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July 30, 2018
Dear IMEA Members,
      To better serve our members and All-State students, and in response to serious concerns that have arisen over the last few years, the IMEA Board of Directors met with District Presidents on July 23 to discuss the procedure that will be used to house further All-State events.
    Directors, or their school approved designated adult, will be responsible for their students’ housing arrangements at All-State. They will also be responsible for their students’ transportation first thing in the morning and last thing at night and for their supervision overnight.IMEA has blocked out rooms at various hotels, a list of which will be posted in the IMEA website, and directors will call on a first come, first served basis. Payments for the rooms will need to be done directly from school to hotel, not through the IMEA.  IMEA will release the extra rooms a few weeks prior to the event, so as not to incur undo costs. IMEA will post a list of schools with a break-down of how many boys and girls are in each group. Directors could use the list to see if there was someone they were comfortable approaching about sharing rooms. This would be voluntary, would help save rooms, but would be between directors/schools. We will also have a “bulletin board” type of page where directors could post if they were searching for someone to fill a room. 
   Each morning, students will be delivered to the rehearsal site by their director or other designated adult and will be under the charge of IMEA for the entire day. Students will be supervised by chaperones during the rehearsals. IMEA will bus all students back and forth to lunch, dinner, and all evening events, which will still be mandatory. At the end of the last event of each day, directors will meet their students and travel to their hotels/houses, etc., on their school buses, vans, cars, or whatever they and their administration approve, including parent transportation. That will be a school decision. Conference sessions will be scheduled accordingly to accommodate directors.
     Check in on Wednesday night will most likely be at Madison High School prior to the evening sectionals/part checks. Directors will oversee getting their students fed and checked into their hotel prior to All-State check-in and sectionals. Students will be picked up by their director that evening after the sectionals/part checks are finished. We are using a minimal number of facilities in Rexburg, so travel will be minimal as well. For instrumental groups, we are asking Rexburg to provide storage for instruments overnight. Chaperones will take roll in the mornings. Students will report to their chaperone, get their name checked off and then report to their section. All will be expected to be at their rehearsals in their seats on time, so some may need to be dropped off a bit earlier. Supervision will be there early to accommodate this. The elimination of housing costs and some transportation costs are being calculated into the final cost for students and will be posted when other budget items have been finalized.
     We understand this is a transition and we will work diligently to anticipate and solve problems as they arise. Thomas Kloss, president-elect, Karen Goodrich Randolph, IMEA Executive Director, and Ron Curtis, All-State Manager, have been part of the process and have smoothed out several details already. We are asking for your understanding and support of this policy. As with all things, this change has not been made without reason and your Board is working on behalf of what’s best for our members, students, and organization. 
Thank you,
Kathy Stefani
IMEA President
Copyright © 2018 Idaho Music Educators Association, All rights reserved.

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