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
NCBA Eastern District recognizes the Active, Retired, and Associate membership categories. Eligibility for those categories and their voting and office-holding rights follow the NCMEA Bylaws, Article I (Membership), as amended, subject to the following Eastern District qualifications:
(a)
An Active member must qualify as an NCMEA Active member and direct a band or provide credit-bearing wind or percussion instruction at a school located within the Eastern District.
(b)
A Retired member must qualify as an NCMEA Retired member and must previously have met the Eastern District Active-member qualification. Retired membership has no expiration based on time since retirement.
(c)
An Associate member must qualify as an NCMEA Associate member and serve as an arts administrator or supervisor whose responsibilities include schools or music programs within the Eastern District.
District event participation and operating roles remain subject to NCBA Eastern District requirements.
§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 October 1 through September 30. Renewal opens July 1.
(b)
Annual Eastern District dues are the same for Active, Retired, and Associate members. Dues for renewal or first-time membership are $10.00 through October 1, inclusive. After October 1, ordinary late dues are $75.00. Dues shall be paid through a method designated by the Executive Board and recorded in the membership system by an authorized officer.
(c)
A first-time member who completes membership between July 1 and September 30 becomes active immediately and remains active through September 30 of the following year.
(d)
A member in good standing during the immediately preceding membership year remains current through October 1 while renewing. If renewal is incomplete at the start of October 2, the membership is lapsed until the requirements are completed.
(e)
Event registration checkpoint.
(1)
To participate in an 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 checkpoint may do so during the final two weeks before the deadline by paying $150.00. No individual approval is required.
(3)
After an event’s registration deadline, a director may renew at the otherwise applicable amount for future activity but may not enter that closed event.
(4)
The Executive Board may correct a documented District-caused system or administrative failure when the director attempted to comply on time. The approval and reason shall be recorded. Personal oversight or ordinary lateness does not qualify.
Transition if adopted August 8, 2026
The amendment applies to the 2026–27 membership year. Qualifying dues paid on or after July 1, 2026, count toward that year; the $10.00 deadline is October 1, 2026; and lapse and the $75.00 late amount begin October 2, 2026. The event-checkpoint provisions apply to event deadlines occurring after adoption.
§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). The person already serving as Central Site MPA Chair becomes the officer upon adoption and serves through the remainder of the current term.
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. The next election for Central Site MPA Chair occurs on that regular cycle.
§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 — Submission and First Reading
(a)
Any voting member may submit complete proposed bylaw language to the Secretary at least 30 calendar days before a regular meeting. A timely proposal shall be placed on that meeting’s agenda for first reading. The Executive Board may assist the author with form and clarity but may not prevent a timely proposal from receiving a first reading.
(b)
At the first reading, the proposed amendment is presented and the membership may discuss it. No final adoption vote is taken.
Article VIII, Section 2 — Revision and Notice
(a)
After the first reading, the Executive Board may refine the wording in consultation with the author and in response to membership discussion.
(b)
The exact language to be voted upon shall be distributed through the District’s official email channel and published on the governance page at least 30 calendar days before the next regular meeting. A heading or summary alone does not satisfy notice.
(c)
A substantive change after notice postpones the vote until proper notice can be given. Only clerical or clearly non-substantive corrections may be made at the voting meeting.
Article VIII, Section 3 — Second Reading and Disposition
(a)
At the next regular meeting, the membership receives the second reading and may discuss the proposal before disposition.
(b)
A motion to return the proposal for revision may be made before the adoption vote and is decided by a simple majority of votes cast. If returned, that amendment cycle ends; revised language must begin again with a new first reading.
(c)
If the proposal is not returned for revision, the membership votes on adoption. Adoption requires two-thirds of votes cast while a quorum is present. Abstentions are not votes cast. Failure to reach two-thirds means the proposal is declined.
Article VIII, Section 4 — Related Rules
(a)
Policy changes are governed by Article VI, Section 3.
(b)
The rules contained in the current edition of Robert’s Rules of Order Newly Revised govern the District in all cases to which they apply and in which they are not inconsistent with these Bylaws or any special rules of order adopted by the District.
Transition if adopted August 8, 2026
Every amendment included in the August 8, 2026 meeting notice remains governed by the amendment procedure in force before that meeting, regardless of voting order. This new procedure applies only to amendments first introduced after the August 8 meeting concludes.
Committee concept concept language only — not proposed for adoption; 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.
Committee concept concept language only — not proposed for adoption; 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.
Committee concept concept language only — not proposed for adoption; 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)
Except where an event-specific rule provides otherwise, 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)
Refundability and transferability are governed by the applicable event-specific rule and controlling NCBA or NCMEA policy.
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 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)
Eastern District All-District auditions use blind procedures to support 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)
The clinic participation fee is $35 for each student who checks in on site and occupies a clinic seat; the fee covers Friday lunch.
(b)
The school of the attending student is responsible for the fee. Clinic fees are assessed and collected at on-site registration.
(c)
A vacated seat is filled only by the next available candidate under Section 6.4. If a school’s submitted check includes a student whose seat was filled by an alternate, that amount is an overpayment and is refundable upon request; the attending student’s school owes the fee.
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)
Eastern District nominations open first so Eastern District member-directors receive priority consideration.
(b)
Eastern District 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)
If two or more qualifying Eastern District nominees are received, that candidate pool is finalized after the Executive Board meeting and the membership selects from that pool at the Spring Business Meeting. Candidates from outside the Eastern District are not considered in that circumstance.
(d)
If fewer than two qualifying Eastern District nominees are received, nominations may be submitted for candidates outside the Eastern District before the Spring Business Meeting, and the presiding officer shall also open nominations from the floor. Any Eastern District nominee already received remains in the candidate pool.
(e)
The formal criteria in Section 6.6 apply to Eastern District member nominees. A candidate from outside the Eastern District is placed in nomination when duly nominated; the membership determines that candidate’s viability through the selection process.
(f)
After all permitted nominations close, the presiding officer declares a sole nominee elected by acclamation. If two or more nominees remain, the membership votes to select one. If no nominee remains, no selection is made and the search continues.
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 — Honoraria & Reimbursements
(b)
Honorariums are disbursed after all event-related financial obligations have been fully satisfied within 30 days per NCMEA.
8.1 State Minimum Honorarium Amounts
Honoraria, 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. The amounts below are state-required minimums and update automatically when the state schedule changes; the Executive Board may approve a higher amount in advance but may not approve less. The governance package shall retain a dated reference copy of the state schedule used and identify when the displayed amounts were last verified. 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.
State Minimum 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)
A reasonable and necessary District event expense within an approved event budget is reimbursable when itemized and supported by receipts.
(b)
An expense outside the approved budget requires advance approval from the President or Treasurer, except for a documented event-day emergency that the Executive Board may ratify afterward.
(c)
No person may approve their own reimbursement. The Treasurer verifies documentation and the President approves ordinary claims. When either is the claimant, a disinterested Executive Board officer verifies and approves the claim, and the approval is recorded.
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 shall be documented separately from regular registration and clinic fees and may be turned over to the Treasurer at the All-District Clinic, provided no check is held more than 30 days.
(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)
Except for the express late-audition-fee turnover rule above, Event Chairs and the Treasurer shall arrange for checks to be deposited weekly. No check may be held 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 and collects only the information necessary to administer District events. Information must be submitted by an authorized school representative who certifies that the school has authority to provide it and that any required permissions have been obtained. The District uses and discloses the information only for authorized event purposes.
The Executive Board shall approve and publish a data-retention schedule covering student entries, results, financial records, audit records, and incident records. A correction or deletion request shall be honored unless retention is required by law, the approved schedule, financial controls, an active dispute, or the integrity of official event results. When full deletion is not permitted, unnecessary identifiers shall be removed or access restricted. The audit record does not expose student names. Publishing student information is a deliberate, authorized, per-event action.
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)
The system shall not automatically halt an event on its day of operation. Eligibility or compliance problems are flagged and escalated to the Event Chair. Nothing in this section limits authorized officials from delaying, suspending, or cancelling an event for safety or operational necessity.
(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. At an Eastern District All-District audition, judging one’s own student is not, by itself, a disqualifying conflict because District auditions are anonymized and available personnel make such assignments operationally necessary. This exception does not apply to state-level auditions or to another disclosed conflict that materially compromises impartiality.
(f)
Only a verified member may claim an unclaimed school.
(g)
Certification of student eligibility is the principal's.
(h)
On the day of an event, the Event Chair may override an incorrect portal eligibility block when the director presents credible evidence of timely compliance or a District system or administrative failure. The evidence and override are recorded and reviewed afterward. This authority does not excuse ordinary lateness.
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)
a benefit reserved for their own school or students, except for the All-District own-student judging rule in Section 12;
(d)
supervisory responsibility for an involved program.
Prior official involvement in organizing or authorizing a matter must be disclosed but is not automatically disqualifying. Recusal is required when the officer’s own conduct is under review, the officer has a personal interest, or the involvement makes impartial review unreasonable. 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 the officer may answer factual questions. A disputed recusal is decided by a majority of votes cast by the disinterested Executive Board members. The challenged officer may provide facts but may not deliberate or vote on the officer’s own recusal. Disclosures and decisions 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, basic completeness, and immediate safety needs;
(b)
notifies any person whose conduct is under review and allows a response;
(c)
evaluates corroboration during review rather than requiring it at intake;
(d)
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. Timelines, confidentiality, anti-retaliation, panel composition, discipline, and appeal procedures are reserved for the committee concepts and are not created by this section.
Committee concept concept language only — not proposed for adoption; 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.
Committee concept concept language only — not proposed for adoption; 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 August 7, 2026; policy text updated July 1, 2026 to incorporate the Executive Board amendments of June 11, 2026 (Motions Log #6)