eastern District as an officer, board member, committee member, or chair of an event.
(d)
The Award of Excellence will be presented at the NCBA State Fall Business Meeting at the NCMEA Convention.
Section 2 — Director & Student Absence Procedures
2.1 Director Absence Approval Process
(a)
Directors must submit requests for absences in writing to the District President and Event Chair no later than one (1) week prior to the scheduled event date.
(b)
The school principal’s written approval of the absence must be submitted to the District President.
(c)
Directors must secure an approved alternate director to serve in their place (see Alternate Director Responsibilities below).
2.2 Alternate Director Responsibilities
(a)
The alternate director must:
(1)
Hold active membership in NCMEA and/or NCBAED, or be a staff member from the director’s assigned school.
(2)
Be approved in advance by the District President and communicated to the Event Chair.
(3)
Assume the full responsibilities of the director for the event, including but not limited to supervising and managing the absent director’s students throughout the event.
2.3 Student Attendance
(a)
Students must participate fully and attend every scheduled portion of the event to maintain eligibility and avoid disqualification.
Section 3 — Concert Band Music Performance Adjudication (MPA) Regulations
3.1 Eligibility, Registration, Special Considerations
(a)
Registration cost is $225 per band.
(b)
A school that has not attended MPA in the past four years may request a registration fee waiver and attend the event for comments only.
(c)
Ensembles may enter only one District Concert Band MPA per academic year.
(d)
Bands seeking to participate out-of-district must obtain written permission, by February 1, from the District President and MPA Event Chair of both their home district and the district where they are requesting to perform.
(e)
When a school has more than one band, students may participate in multiple ensembles, but the total number of students performing on the same instrument in more than one ensemble must not exceed five (5) students. - As per current NCBA State Policy.
(f)
A school intending to combine band programs must both notify the District at least 90 days before the event and obtain permission from the State Concert Band MPA Chair at least 60 days before the event; the district notification does not replace the state permission.
(g)
Students may not participate in both middle school and high school MPA events within the same academic year.
3.2 Performance Requirements
(a)
Each ensemble will perform:
(1)
One march selected by the director.
(2)
Two works from the official NCBA MPA List (or one work if it is on the Grade VI list and considered a Masterwork), selected within the same grade-level classification or an adjacent grade level
- NCBA MPA Music List.
(b)
No ensemble from the same school may perform a composition it has performed within the previous three years (middle school) or four years (high school), regardless of the ensemble's name (NCBA State MPA Rule F).
(c)
Electronic amplification and pitch-altering devices are prohibited unless explicitly indicated by the composer or arranger.
(d)
Ensembles may perform for adjudicator comments only — participation in sight-reading is optional in this instance.
(e)
Directors must provide three published conductor’s scores with clearly numbered measures. For ePrint scores, documented proof of purchase is required; a receipt showing the purchase of three (3) copies should be stapled directly to each score.
3.3 Performance and Warm-Up Times
| Grade Level | Performance | Warm-Up |
|---|
| Grades I & II | 25 minutes | 25 minutes |
| Grades III & IV | 30 minutes | 30 minutes |
| Grade V | 35 minutes | 35 minutes |
| Grade VI | 40 minutes | 40 minutes |
(a)
Requests for extended performance time must be submitted to the State Concert Band MPA Chair, the district MPA Event Chair, and the District President at least 30 days before the event.
(b)
Ensembles may be required to perform at an adjusted time, but the entire warm-up time must be given to each band.
3.4 Sight-Reading Procedures
(a)
Sight-reading is required for ensembles performing literature at Grades II through VI.
(b)
Ensembles performing Grade I literature do not sight-read.
(c)
The sight-reading selection will correspond directly with the ensemble’s stage performance classification (e.g., Grade III ensembles will sight-read the Grade III sight-reading selection).
(d)
Directors may look at the score as soon as the judge begins reading the script, and students have a study period to look over the music according to grade level (see Preparation Times for Sight-Reading below).
3.5 Preparation Times for Sight-Reading
| Grade Level | Prep Time |
|---|
| Grades II–IV | 5 minutes |
| Grade V | 6 minutes |
| Grade VI | 7 minutes |
3.6 In-Room Conduct
(a)
During the preparation period, instrument playing is prohibited; clapping, singing, counting aloud, and silent fingering are allowed.
(b)
A brief warm-up scale is permitted immediately before sight-reading begins.
(c)
Only one director may lead the ensemble in the sight-reading room; the director’s name must appear on the event registration form.
(d)
Only directors and approved personnel may enter the sight reading room. Exceptions (e.g., medical accommodations) are at the Event Chair’s discretion.
(e)
During the performance, the director may call rehearsal letters/numbers and brief verbal cues (e.g., “more trumpets,” “watch, tubas”) but may not sing or count aloud while the band is playing.
(f)
The director should not expect the sight-reading judge to offer commentary beyond the scripted directions, and the director may decline any such offer from the judge without penalty.
Note: Additional revisions to sight-reading scripts and timing may be issued by NCBA before each season.
3.7 Special Circumstances and Conductors
(a)
NAfME Collegiate student teachers may conduct one selection during the performance.
(b)
Emergency substitute conductors require prior approval from both the District Concert Band MPA Chair and the NCBA President-Elect (State Concert Band MPA Chair).
(c)
Ensemble members may not play instruments outside designated warm-up and sight-reading times.
Section 4 — All-District Band Auditions Regulations
4.1 Audition Registration and Fees
(a)
Regular Registration: $10 per student.
(b)
Late Registration: $20 per student — permitted only for directors who submitted at least one student during the regular registration window; directors with no regular-period entries may not submit late registrations.
(c)
All fees are non-refundable and non-transferable.
4.2 Ensemble Classifications
(a)
Middle School Concert Band (Grades 8 and under).
(b)
Middle School Symphonic Band (Grades 8 and under).
(c)
High School 9/10 Band (Grades 9-10).
(d)
Senior High School 11/12 Band (Grades 11-12).
Section 5 — Audition Material
(a)
All district audition material is derived from the NC All-State Honors Band audition requirements; however, the NCBAED uses reduced and modified excerpts for its 11/12 audition process. These district-specific cuts are released by 5:00 PM (Eastern) on the Thursday before auditions, unless otherwise notified.
5.1 Scale Requirements (District Level)
(a)
Scales must be memorized and performed within a 2-minute-and-30-second time limit.
(b)
The selected scales will come from the Honors Band requirements but will be limited in number:
(1)
Middle School: 3 major scales and the chromatic scale.
(2)
9/10 Band: 4 major scales and the chromatic scale.
(3)
11/12 Band: 4 major scales and the chromatic scale.
Percussion-specific requirements can be found in 5.4 below.
5.2 Solo Requirements (District Level)
(a)
Middle School and 9/10 Band: Perform the current-year Honors Band solo, using only the ending marked “A.” No additional cuts are applied.
(b)
11/12 Band: Perform the current-year Honors Band solo, using a designated audition cut, which will be released prior to auditions.
5.3 Sight-Reading Procedures
(1)
Middle School: 30 seconds.
(2)
High School (9/10 & 11/12): 60 seconds.
(b)
During the review period, percussionists are permitted to silently touch their instruments and rehearse movements, and wind players may silently practice fingerings; however, no sound may be produced. Mallets may touch bars; however, no sound may be produced.
5.4 Percussion Audition Requirements
(a)
Mallet Percussion: Same process as winds.
(b)
Section Percussion: Prepared etude, solo, and snare sight-reading.
(c)
Timpani: Prepared roll demonstration, solo, and sight-reading — instrument tuning will be assessed as part of the solo and sight-reading components.
(d)
See NCBA State website for clarification.
5.5 Audition Instrumentation
(a)
Instrumentation follows the standard NCBAED configuration, including woodwinds, brass, percussion, and string bass; see the All-District Clinic section for specifics.
(b)
Students may audition on multiple instruments provided they pay for each audition registration.
5.6 Audition Process
(a)
Audition order is randomized by the audition chair.
(b)
Blind auditions are currently being implemented in phases by the Executive Board with the goal of ensuring impartiality:
(1)
Judges do not have access to student names.
(2)
Physical barriers or other anonymity measures are employed.
(3)
Proctors handle procedural or logistical issues and are trained in district audition protocols.
5.7 Judging Procedures
(a)
Judges refer to the adjudication rubric when scoring a performance, to stay consistent and to weigh all aspects of the performance rather than let personal bias unduly affect the overall assessment. For example, points are not deducted from a solo score for an interpretation that is within the parameters indicated on the page. A judge may hold a well-formed, valid opinion about how the piece should be executed; even so, points are not deducted for an interpretive performance that is equally valid but not the same as the judge’s own.
(b)
Paired judges communicate during judging to keep the point spread consistent, conferring after each student, especially at the beginning of the process.
(c)
When judging a large number of students, each judge refers to their running score sheet to monitor scoring consistency.
(d)
Any student may find their first pitch before performing; the judge does not indicate whether the pitch is correct.
(e)
Performance aids or devices such as recordings, metronomes, and tuners are not allowed during the audition, including but not limited to smartwatches, cell phones, and headphones/earbuds. Use of these devices is grounds for disqualification.
(f)
A score of zero is used only for a component not performed, for example a scale not completed within the time limit, or a required solo or sight-reading not played.
(g)
A student who performs the required scales within the time limit but in the wrong order receives partial credit.
Section 6 — All-District Band Clinic Regulations
6.1 Clinic Fee
(a)
$35 per student, which covers lunch on the Friday of clinic.
6.2 Music
(a)
Music will be sent electronically to the director. It is the director’s responsibility to print and distribute it to qualifying students.
6.3 All-District Honors Band Instrumentation
Applies to Middle School (concert & symphonic), High School (9/10), and Senior High (11/12) Bands
| Woodwinds | Brass | Percussion & Strings |
|---|
| 12 Flutes | 12 Trumpets | 4 Snare/General* |
| 2 Oboes* | 8 French Horns | 2 Mallets |
| 3 Bassoons | 9 Trombones | 1 Timpani |
| 20 Bb Clarinets | 4 Baritones | 1 String Bass |
| 4 Bass Clarinets | 6 Tubas | |
| 1 Contrabass Clarinet | | |
| 4 Alto Saxophones *6 for MS | | |
| 2 Tenor Saxophones | | |
| 1 Baritone Saxophone | | |
* An additional oboe, percussionist, or other instrumentalists may be selected at the discretion of the Clinic Chairs, based on repertoire.
6.4 Filling Vacancies and Alternate Procedures
(a)
Directors must immediately notify the Event Chair if a student withdraws or cannot participate.
(b)
Open seats are filled using the next available alternate based on audition rankings.
(c)
Event Chairs have authority to adjust instrumentation and part assignments if necessary after alternates have been assigned.
6.5 All-State Honors Band Eligibility
(a)
Eligibility to audition for the NC All-State Honors Band is determined by chair placement at the All-District Band Auditions and is subject to instrumentation quotas outlined in the All-State policy (e.g., a limited number of students per instrument are permitted to audition per District).
(b)
Students who qualify must attend the full All-District Band Clinic—including all rehearsals and the performance—in order to maintain their eligibility.
(d)
All-State Band Audition Registration is handled through the NCBA state website.
NCBA - All-State Adhere to all posted due dates. Auditions are held the first Saturday in March.
(e)
If an All-State-eligible student will not be auditioning, notify the All-District Clinic Chair as soon as possible so an alternate may be notified.
6.6 All-District Band Clinician Criteria for Nomination For HS 9/10 and MS Concert Band
These criteria govern the nomination of Eastern District member directors as clinicians. Clinicians engaged from outside the district membership are engaged separately (see 6.7(d)).
(a)
Active Membership: The nominee must be an active member in good standing within the Eastern District, with all dues paid.
(b)
Excellence in Performance: The nominee must demonstrate excellence in performance ensembles through participation in a variety of activities, including but not limited to local, regional, state, national, and international events.
(c)
MPA Results: The nominee must have a consistent record of receiving ratings of excellence and/or superior at Music Performance Adjudications (MPA).
(d)
Experience: The nominee must have a minimum of seven (7) years of experience teaching instrumental band music.
(e)
Eligibility Interval: The nominee must have a minimum of ten (10) years since last conducting either the 9/10 or MS Concert Band, if they have previously served in this role.
6.7 Process for Nomination:
(a)
Priority Consideration: Nominations will be opened first to members of the Eastern District to ensure they receive priority consideration.
(b)
Nomination Timeline: Nominations must be received by the District President before the scheduled executive board meeting preceding the Spring Business Meeting during the All-District Clinic.
(c)
Nomination Review: If two or more qualifying nominations are received, the nominations will be finalized after the executive board meeting, and the District membership will vote to select a candidate during the Spring Business Meeting.
(d)
Opening to External Candidates: If fewer than two qualifying nominations are received from within the Eastern District, the nomination window within the Eastern District will be closed and nominations will be opened to candidates outside the Eastern District; any qualifying nomination already received remains under consideration.
Section 7 — Solo & Ensemble MPA Regulations
7.1 Eligibility and Participation
(a)
Participation is restricted to ensembles composed exclusively of students from the same school/program.
(b)
Unlimited ensemble entries are permitted.
(c)
Students may perform in multiple ensembles.
7.2 Registration and Fees
(a)
$10 registration fee per ensemble.
(b)
Entries are evaluated and receive performance ratings — there is no “comments only” category.
7.3 Performance Guidelines
(a)
Performance time (including setup) is limited to 6 minutes.
(b)
Directors must supply published, numbered conductor’s scores with clearly notated cuts for the adjudicators.
(c)
Accompaniment may be provided live or by pre-recorded track; both must be appropriate to the performance environment.
(d)
Check with the Event Chair for instrument availability.
Section 8 — NCBAED Financial Guidelines — Honorariums & Reimbursements
(b)
Honorariums are disbursed after all event-related financial obligations have been fully satisfied within 30 days per NCMEA.
8.1 Minimum Honorarium Amounts
Honorariums, travel and lodging reimbursement, clinician and adjudicator agreements, and required documentation follow the NCBA Eastern District Financial Guidelines and Reimbursement Procedures, consistent with the NCBA Financial Guidelines and Reimbursement Chart. Form 201 and a W-9 are required of any individual receiving payment or reimbursement (except community All-District judges); receipts are required for reimbursable expenses; all event paperwork must be submitted before an event chair’s final payment; and clinicians and adjudicators are engaged on the standard contract (Form 200). Mileage is paid for all paid roles except community All-District judges; lodging is paid when required.
District Payment and Documentation Chart
| Position / Role | Payment | Mileage | Lodging | Required Documentation |
|---|
| Community All-District Judges | $50 per audition event | Not paid | Not paid | Form 200 |
| All-District Auditions Chair | $350 per event | Paid by district | Paid if required | W-9; Form 201; receipts; completed event paperwork |
| All-District Clinic Chair | $350 per event | Paid by district | Paid if required | W-9; Form 201; receipts; completed event paperwork |
| Solo & Ensemble Chair | $350 per event | Paid by district | Paid if required | W-9; Form 201; receipts; completed event paperwork |
| MPA North Chair | $350 per event | Paid by district | Paid if required | W-9; Form 201; receipts; completed event paperwork |
| MPA Central Chair | $350 per event | Paid by district | Paid if required | W-9; Form 201; receipts; completed event paperwork |
| MPA South Chair | $350 per event | Paid by district | Paid if required | W-9; Form 201; receipts; completed event paperwork |
| Site Hosts (All-District Auditions, Clinic, Solo & Ensemble, MPA North/Central/South) | $200 per event | Paid by district | Paid if required | W-9; Form 201; receipts |
| Assistant Chair — All-District Auditions | $150 per event | Paid by district | Paid if required | W-9; Form 201; receipts |
| Assistant Chair — All-District Clinic | $150 per event | Paid by district | Paid if required | W-9; Form 201; receipts |
| MPA Judges | $350 per day | Paid by district | Paid by district | W-9; Form 200 |
| Middle School Percussion Coordinator | $350 per year | Paid by district | Paid if required | W-9; Form 201 |
| High School Percussion Coordinator | $350 per year | Paid by district | Paid if required | W-9; Form 201 |
| All-District Middle School Concert Clinician | $350 per day | Paid by district | Paid by district | W-9; Form 200 on file; Form 201 |
| All-District 9-10 Concert Clinician | $350 per day | Paid by district | Paid by district | W-9; Form 200 on file; Form 201 |
| All-District Symphonic Clinician | $500 per day | Paid by district | Paid by district | W-9; Form 200 on file; Form 201 |
| All-District 11-12 Clinician | $500 per day | Paid by district | Paid by district | W-9; Form 200 on file; Form 201 |
| Webmaster | $600.00 per year | Not paid | Not paid | W-9; Form 201 |
8.2 NCBAED Financial Reporting Guidelines
In order to streamline our student event reporting in a more clear and concise manner, forms should be filled out using the following guidelines:
8.3 Treasurer Reported Items for All-District
(d)
Green Room food for concert.
(e)
Hotels for clinicians.
(f)
Hotels for chairs/board.
(h)
Honorariums for Clinicians.
(i)
Honorariums for Chairs.
(j)
All-District Programs.
(k)
Audition Programs/Software.
(m)
Music purchase or reimbursement to school.
8.4 Chair Reported Items for All-District
(a)
Auditions Registration Fee – labeled as such.
(b)
Auditions Late Registration Fee – labeled as such.
8.5 Reimbursement
(a)
Anything paid for by the chairs using personal money is reimbursable; itemize each expense.
(1)
Example: office supplies, etc.
8.6 Deposits
(a)
All District Audition Registration fees should be documented and deposited separately from late registration or clinic and turned into treasurer the day of Auditions.
(b)
All District Audition Late Registration fees should be documented and deposited separately from regular registration or clinic and turned into treasurer at All District Clinic.
(c)
All District Clinic fees should be documented and deposited separately from All District Auditions fees (regular or late). All District Clinic fees need to be turned into treasurer before the concert on Saturday.
(d)
NCMEA Student Event Guidelines state: Event Chairs/Treasurers should deposit checks weekly. DO NOT hold checks for more than 30 days.
(e)
Any late payments need to be clearly identified on the reporting form as to what the fee is for and deposited within the 30 day window.
Section 9 — Reference Materials
9.1 Acronym Key
(a)
NCBA — North Carolina Bandmasters Association.
(b)
NCBAED — North Carolina Bandmasters Association Eastern District.
(c)
NCMEA — North Carolina Music Educators Association.
(d)
NAfME — National Association for Music Education.
(e)
MPA — Music Performance Adjudication.
9.2 Event Deadline Summary
(a)
NCBAED Membership Finalization — at least two weeks before any event registration deadline.
(b)
Event Payments — due 30 days prior to the event.
(c)
Alternate Director Request — one week before the event.
(d)
Out-of-District MPA Participation Request — February 1.
(e)
Combined School Program Notification — 90 days before the event.
(f)
Extended Performance Time Requests — 30 days before the event.
(g)
Audition Cuts Released — 5:00 PM (Eastern) on the Thursday before auditions, unless otherwise notified (see Section 5).
Section 10 — Membership Portal and Student Data
The District is the steward of the student data it holds. Records are limited to the directory information needed for events (name, school, grade, instrument), collected on a directory-information basis with opt-in consent and kept only as long as needed. An administrator can delete a record on request, and the audit record does not expose student names. Publishing student information is a deliberate, per-event decision.
Section 11 — District Ownership, Continuity, and System Administration
The District owns its membership and event systems, data, domain, and hosting; the developer operates them on the District's behalf. Three roles hold continuity: the System Administrator, the Webmaster, and the District President. A second administrator is named for emergency (break-glass) access, so the systems never rest on one person.
Section 12 — System Operating Rules
The Board sets the following rules, which the system implements:
(a)
The system warns before it blocks, and hard-stops only where the Board directs.
(b)
An event is never halted on its day of operation; a problem is flagged and escalated.
(c)
A member who registered on time keeps their place even if a renewal lapses afterward.
(d)
If eligibility verification is temporarily unavailable, a member in good standing is not locked out.
(e)
For All-State and Concert MPA, an own-student conflict is flagged for the chair and not waived; for All-District, own-student judging is permitted because auditions are anonymized.
(f)
Only a verified member may claim an unclaimed school.
(g)
Certification of student eligibility is the principal's.
Section 13 — Facility Use and Backup
No facility is relied upon for a district event without written confirmation from a person authorized to commit it and a board-approved backup plan.
(a)
Cooperative school and college hosts use a one-page confirmation.
(b)
Paid commercial venues use a more detailed agreement covering costs, insurance, and cancellation.
Every agreement allocates responsibility for student supervision, transportation, premises safety, security, emergency response, equipment, and any required releases.
Section 14 — Conflict of Interest
An officer has a conflict when they have an interest materially different from the membership, including:
(a)
a personal financial benefit;
(b)
their own conduct under review;
(c)
having organized or authorized the matter at issue;
(d)
a benefit reserved for their own school or students;
(e)
supervisory responsibility for an involved program.
County affiliation alone is not a conflict. An officer with a conflict discloses it promptly and does not vote, deliberate, or use the office on that matter, though they may answer factual questions. Disputed recusals are decided by the disinterested members, and disclosures are recorded in the minutes.
Section 15 — Incident Documentation
Concerns are submitted in writing and logged. A designated review officer or panel, who is not an involved officer:
(a)
screens each concern for jurisdiction and corroboration;
(b)
notifies any person whose conduct is under review and allows a response;
(c)
may refer a matter to a neutral reviewer where the Board has a conflict or cannot review it impartially.
The Board may issue a factual summary within its authority. This process does not impose discipline or removal.
Upcoming proposal to be referred to committee at the Aug 8, 2026 Fall Meeting — New policy: Use of District Resources and Identity
Use of District Resources and Identity
The district’s audition results, selection lists, membership and student data, contracted clinician and adjudicator services, purchased music, name, and logo are for district-authorized events. A member or officer may not use them for a non-district event without prior Executive Board authorization. An officer may identify their district office as a professional affiliation but may not imply district sponsorship of a non-district event. This governs district resources and identity, not students, who remain free to take part in any private event.
Upcoming proposal to be referred to committee at the Aug 8, 2026 Fall Meeting — New policy: Substitute Events After a Cancellation
Substitute Events After a Cancellation
After a cancellation, no person may use or distribute the district’s selection list, represent another event as a continuation or substitute for the cancelled district event, or use district-contracted services, records, or branding, without prior written Executive Board authorization. Any authorized substitute must be offered to the entire eligible membership on equal notice through official channels — the district email list, the district website or portal, and the regional representatives — on a stated timeline with a recorded send list, and with defined eligibility, capacity, funding, supervision, and access.
Section 16 — Document History
This document was compiled and formatted specifically for NCBA Eastern District use, reflecting the district’s current official policies.
Revised June 30, 2026; editorial corrections July 1, 2026; policy text updated July 1, 2026 to incorporate the Executive Board amendments of June 11, 2026 (Motions Log #6)