October 2, 2010

Band Directors:
An early WELCOME to the 34th Westlake Marching Festival! The Westlake Band
Parents Association (WBP) is prepping facilities and volunteers to ensure you are well
cared for on Saturday, October 9. Below are a few highlights to be aware of:
ARRIVAL:
• Plan to arrive 30 minutes or more before your scheduled warm up time.
• Buses will be directed immediately to their parking location rather than delivering
students to the HOST area.
• A HOST volunteer will meet you at your bus parking lot location to verify the time
you and your band should arrive at HOST to proceed to WARM UP.
• Schedules allow only 10 minutes from arrival at HOST before proceeding to
WARM UP rooms.
FOOD OPTIONS:
• Outside food orders are available for your band students through our
HOSPITALITY staff. A copy of the options is included in this packet. Please try
to complete this ASAP!
• For outside food orders made directly by you or your staff, please have your
BAND NAME on the order in addition to a contact person and cell phone.
• A variety of food items are available at our stadium concessions including
barbecue sandwiches, pizza, and Chick-Fil-A sandwiches.
• No outdoor grills or fires are allowed on Eanes ISD property or surrounding areas
without a Travis County fire permit. No outdoor grilling.
CHAPERONES:
• HOST will distribute your chaperone wrist bands on arrival. (number determined
by WHS band director based on # of band students)
• Only chaperones with wristbands will be admitted into the stadium with the band.
EMS:
• EMS services will be at Westlake High School until the end of the festival. EMS is
across the parking lot from the stadium in WHS: look for the sign.
• Most previous EMS needs have resulted from students not being hydrated or
nourished. Please have students drink more WATER Friday and during the day
Saturday to prevent these issues.
Hundreds of Westlake band volunteers look forward to providing you with a welcoming
and enjoyable day at the Westlake Marching Festival. Please let us know how we can
best support and help you.
2010 Westlake Marching Festival Co-chairs
Ronna Martin Trish Ford
ronnamart@aol.com paford@austin.rr.com
917.9818 cell 619.3442 cell
 33nd Westlake Marching Festival

Final Instructions

1. MAPS - The enclosed maps and directions indicate (1) general directions to Westlake
High School and (2) a campus lay-out. . Note the warm-up areas, Host Table and parking
areas. Please inform your bus drivers of these, as other routes and destinations will create
traffic problems.

2. ARRIVAL - Upon your arrival we will direct you to an available parking area. At your
earliest convenience, please come to the Host Table to check in and…

(a) Provide your allotted Passes for directors, drivers and chaperones

(b) Escort your band throughout warm-up and performance,

(c) Obtain any program changes you may have and,

(d) Answer any questions you may have.

3. PARKING - A crew will assist your bus drivers. Follow signs and unload all equipment at
the designated point. Please have you band members remove all equipment and personal
items from the buses as WESTLAKE HIGH SCHOOL WILL NOT BE RESPONSIBLE FOR ANY
LOSSES. Our parking area is very crowded after 2:00 PM. Parking will be limited. Please
advise your parents to allow for some walking time prior to your band’s performance. We also
offer off-campus parking with a free shuttle. READ the attached Parking document!

4. STORAGE - Please arrange to store cases during your performance and all equipment
after it on your equipment truck/bus.

5. UNIFORMS - Our dressing facilities are very limited. Please have your students wear
uniforms or change on the buses.

6. WARM-UP - A twelve window tuner will be in each warm-up room. To keep the festival
on schedule, please be prompt in entering and exiting your assigned warm-up room. The band
following will appreciate you! All bands will have 30 minutes warm-up time and will perform at 15
minute intervals, NO PLAYING OF INSTRUMENTS IS ALLOWED EXCEPT IN THE WARM-UP
ROOM AND ON THE FIELD. Guards may warm up on the Practice Fields, but the mets/blocks
must not be heard from the stadium.

7. ENTRANCE - All bands will enter the stadium through the southeast gates (visitor side)
and exit the stadium through the southwest gates (home side) as indicated on the map. PIT
EQUIPMENT WILL ENTER THROUGH THE NORTHWEST GATE. Your pit may place their
equipment in the “READY AREA” 30 minutes prior to your performance. You must clear this
area immediately after your performance.

8. JUDGING - All judges will be located in the Press Box on the west side of the stadium.
Current UIL rules and procedures will be observed. The judges will also record comments on
tape. All judges will be giving a numerical score. Scores will be announced at the conclusion of
each CLASS during the awards ceremony. Sheets and tapes will be available in the press box
immediately following the awards ceremony for your band’s competing class.
9. TIMING - The Westlake Marching Festival follows standard UIL competition timing
guidelines. The scoreboard clock will be the official time. In case a band does not adhere to
UIL rules, a warning will be issued.

10. AWARDS – During PRELIMS, First, Second, and Third Place trophies will be awarded in
each classification. In addition, there will be class awards for Percussion, Color Guard,
Marching, and Music. The awards ceremonies will be held on the field in front of the west
stands at the end of each Class Competition (see schedule for exact times). Please have all
Drum Majors in full uniform and ready to take the field as soon as the last band prior to the
ceremony clears. All trophies will be presented to the Drum Majors at this time. Participation
plaques will be given only to those bands that did not receive a placement trophy. Plaques will
be in your check-out packets. FINALS trophies will be awarded to each participating band
during the Drum Major retreat at the end of Finals competition.

NOTE: DUE TO INJURIES IN THE PAST, NO OTHER STUDENTS WILL BE ALLOWED ON

THE FIELD DURING THE AWARDS CEREMONIES.

11. PACKETS - All packets containing judges CDs, DVD, comment sheets, participation
plaques and other festival materials can be picked up in the south end of the press box
immediately following the awards ceremony. NO RESULTS OR INFORMATION
CONCERNING SCORES OR AWARDS WILL BE AVAILABLE UNTIL THAT TIME.

12. FILMING - Each band will receive a high quality DVD recording of their performance.
Due to limited space, no additional equipment will be allowed in the press box. If you wish to
video tape any band you must do so in the stands with a battery pack.

13. FIRST AID - A first aid station will be located just outside the southwest corner of the
stadium in the school building. An EMS unit will be onsite for your convenience. Please walk to
First Aid. If the student is unable to walk, please call 911.

NOTE: TO AVOID DELAYS, PLEASE BRING MEDICAL RELEASE FORMS WITH YOU.

14. ADMISSION - Admission for spectators is $8.00 for adults and $5.00 for students. No
ice chests may be brought in the stadium. Please inform your fans of this in advance.

15. PASSES –Passes will be distributed when you check in at ‘HOST”. These include one
pass for each bus driver, one pass for every twelve students and special complimentary passes
for your directors. No other passes are available. PARTICIPATING STUDENTS MAY SIT
ONLY IN THE EAST STANDS WITHOUT PAYING ADMISSION. If your students choose to sit
in the east stands they must pay $5.00.

16. PATCHES - Enclosed is an order form for your WESTLAKE MARCHING FESTIVAL
patches. The cost is $4.00 per patch. You may mail the enclosed order form back to us and
pick up the patches the day of the festival. Patches will be available for purchase on the day of
the festival.

17. T-SHIRTS - NEW 2010 Westlake Marching Festival T-shirts will be available at the
festival for $15.00.

18. RESTROOMS - Restrooms are located on both sides of the stadium. However, you
must pay to enter the west side of the stadium.
19. CONCESSIONS - There are few restaurants conveniently located near Westlake High
School. We will provide an ample number of concession stands that will offer a variety of items
for sale.

20. JUDGES - We are fortunate to have a highly qualified judging panel from a variety of
backgrounds and areas. The judges for the 2010 Westlake Marching Festival are: Ferd
Vollmar, Dick Clardy, Randall Brownlee, Mike Sloan (guard) and Brett Kuhne (percussion).

21. FINALS - The finals competition will begin promptly at 7:00 PM. Immediately following
the announcement of the finalists, there will be a directors meeting to draw for performance
times in finals. Finalist bands will be separated into top five and bottom five groups. The draw
will occur within those groupings to determine performance order.

22. FINALS AWARDS - All finalists’ scores will be announced during the finals awards
ceremony. Trophies will be awarded to those bands that place in the Finals.
 34th Westlake Marching Festival

October 9, 2010

WMF Patch Order Form

Patches for the 2010 Westlake Marching Festival are available for $4.00. Advance orders are
appreciated; however, patches will be available at the contest site. Bring a check with you.

Please complete the following information.

School ____________________________________________________

Address ___________________________________________________

Director ___________________________________________________

Phone _____________________________________________________

Number of patches _______ @ $4.00 = ________

Please return this order form to:

Westlake Band Department

Kerry Taylor, Director

ktaylor@eanesisd.net

If you have any questions please contact Kerry Taylor at 512.732.9280 x 33820.
 Westlake Marching Festival
October 10, 2009

Box Lunch Order Form

Westlake Band Parents has arranged to have “Box Lunches” prepared to order for each of the
performing bands at this year’s festival. There are two choices.

The Jason’s Deli box lunch will consist of the following:

Ham or Turkey or Vegetarian Sandwich

Chips & Pickle

Cookie

Water

The Chick-Fil-A box lunch will consist of the following:

Chick-Fil-A Sandwich

Chips

Brownie

Water

The total price for each box lunch is $7.00. Please indicate below the total number of box
lunches and be prepared to pick up all lunches at once. Lunches will be available for pick up in
Hospitality between the hours of 11:00 A.M. and 2:00 P.M., or 4:00 P.M. and 6:00 P.M., the
day of the festival.

Please return a copy of this order form by emailing it to Valerie Taylor at

vfstaylor@sbcglobal.net no later than Sunday, October 3, 2010. Bring your check, made
payable to Westlake Band Parents to the festival.

------------------------------------------------------------------------------------------------------------

To Westlake Band Parents:

Please order:

Chick-Fil-A

# of lunches ________________

# of drinks _________Bottled Water

Jason’s Deli

# of lunches: _________Ham __________Turkey ________Vegetarian

# of drinks: _____________Bottled Water

Our contact person will be ________________________, ______________________

Name Cell Phone #

and he/she will make arrangements to pick up all of the box lunches at once. We will
distribute each box lunch and drink to our own band students.

The total amount we owe is _________box lunches x $7.00 each = $______________

Name of School: _______________________________

Band Director: _______________________________

E-mail Address: _______________________________

Additional Comments: _______________________________

Westlake Marching Festival 2010
TRAFFIC AND PARKING
Directions to Westlake Marching Festival – Westlake High School is located on the west side of Austin,
Texas just off of Loop 360 (aka Capitol of Texas Hwy South) at 4100 Westbank Drive. From Loop 360,
Westbank Drive is the third light south of FM 2244 (Bee Cave Road) and the first light northwest of Barton
Creek Mall. The turn will be marked with signs. You are advised not to use Bee Cave Road (FM2244),
which is slow and crowded through the Westlake area.

PIT EQUIPMENT VEHICLES: Only equipment trucks and trailers, NOT BUSES, should be brought
down Camp Craft Road, a narrow winding street, to the stadium at gate F. They may be asked to
relocate soon after your performance.

If you carry instruments, uniforms, hats or other gear your band needs for warm-up in the same
equipment vehicle, please have that vehicle accompany your buses to their parking location for unloading
before moving to the Pit area (gate F) near the stadium. It would be a good idea to have the pit
equipment loaded in first so it doesn’t have to be unloaded with the band gear.

BUSES: All band buses will be directed to their permanent parking location on arrival. Band students
will unload buses at their parking lot location and WALK to the Host & Warm-up areas.

In the morning, buses for all AA, AAA and AAAA bands will be directed to park in the FAF Lot entrance
E.

The AAAAA bands and others returning in the afternoon or evening will be parked in available area in the
FAF lot Gate E, Tennis Court Lot across from Gate C, along Play Fields 1 & 2 at Gate A and in the
Shriner Bldg. lot on Westbank Drive between Loop 360 and Camp Craft Rd.

SPECTATOR PARKING: Parking in the immediate vicinity of the Stadium is severely restricted.
Spectators can park in portions of Shriner lot, located on Westbank Drive between Loop 360 and Camp
Craft Rd. Please allow 15 - 20 minutes to get into the stadium from here.

Beginning at noon we will open parking at Valley View Elementary, 1201 Loop 360 S., which is about a
half mile north of the Westlake HS campus with free shuttle bus service provided. Turn east off Loop 360
at the light marked Lost Creek Boulevard and loop back to the first school parking areas.

The Free Shuttle will begin at noon with stops at the stadium entry, the Shriner lot and the Valley View
overflow lot. The Shuttle will run every fifteen minutes until 11:00 pm.

HANDICAP PARKING: There are plenty of reserved handicapped spaces at the stadium entry. Come
down Camp Craft Road and through gate F.

CAMP CRAFT ROAD will be restricted to Pit equipment vehicles, Handicapped parking and others with
permitted vehicle access to the stadium. Please do not obstruct traffic by parking on this narrow lane or
the adjoining residential streets.

ALL DRIVERS - Please obey the instructions of our orange vested traffic managers and the deputies
from the Travis County Sheriff’s Department who are helping with security in the parking areas and traffic
flow.
Band directors can call Bob Witowski, Parking & Traffic Pit Parking captain, at 512/970-5173 or by email
at bwitowski@eanesisd.net if you have any questions.