Performer / Presenter FAQs

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Type your search in the field above, or scroll through our Performer/Presenter FAQs and find the answers to your questions about applying to perform or present at the annual conference.

conference application faqs

Below are the materials you should prepare to submit with your conference application. Please note that applications received by the deadline (April 30th, 11:59pm) without the required materials will not be considered. Please schedule your photo and recording sessions well in advance to avoid any delays.

PERFORMANCE APPLICATION

NOTE: Lead performers who performed last year (2022) are ineligible to apply to perform as a lead performer this year.
What you will need to apply:

  • Submitter Information (the person submitting the application)
  • Performer Information (if not the submitter)
  • Performance Description (50 word maximum)
  • Presenter photo (300 dpi or higher, .jpg, .jpeg, .png)
  • 3 Audio Files (.mp3, .m4a) – Review is by blind audition. Video uploads will disqualify your application.
  • Stage Plot (.pdf)
  • 3 References (First Name, Last Name, and Email)
 

Click to download complete details for submitting 2023 PERFORMANCE APPLICATIONS

 


 

CLINIC APPLICATION

NOTE: Lead clinicians who presented last year (2022) are ineligible to apply to present a clinic this year.
What you will need to apply:

  • Submitter Information (the person submitting the application)
  • Presenter Information (if not the submitter)
  • Clinic Description (50 word maximum)
  • Clinic Outline (one page maximum, .pdf)
  • Presenter Bio (one page maximum, .pdf)
  • Presenter photo (300 dpi or higher, .jpeg, .jpg, .png)
  • 3 References (First Name, Last Name, and Email)
 

Click to download complete details for submitting 2023 CLINICIAN APPLICATIONS

 


 

RESEARCH APPLICATION

What you will need to apply:

  • Submitter Information (the person submitting the application)
  • Presenter Information (if not the submitter)
  • Presentation Description (50 word maximum)
  • Presentation Abstract/Outline (one page maximum, .pdf)
  • Presenter Bio (one page maximum, .pdf)
  • Presenter photo (300 dpi or higher, .jpg, .png, .jpeg)
  • 3 References (First Name, Last Name, and Email)
 

Click to download complete details for submitting 2023 RESEARCH APPLICATIONS

 

Application Evaluation Process

You have submitted an application to JEN to present a clinic, concert, or research session/poster — now what happens? In the name of transparency, the process for evaluation of applications is as follows:

  • 2023 applications are OPEN for submission to Perform and/or Present April 1 – April 30.
  • JEN has a commitment to diversity in all staff, board members, volunteers, performers and audiences, including full participation in programs and decision making, such as the selection of performers and presenters at the conference.
  • Applications are evaluated by a very large member review committee, assembled in specialized/qualified teams. 2023 application review dates are TBD.
  • 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 diverse and global offerings in the selection of performers and presenters at the conference
    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.

REVISED 3-29-2021

Yes. The TIMELINE below details when you can expect to hear from JEN regarding your conference performance, clinic, or research applications.

  • 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 on the same date.

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 [email protected] 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:

  • April 1 – April 30: Applications available online for the 2023 Conference.
    • Click through to complete an application and follow the guidelines as stated.
  • Spring 2022: Applications prepared for review and reviewed by a review team per category.
  • July 15 – August 1: Invited Applicants notified of status.
    • JEN notifies ALL applicants of determined status via email.
    • Teach your email, smart phone, or school email system to accept email blasts from the Jazz Education Network or you may not receive your notification.
      • DEADLINE TO ACCEPT- August 1: invited Applicants must confirm and accept the invitation to present or perform by following the instructions contained in the Acceptance letter.
  • November 1-15: NOTIFICATION TO REGISTER 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 1: All 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 are REQUIRED to complete the information in the Badge Portal for everyone. Lead performers and clinicians MUST maintain current JEN Full Individual Membership to participate.
      • Anyone missing the filing deadline should expect delays at the Conference Registration Counter to secure badges.
  • December 1-15: 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 Due.
      • 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.

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)

CONFERENCE LOGISTICS FOR PERFORMERS/PRESENTERS FAQs

No. JEN provides a complimentary registration badge to all clinicians and/or performers, including the supporting members of an ensemble or workshop panel as identified in the Badge Registration process after acceptance. 

 

During the application process to perform or present, an applicant will be asked to acknowledge the following:

  • An understanding that JEN does not provide any other expenses. I understand that all other expenses incurred for attending the conference will be borne by the corporate sponsor or individual participants as applicable.
  • Current membership in JEN at the time of the Annual Conference is required to participate as a Lead Performer or Clinician.
  • If a performance or presentation is selected for the Jazz Education Network Conference, you and all participants involved in the presentation or performance are required to reserve and purchase housing in the Conference hotel at the existing conference rate in order to present or perform. Commuters within a 100 mile radius of the conference are exempt from the housing obligation. Once you are invited to present or perform, as a Conference presenter you will be asked to confirm your acceptance of the invitation and may be asked to provide a registration confirmation number from the conference hotel in order to verify you have complied with this important facet of the process. JEN arranges for a substantial reduction in housing costs with each property where the conference is held. Compliance with this agreement ensures the organization remains financially stable, and allows JEN to reach the hotel imposed attrition rate related to the conference contract, which in turn provides JEN with the hotel event space to present the annual conference, thereby keeping the costs associated with conference production down.
  • The attendee agrees to the use of his or her image and audio clips in JEN official publications, on its website, and/or in promotional materials produced by JEN related to future conferences and in furthering the JEN mission.
  • This conference registration is entered into by the attendee in consideration of the use of the facilities of the Official Conference Hotel(s) during the Annual JEN conference. It is understood and agreed that all facilities of the Official Conference Hotel(s) will be used by attendees at their sole risk, and that attendees shall hold the Official Conference Hotel(s) and the Jazz Education Network harmless for personal injury or property damage resulting from participation in the JEN conference, either on and off the premises of the Official Conference Hotel(s).
 

NOTE: Refer to the “What gear does JEN provide?” FAQ for details regarding backline and audio/visual provided 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 sponsor’s endorsement and if they will be providing gear specific to your use. Contact the Conference Coordinator at [email protected].

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
  • Instruments not listed here must be specified in advance through the performance application (congas, timbales, bongos, electric keyboard). 
 
NOT PROVIDED BY JEN:
  • Cymbals
  • B3 organ
  • Acoustic Bass
    • See rental information posted (when available)
  • Additional percussion of any type beyond timbales, congas and/or bongos
  • Rehearsal/Warm-up Spaces
  • Storage Space

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

  • LCD Projector with VGA Cable, HDMI cable option & Screen
    • You must bring your own computer & any required adapter specific to your computer to connect to the VGA or HDMI cables.
  • Small PA System with ample microphones as indicated on your Application Form.
    • Bring your own adapter if you desire to run audio from your computer.
  • JEN does not supply overhead projectors or marker boards.

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 (digital)
  • 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
 

WHAT IS NOT PROVIDED BY JEN:

  • Copies of handouts you may wish to distribute
  • Cymbals
  • B3 organ
  • Acoustic Bass
    • See rental information posted below (when available)
  • Additional percussion of any type beyond timbales, congas and/or bongos
  • Additional specialty branded amps or gear of any type
  • Rehearsal/Warm-up Spaces (See space rental link if you desire to rent a block of time. Requests are considered on a First come-first served basis subject to availability on site)
  • Storage Space

 JEN will provide one high boy table, a 4’x8′ Poster Board mount, and pins necessary for presenting your poster session.

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. Please check back here often for updates.

 

 

CONTACT INFORMATION to RENT a Bass to use at the JEN Conference:

Call OR Text:
TBA

 

 

Basses are rented per service need, e.g. per session at the conference. 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 assume any liability in this regard.

 

Clinicians and/or Performers appearing at the JEN Conference may not sell cds from the stage or session room. 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. 

 

Lead Performers/Presenters 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

    Volunteer Window

    Wednesday: 8am-12pm and 2pm-8pm

    Thursday: 9am-noon

  • Pick up any remaining CDs on Saturday between 12noon and no later than 4:30pm in the JENeral Store in the Exhibit Hall.

Click to view and download: Conference JEN CD Sales Agreement

If accepted, you will be asked to register yourself along with any additional personnel involved in your performance or presentation for badges at a later date.

At the Conference Registration desk. 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 who is also an Exhibitor, 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.

For Ensembles:

 Ensembles will receive one (1) complimentary Registration Badge for each member of the ensemble and the director, and an allotment for complimentary chaperone/management badges as detailed 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. 

Complimentary chaperone/management registration badges are calculated as follows:

 

  • Ensembles will receive one (1) additional chaperone registration badge for every five (5) ensemble members (director included).
  • DO count yourself (as the ensemble director) 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 18-piece big band + yourself (19 total), you will be allowed to request four (4) additional registration badges beyond the members of your ensemble, as the nearest multiplier of five (5) is twenty (20). If you have a 16-piece ensemble + yourself (17 total), you will be allowed three (3) additional badges, as the closest multiplier of five (5) is fifteen (15).

For Session Presenters/Clinicians:

Session Presenters/Clinicians and those presenting as an assistant, or providing backup assistance on a clinic receive a complimentary registration badge as well. Family members and friends do not receive complimentary registration badges, but may purchase a single daytime event pass.

Yes! Your badge will allow you access to all conference events from Wednesday evening at 8pm through closing Saturday evening, with the exception of the Benefit Concert, which requires a separate registration and purchase.

 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 [email protected] 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 1 – December 1 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 in order to move freely about the conference.

You will be charged for additional chaperone badges beyond the allotment at $50 per individual badge.

Additional Chaperone/Management Badges can be purchased on site by the leader or director of an ensemble for a fee of $50 each, which grants the individual open access the entire conference without purchasing membership.

 

 

*NOTE: 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. Payments at the Registration Desk may only be made by credit card.

No. Once the deadline has passed, advance badge 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.

Yes. Family members can purchase a Single Day Event Ticket for $20 (Children under 13 admitted free) to attend a specific daytime performance only. Tickets are not sold for the Evening Performances in this manner. 

 

Evening Concert Tickets are $60 and must be purchased to attend any evening concert (after 5pm), should an individual elect to purchase a ticket rather than a badge for one day or the entire conference.

conference housing faqs

Conference housing opens approximately during May/June and fills up quickly. You can learn more about conference housing on our Conference Housing page. CLICK HERE to go there now.

Parking information will be made available at a later date. Please check back often for updates.

Transportation information to/from the airport will be made available at a later date. Please check back often for updates.

If you are a Large Group (10 or more members)  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.

 

Form link to be provided in the Fall.

accepted performer/presenter conference scheduling FAQs

Possibly. Conference schedule changes are more likely to be allowed if you contact the Conference Coordinator in late August. After that time it is difficult to move anyone. You may request a scheduling change by contacting Dr. Lou Fischer at [email protected].

Please contact the conference scheduling coordinator as soon as possible. We will make every 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.  Please contact Dr. Lou Fischer at [email protected].

Conference sessions are typically as follows:

  • Presentations – 50 minutes
  • Daytime/Evening Concerts – 50 minutes
  • Research sessions – 25 minutes
  • Research Poster Presentation – 2 hours

Please adhere to the MAXIMUM time allotted 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.

No. 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.

Access to the clinic room in which you are presenting is 15 minutes PRIOR to your scheduled presentation. However, if your clinic involves full backline you generally have one hour prior to your start time to prepare. Specific access times will be provided in your invitation letter.

As a result of the massive demand on JEN space, rehearsal space at the conference is possible, but very limited. When space is available, please use the JEN Conference Rental Space Form to submit times and payment.  

 

Reception and/or rehearsal space from JEN Space, if any, is limited and information will be provided if extra space becomes available for this type of use and is available for a nominal fee by the hour.

 

Please do not ask for complimentary rehearsal time at the conference. Your best bet is to seek help from one of the local schools.

 

 

JEN produces 70+ concerts, 75+ clinics, multiple Research Presentations and a Research Poster session, 54 performance-clinics in the JJF in the four-day period.

No. 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 FAQ heading for items provided in order to determine what you need to bring.

conference sponsors

The Jazz Education Network annual conference is made possible by hundreds of volunteers and the sponsors below.

 

Associate Sponsor

Associate Sponsor

Associate Sponsor

Associate Sponsor

Associate Sponsor

Associate Sponsor

conference show guide sponsor

The Jazz Education Network is grateful to our generous show guide sponsor.

JEN Annual Conference ShowGuide Ads are handled directly through the magazine company each year.