TO: Participating District VI Band Directors
FROM: Logan Epperly (Event Chair) and Brian Quakenbush (Site Host)
SUBJECT: Middle School All-District Band, February 14–15, 2025
Cave Spring High School is pleased to be your host for this year’s Middle School All-District Band
event. Registration information will be handled through Google Forms. Any paperwork and financial
questions will be handled through our event chair, Logan Epperly at Chatham Middle School using
the contact information at the end of this letter.
Our guest conductors for the 2025 event are as follows:
Symphonic Band – Martin Blount (Brambleton Middle School)
Concert Band – Kevin Cheatham (King George Middle School)
The registration and meal fee total for this year is $33 per student. This includes event costs, meal costs,
and the VMEA student participation fee. When you submit the School Registration form, an invoice will be
emailed to you for your bookkeeper that reflects all fees required for your school’s participation. Please
make your school check payable to Chatham Middle School.
Below is a list of items to be completed by directors, along with the corresponding deadlines. Please
submit each item prior to its deadline so that your students’ participation is secured for the event.
Item Submit via Deadline
School Registration Google Form Friday, January 31
(One per school)
Fees Mail Thursday, February 6
(One check per school) (postmarked)
Student Registration Google Form Friday, January 31
(One per student)
Medical & In-person at the event Day of the Event
Emergency Forms
(One per student)
School Registration: Submit this form using the link in the informational email. After submitting the
form, an invoice will be sent using the info you provide in the form. Contact Logan Epperly ASAP if
there is an error in your school’s invoice.
Student Registration: Submit this form using the link in the informational email, one per student will
need to be completed.
Student Medical & Emergency Forms: Included as the final page of this document. Bring one
completed form for each student to the registration table at the event.
In the event of inclement weather, please refer to the District VI website (www.vboda6.org).
Changes will also be communicated by email and through social media. Be sure to check for
district messages as the event approaches.
Concert attire used at your school is required and should be monitored by each school’s band
director.
Registration for the event on Friday is at 10:00 AM, and seating will begin at 10:30 AM.
Percussionists are reminded to bring sticks and mallets. Trumpet and trombone players are reminded to
bring mutes.
Please notify Logan Epperly at Chatham Middle School as soon as possible if a student is not able to
participate. The sooner that happens, the more time there is to contact an alternate. If an alternate is
called after the programs go to print, an announcement will be made from the stage indicating that
student’s participation in the event.
Event Chair Contact Information:
Logan Epperly, Chatham Middle School
11650 US-29
Chatham, VA 24531
logan.epperly@pcs.k12.va.us
Host School Address for GPS Routing:
Cave Spring High School
3712 Chaparral Dr,
Roanoke, VA 24018
It is each director’s responsibility to coordinate housing for their students. Call and reserve your rooms
as soon as possible to guarantee availability and the listed rates.
If you have questions, please reach out. Stay on top of the deadlines listed above. Our district events
cannot function without 100% compliance and submission of the required materials. Bookkeepers will
not write checks for guest conductors, meals, or other event costs until all participating schools have
submitted their fees. If I have not received your School Registration, Student Registrations, and
check by February 11th, I will begin contacting alternates to fill your students’ spots.
Thank you for giving me the opportunity to serve our district as the chair for this event. Please let me
know what I can do to help you. I look forward to seeing you all in a few weeks!
Thanks for helping this event run smoothly.
Logan Epperly
STUDENT MEDICAL AND
EMERGENCY FORM
All-District Band Event
Every participating student must have this form on file.
PLEASE PRINT NEATLY
STUDENT (first middle last)
________________________________________________________________________AGE_______
SCHOOL ___________________________________________________________________________
DIRECTOR NAME____________________________________________________________________
PARENT / GUARDIAN ________________________________________________________________
PHONE (day) ___________________________ PHONE (night) _______________________________
HOME ADDRESS ____________________________________________________________________
ALLERGIES/MEDICAL
CONDITIONS_______________________________________________________________________
I WILL BE: ❑ commuting from home ❑ staying at a local hotel/motel
HOTEL ______________________________________ HOTEL PHONE ________________________
(DIRECTORS: Leave the name of the hotel and number where you can be reached in case of
emergency.)
If necessary, the host director has my permission to seek medical attention for the above named student.
The doctor to whom my child is assigned has my permission to act, as he/she deems medically
appropriate. I agree to assume financial responsibility for any and all costs incurred.
PARENT/GUARDIAN SIGNATURE _______________________________________________________
RELATION TO STUDENT ______________________________________________________________
INSURANCECOMPANY _______________________________________________________________
POLICY NUMBER ____________________________________________________________________
EMERGENCY CONTACT NAME ___________________________________ PHONE_______________
In the case of an emergency, every effort will be made to contact the parent/guardian at the above
numbers before any medical procedures are performed. Please list any special allergies, medications or
conditions on the back of this form.
Students: Return this form to your band director ASAP.
Directors: Submit one completed form for each student to the registration table at the event.
