IHSAA Music Regulations
I. Introduction, Philosophy and Definitions
This section is a statement of policies, procedures, regulations, standards, and instructions for the festival manager, adjudicators, and music directors’ participation in Idaho High
School Activities Association (IHSAA) sanctioned Music Festival events. The IHSAA does not sponsor any state music event.
- In general, the IHSAA is concerned with music events involving the students of member schools in music events at which ratings are issued, and clinics at which music education is emphasized. District music activities are scheduled and
regulated by appointed music instructors and the elected Idaho Music Educators Association officers of the district in which the events occur.
- Music activities that fall under the jurisdiction of the IHSAA are District Music Festivals and Clinics. (The term District is here defined as those Idaho geographic regions designated I through VI and Gem State as defined by the
Idaho Music Educators Association State Board.)
- Music Festivals:
- Solo/Ensemble Festival, Large Group Festival, and IMEA State Solo Contest.
- Ratings are given according to a national/state standard using rating sheets provided by the Idaho Music Educators Association.
- Solo/Ensemble Festival and Large Group Festivals are organized on a district level; IMEA State Solo Contest under the direction of the IMEA State Solo Chair.
- May be small or large groups
- May conclude with a public performance
- May be honor groups or workshops.
- Contest: A competitive event in which groups and/or individuals are evaluated and ranked against one another.
II. Regional District Boundaries and Out-of-District Participation
All District Music Festivals will adhere to district boundaries
- Any school desiring to participate in a Music Festival in another district must first secure permission to do so from its own district activities Board of Control and then from the host district regional activities board.
III. Approval of a Music Festival or Clinic
- See IHSAA sanctioning guidelines elsewhere in the IHSAA rules.
- The IHSAA Board of Directors has ruled that out-of-state schools may participate in district Music Festivals or clinics by invitation only and, where appropriate, may receive a rating. These schools must pay the required entry fees,
but will not be presented any awards. Such Festivals or clinics are subject to the sanction of the IHSAA Board of Directors. If out-of-state schools are members of a bi-state conference or league, participation in an event is governed
by those conference regulations if they are not in conflict with IHSAA standards.
IV. Award Regulations
- No non-school organization or individual will make any cash award to any student of an organization which is a member school of the IHSAA. Cash may be accepted as expense money for participation at any approved event.
- District awards given at Music Festivals’ or clinics’ expense may be allowed if approved by the respective district Board of Control. Awards should be provided by the district music president.
- All students who participate in State Solo Contest, All-State, District Music Festivals or clinics are required to be members of an appropriate large performing ensemble accredited class (band/percussion, orchestra, choir or
show/jazz/madrigal ensemble) at an IHSAA member high school. Each student must be an active member in the division of competition or event as his/her primary participation in the ensemble (band/percussion, orchestra, choir or
show/jazz/madrigal ensemble) at the time of both the district and state events. The only exception to this rule may be if a class is not offered at that school for the division of competition (for example: instrumentalist at school
without an instrumental music program or vocalist at school without vocal music program). Student still must be enrolled in a large performing group accredited ensemble at their high school.
Students from different IHSAA member
schools may also participate as a combined cooperative at IHSAA sponsored music events as long as the students involved are also participating in their "home school's" music program. Combined groups must be named as such when they
enter district/state events and notify festival managers prior to participation. Failure to disclose combined cooperative status may result in disqualification from the event.
- No postgraduate student, any director, or any other adult is eligible to participate in Music Festivals with the exception of adult accompanists of choirs.
- Junior high school students (seventh and eighth grade level) in 2A or 1A IHSAA member schools may participate in high school Music Festivals or clinics. The student must be a regularly enrolled member of a participating high school
music organization provided they do not belong to any like junior high school music organization. Participation at the high school Festival or clinic will be permitted provided the junior high school music students do not participate
in any other junior high school Music Festivals or clinics that school year.
- Junior high school music soloists may perform at either the high school Music Festival or the junior high school Music Festival, but not both. Junior high school music students below ninth grade level who participate as soloists at
the high school Festival will not be eligible for the state solo contest sponsored by the Idaho Music Educators.
- All students who compete in the State Solo Contest are subject to IHSAA eligibility rules 8-1 through 8-1-7.
VI. Large Groups
From each classification, only one primary and one secondary large group will be permitted to participate at the district Music Festival. Exceptions must be approved by the Music Festival Manager and/or the Festival committee. Primary
large groups classifications include: Band, Mixed Choir, Treble Choir, TB Choir, Madrigal Group, Chamber Choir, Full Orchestra or String Orchestra, Stage Band - Jazz Ensemble, Swing Choir - Vocal Jazz Ensemble, Show Choir (including
VII. Required Music for Large Group Festival
- All large groups must perform at least one selection from an IMEA approved list of compositions. From the required list, the director must choose one selection. This selection will determine the group’s classification for Festival.
Copies of the IMEA required list IMEA required list of compositions can be obtained from IMEA district presidents or the IMEA website (idahomusiced.org).
- Failure to perform one selection from an IMEA list will result in a one grade rating reduction for the group. Festival managers will ask directors to verify list source.
- Directors may also use the Texas "Prescribed Music List" which may be accessed at: http://wwwdev.uiltexas.org/pml/. For purposes of the festival, the PML grades
to the IMEA Required Music List as follows: PML Grade 4-5 = Idaho Class A; PML Grade 3 = Idaho Class B; PML Grade 2 = Idaho Class C; PML Grade 1 = Idaho Class D.
- Bands must perform three selections: one from an IMEA approved list of compositions, one of comparable difficulty, and a traditional or concert march (a march
movement from a suite
does not meet this requirement). All three selections will be adjudicated. The maximum time allowed for each band is 30 minutes. Orchestral transcriptions for band will be acceptable for Festival performance.
- Choirs must perform a minimum of three selections with at least one selection to be performed a cappella. All choirs must perform at least one selection from the IMEA approved list of
compositions and two other selections of comparable difficulty. All choral selections must be memorized. Any deviation from the choral rules will result in a one grade reduction in the rating of the choir. The maximum
performance time allowed for each choral group will be 20 minutes.
- Full or String Orchestras must perform at least two selections: one from an IMEA approved list of
compositions and one or two of comparable difficulty. All selections will be adjudicated. The maximum performance time allowed for each orchestra will be 30 minutes. A movement from a suite or a symphony will count for one of
the required selections.
- Stage Bands/Jazz Ensembles/Jazz Choirs/Show Choirs
At a Music Festival these groups may be adjudicated by from one to three adjudicators. These groups will perform one up-tempo, one ballad, and one optional number. Since the judges’ comments on these type of ensembles may be directed
very much toward style, interpretation and texture, a copy of the musical score for the adjudicator(s) is optional although desired.
- Any group may elect to perform for critique only by making a prior request to the Festival Manager.
VIII. Sight Reading at Large Group Music Festivals
- The school music director, or someone designated by the director, will lead the group in the sight reading portion of the Music Festival.
- At the discretion of the Festival Manager and the District President, the sight reading rating may or may not be averaged into the final Festival rating of the group.
- The Music Festival Manager will provide an accompanist for choral groups. This person, at the discretion of the school choral director, may or may not be asked to assist.
- Each group shall perform one selection. The difficulty level of the selection will be one difficulty lower than the group's chosen classification difficulty in the Festival.
- Sight Reading is a closed performance setting in which no observers are allowed except the adjudicator, the adjudicator's assistant, an accompanist, the performing group, their director, and individuals who are there by
special invitation of the school director.
- Sight Reading Room Procedure:
- Groups will be responsible for seating themselves, and choirs for arranging themselves on risers. When the group is ready to perform, the director should signal the sight reading room assistant or adjudicator, who will
them them the music. The adjudicator will then read or explain the following statement to the group: "Do not remove the music you are about to receive from the folder/envelope until told to do so. Failure of any
students to abide by this request will result in a deduction of five points from your total score." The director will then pass out the music.
- The adjudicator will explain that the director and the students will have two minutes to study the music. The group must maintain silence during this two minute period. On a signal from the adjudicator, the director and
students will remove the music from the folder/envelope and proceed to study it for two minutes. Time will be kept by the adjudicator.
- At the end of the two minute period, the adjudicator will read or explain the following statement to the group: "You will have five minutes for your director to talk you about this selection. Your director cannot sing
or clap rhythms to you (choir accompanists may not play parts for the choir) but you may practice your fingerings, sing parts, or clap rhythms if requested. You may not play your instrument at any time during this
five-minute period; any student playing an instrument during this period will cause your group to forfeit five points from your total sight reading score."
- The adjudicator will ask if there are any questions. When questions, if any, are answered, the adjudicator will instruct the group to remove the music from the envelopes/folders and the five-minute period will begin. At
the end of the five minutes, the adjudicator will instruct the group to begin their performance.
- The group will perform the sight-reading selection. While the group is performing, the director may call rehearsal marks, sing lines with sections, do almost anything to keep the group together and going. It is acceptable
to regroup after stopping and start again, but this will adversely affect the rating.
- Upon completion of the sight reading selection, the adjudicator will read or explain the following statement: "Put your part back in the envelope/folder and pass it back to me. Failure of any student to pass in a part
at this time will result in a five-point deduction from your total score."
- If time permits, the adjudicator may give verbal comments to the group on their performance.
- The adjudicator will dismiss the group when the room assistant has accounted for all parts of the sight-reading selection.
IX. Solo/Ensemble Festival
- Solo and ensemble literature should be suited to the capability of the performers. Popular solos or selections from musicals are not appropriate for Solo/Ensemble Festival. Participants in the State Solo Contest must perform from the
current State Solo List in their category. The current list is available from District Music Presidents or on the IMEA website (www.idahomusiced.org).
- Memorization is required for vocal and piano solos and ensembles, and is encouraged but optional for instrumental solos and ensembles.
- A commercial copy of each music score with measures numbered must be provided for each adjudicator. Failure to provide a commercial, measure-numbered copy of the music score for each adjudicator will result in a one grade reduction in
the rating for the soloist or ensemble. Federal copyright law allows use of photocopies only with permission from the publisher. A letter giving such permission must be attached to any photocopies.
- Vocal soloists may enter in only one vocal category.
- The maximum time allowed will be ten minutes for instrumental and eight minutes for vocal performances.
- Where required, soloists and ensembles may be accompanied by any capable keyboard musician.
X. State Solo Regulations
2020 STATE SOLO CONTEST REGULATIONS
- This will be a solo & ensemble contest. To qualify for participation, a student must:
Judges at District Music Festivals (i.e. Districts I-VI and Gem State) will prepare prioritized lists, by category, of all students who have entered the State Solo
Ensemble Contest at the district level and received a Superior rating. The first two students in instrumental categories and the first three for vocal categories on each list will represent their District at the State Solo
& Ensemble Contest. The remainder of each list will be alternates and may be selected by the State Contest Chair to fill vacancies in their category not used by other Districts. In the event that there are more
the 1st alternate from each District will be selected. If there are more 1st alternates than vacancies, then none will be selected. It is possible that a District may send several entrants in a given category if there are
qualified entrants and alternates from other districts.
The following categories are available: (NOTE: All ensembles can have no more that one on a part. For example, an Octet means 8 people each performing on their own part. No doubling.)
- Be eligible for and participate in their District Solo/Ensemble Festival
- Perform a solo or ensemble from the IMEA State Vocal Solo List or the Texas UIL Prescribed Music List. All instruments solos must come
the Texas List,
Grade 1. Vocal solos must come from the Idaho List and vocal soloists must use the edition listed. All ensembles must come from the Texas List, Grade 1. The Texas list is updated each year by
1st, so be sure to check it after that date for additions and deletions.
- Receive a Superior (1) rating;
- Be placed in the top two instrumental soloists or ensembles for each category or the top three vocal soloists or ensembles for each category in the District.
- Students must perform the same solo or ensemble at the State Solo Contest that they used to qualify at the District Festival. Total time limit for each performer will be: vocal-8 minutes; instrumental-10 minutes;
(which includes tuning). Electronic timers will be used by Room Monitors to ensure that time limits will not be exceeded. No student will be allowed to perform before their scheduled time. Digital Clocks will be
each performance area and will be synchronized with the Tabulation Room Clock. “Smart Music” or similar computer generated accompaniment may be used, but the program and all equipment, (computer, speakers,
microphone, extension cords, etc.) must be furnished by the student and no extra time for set up or tear down is allowed, they must stay within their time limits. Recorded, i.e. CD, MP3, etc. accompaniments are not
allowed. The accompaniment must follow the performer, not vice versa.
- All ensemble members must be enrolled at the same school.
- All ensembles may only have one person on each part.
Students may enter more than one category, but may not participate in more than one vocal solo category.
Each soloist and ensemble at the state contest will be judged by at least two category competent judges.
Judges will award points to each participant using the adjudication forms provided. Selection of 1st, 2nd, and 3rd place winners and a 4th place winner in vocal categories will be determined using the judges score. 1st,
3rd and vocal 4th place winners will receive medals. All contest participants will receive a certificate of participation.
Students are not allowed to perform any solo or ensemble more than once during their school career. A different State Solo or Ensemble must be learned each year they compete which means that a different State Solo Number
the official State Solo Music List must be used each year. For example, if a student performs only one movement from a concerto or one selection from a collection, they must choose an entirely new concerto or collection to
play as all other movements/selections have the same State Solo number. The student's director will verify that the selection has not been performed by this student at a prior State Solo & Ensemble Contest.
Memorization is required for all vocal solos and is encouraged but optional for instrumental solos.
For adjudication purposes, soloists and ensembles shall furnish a (1) published score of the music. All measures need to be numbered and the contestant's number placed on the title page. NO STUDENT OR SCHOOL NAMES ARE TO
WRITTEN ON THE MUSIC. The contestant number will be used to return the scores. Photocopies are prohibited unless accompanied by a permission letter from the copyright holder (publisher) making it a permissible copy.
an illegal photocopy will disqualify the participant.
The Student Entry Forms must be completed on line by the directors of the student participants after they have been selected for the state competition.
Students are not allowed to compete their form but they are required to type an electronic signature verifying information. Directors that
not members of IMEA must contact the IMEA Web Master to receive needed information prior to registering their students. Instructions for completion are on the web site. The contestant's individual Student Entry Forms for all participants must be completed and submitted on line within one week following the District
Solo/Ensemble Festival but no later than the first Monday of April. Participant's fees must follow within one week of submission of the on-line form or that district's contestants may not be allowed to
perform. Checks should be made payable to IMEA - State Solo and mailed to: Eva Hale, State Solo Chair, #1 Indian Territory, Buhl, ID 83316. School Districts may pay for all students fees from their school in one check but
please list who
the check is paying for. Forms for alternates must be completed within one week of notification that they have been entered into the State Solo & Ensemble Contest. Fees for alternates may be paid at a later time, but
before the contestant performs.
Each contestant must pay a non-refundable participation fee, only checks made payable to IMEA-State Solo will be accepted. The fee structure for students whose directors are members of IMEA is: Early Bird Fee = $45.00;
postmarked after April 25th = $70.00. The fee structure for student's whose directors are not members of IMEA is: Early Bird Fee = $156.00; Fees postmarked after April 25th = $181.00. Students must secure their own
transportation to the contest site. Alternates will pay the Early Bird Fee. Parents, booster clubs, or schools may assist. Students should be properly chaperoned and appropriately involved in contest activities. If you
invoice to facilitate payment, you may download it HERE.
District Presidents or District Festival managers should forward via email the District Prioritized Lists Excel file
all qualifying students and potential alternates from their District who qualify to the State Solo Chair within three days of their Solo & Ensemble festival but no later than the first Monday of April, (postmark
Awards will be announced and medals given at the end of the event in an Awards Ceremony. Complete results of the contest will be posted by contestant number on the IMEA Web Site within one week following the contest.
- Woodwind: Flute, Clarinet, Bass Clarinet, Oboe, Bassoon, Alto Saxophone, Tenor Saxophone, Baritone Saxophone
- Woodwind Ensembles: Trio, Quartet, Quintet, Sextet, Septet, Octet.
- Strings: Violin, Viola, Cello, Double Bass
- String Ensembles: Duet, Trio, Quartet, Quintet, Sextet, Septet, Octet.
- Percussion: Snare Drum (Concert or Rudimental), Keyboard Percussion (Xylophone, Marimba, or Vibraphone), Multiple Percussion/Drum Set, Timpani
- Percussion Ensembles: Trio, Quartet, Quintet, Sextet, Septet, Octet. Percussion ensembles may not be led by a director.
- Brass: Trumpet/Cornet, French Horn, Trombone, Euphonium/Baritone, Tuba
- Brass Ensembles: Trio, Quartet, Quintet, Sextet, Septet, Octet.
- Voice: Soprano, Mezzo, Alto, Tenor, Baritone, Bass.
- Vocal Ensembles: Vocal ensembles will be categorized in only 3 groups: Mixed (treble and bass), Non-mixed Treble, and Non-mixed Baritone/Bass. No duets. No more than one person on a part. The piece cannot be something that
students have previously performed with their school's large ensembles. Vocal Ensembles may not be led by a director.
XI. Music Festivals/Clinics Fees and Expenses
- District music festival entry fees are determined by the IMEA district music board in which the festival or clinic is held. If required, the IHSAA region board also approves fees.
- District Music Festival adjudicator fees will be as follows:
- 1 session-one half day - $125.00
- 2 sessions-one day - $225.00
- 3 sessions-one day - $350.00
- The current commercial rate for adjudicators lodging will be allowed. The current State Department of Education per diem rate will be allowed for meals. Adjudicators’ travel expenses may be paid at the least expensive current
commercial carriers rate or the current SDE mileage rate. For the current rate, contact the music office at the SDE, the IMEA state president, or state treasurer. Verification of adjudicator lodging and travel expenses incurred must
be submitted to the festival or clinic manager for payment.
XII. District Music Festival Regulations and Regulations for Selection of Adjudicators
- The Festival committee shall consist of the Festival Manager and the District Music President.
- It is recommended that all large groups be adjudicated by a panel of adjudicators (three recommended).
- Professional care must be exercised in selection of adjudicators. Input as to who is hired should be sought from District music educators.
- An IMEA contract form (obtainable from District Presidents or the IMEA web site.) should be used in hiring adjudicators. These contracts shall be sent to the
as early as possible. The contract should be completed, signed, and returned to the Festival Manager before an adjudicator is considered to be hired. Adjudicator's services may be secured by telephone; however these calls must
be confirmed in writing well in advance of the scheduled event by use of official contracts. Upon receipt of the completed contract from the adjudicator, a copy of the appropriate judging forms should be sent to the
- Official judging sheets are to be obtained from the IMEA web site., District Presidents, or IMEA Executive Director. The District President will secure and provide to each
Festival Manager one copy of each necessary Festival form. Forms may be duplicated.
- Judging forms should be sent to participating schools at least one month prior to the Music Festival. One judging form for each Festival event should be mailed with instructions to each participating music director. Directors
in turn should duplicate the forms as necessary and provide complete information for each participating student or group to be entered in the Festival.
- Directors should be given a deadline for the return of forms to the Festival Manager that allows sufficient time for effective scheduling of Festival events.
- The best possible performance venues should be used for Festival performances. A large, well-monitored large group warm-up room should be provided, with ample chairs, stands, or risers for participants. The room should be
scheduled to facilitate the performance schedule of the Festival,one group at a time. These arrangements will insure silence and privacy for the director and students preparing to perform for adjudicators.
- The Festival Manager should arrange an instructional orientation meeting with adjudicators prior to the beginning of the Festival to emphasize the details of Festival operation. The evening prior to the Festival is ideal or
the morning the Festival begins. Adjudicators should be instructed in the desired procedures for completing the Festival judging forms. The Festival Manager will need to instruct adjudicators as to how to complete the judging
forms, such as:
- Record only raw scores in the various categories.
- Assign points in each category and add scores for a point total.
- Adjudicators should start with a 3 or middle rating in mind and go up or down based on the performance.
- Half-points (.5) are allowed in every rating category.
- Adjudicators will not be permitted to consult concerning numerical rating scores.
- Festival Managers are encouraged to consider arranging Festival formats so that adjudicators may discuss the musical performance with student(s) and directors. Scheduling several groups in a common pod of time without a set
performance order may be considered by the Manager.
- Equipment provided for the Festival should be of sufficient quantity to supply the needs of all events.
- Comfortable arrangements for adjudicators needs such as transportation and per diem should be provided to insure the orderly performance of judging duties. If schedules are demanding, catered meals should be considered.
- Professional or other high-quality tape recorders should be provided for adjudicators to make comments during performance. In addition, an audio only recording of the Festival performance should be made for the director. It is
recommended that tapes or other recording media be provided by the Festival Manager and the cost included in the group entry fee.
- No Festival entry should be required to perform before its scheduled time.
- Groups performing for critique only must be identified to adjudicators before performing.
- It is suggested that the Festival Manager distribute an Adjudicator Evaluation Form (obtainable from the IMEA web site. or District Presidents) to the participating directors. This form can provide valuable input as to the
quality of Festival adjudication. This evaluation is intended to serve to aid future improvement of Festival adjudication. Outstanding work can be recognized and weaknesses noted. For reference, a copy of the evaluation form
should be included with each contract mailed.
- The Festival Manager should become familiar with rules and regulations contained in the music portion of this manual that govern the operation of an appropriate Music Festival. These rules and regulations should be applied in
a fair and consistent manner.
- The District IMEA Board should provide that the payment of a Festival Manager's fee be part of the budgeting for all Music Festivals and Clinics.
XIII. Instruction to Adjudicators
- Proper ethics in adjudicating requires that the influence of personalities and all other types of affiliation be completely eliminated in the rendering of decisions.
- To provide uniformity and consistency in judging, points shall be assigned to each of the eight categories of the judging form as follows:
5 - A Superior performance with very few technical errors, exemplifying truly musical expression. This rating should be reserved for a truly outstanding performance.
4 - An Excellent performance in many respects but not worthy of the highest rating because of minor defects in performance or interpretation.
3 - A Good performance showing some accomplishment but lacking in one or more essential qualities.
2 - A Fair performance with weakness in most fundamental factors.
1 - A Poor performance revealing an almost total lack preparation and understanding.
- Half-points (.5) may be given in any category.
- It is critical that adjudicators give positive critiques to groups as well as to students, remembering that it is much better to encourage rather than discourage. Sincerity in giving evaluations is of utmost importance.
adjudicator should be inspiring while pointing out areas of needed improvement. Opinions should be honest and given in a tactful manner effort to inspire students to strive for future improvement.
- Generalities should be avoided. For example: "Pitch suffers in some places; at times rhythm is uneven; tone is occasionally lacking in support." If an adjudicator is astute enough to notice these problems, they
should note exact instances where the problem occurred and suggest steps for correction or improvement.
- It is important that adjudicators be on time for all events make every possible effort to keep on schedule. Completing each form before beginning the next will insure a smooth running Festival.
- Comments and critique should be written without interrupting the performance of the group (e.g., directors need not wait a signal from the adjudicator prior to beginning to perform, or continuing to perform prepared
- Adjudicators should be familiar with the regulations about required music so that no points are deducted for music selection based on a philosophical belief held by the adjudicator (e.g., deducting points from a band
performing an orchestral transcription).
- Memorization of the music for choral ensembles, vocal solos, vocal ensembles, and piano solos shall be required. Memorization is optional but encouraged for instrumental solos and ensembles.
- The Festival Manager will advise adjudicators as to how final scores and ratings will be tabulated.
- The adjudicators should use the judging form as indicated, being careful to fill out the various sections as completely as possible and making additional comments as needed on back of the form. The age of participants and
the classification chosen by the director may determine the assignment of points for the group.
- A high quality recording device may be made available for use at the adjudicator's discretion. The use of the recorder is often the best way to make comments as writing during the performance may cause the adjudicator
to miss parts of the performance.
- It is of utmost importance to reinforce positive instruction given by the instructor of the group. Both director and students should be complimented when excellent instruction is observed. A positive comment from the
adjudicator to the students' instructor can cement a concept from a year of instruction. Above all, find those areas where positive comments can observed and highlight them.
- Time may be given for adjudicators to make verbal comments to directors and students. Adjudicators should be especially careful of statements made in presence of the student's director if there is a chance of any
XIV. Suggestions to Directors
- Discuss with your students the reasons for preparing for and coming to Festival. Tell them about the regulations and what to expect from adjudicators.
- Discuss proper etiquette when listening to other groups in the performance venue. Some directors assign a guided listening form to be completed while listening to another group's performance.
- Read and re-read the regulations concerning the event you are preparing for. If you have questions, contact the Festival Manager or District President as soon as possible. Many problems can be solved if they are not saved
for the week or even day of Festival/Clinic/Contest.
XV. Exceptions to Regulations
- Any deviation from the rules and regulations (contained in the MUSIC portion of this IHSAA Manual) must be approved by a committee comprised of the Festival Manager, the District IMEA Music President, and the State IMEA
President. Requests for exceptions to these regulations must be made in a timely manner (at least a week before the event) so they may be discussed and dealt with fairly.