2010 Conference - Honor Choir Sponsor Information

It is critical that you read and understand the following information. You will be asked to accept the responsibilities listed below on the Sponsor Application Form.

A.     Definition of Terms

• ACDA Sponsor -  the ACDA member who is sponsoring the honor choir participant(s)
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• Parent Representative – the parent/ guardian (or designee) staying in rooms with singers 8^th grade and below
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• ACDA Chaperone -  the ACDA-designated chaperones responsible for high school-aged singers housed at the Marriott
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• Honor Choir Chair -  the person in charge of all honor choir activities
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• Honor Choir Coordinator -  the specific manager(s) of each of the four  honor choirs
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• Marriott -  the Philadelphia Marriott Downtown Hotel
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• Courtyard -  the Marriott Courtyard Philadelphia Downtown

B.       Sponsor Responsibilities

• Prior to arrival, ACDA sponsors are responsible for the thorough musical preparation of sponsored singer(s) selected to honor choirs as well as for timely and accurate communication with honor choir participants and their guardians.
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• ACDA sponsors are responsible for the well-being and behavior of their sponsored honor choir participant(s) during the honor choir experience. Sponsors (or a representative named by the sponsors):
  1. must register on site with their sponsored honor choir participant(s);
  2. must provide a working cell phone number and hotel room number to the appropriate honor choir coordinator (for contact purposes in case of emergency or if an honor choir rule has been broken);
  3. and should make daily contact with sponsored honor choir participant(s) as an additional means of supervision. Your presence, however small, helps them understand their responsibilities and boundaries.
  Should your assistance be requested during the honor choir experience, we ask that you offer your help willingly to ensure the safety and well-being of all involved.

C.       Housing and Supervision

The Marriott is the host hotel for the High School Men’s Choir, the High School Women’s Choir, and the Jazz Choir. The Courtyard (adjacent to the Marriott) is the host hotel for the Children’s Choir.

• Participants in 8^th-grade and below must have a parent representative staying with them in the room at the Courtyard.
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• Participants in 10^th-grade and above, including collegiate participants, will be assigned to rooms in quads, triples and doubles at the Marriott. Singers in 10^th-12^th grades will be supervised by ACDA chaperones. 
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• *Singers in the Children’s Choir who are in 9^th-grade and above, and singers in the High School Men’s Honor Choir who are in 9^th-grade may choose EITHER to stay with a parent representative or be housed with high school singers at the Marriott where they will be supervised by ACDA chaperones.
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• Participants supervised by ACDA chaperones must have an ACDA sponsor (or a representative named by the sponsor) staying at either the Marriott or the Courtyard.
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• Singers may request specific roommates of the same gender. If no requests are made, the ACDA honor choir coordinators will assign roommates.
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• Singers from a sponsoring organization may room together even though they may be singing in different choirs.
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• ACDA will supervise all honor choir participants during rehearsals, group meals and social activities. In addition, ACDA chaperones will check the hotel rooms at night of all honor choir participants for whom they are responsible.
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• ACDA-ED will provide professional security services as appropriate.
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• In an effort to protect sponsors and ACDA-ED, the practice of ACDA sponsors sharing hotel rooms with honor choir participants is discouraged.

D.       Registration and Hotel Reservation Process

• Accepted singers will be expected to register online at www.acdaeast.org by September 21, 2009.
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• Accepted singers will also be expected to make hotel reservations at the Marriott or the Courtyard online at www.acdaeast.org no later than September 21, 2009, guaranteeing their hotel room (or portion of room) with a credit card number.  These online forms will be provided by the hotels. (Further information about registration and housing will be available upon acceptance.)
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• The online hotel reservation forms will include opportunity to request room type (quad, triple, double) and to request specific roommates.

Honor Choir General Information

Last revised June 26, 2010

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