FREQUENTLY ASKED QUESTIONS from

PERFORMERS – PRESENTERS

Photo by René Huemer


If you are a Performer or Presenter (includes clinicians, research presenters, and Symposium presenters) at the Annual Conference, you do NOT need to purchase a Registration. Please do NOT purchase a Registration prior to receiving notification of the status or your application OR after being accepted to present or perform. Refunds will only be issued in accordance with the JEN Refund Policy.

  • JULY 5-15 – Performers/Presenters notified of the status of applications.
  • NOVEMBER 5 – Performers/Presenters notified to register all participants in their performance or clinic.
  • December 15th – Registration in advance closes.

When will JEN notify me if I am accepted to Perform or Present?

The TIMELINE below details when when you can expect to hear from JEN regarding your conference performance, clinic,  Research applications, or Music Business/Jazz Industry Symposium Application.

  • JULY 5-15 – Applicant Acceptance Notifications are delivered between July 5th-15th.
  • JULY 25 – Invitations to present or perform should be confirmed by the recipient via email response no later than July 25th.
  • REMINDER – If accepted to perform or present, you or anyone participating in your presentation or performance, do not need to purchase a conference Registration.
  • All applicants will be notified of the outcome of their submission.

TEACH YOUR SYSTEM to know JEN

In order to receive timely communications from the Jazz Education Network, you must:

  • Teach your system to accept emails from JEN@JazzEdNet.org by inputting JEN as a contact in your system, otherwise information from JEN might end up in your SPAM folder.
  • Stay Informed! Check here often for updates!

COMMUNICATION 
TIMELINE:

  • February 1st – March 31st (midnight EDT): Applications available online.
    • The PHASE ONE Application Form is your application.
    • Agents be advised that as a sponsor of artists, you are limited to 9 applications maximum, 3 each in three different categories of Performance, Clinics, and Research as detailed at the top of this page.
    • You will need to submit a separate Application Form for EACH individual and direct contact information for the individual artist MUST be included.
    • You will receive an automated follow-up email from The Jazz Education Network confirming receipt of your Application Form.
  • April 1st-30thApplications prepared for review by review teams.
  • May 1st-June 15thAccepted performers & presenters scheduled into the conference grid.
  • June 15th-June 30thApplicant Notifications prepared for dsitribution.
  • July 5th-15th: Invited Applicants notified of status.
    • JEN notifies ALL applicants via email of determined status via email.
    • Teach your system to accept email blasts from the Jazz Education Network or you may not receive your notification.
  • Before July 25th, invited Applicants must confirm and accept the invitation to present or perform by following the instructions contained in the Acceptance letter.
  • November 1st-December 15th. REGISTERING ALL PARTICIPANTS: 
    • ​WATCH your inbox (and SPAM folder) for this very important step in the process. JEN will send a direct link to the JEN Conference Badge Portal via email to each lead Performer/Clinician/Leader. It is that individual’s responsibility (the person who completed the application is considered the lead person regarding a session) to be certain to register each individual participating in the presentation or performance for a badge online PRIOR to the conference, including any & all guest artists. We appreciate your compliance as we work to streamline the On Site Registration process for you. IF YOU DO NOT REGISTER someone, that person(s) will be required to stand in line at the conference in order to secure a badge.
      • DEADLINE: December 15thAll Ensemble Members (including Alloted Chaperones) or Clinic Panel participants MUST be identified at this time and REGISTERED through the JEN Badge Portal in order to receive complimentary badges on site:
      • Additional Chaperones OVER and ABOVE the ALLOTMENT provided by JEN (refer to the FAQ page for this allotment figure in relation to the type of session) should only be registered by purchasing an Additional Chaperone/Management registration.
      • BE ADVISED: This WILL no doubt cause long delays at Registration for you and others participating with you in the conference
      • Participants NOT entered into the Badge Portal will not receive complimentary badges at the conference registration counter until the leader or lead clinician provides a list of participants to the JEN Registrar on site and the badges can be prepared.
      • Your User ID Number as the person preparing the badge portal entries will be auto-populated for you when you log in as a current JEN member and is REQUIRED to complete the information in the Badge Portal for everyone. Lead performers and clinicians MUST maintain current JEN Full Membership to participate.
      • Anyone missing the filing deadline should expect delays at the Conference Registration Counter to secure badges.
  • December 1st: Information will be sent to you via email and/or posted on this page related to:
    • Conference Check-in Process.
    • Large Ensemble Arrival & Departure Form.
      • If you have a group  consisting of 20+ members who will be arriving together, you should complete this form to aid the hotel with being prepared with staffing for your arrival.
    • Please refer to this page often for updates to most questions you may have.

Conference Scheduling Information

SCHEDULING CHANGE REQUESTS:

Question: I have received notification I have been accepted. May I request a scheduling change?

Answer: Scheduling changes are more likely to be allowed if you contact the Conference Coordinator in late July. After that time it is difficult to move anyone. You may request a scheduling change by contacting Dr. Lou Fischer at Lou.Fischer@jazzednet.org

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Question: It’s late in the Fall and I just learned of a conflict with my scheduled performance time!!! What can you do?

Answer: Should you request a different time than when you were notified after September, we will attempt to accommodate your request, but may find it necessary to replace your presentation due to the difficulty related to making changes in the scheduling process.

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PERFORMANCE/CLINIC SESSION LENGTH:

Question: How long is my performance/clinic session?

Answer: Presentation sessions and concerts not on the Evening Performances are expected to be a maximum of 50 minutes. Please adhere strictly to the MAXIMUM Time to assist JEN in staying on schedule during the conference. Your Stage Mgr. or Room Monitor will be assigned to keep everyone on time throughout the conference. PLEASE NOTE: If you have been selected to perform on the Inspirations Stage (Main Stage) evening slot between 8-11pm), your time slot may be a bit shorter or longer due to the structure of the performing slots within the evening concert time block.

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GREEN ROOM/WARM UP ROOM:

Question: Will we have a warm-up room or Green Room to use prior to our performance?

Answer: Since our conference is held in a hotel, JEN is generally not able to provide Green Rooms/Warm Up spaces prior to any performance. The hotel setting simply is not conducive to providing such space. Each group is provided an ample time slot for a short set-up and soundcheck.

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Question: I am presenting a CLINIC at the JEN conference.  When can I get into the room to prepare?

Answer: Access to the clinic room in which you are presenting is 15 minutes PRIOR to your scheduled presentation. This is a luxury at JEN. At most conferences, clinics are often back to back in rooms with little turn around time.

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REHEARSAL SPACE:

Question: I am in need of an hour or two to rehearse my ensemble when we arrive. Who do I speak with to arrange this?

Answer: JEN produces 70+ concerts, 75+ clinics, multiple Research Presentations, 50+ combination performance-clinics in the JJF, and 9 Symposium Presentations in the four day period, in addition to hosting upwards of 20 committee meetings. In general, as a result of the already massive use of our spaces, JEN CANNOT provide rehearsal space for anyone, as all equipment and rooms are being used throughout the day and evening and often spaces are not available through contractual obligation with the hotel. Please do not ask for complimentary rehearsal time at the conference. Reception and/or rehearsal space from JEN Space, if any, is limited and information will be provided if extra space becomes avaialble for this type of use and is available for a nominal fee by the hour. Your best bet is to seek help from one the local schools.

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STORAGE SPACE:

Question: Does JEN provide storage space for our horns and miscellaneous gear when we are not performing at the conference?

Answer: JEN does not provide storage space for equipment on site. For that reason we provide Full Backline in all venues. Please refer to the BACKLINE heading for items provided in order to determine what you need to bring.

 

What gear does JEN provide on site?

*IMPORTANT NOTE: Sponsored artists should make arrangements ahead of time with your company to supply specific brands or types of gear for your session or performance. You should then notify JEN well in advance of your sponsors endorsement and if they will be providing gear specific to your use. Contact the Conference Coordinator at Lou.Fischer@jazzednet.org

BACKLINE JEN DOES PROVIDE:

Question: I am performing at the conference this year. What backline is being provided?

Answer: The Inspirations, LeJENds, Visions, New Voices, & Conservatory Stages each have full backline provided which includes:

  • Professional Staging
  • Professional Sound Reinforcement and Crew w/ample microphones
  • Professional Lighting
  • 1 Piano
  • 1 Bass Amp
  • 1 Guitar Amp
  • 1 Drumset
    • Bass Drum/snare drum/2 rack toms/1 floor tom/3 cymbal stands/hihat stand
    • JEN is NOT able to provide cymbals. Do plan to bring your own cymbals
  • Ample Music Stands
  • Congas, Timbales & bongos (if requested via the Application Form)
    • JEN does not provide any other percussion items such as djembe, tabla, cowbells, etc.
  • Electric Keyboard (only if requested in advance via the Application Form)

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Question: My school ensemble is participating in the JENerations Jazz Festival. What backline will be provided?

Answer:Refer to the JJF FAQ for additional detail specific to your JJF Performance/Clinic.

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Question: I am presenting a Research Poster Board Session. What will be provided for me?

Answer: JEN will provide a 4’x6′ Poster Board mount and pins necessary for presenting your poster session.

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Question: I am presenting a clinic/research presentation in 2014. What backline will be provided in my clinic room?

Answer: Each of the Clinic Rooms will have the following support equipment:

  • LCD Projector with VGA Cable, HDMI cable & Screen
    • You must bring your own computer & the specific adapter for your computer to connect to the VGA cable
  • Small PA System with ample microphones as indicated on your Application Form
  • JEN does not supply overhead projectors or marker boards

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Clinic rooms #1 & #2 are designated as FULL Backline rooms and will be equipped with the following in addition to the gear listed above:

  • Small PA System with ample microphones as indicated on your Application Form
    • pa systems can accommodate a 1/4 or XLR cable
    • Bring your own adapter if you desire to run audio from your computer
  • 1 Piano
  • 1 Bass Amp*
  • 1 Guitar Amp*
  • 1 Drumset*
    • Bass Drum/snare drum/2 rack toms/1 floor tom/3 cymbal stands/hihat stand
    • JEN is NOT able to provide cymbals. Do plan to bring your own
  • Ample Music Stands

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ADDITIONAL BACKLINE YOU MAY REQUEST ON THE APPLICATION:

  • Additional gear listed below must be requested in advance in the Backline area of the Application Form or it will not be provided. Last minute requests on site most likely cannot be honored
    • Congas, Timbales & Bongos (provided only if requested in advance on the application form)
    • Electric Keyboard (provided only if requested in advance on the application form)

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WHAT IS NOT PROVIDED BY JEN:

  • Cymbals
  • B3 organ
  • Acoustic Bass
    • See rental information posted below (when available)
  • Additional percussion of any type beyond timbales and congas
  • Rehearsal/Warm-up Spaces
  • Storage Space

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BASS RENTAL:

Question: I need a Bass for my performance. Will JEN supply that for me?

Answer: JEN does not provide basses at the conference. However, we are currently researching sources where you can rent a bass in the local area for your performance at the conference. Information will be provided as it becomes available in the future.

CONTACT INFORMATION to RENT a Bass to use at the JEN Conference/JJF is posted as it becomes available.

We recommend you contact the service representative to reserve a bass early to ensure availability. Rental negotiations are your responsibility and obligation. JEN does not have any liability in this regard.

Can I sell my recordings at the conference?

SELLING COMPACT DISCS:

Question: I am presenting a clinic or performing a concert at the upcoming JEN conference and want to know if I can sell my cds from the stage?

Answer: Clinicians and/or Performers appearing at the JEN Conference may not sell cds from the stage. This situation clogs up the stages and entry into and out of the performance and clinic venues, and turnaround time is quite limited between performances and clinics. We appreciate your cooperation in this endeavor. You may sell cds in limited quantities in the JENeral Store, open daily during Exhibit hours at the conference site.

If you desire to sell your cds, please download the CD Sales Agreement posted at the bottom of this page. Instructions and Terms are detailed therein and will be strictly adhered to. Complete the form and bring it with your product to the JENeral Store on Thursday of the conference for product check in. You should pick up your remaining cds on Saturday between 12noon and no later than 4:30pm.

Microsoft Office document icon JEN CD Sales Agreement REVISED 9-2-14.doc

How do I register myself or others involved with my session?

CONFERENCE REGISTRATION:

Question: When I arrive to the conference site, where do I pick up my badge?

Answer: In order to move the lines faster, there are various lines at the Registration Counter. Please read this information in its entirety to find out where you should pick up your badge:

  • If you are an Exhibitor, regardless of whether you are a performer or clinician, you should pick up your badge at the Exhibitor Window
  • If you are a Performer or Presenter that is also an Exhibitor, then pick up your badge at the Exhibitor Window
  • If you are a PRO Performer or Clinician, and you are not an exhibitor, you should pick up your badge at the Pre-Registered Window
  • School Ensemble Directors should pick up badge packets containing all of your participant badges at the School Ensemble window. Badges will not be released to individual performers of any School Ensemble.

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Question: How many Registration Credentials will we receive?

Answer: Ensembles will receive one (1) complimentary Registration Badge for each member of the ensemble and the director, and an allotment for complimentary chaperone/management credentials as detailed further below. Additional chaperone badges added to your roster will be billed as stated, due and payable ahead of time or at the registration counter upon pickup. Clinicians and those presenting as an assistant, or providing backup assistance on a clinic receive a complimentary registration badge as well. Family member, friends, do not receive complimentary registration badges.

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Question: Is my registration badge good for the entire conference?

Answer: Yes! Your badge will allow you access to all conference events from Wednesday evening at 8pm through closing Saturday evening.

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Question: My ensemble or I have been accepted to present and/or perform. Can you tell me when and how to send in the ensemble member and chaperone information in order to register all of the members of my group, to be certain we have Registration Badges when we arrive at the conference site??

Answer:The deadline is December 15th. If you still need to submit badge information and the deadline has passed, contact Dr. Lou Fischer, Conference Coordinator directly at ljazzmanf@yahoo.com immediately for further information and instructions.

NOTE: A link to the Registration Portal to be used for Ensemble Registration will be distributed via email between November 1st-December 1st and must be returned to JEN online as instructed by December 15th to avoid the long lines at the JEN Registration desk at the conference. Accepted Performers are to complete this very important step in the process to ensure that you and the members of your ensemble and allotted chaperones have accurate Registration Badges upon arrival to the conference site. Anyone attending the conference is required to have a registration badge to move freely about the conference.

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Question: As an ensemble director, how many chaperone/management badges are we allowed to have?

Answer: Ensemble Directors are allowed to request one (1) additional chaperone badge for every 5 members in your ensemble, and yes, do count yourself in the ensemble total, rounding off to the nearest multiplier of five (5), to arrive at the total allotment for chaperones. For example, if you have an eighteen (18) piece big band + yourself, you will be allowed to request four (4) additional credentials beyond the members of your ensemble, as the nearest multiplier of five (5) is twenty (20). If you have a sixteen (16) piece ensemble + yourself, you will be allowed three (3) additional badges as the closest multiplier of five (5) is fifteen (15).

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Question: What if I need more badges than the allotment for additional chaperones/management?

Answer: You should register each person affiliated with your ensemble’s performance when you register. ADVANCE ONLINE REGISTRATION for this registration product will run from November 1 – December 15th. You will be charged for additional chaperone badges beyond the allotment at $50 per individual badge.

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Question: I just found out I need additional chaperone badges beyond those I registered and the online registration window has passed.  What can I do?

Answer: Additional Chaperone/Management Badges can be purchased on site by the leader or director of an ensemble for a nominal fee of $50, which grants the individual open access the entire conference, without purchasing membership. The ability to register additional chaperones/management is a privilege offered to you as a result of your ensemble being accepted to perform. The intent is to assist in allowing family members and supporters of your program to attend the conference to enjoy your performance at a reasonable rate. You may elect to pay by Check, Cash or Credit Card.

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Question: Can I register additional chaperones or management personnel, or performing personnel after the December 15th deadline for the JEN Registration Credential Form?

Answer: No. Once the deadline has passed, advance registration is no longer available. You may request additional performing personnel badges and/or purchase additional chaperone badges for $50 per person at the JEN Registration Counter.

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Question: I have family members that do not intend to attend the entire conference but do want to attend our concert. Can they do that?

Answer: Family members can purchase a Single Day Event Ticket for $20 (Children under 13 admitted free) to attend a specific daytime performance. Tickets are not sold for the Evening Performances in this manner. An Evening Concert Ticket-$60 must be purchased to attend any evening concert, should an individual elect to purchase a ticket rather than a badge for one day or the entire conference (requires membership).

 

 

Housing & Parking at the Conference

HOUSING:

Question: Where do I find housing information online?

Answer: The Housing Passkey link generally opens online April 1.


 

PARKING:

Question: My group is traveling by bus. Where can we park?

Answer: The Grand Sierra Resort has ample complimentary parking in the vicinity.

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GROUND TRANSPORTATION:

Question: We are traveling by air. How do we get from the airport to the hotel?

Answer:  The Grand Sierra Resort operates a hotel shuttle service to and from the airport. Contact the hotel in advance to arrange pickup for large groups.

Application Evaluation Process

Application Evaluation Process

​You have submitted an application to JEN to present a clinic, concert, or research paper, or made application to present at the Jazz Industry Music/Business Symposium…now what happens? In the name of transparency, the process for evaluation of applications is as below:

  • Applications are OPEN for submission for Performing and/or Presenting from February 1 – March 31 each year in advance of the following year’s conference
  • Applications are evaluated by a very large member review committee, assembled in specialized/qualified teams between April 1-May 31st each year
  • Team evaluators include experts from all areas assigned to areas as qualified
  • Evaluations are prioritized by each review team by total score/average score and forwarded to the Conference Coordinator  by the Chair for placement in the scheduling grid
  •  Placement in the scheduling grid includes attention to a balance of details:
  1. Balance in the clinic, research, and industry/business offerings related to type headings
  2. Balance of performance genres with all genre being considered and placed if possible
  3. Performance applications receive an initial blind review by the review team
  4. Balance of Pro Instrumental/Vocal, versus School Community Instrumental/Vocal ensembles
  5. Balance of scheduling of performances/clinics involving the same people
  6. Balance of global offerings
  7. Appropriate placement on venue/stage based on size or type of group being presented
  8. Consultation between the Conference Coordinator and Review Team Chair or other EC members when questions arise in placement in the scheduling
  9. Careful recording of placement in grid to aid in appropriate notification to all accepted performers
  10. Final review of scheduling grid placement for errors and possible changes or scheduling conflicts prior to notification to those accepted
  11. A denial letter should not be considered a reflection on the quality of your submission. Rather, the criteria above simply does not allow for everyone to be placed. On an annual basis, JEN programs approximately 35% of the total applications received due to the number of slots available in the schedule.
  12. Due to the number of applications received, it is not possible for JEN to provide feedback as to why a clinic or ensemble performance has been declined. It boils down to space for the offerings in the schedule so difficult cuts have to be made.
  13. Space does not allow us to schedule all the strong clinics and performances that are submitted each year. After extensive input by many evaluators, the JEN Conference Selection Committee offers accepted applicants positioning for programming at the JEN Conference. We strongly encourage everyone to apply in the following year in the event your application is declined.

Large Group Arrival/Departure Form - If Accepted, Complete by December 15th

If you are a Large Group planning to arrive to the hotel together, PLEASE complete the Large Group Arrival Form online which alerts the hotel to staffing needs the date of your arrival and the date of your departure.

Large Group Arrival/Departure Form


Question: Where do I find housing information online?

Answer: The Housing Tab is located under the Conference Tab in the Main menu. Housing will be available April 1.


Question: My group is traveling by bus. Where can we park?

Answer: The Grand Sierra Resort Hotel has ample parking for all types of vehicles at no charge.


Question: We are traveling by air. How do we get from the airport to the hotel?

Answer: The Grand Sierra Resort Hotel provides shuttle service to and from the airport. Contact the hotel directly in this regard.

2019 Conference Application

to

Present or Perform

Applications Closed

Applications open February 1 – March 31

Open to JENeral Individual Membership Level