Marching Band Handbook

2018 Marching Band Member Handbook

UPDATED 07.31.18

This document contains policies, guidelines and procedures for all members of the 2018 Woodland Park High School Marching Band, Drum Line, and Color Guard.


This handbook serves as a guide and an introduction to the policies, procedures, projects, and activities of the Woodland Park High School Marching Band, Drum Line and Color Guard in conjunctionwith all school regulations and policies. The information provided in this handbook is subject to change at any time to adequately serve the continuous progress of the band program.


The director and staff members of the Woodland Park High School Band Program believe that:

  • All people have the potential to develop musical ability.
  • Involvement in school music programs will enhance every student’s educational experience and academic performance.
  • The band program will provide the opportunities for students to develop social skills, leadership qualities, a high self-esteem in an extremely cooperative and nurturing environment.
  • All student’s in the band program will enjoy the feelings that accompany great accomplishment and a job well-done.
  • Students will experience the camaraderie that will result in the development of life-long friendships.
  • Music will provide an outlet for students to attain aesthetic experiences that will contribute to their emotional development.
  • WPHS band members will develop an enormous sense of everlasting spirit and pride as the most frequently noticed representatives of the Woodland Park School District.


Parent Boosters Email:

FB Page:

The band website and the band Facebook page are THE sources for all information on upcoming events, performances, award announcements, booster meetings, handbooks, forms, contact information, photos, and much MUCH more. The website is usually updated every week during band camp and a few times a month throughout the rest of the school year.

Phone: 719-686-2158 – WPHS Band Office– Chelsea Martinez, WPHS Band Director

You may contact the WPHS band office anytime. The voice mail is active if no one is there to accept your call. If you leave a message including return contact information, your call will be returned promptly.  You may also email me for a quicker response with any questions or concerns at

Directory:  Once a list of students and parents is compiled before the school year a directory will be created containing email addresses, phone numbers, and addresses. It will be extremely helpful for everyone to have access to this information so that it will allow us to work as a team to ensure that everyone is informed about the latest updates. (You may opt out of any/all of the information in the directory if you choose).

Band Newsletters:  There will be newsletters listing upcoming performance dates, and news from within our band program.

Materials Needed:

  1. Sheet Music (Provided at the first day of band camp and online/downloadable since April 2018)

Tribal Affect scores, parts and recordings:

User name: WoodlandParkHS

Password: WoodlandParkHS892

  1. Pencil (No Pens)
  2. 1 Black 1 inch 3 ring binder with 20 page protectors included
  3. Instrument
  4. Water bottle, sunglasses, hat & sun block
  5. Snacks, packed lunch or money for lunch

Things to Be Aware of During Band Camp:  

  • Dehydration is a condition that occurs when a person loses more fluids than he or she takes in. The easiest way to avoid dehydration is to drink lots of fluids, especially on hot, dry, windy days. Do not drink soda, coffee, energy drinks or tea during band camp. During lunch, or during any down times during band camp. These fluids will contribute to dehydration, they will NOT re-hydrate you.

Symptoms of Dehydration:

  • Feeling Thirsty
  • Feeling dizzy and lightheaded
  • Having a dry or sticky mouth
  • Producing less or darker urine

As the condition progresses, a person will start to feel much sicker as more body systems (or organs) are affected by the dehydration.


  • Strains– happen when you put a lot of pressure on a muscle or you push it too far, such as when lifting a heavy object. Strains may be more likely to happen if you have not warmed up first to get blood circulating to the muscles. They are also common for someone returning to a sport after the off-season (YES, marching band is a sport).  That first time marching after a long winter and spring off might lead to a strained calf or thigh muscle.
  • Sprains– are caused by injuries such as twisting your ankle. This kind of injury is common in sports, but also can happen any time you trip or fall.

*Remember, if you get injured and cannot march, you will fall behind the rest of the band, and when you come back, you will have to catch up fast!  Please, continue playing your music while you rest.

Attendance Policy

The level of commitment from each individual student is the driving force behind the organization and is reflected in the level of achievement reached by the individual and the program.  Band is a learning activity.  Rehearsals, whether during or after school, or in a camp, are the means by which students learn. By their very nature, they cannot be reproduced or made-up. Therefore, it is imperative that students be present unless absence is absolutely unavoidable.  Excessive rehearsal absence or non-participation will affect a student’s performance as well as create a burden on the ensemble.  This is the reason to be absolutely insistent upon each student’s daily participation.  The majority of points are accumulated from rehearsal and performance attendance in which a student may earn a letter award.

Excused Absences– are granted with prior notification in writing and will be approved or denied on an individual bases.  Students that must request permission to miss a rehearsal or performance should use the appropriate forms available from the forms section of the band webpage, and submit their request one (1) week prior to the absence. Please note that only excuses for emergency situations will be accepted AFTER an event.

  • Scheduled Performances– Students are expected to attend ALL scheduled performances. Students will be excused for illness, death in the family, “once in a lifetime events”, or other school related events.
  • Scheduled Rehearsals– Students are expected to attend to all scheduled rehearsals. Students will be excused for illness, death in the family, “once in a lifetime events”, or other school related events. Students will be ineligible to perform at any performance if they are not present at the rehearsal prior to any performance.

*If a student has been in school for the entire day, it is expected that they will attend that evening’s rehearsal. Being in school all day and then leaving because of illness will result in an unexcused absence.

*School sports conflicts– will be resolved with prior mutual agreement of that coach and the band director. We expect you to split practice time 50% with the band and 50% with the sport. Students will be excused from band practice for games/meets with advanced notification. Students are expected to miss sports practices for band performances.

Unexcused absences:WORK – is not acceptable as an excuse.Students that must work should inform their employer of their obligation to the band and with ample advance notice MOST employers are willing to schedule around your band commitments.

  • Scheduled Performance– an unexcused absence from a scheduled performance will result in a 100 point deduction for each occurrence.
  • Scheduled  Rehearsals–  an unexcused absence from a scheduled  rehearsal will result in in a deduction for each occurrence.

Instrument Policies

Each and every student is solely responsible for the care and maintenance of his or her instrument whether it is their own property, or it is the property of the WP High School.

School Owned Instruments

The school owns several instruments available for student use. Over the summer, each school owned instrument will be cleaned, and all major damage will be fixed. When instruments are checked out to students any damage to the instrument will be noted on a Student/Parent-Guardian Contract that the student and parent or guardian will be required to sign.  By signing the contract, the student and the parent or guardian agree to repair any damage that occurs beyond normal wear and tear or replace instruments that are deemed beyond repair.  Damage beyond normal wear and tear is defined as major dents, broken or stuck slides, broken or stuck valves, bent piping, broken keys, loose solder joints and braces, and missing screws.

Other Supplies and Care of Instruments

Wind Players – It is recommended that each player purchase a metronome, cleaning kit, and a tuner. Woodwind players should consider purchasing a reed case to keep their reeds clean and undamaged, and a swab to wipe out the excess moisture in the bore of the instrument. Brass players should have their own mouthpieces, valve oil, and slide grease. The students should make sure to permanently place their name on each item for security purposes.

Percussionists – It is recommended that each player purchase a metronome and a stick bag containing at least the following for classroom assignments:

  • Snare drum sticks (Vic Firth Corpsmaster Ralph Hardimon)
  • Medium rubber mallets
  • Medium yarn mallets
  • Hard plastic mallets
  • Timpani mallets (Vic Firth Tl)

Percussion students should not rely on the band director to supply them with the appropriate mallets.

Lost or Stolen Instruments

Many instrument dealers offer instrument insurance policies specifically for theft or damage. Some homeowner insurance policies will offer protection for your instrument while it is at school. Please call your insurance agent for more information. It is a good idea to keep the following information in a safe place in the event the instrument is lost or stolen.

  • Instrument Serial Number
  • Instrument Manufacturer
  • Instrument Model Number
  • Place of instrument purchase

In the event that an instrument is lost or stolen, contact the band director immediately. After that point a decision will be made concerning the involvement of the police department. The best way to protect your investment is to take the instrument home with you every night.

Sheet Music

Throughout the school year, music will be issued to each student.  If a student is absent or loses the sheet music, he or she is responsible for obtaining a new copy. This should be taken care of BEFORE OR AFTER rehearsal /class, not during. Sheet music must be placed in assigned folders.

Travel / Transportation Policy:

Students are expected to travel with the band to and from all activities.  In the event a parent finds it necessary to drive a student to or from a band activity (when group transportation is provided) the following policy will apply because of the stress of keeping the band accounted for when we go to competitions, PRIOR to the day of the event. I WILL NOT allow students to ride home with ANYONEif I receive the notification THE DAYof the trip.

  1. Prior written notification must be received in advance of the event and approved by the director (see Forms)
  2. Students will only be permitted to leave with their parents or an adult authorized by their parents.
  3. Students will not be permitted to come or go with boy or girl friends, classmates, peers etc.

Marching Band Calendar of Events

Summer Band Camp:

This year we will have an intense Summer Band Camp.  This camp will teach the entire band every basic fundamental of marching AND music. It will run from 8am-4pm each day. We will be bringing in specialists on several of the instruments to teach sectionals on the music, as well as marching specialists to teach the Woodland Park “style” of marching. There will also be team-building exercises, some snacks and other AMAZINGopportunities. This camp is designed to set us up for a quick start into band camps and a great start to the entire marching band season.

Summer Band Camp Schedule:

8:00 am – 8:20 am:      Outdoor physical warm up

8:20 am – 9:30 am:      Sectional Rehearsals

9:30 am – 11:00 am:    Full Band Rehearsal


11:15 am – 12:00 pm:  Full Band Rehearsal

12:00 pm – 1:00 pm:   LUNCH (You may bring your own or go to several restaurants that are nearby)

1:00 pm – 2:00 pm:     Sectional Rehearsal

2:00 pm – 4:00 pm:     Full Band Rehearsal – Music OR Drill as needed



10:30 AM – 4:00 PM Thursday, June 28th – Full Marching Band/Color Guard Rehearsal
9:00 AM – 12:00 PM Wednesday, July 25th – Rehearsal, Leadership only
9:00 AM – 12:00 PM Thursday, July 26th Percussion only (Pit and Battery)
9:00 AM – 12:00 PM Friday, July 27th Percussion only (Pit and Battery)
8:00 AM – 4:00 PM  FULL BAND CAMP WEEK 1: Monday, July 30th Friday, August 3rd
8:00 AM – 4:00 PM  FULL BAND CAMP WEEK 2: Monday, August 6th Friday, August 10th
4:00PM – 7:00 PM Normal Marching Band rehearsal schedule for the 2018 season:  Mondays, Tuesdays and NON-GAME FRIDAYS
9:00 AM – 4:00 PM Saturday Rehearsals: August 18th, September 8th, September 22nd, October 27th – if we make State

Football Games:

Call Time: 5:50 PM, Band Room September 7th – vs. Sierra HS
Call Time: 5:50 PM, Band Room September 21st – vs. Battle Mountain HS (Homecoming)
Call Time: 5:50 PM, Band Room September 28th – vs. La Junta HS
Call Time: 5:50 PM, Band Room October 19th – vs. Elizabeth HS


CBA Events/Parades:

Call Time: 8:00 am, Memorial Park (WP) meet or march to pavilion in fulluniform TBD Wednesday, July 4th – Old Fashioned 4th of July Celebration, Memorial Park (WP)
Call Time: 7:00AM, Band Room/parade begins at 10:00 am- Stage Performance TBA Saturday, August 25th – State Fair Parade – Downtown Pueblo and Stage Performance inside State Fair Grounds (Pueblo, CO)


Call Time/Performance Time: TBA Saturday, October 6th– CBA Legend Marching Festival (Echo Park Stadium, Parker, CO)
Call Time/Performance Time: TBA Saturday, October 13th– Harrison Invitational (Harrison High School, CO Springs)
Call Time/Performance Time: TBA Wednesday, October 17th– CBA Southern Regionals, Liberty High School, CO Springs
Call Time/Performance Time: TBA Monday, October 29th– CBA State Championships, 1A,2A,3A, CSUP (Pueblo)
Call Time: 7:45 AM (Band Room), Parade starts at 10:00 AM Saturday, November 3rd– Veterans Day Parade, CO Springs
Parade Time TBA Date: TBA- Manitou Holiday Parade (We will enter this parade if it does not conflict with the WP Holiday Parade).
Call Time: 5:00 PM Saturday December 1st- Lighter Side of Christmas Parade, Woodland Park

Call Time 10:30 AM

Saturday, March 16th– St. Patrick’s Day Parade, Woodland Park
Call Time: TBA Saturday, May 4th– Music and Blossom Festival (parade), Canon City (TENATIVELY)

Band Boosters:

6:15 PM – 7:45 PM Wednesday, July 3rd – Band Booster Mtg. – Memorial Park – bring your own snacks & drinks.  Mtgs. are usually on the 1stThursday of the Month.
2 hours commitment Sunday, July 15th – Music Series – WP Pavilion – Food booth fundraiser
8:00 AM BAND CAMP WK 1 & 2 – July 30th – Aug. 10th – Water coolers
4 hours commitment Tuesday, Aug. 7th – Uniform Fitting Day – hem alterations
3:00 PM




Friday, Aug. 10th – Band camp performance & meet & greet potluck – slyreply on website


9:00 AM – 2:00 PM


Tentative Date – Saturday, Aug. 11th – WP Professional Bldg. –

Car wash fundraiser


2 hour commitment Sat., Sept. 8th – Music Series – WP Pavilion – Food booth fundraiser


2018 WPHS Marching Band Fees

The 2018 Marching Band fee is $75.00.  The WPHS Band program NEVER wants COSTS to be the reason a student does not participate in marching band activity.  If cost is an issue, there is a “NEED FORM” to be filled out and signed by parents.  As a band program, we have a lot of upfront costs, so we appreciate when fees are paid on time and early.


  • Marching Band Music
  • Music copyrights
  • Meals at every competition
  • Snacks at marching band camp
  • Color Guard flags
  • Color Guard Choreography
  • Coach and Clinician fees
  • Band T-Shirt
  • Trailer Costs
  • Instrument Maintenance
  • Equipment/ uniform usage fee
  • Show props

There are various other fees that may or may not apply to every student.

WPHS ACTIVITY FEE: WPHS charges an activity fee for all high school activities, including band. Many people confuse these fees, but please note that the activity fee ($75.00 for the 2017-2018 year) is in addition to the band fee and goes into a general HS activity account.  The band does not have access to this money.  The activity fee covers our entrance fee for competitions and bus transportation for only 3 events.  Since we need bus transportation beyond this, we must include transportation costs in the band fee as well.

MISSING UNIFORM PARTS FEE: If a student loses/misplaces any uniform part, they will be charged for the replacement part. Additionally, if a student leaves any uniform  part unattended in the band  room or at a performance, they will be given a warning for the first offense and then fined $5.00 for each subsequent offense.

BLACK SOCKS:  Each student must have 2 pairs of all black socks to be kept inside their uniform garment bag. Black socks must be worn at every parade, football game and most importantly, at every competition.



Some band forms are due before others. Please read carefully regarding their priority.  Most band forms can be completed online.  Click here to be taken to the Forms page.

Student Information – due Aug. 7th

Travel Consent – due no later than the day before day of event

Excused Absence Request – due 1 week before planned absence

Band Shirt Order Form – due Aug. 7th

Band Fee ‘NEED’ Form – due July 4th

Parent Participation Form – due Aug. 7th

WP RE-2 District Volunteer Application – 3 pages – due at the District Office asap

2018 Marching Band Contract – due August 10th


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