SAMBA Registration 2023

SAMBA COLOR GUARD REGISTRATION
Welcome to all parents/guardians of returning students and a special welcome to parents/guardians of students new to Sunset Color Guard. For those of you who are new to competitive Color Guard, the Sunset Apollo Marching Band & Auxiliary Parents Club, Inc. ("SAMBA") is a nonprofit, parent-run booster group that makes Color Guard, in addition to other band programs, possible at Sunset HS. You are automatically a member of SAMBA by default of your students participation in Color Guard. Welcome!

All family members are invited to join us for a picnic on Saturday, August 17th, following practice on the last day of full Color Guard camp. The students will give us a performance showing us what they have worked so hard on the previous two weeks. Picnic details to follow. We will also have purple and white SAMBA gear available for purchase at the picnic. We hope you will join us then!

REGISTRATION NIGHT – THURSDAY 8/1/24, 5:30pm – 7:00pm

The fee this year for participating in marching band and color guard is $450.00 and is due by 8/1/24. For your convenience, we are hosting a Registration Night during which all fees can be turned in, and questions can be answered. While we prefer all students register online before the registration night, we will have a computer available that night as well as a few paper copies if needed. If you plan on registering on the 1st then you

will need to bring in your student's medical insurance information with you. Please plan on attending or make arrangements with us for an alternative option by the 1st, as students whose registrations are not complete will not be allowed to participate in full band camp. Please bring your checkbooks or money orders with you to Registration Night! Checks and money orders should be made payable to SAMBA.

ADDITIONAL COSTS:

· Beaverton School District charges an activity fee that is $85.00 per year. This fee is collected by and payable to Sunset High and is due by the first day of school.

· Shoes, Tights, Gloves - Shoes (if needed) $45.95 appx, Gloves (if needed) $19.95 appx, Tights (if needed) $20.00 appx. More details to follow on these extra Color Guard costs after registration numbers are in and show design is finalized. These prices are estimates and the per student amounts will be finalized prior to ordering.

· Meal Plan - SAMBA parent volunteers provide delicious meals (lunch and dinner) for students on competition days. The cost is $70 for meals for all 4 competitions due by 8/1/24. You can sign up and pay for the SAMBA meal plan at Registration Night. These meals are optional; you can make other arrangements for your child's meals on competition days if you wish.

VOLUNTEERS:

Did you know that registration fees cover only approximately half of the funds needed per student for the Fall Marching Program? The other half is raised through fundraising by the dedicated volunteers of SAMBA. We need your help to continue offering our students an award-winning music program. As the parent/guardian of a Sunset Apollo, we are asking each family to offer assistance for 2-3 events (10-15 hours) during the school year. We count on our volunteers to make it happen.

We have already kicked off our fundraising for 2024-2025 with a monthly bottle and can drive and all families are invited to volunteer for the fireworks stand (June 23th- July 4th) and the Bridge Pedal event on August 11th. We plan to have additional fundraisers during the season with the largest one being this year’s 35th annual Sunset Classic marching band competition held at Sunset High school on October 12, 2024. Hosting an event of this magnitude requires the participation of all our band families to be successful. Please look for more Information in our email newsletters and Facebook about these upcoming fundraisers.

VOLUNTEER FORMS / BACKGROUND CHECK

The Beaverton School district will be implementing a new volunteer system for fall 2025. When we receive the information from the district about the new program we will inform you about how to register.

We are all looking forward to another fun and successful marching band season!

Sincerely,

The SAMBA Executive Board

Director of Bands – Mr. Greg Hall gregory_hall@beaverton.k12.or.us
Color Guard Director & Choreography - Anthony Barei and Emily Kaman

abarei1551@gmail.com or 541-291-1475

SAMBA President - Janell Hosch president@sambanote.org
SAMBA Vice President - Open Position! vp@sambanote.org
SAMBA Treasurer - Rich Winkel treasurer@sambanote.org
SAMBA Secretary - Aleida Adams secretary@sambanote.org

Main ways to connect to SAMBA:

Facebook Private Groups:
All Band: www.facebook.com/groups/sambasunset

Percussion: https://www.facebook.com/groups/274708313329009

Newsletter: Email samba@sambanote.org

Website: www.sambanote.org

Text: SAMBA to 503-334-1333

Key Words:
"Menu" = Returns this Key Word List
"MarchingBand" or "ColorGuard" = Registration Links
"DineOut" or "BottleDrop" = Next Event dates
"Meeting" = Next Meeting dates
"Facebook" = Links to the Groups
"Zoom" = Zoom Meeting ID & Passcode
"BSDVolunteer" = Link to BSD Back Ground Check

Printable calendar of important dates
We are looking forward to our 2023-2024 Sunset Apollos Marching Band & Auxiliary Fall Season! This online form will gather the information needed to get your student registered. If you have more than one student, please complete separate forms for each.

The items you will be completing today are listed below. Please note that auto-save is currently working if you set up a log in so your in-progress info can be saved, otherwise your registration will need to be completed and submitted in one session. Please be sure to fill out completely and accurately.
- Registration Information
- Health Information & Release
- Photo and General Release
- Code of Conduct
- Parent's Code of Ethics
- General Volunteer Form (Very important! SAMBA needs your contribution)
- Sunset Classic Volunteer Form - We are hosting this competition at Sunset High again this year and need all families to participate.
- Registration fee information
After you submit the form, you will receive a pdf of your responses for your records.
Please let us know if you have any questions. Go Apollos!

~ SAMBA

samba@sambanote.org
Please enter your student's information below
First Name*
Middle Name
Last Name*
Preferred Name
Date of Birth (MM/DD/YYYY)*
Grade (Fall 2023)*
Student Cell Phone Number
Student Email
tubaplayer@sunsethigh.com
Mailing Address*

Street Address

Street Address Line 2

CityState

Zip Code
Student T-shirt size (adult)*
Parent/Guardian Information

SAMBA's main communication method is email and Facebook. If you do not receive any emails within 10 days, please email sambanote@sambanote.org. Below, we will ask for parent/guardian information for 2 individuals.
Parent/Guardian 1 First Name*
Parent/Guardian 1 Last Name*
Cell phone Number - Parent 1/Guardian*
Secondary phone number - Parent/Guardian 1
Parent/Guardian 1- Email*
Parent/Guardian 2 First Name*
Parent/Guardian 2 Last Name*
Cell phone Number - Parent/Guardian 2
Secondary phone number - Parent/Guardian 2
Parent/Guardian 2 Email

Student Health Information & Medical Release
Insurance Carrier*
Policy Number*
Subscriber Name*
Student's Physician*
Student's Physician Phone Number*
Emergency Contact

Person(s) to be contacted in case of emergency - called in the order below.
Contact 1 Name (parent/guardian)*
Contact 1 Number*
Parent/Guardian 1
Contact 2 Name (parent/guardian)*
Contact 2 Number*
Parent/Guardian 1
Contact 3 Name (to be used if a parent/guardian cannot be reached)*
Contact 3 Number*
Parent/Guardian 1
Relationship to student*
Medical Information
Date of last tetanus shot*
Please list any allergies (bee sting, medications, food, etc.), illnesses, or conditions that we should be aware of (or enter N/A of not applicable)*
Medications student is currently taking (or enter N/A of not applicable)*
Any special information concerning medication:
I hereby give my permission for non-prescription medication (for example: Ibuprofen. Acetaminophen, Benadryl) to be given to my child if deemed advisable by the director, instructor, chaperone, or person in charge of activity*

YesNo
IN CASE OF MEDICAL EMERGENCY: I, the parent or legal guardian of the above named student, grant permission to the director instructor, chaperone, or their designee.to authorize necessary medical services in an emergency, including but not limited to: Injections, anesthesia, medication, hospitalization and surgery, if I cannot be contacted at the telephone numbers shown above in a timely manner, and I further agree to be responsible for any and all expense not covered by my insurance that may be incurred as a result of an accident or medical emergency involving the above-named student.*

YesNo
Signature*

Clear
Printed Name*

Photo & General Release
I understand that many parents take photos and videos at various Sunset High School band events, competitions, and performances throughout the school year and they graciously share these photos and videos by publishing them on the SAMBA website, the SAMBA group Facebook page, on YouTube and in printed publications so that all may enjoy them.

I hereby authorize SAMBA, its representatives and agents, to publish photos and videos on all its publicly accessible websites and printed materials that may include images or likenesses of my minor child named above. I make this authorization without any expectation of remuneration to me or my minor child.

Further, I understand that participation in marching band/winter percussion and color guard is physical in nature and therefore has inherent risks.

I hereby agree to release and hold harmless Sunset Apollo Marching Band & Auxiliary Parents Club, Inc.("SAMBA"), it’s representatives and agents (including but not limited to chaperones and volunteers), from any and all liability and damages whatsoever resulting from my child’s participation in the Sunset marching band/winter percussion and color guard programs.

Please sign below. If your child is 18 years old, please have them sign.
Signature*

Clear
Printed Name*

Sunset Dance and Auxiliary Expectations & Responsibilities
Welcome! You have made a commitment to the Sunset Dance and Auxiliary and most importantly – your fellow guard members. By accepting a position in this elite group, you are making a promise to your teammates to uphold the highest standards of personal responsibility and commitment to performance excellence. As a performer of the Sunset Dance and Auxiliary, your primary responsibility is to put forth your best effort at all times. You won’t always be perfect, you won’t always feel your best, but we expect you to work hard, try your hardest, and be a positive influence on those around you.

Rehearsal Conflicts

You are required to attend all scheduled rehearsals. You must schedule all work and optional activities around rehearsals. Conflicts arise – as we all know -‐ however, you must communicate and seek permission for any rehearsal conflicts. Permission will only be granted to those that have a reasonable excuse. Be aware that absences will affect your spot in the guard and will be taken into account when deciding field positions.

Positive Energy Rule #1

Be positive. Just like negative energy, positive energy is contagious. You are required to be a positive influence on your teammates. Make sure that you are the one that provides the positive feedback that your friends need and deserve – even when you don’t feel like it.

Teaching Each Other

All of you are blessed with many talents and experiences. Please make sure that you lead by example and allow your teammates to learn from your actions. You have several incredibly gifted and experienced staff members that will ensure that you receive all of the information you will need to be successful. As a member, you don’t always see the big picture. We have a whole set of priorities and we know what to focus on and when to focus on it. If you think a piece of information needs to be addressed – mention it to the Guard Captains who will let us know. Remember, even when you have the most loving intention, when you try to instruct your friends, it doesn’t sound like information, it sounds like criticism and that will only lead to negativity within the group.

Responding to Information

All information delivered to you by your staff is provided with a loving heart and for your benefit. Our only goal is to make the ensemble better –that is why we are here! That said, there are two allowable responses when you are given a correction or piece of information: “Yes!” or "Thank You!” Once you receive a correction, you are expected to immediately try the part/exercise/choreography being addressed and apply the information. Only after you have tried to apply the information are you allowed to ask a question about the correction. If you are given a correction and immediately ask a question about it, what your instructor hears is “I don’t believe you--‐you don’t know what you’re talking about--‐I’m already as good as it gets and I don’t want to get any better”.

Asking Questions – Chain of Command

Please make the best use of everyone’s time and only ask appropriate questions from the correct people:

1) Yourself (Pay Attention)
Please make sure you pay attention during all rehearsals so that you always understand what the rep is and where we are stopping – don’t miss the rep! Listen clearly during all announcements and meetings
Use the schedule board, website and written itineraries, handbooks, and other information – go there first!

2) Ask your Season Leader or Guard Captain
You should treat your guard captain like a staff member. Assume all information coming from your Guard Captain is a directly from the staff. If you have a question or concern that you can’t resolve yourself, go to the Captains. The Captains will go to the staff if they need additional assistance.

3) If you need assistance from a staff member – don’t be afraid to go to them for help! We are always here for you, but we want you to build self-reliance and learn how to figure out as much for yourself as possible.

Responsibility – Setting the Standard

The Guard sets the standard for SAMBA in every way. We will always work the hardest, perform the strongest, and be the most positive force on the field. We will also maintain the highest standards off of the field. Here are some things you should always do to help set this standard:
- Be early to rehearsal – EVERY rehearsal
- Make sure your equipment is ready to go – BEFORE rehearsal
- ALWAYS have everything you need ready for rehearsal – DOT BOOK, water, equipment, gloves, etc.
- Pick up trash everywhere you go – even if it was there before you got there, even if it isn’t yours
- Always say THANK YOU
- Always be courteous and offer to help a member – moving pit equipment, loading truck/busses, etc
- Always show your appreciation to volunteers and staff
- Always show respect to your season leaders, staff and Director
- Always speak only positively about other groups, seasons, and performers
Injuries

Colorguard is incredibly taxing on your body. This is why we have developed a thorough physical training program for you. You are responsible for maintaining your own health and by taking full advantage of the tools we provide for you. If you are struggling, it is your responsibility to inform the staff that you need additional tools and assistance. We fully understand and expect that injuries will occur. They will be rare and few and far between. You must learn to understand your own body and to know the difference between an injury and a boo-boo. An injury requires medical attention. If you are injured, you will go to a doctor to be treated. Boo-boos will happen constantly and you will learn to tolerate them. Boo-boos do not require that you miss any rehearsal time. If you are injured enough to sit out of rehearsal – you must seek medical attention.

Use smart prevention and the tools available to you to ease pain and discomfort of boo-boos.
Code of Conduct 2023-2024

Sunset Dance and Auxiliary
As a member of Sunset Dance and Auxiliary, I will uphold the greatest ethics, conducts, behavior, and respect for my team, my family, Sunset High School, my community, and myself. I understand my actions and words reflect upon Sunset Dance and Auxiliary.

I understand the grade point requirement of a 2.0 and no F’s policy set by the Beaverton School District to participate in Sunset Dance and Auxiliary. During grade checks and report cards, you may become ineligible if you don’t uphold these standards. These standards are the minimum, but I will set my goals higher.

I will treat my teammates with respect and will not intimidate other team members older or younger than me. I will be an example for my teammates and for my peers at school. I will not cause drama or gossip. I will respect my parents for letting myself participate in these activities and for financially supporting me. I will help and be responsible for my dues for Sunset Dance and Auxiliary.

I will not participate in any illegal activities such as underage drinking, doing drugs, shoplifting, skipping school, stealing, vandalizing, lying, or cheating. I understand that any of the above behaviors can cause for membership termination. This decision is determined by the Sunset Dance and Auxiliary Director. The Code of Conduct and policies of the Beaverton School District will be a part of the decision.
Student Signature*

Clear
Parent/Guardian Signature*

Clear

Parent's Code of Ethics
I recognize the importance of Sunset Dance and Auxiliary in the lives of young people; I pledge that I will participate in my child's dance activities in accordance with the following:
- I will promote teamwork and sportsmanship for all students and spectators in a positive manner.
- I will not question the judgment of any coach, director or choreographer.
- I will support my child's team, coaches, and choreographers and resolve to allow them to manage their dancers and choreography as they feel best benefits the entire ensemble.
- Because I am a role model for my child as well the other dancers, my personal conduct at rehearsals, performances and other events must be above reproach, and represent the highest standards of morality, teamwork and sportsmanship.
Therefore, I pledge that:
- I will exhibit exemplary behavior while carpooling, attending rehearsals, performances and traveling.
- I will, at all times control my emotions and will be considerate of all band members, colorguard and parents' collective emotions and opinions.
- I will not make disparaging remarks of any type with regard to coaches, choreographers, choreography placement, costumes, other parents, other schools or publicly criticize them at rehearsals or course of any event.
- I will direct all inquiries to Melissa Campos, Director of Sunset Dance and Auxiliary.
- I will encourage my child to the best of my ability at all times.
- I will not make a judgment on my child's performance and always will be there to support them.
- I will never make a negative comment concerning other parents or their children, whether they are from Sunset or another school.
- I will always applaud for all dancers and color guard members.
I accept this "Code of Ethics" and agree to conduct myself according to the principles and regulations of the Sunset Dance and Auxiliary. I realize that my child or I may be removed from any Sunset event for failure to comply.
Parent/Guardian Signature*

Clear

Meal Plan for Fall 2022 Season
The cost for the SAMBA meal plan is $70.00. This covers the main meal(s) being provided by SAMBA for our students during competitions.

Eating meals together at Marching Band Competitions helps our students bond and guarantees they are getting healthy food to help them perform at their peak!

SAMBA parents - Your help is needed to feed our students this year!

Sign up with your students section for 1 of our 4 competition dates
- Meals are already being planned- parents from each section will receive assignments for purchasing, transporting, preparing and serving food.
- Most food prep can be completed before the competition and the food reheated at the event.
- Food options will be adjusted to accomodate all allergies
- If you purchase food for a competition meal, as assigned by the SAMBA Food Coordinator, you would be reimbursed.
- SAMBA Food Coordiantor will give parents all needed information and manage volunteer sign ups.

Band Fees 2022
Click here if you are interested in financial assistance.
Very limited financial assistance is available for the 2024 Fall Marching Band program. Application must be received by SAMBA no later than August 1st, 2024 to receive full consideration. Applications received after that date will be considered only if scholarship funds are still available.

You can apply by printing, completing and mailing this application to:

SAMBA - 515 NW Saltzman Rd #894, Portland OR 97229

or email treasurer@sambanote.org

The full Marching Band fee for 2024 is $450. Please note that we only offer partial scholarships up to one-half off the fee. This allows us to help more students participate. If more students apply for assistance by the deadline above than there are funds available, the awards may be less than half of the full fee.

Scholarships may be awarded for students demonstrating financial need and who agree to the terms on the application. Applicants who submit this form by the deadline above will be notified of scholarship awards by 8/15/24.

Half of the student's remaining balance is due by 8/23/24, with the remaining balance due by October 1. Applications will be kept confidential.

Please note: an additional Student Participation Fee of $85 is charged by the Beaverton School District and is payable to the school. Requests for financial assistance for that fee must be made through the school. Please contact Sunset High School for information on how to apply for financial assistance with the school's activity fee.

Color Guard Fees for 2024 are:
SAMBA Fall Fee	$450.00
Meal Plan	$ 70.00
Shoes (if needed)	$ 45.95 appx
Gloves (if needed)	$ 19.95 appx
Tights (if needed)	$ 20.00 appx
DONATION	any amount

All Parents/Guardians please plan on attending Registration Night 8/1/24, 5:30-7:00pm for more information. Please let us know how you would like to pay:*

Check at Registration Night, 8/1/24.Check in the Mail to SAMBA at 515 NW Saltzman Rd #894, Portland, OR 97229, please make sure the mail arrives by 8/1/24.
Should be Empty:

	Parent/Guardian 1	Parent/Guardian 2
Coordinate and/or sew color guard flags for fall and winter seasons (Aug/Sept & Dec/Jan)
Build props for marching season field show (Aug/Sept)
Chaperone students at Fall Competitions
Truck Driver for Fall Competition trips (experience driving 24’ moving van)
Help prepare/serve meals at Fall Competitions
Help put up/take down band tents, benches etc. on Fall Competition days
Move props or equipment on & off field at Fall Competitions
Assist with Uniform fitting Check out/in, repair.
Fundraiser help (i.e. SAMBA Gear, poinsettia sale, plant sale, etc)
Silent Auction organizing committee or helper (Spring 2023)
2021 Sunset Classic planning committee meetings begin Summer 2023
Play the Neighborhood fundraising committee
SAMBA Committee Chair / Board Member
Publicity/Public Relations: help with positive media coverage, social media
Copy & file music, programs for concerts, registration forms etc.
Volunteer or Chaperone for Winter Percussion Events
Volunteer or Chaperone for Winter Color Guard Events
Uniform Check-in following the Rose Festival Parade
End of year celebration (after Rose Parade)
Last minute assistance as needed

	Parent/Guardian 1	Parent/Guardian 2
Grant writing
Graphic Design
Accounting
Food Handler's Permit
Website

	Volunteer 1	Volunteer 2
Early AM
9 AM- 2 PM
1 - 6 PM
5- 10 PM

	Volunteer 1	Volunteer 2
Ticket Sales and Gate Monitors: Sell tickets and programs to patrons entering stadium. Help patrons affix wristbands. Monitor re-entry gates. Seating is available for this position – standing is not a requirement.
Concessions- Help sell items (food, apparel, etc.) throughout the competition day
Parking Attendants: Assist with traffic flow. Direct band buses and equipment trucks to designated parking area, spectators to parking areas. Must be able to stand/walk for entire shift.
Set-up Crew: (early morning only) Assist with setup of the stadium grounds, putting up signs, setting up traffic cones, etc.
Clean-up Crew: (evening only) Assist with cleanup of the stadium grounds, taking down signs and traffic cones, etc.
Stadium Monitors: Check wristbands and minimize crowd activity during performances. Must be able to raise a small paddle-type sign to signal audience to quiet and be willing to ask audience to be quiet during performances. This job reserved primarily for grandparents of SAMBA members or volunteers with physical needs that require sitting most of their shift.
Band Entry and Exit Gates: Assist bands with line-up, entry to and exiting from field for performance.
Pit Entry: Assist percussion/pit performers with line-up and entry to field.
Flow and Practice Area Monitors: Assist bands with getting from point A to point B within the stadium grounds.
Middle School Band Host: (mid-day only) Works with middle school bands coming to perform at start of finals.
First Aid: (all-day job) Requires EMT or other medical training. Dispense bandages and ice packs, provide basic first aid, contact event staff / emergency personnel in case of illness or injury. Primarily requires full-shift availability via radio.
Bookkeeping: Work in secure area to count collected cash and prepare deposits.
Runner (a job for siblings, ages 11 and up): Runners take turns carrying scoring sheets from field level to judges in box at top of stadium. Must be able to go up and down stadium stairs several times, follow directions, and have minimum supervision.
Meal Crew: 4-5 volunteers needed @ lunch and dinner at Band tent. Exact times TBD. Help set up, prepare, serve and clean up lunch and dinner for the SAMBA students.
Judges Hosts: Coordinate transportation for judges, provide lunch and hospitality during event, accompany judges and guests to dinner.

SAMBA COLOR GUARD REGISTRATION

Please enter your student's information below

Parent/Guardian Information

Student Health Information & Medical Release

Emergency Contact

Medical Information

Photo & General Release

Sunset Dance and Auxiliary Expectations & Responsibilities

Code of Conduct 2023-2024

Parent's Code of Ethics

Volunteer Form

Sunset Classic Volunteer Form

Meal Plan for Fall 2022 Season

Band Fees 2022