Rules & Policies

1.1- The following definitions shall apply to this Policy Manual:

• MEPA- The Mid East Performance Association
• MEJA- The Mid East Judges’ Association.
• WGI- Winter Guard International.
• Board of Directors- The 14 elected officials as stated in the MEPA Bylaws.
• Contest Administrator- The person assigned to enforce all MEPA rules at a given event.
• Unit- A color guard or percussion ensemble competing in MEPA.
• Show Host- The organization sponsoring a MEPA sanctioned contest.
• Circuit Championships- The final event in the MEPA competitive season.
• Bylaws- The official governing documents of MEPA.
• Divisions- MEPA has two divisions: The Percussion division and Color Guard Division.

2.1- Through a general membership vote, MEPA has adopted most WGI rules and policies regarding competitive procedures. Anything not found in this manual is addressed in the WGI Rulebooks. In order to have a clear understanding of the activity and rules associated with it, the new director must read the WGI Color Guard or Percussion Manual. If any clarification is needed, the MEPA director is encouraged to contact the board member of their choice.

3.1- The MEPA Bylaws are the association’s primary governance document.

3.2- This manual does not set policy but instead, reports it. This manual is a guide for directors and should not be seen as a complete report of all policies on file. Readers are advised to read and have a complete understanding of MEPA Bylaws and WGI policies before reading this manual.

3.3- All items are taken from the MEPA Bylaws, WGI Policy, or minutes of past board of directors or circuit membership meetings.

3.4- Changes to this manual may be made at the discretion of the board of directors by majority vote or in the form of a motion made at circuit meetings but this manual cannot override MEPA Bylaws.

4. Membership and Fees

4.1- Any color guard or percussion unit may request MEPA membership providing they meet all WGI and MEPA requirements for competitive performance.

4.2- Membership is established by completing the membership application, paying applicable fees and previous years’ penalties. Membership is not granted until all of these requirements are met.

4.3- Membership is for one year. Units must reapply each year.

4.4- All units must pay a surety bond which ensures that a unit performs at all of their registered events. This is only paid once and is only refunded by request of a unit should they decide not to request membership the following year. For more information regarding surety bonds, please refer to Article III of the MEPA Bylaws.

4.5- Fee structure is established by the MEPA Board of Directors prior to each competitive season.

5. Meetings

5.1- MEPA Bylaws require a full membership meeting between April and June.

5.2- The MEPA full membership meeting is open to all members in good standing. All member units are highly encouraged to attend the meeting.

5.3- The MEPA Board of Directors meet at times dictated by the board and are open only to elected board members.

5.4- Each unit receives one vote regardless of the amount of unit representatives present at the full membership meeting.

5.5- Only an authorized representative of a unit may have voting privileges. Authorized representatives are established on the unit’s membership application and may not be changed once the application is received and approved.

5.6- No proxy votes are permitted. An authorized representative must be present to vote.

 

6. Fees & Insurance Requirements

6.1- All fees will be announced on the MEPA Membership form or the official MEPA website.

6.2- Non members may enter a maximum of 2 shows.

6.3- Non members do not have to pay a surety bond but if they do not attend a scheduled show, they forfeit their guest fee and are assessed the circuit no-show penalty. This must be paid before performing at the next show.

6.4- Sometimes, in order to make schedules in a timely fashion, units are placed on performance schedules before they have paid penalties. Units will not be allowed to perform until the fees are paid. Placement on the schedule does not constitute receipt of payment.

6.5- All fees can be paid for by check, money order, PayPal, or cash. The issuance of a purchase order is not considered as payment until the check is received by the MEPA office. Fees can be paid through PayPal from the MEPA website. Any unit paying by Paypal will be charged an additional service fee to cover PayPal costs.

6.6- If membership dues for Member Units are not received in the MEPA office by December 1^st, a late fee will be assessed. An additional late fee will be assessed on January 1^st. Please note that postmark date is not used by MEPA as payment date.

6.7- All Units must have on file a release of liability form. This must be sent to the MEPA office before the unit is considered a member. This form can be found on the MEPA website. No unit is permitted to perform until this form is on file.

 

7.0- All Member Units must have a Surety Bond on deposit in order to compete. The

amount for the Surety Bond is published each year in the membership application.

7.1- Any Member Unit that withdraws from a contest they scheduled for after the 21 day application deadline will forfeit their Surety Bond and the Member Unit may not compete in any additional MEPA contests until a new Surety Bond is paid. Any unit in violation of that rule will lose their surety bond and must pay a $150.00 penalty.

7.2- The MEPA President may waive any forfeiture should extraordinary circumstances take place such as severe weather. The MEPA President will announce via the MEPA website that a contest has been cancelled as soon as practical.

7.3- Should severe weather cause a school administrator not to perform at an event, that administrator must submit a letter to the MEPA President no later than 7 working days after the contest date.

7.4- A Member Unit that withdraws from a contest 21 calendar days or more prior to the contest date by notifying the authorized MEPA official, using the online form found on the show page or other acceptable form of written notification will not forfeit their Surety Bond. Note that any other method besides the online form is not a recognized way of adding or withdrawing from a show unless announced on the MEPA website by the president.

7.5- Surety Bonds for active Member Units will be carried over from year to year, unless otherwise requested in writing to MEPA.

7.6- Surety Bonds are refundable if the Member Unit is in compliance with contest rules and regulations and are not competing.

7.7- The Member Unit must make the request for their refund, in writing to the Treasurer, prior to December 1^st of the first non-competing season, or the bond will be forfeited to MEPA.

7.8- Surety Bonds will be refunded only to the name or organization representing the Member Unit that initially deposited the bond. It cannot be made out to an individual.

 

8.1- The MEPA Board of Directors will award the right to host MEPA sanctioned contests based on the following board approved criteria:

(a) Completion of the online form – The online form must be submitted along with all accompanying materials on or before the posted deadline. No late requests will be reviewed unless the Board of Directors votes to make an exception.

(b) Regional and calendar distribution – It is a prime consideration of the Board of Officers to provide a schedule in which contest sites are fairly distributed throughout the circuit boundaries to provide reasonable opportunities for all guards to meet their minimum show requirements without undue travel.

B) Show Hosting History – The Board of Officers will consider previous show hosting performance. Prior show hosting experience does not guarantee a show will be awarded over a group with no hosting history.

8.2- All Show Hosts must agree with and sign the “Show Host Contract.” Signing stipulates that the host will fulfill the obligations as outlined by the contract.

8.3- All Show Sponsors must provide a signed copy of the show contract, proof of site liability insurance, a copy of the signed facility request from a district administrator, and the show hosting deposit. These items must be submitted prior to the deadline stated on the contract or a late fee of $200 will be assigned to the host and their eligibility to host the following year placed in question.

8.4- Show host is responsible for paying the judges and the contest director as invoiced by the Chief Judge.

8.5- All payments must be made prior to the end of the contest day.

8.6- The maximum contest day on Saturday competitions will be 11am-9PM. On Sunday, the maximum will be 9AM-4PM.

8.7- A maximum of 65 units will be permitted to enter any given show.

8.8- A Site Selection Committee will be responsible for the selection of appropriate

Contest venues. This committee will consist of the President, Vice Presidents, and two other board representatives. The committee should be made of at least two representatives from color guard and percussion. While it is permissible for primary affiliations to exist, only one person on the committee may be affiliated with a school wishing to host a show. The president will chair the committee and may make substitutions to fulfill the stipulations of rule 8.8.

8.9- All units will register for shows upon initial registration with the circuit.

8.10- Units may add or drop a show up to 21 calendar days prior to the show date. After that, the show is closed and changes cannot be made without the permission of the President. The president is advised to only make exceptions in extraordinary circumstances. Units who withdraw from a contest after the 21 day period are subject to the no show penalty and loss of their surety bond which must be reestablished before their next performance.

8.11- Upon arrival at a contest, the unit director must immediately sign in at the Unit Check-in desk.

8.12- Music should be taken to the sound engineer by a unit representative. It should not be given to contest personnel.

8.13- Sound checks may be done on breaks or before the show. This is left to the discretion of the sound engineer and contest administrator.

8.14- All music is played at a pre-set decibel level. For the safety of all spectators, this level will be maintained throughout the unit’s performance.

8.15- Units are highly encouraged to purchase food from the show site’s concession stand. MEPA frowns on units bringing their own meals and taking table space at show sites.

 

9.1- To keep contest experiences consistent from site to site, MEPA follows WGI guidelines governing staff passes for contests.

9.2- Each unit receives 7 staff passes to provide to anybody they choose. This includes staff, non-performing students, parents, or anybody else involved in managing the unit. Any additional staff passes must be purchased at the regular ticket price.

9.3- Full season passes are provided to the Board of Directors only. Any person found wearing a season pass that isn’t on the Board of Directors may cause a penalty to be assigned to that unit.

9.4- Any unit attempting to gain entry for non-paying staff will be subject to a penalty at the discretion of the contest administrator.

9.5- Any unit representative arguing with a show site concerning this policy will subject their unit to a penalty at the discretion of the contest administrator.

9.6- Show sites are required to follow MEPA rules governing staff passes. They are not permitted to change this rule without the permission of the MEPA President.

 

10.1- Performance order is determined in two parts. First, any unit who registers and pays all dues and penalties prior to December 1^st will be placed in a random draw for performance order. After that, the date that the application is received in full or paid completed online is used to determine performance order. Please note that MEPA does not use postmark. Date received in the MEPA office is used to assign order.

10.2- For the random draw, a random number is assigned to each unit and the highest number performs last in their class.

10.3- For the second draw, units are placed in reverse order determined by the date the complete application is received in the MEPA office. (The latest received application performs first)

10.4- Membership status has no bearing on performance order.

10.5- Performance order may be changed so that two units from the same school do not perform within 30 minutes of each other with no unit going on later than the original performance order procedure would dictate.

 

11.1- All competing units in The Mid East Performance Association must abide by WGI rules and regulations concerning the eligibility of performing members. WGI Eligibility Rules include but are not limited to:

(a) Members who have not reached their 23rd birthday on March 31 of any given year shall be permitted to compete in contests governed by WGI or MEPA.

11.2-This age rule applies to all units except those entered in the color guard Independent World Class. Independent World Class units may compete with members of any age.

11.3- Each unit appearing in MEPA contest shall be prepared to show proof of member’s age.

11.4- Member Units whose total membership comes from the same school or schools that feed into that school and abide by the WGI age rule may compete in the scholastic (non-post secondary) divisions provided by WGI.

11.5- Each school unit appearing in a MEPA contest in a scholastic class may be prepared to show proof of enrollment in sponsoring schools.

11.6- No Colorguard unit may compete with less than five (5) nor more than forty (40) members on the floor of competition at any time for world class color guards and no more than thirty (30) for all other guards. Percussion units have no minimum or maximum members. An exception is made to for line units who may compete with 4 members.

11.7- Should 11.6 be violated, the unit will be permitted to perform in exhibition. They will receive judges’ commentary but no scores. If the event is a prelims/finals event, performance in finals is at the discretion of the contest director and chief judge.

11.8- MEPA strongly discourages independent colorguards or percussion units from utilizing membership composed of ANY students who were previously enrolled in an active scholastic colorguard or percussion program and have not yet graduated from high school.

 

12.1- A penalty of 0.5 points up to disqualification may be assessed on any unit which exhibits reckless conduct during entrance or exit in regards to setting and/or clearing props and floor covers.

12.2- All units, regardless of class, will adhere to the protective padding and footwear rules. Any unit not doing so will be subject to a minimum penalty of two (2) points and are subject to disqualification and will not be allowed to perform unless corrections can be made without delaying the contest. This policy will be enforced by the Contest Director.

12.3- Sound checks will be permitted during the hour prior to the start of the show. Sound checks may be permitted during breaks in the show at the discretion of the Contest Director. It will be the responsibility of the Contest Director to ensure that the sound checks take place within the prescribed limits.

12.4- Unit directors, staff, and parents are expected to conduct themselves in a way that makes them role models to the young people that they teach. Any behavior deemed severely disruptive, disrespectful, or unlawful will result in a penalty to the unit as assigned by the contest administrator and a review by the MEPA Board of Directors. Repeated infractions may result in removal from future competitions and a forfeiture of all paid dues and surety bond.

 

13.1- The unit director may choose the classification in wish they will compete. Classification is based on the judging paradigm, not the age of the members.

13.2- Units may choose to compete in different classes in different circuits.

13.3- Once a unit declares a class, they may not change classes without the consent of the appropriate classification committee.

13.4- Two classification committees shall be in existence at all times. One committee will govern classification issues regarding percussion and another will govern classification issues regarding color guard. These committees will govern over all classification issues. Their decision will be final.

13.5- The vice president of percussion will chair the percussion classification committee and the Vice President of Color Guard will preside over the Color guard classification committee.

13.6- Each committee will consist of a minimum of 5 members. The Vice President and Judges’ training director of the particular division (percussion or color guard) are required members. The vice president will assign at least three representatives to serve on the committee.

13.7- No member with a primary affiliation as defined by WGI to the unit in question may serve on a classification committee. Should there not be enough eligible members to serve, the vice president may assign other personnel to complete the 5 person minimum. First, the vice president should assign another existing board member. If no board member is available or eligible, the vice president should assign a practicing judge.

13.8- Only the chief judge, President, Vice President, judges’ training directors, or head of the judges’ association may recommend a classification change. This must be in consultation with the judges who viewed the unit that day. A majority of the judges from the show should agree. At no time should an inquiry from another unit be used as origination of a review.

13.9- Should a unit be recommended for review, they must be notified in writing by the President or Vice President within 48 hours of their last performance. The unit director will be notified of the preliminary finding of the originating members.

13.10- If a unit is recommended for review, they may accept the finding or appeal it. If the unit chooses to appeal, they must supply a video of their last practice or performance within 7 days of their last performance. If the unit is performing the following week, they must provide a video at least three days before their performance or the ruling will stand for that week.

13.11- The classification committee will review the video and vote. At majority of the members must agree with the original finding or the unit’s original class must be restored.

13.11- Any classification carried out by WGI will be adhered to by MEPA.

13.12- The ruling of the classification committee is final.

13.1- The contest season will begin no earlier than January 1 and will extend no later than April 30.

13.2- Contest dates and show hosts will be decided by the Board of Directors at a meeting prior to the Initial Membership Meeting. Show bids must be received by a date determined by the Board of Directors and announced through e-mail and the association website.

13.3- All member units must attend a minimum of 3 shows in order to compete in MEPA Championships. Attendance at a WGI show doesn’t count toward the four.

13.4- Sanctioned contests will be held on Saturday’s beginning no earlier than 1:00 PM, and the last competing unit will be scheduled to conclude their performance no later than 10:00 PM. On Sundays, no competition will begin earlier than 9:00AM and end no later than 4:00PM.

13.5- Once any contest has reached the time restraints, the contest will be closed to any further submissions.

13.6- All MEPA contests will conclude with an awards presentation (known as the “retreat”). At MEPA sanctioned contests the retreat will consist of captains only. At the Circuit Championships, the retreat will be “full-unit” with all performing members participating. If necessary, due to time or site capacity concerns, one or more “mid-show” retreats will be scheduled to present awards for those classes that have competed.

 

14.1- All recognized WGI classes are utilized in MEPA competitions. All rules governing these classes are written in the WGI manual and are strictly adhered to by MEPA.

14.2- MEPA also employs an exhibition class allowing units who do not wish to compete to perform at MEPA sanctioned events. These units must adhere to the requirements of a certain class and will be given judges’ commentary but no scores. Exhibition units are allowed to perform only when show length allows. Competitive units take priority over exhibition units.

14.3- MEPA recognizes additional classes not recognized by WGI.

14.4- In the percussion division, Regional A is one class lower than the Scholastic A class where elementary skills are employed. This class is an introductory class allowing units to learn the basics of WGI and MEPA competition. See the attached skills sheet for Regional A class. It is expected that units will be promoted from this class as soon as skills beyond the elementary level are exhibited.

14.5- Line units are MEPA’s introductory class so color guard units can concentrate on equipment skills at an introductory level.

15.1- MEPA will hold a circuit championships event as the last competitive event of the competitive season

15.2- Circuit Championships will be two-day, prelims/finals style event ran in a similar way to WGI two-day regional events.

15.3- The Board of Directors will choose a venue or venues which are of suitable size to host the event.

15.5- MEPA will sponsor circuit championships with proceeds going to MEPA.

15.6- Member Units must fulfill all financial responsibilities and performance requirements to participate in the Circuit Championships. Member Units may appeal to the Board of Directors to be allowed to compete in cases where these responsibilities and/or requirements are not met.

15.7- The vice presidents will serve as contest chairs for each division’s event. They will oversee a series of committees to handle all aspects of circuit championships with the assistance and direction of the president.

15.8- Each board member will be assigned tasks relating to this event. The Vice Presidents are encouraged to ask MEPA members outside of the Board of Directors to assist in the event.

15.8- All Member Units are required to volunteer two (2) adults to work at a post position assigned to them by the Contest Coordinator. Failure to do so will result in a loss of the unit’s surety bond. Member Units will not perform in future seasons until the remainder of the fine is paid. Only the Board of Directors can waive any fees or fines. Units may ask other units to provide extra personnel in their place.

15.9- The order of performance will be determined by random draw for classes of six or less. For classes with seven or more units, the approved MEPA method of seeding will be used. Refer to the seeding policy at the end of this manual for an explanation of seeding.

15.10- Trophies or plaques will be awarded at Circuit Championships for First, Second, and Third place in all competitive classes. Special performances will not receive awards.

15.11- Championship medals will be awarded to each performing member of the units that place first, second and third in each class at Circuit Championships. The amount of performers will be taken from the timing and penalties sheet. Up to seven (7) additional medals will be awarded to these units for directors and support staff.

15.12- As circuit finances allow, MEPA will award up to four scholarships based on the approved scholarship application process. A committee chaired by the secretary will review all applications and make recommendations to the president.

15.13- Performers who are engaging in their last year of eligibility with their unit because of age restrictions or high school graduation will have their name read during the championship finals retreat. Directors must submit the names of these performers to the designated circuit representative by the deadline communicated. The completed list will be placed at unit check-in for review. Directors are asked to carefully review the list to assure all members are present.

16.1- Units should read the WGI manual for a complete explanation of the critique process.

16.2- MEPA makes every effort to provide a critique at each event. Sometimes, due to show scheduling, travel arrangements, and other variables, critique cannot be offered.

16.3- As a general guideline, Saturday shows will always have a critique. Sunday shows will have a critique for the division performing first but no critique for the second division.

16.4- In order to participate in critique, a unit is required to listen to all judges’ commentary.

16.5- Those units performing later should sign up for a later critique time in order to have time to listen to their commentary.

17.1- Inclement weather is defined as any weather-related incident which causes a competitive event to be canceled.

17.2- See rule 7.3 for information regarding surety bonds relating to weather cancellations.

17.3- The president, in consultation with the contest host, may cancel an event. In the event that the president is unavailable to make this decision, the Vice President of Color Guard will be charged with the decision.

17.4- If a weather situation does not cause a show to be cancelled yet a school administrator does not allow a unit to travel, the unit must submit a letter from the administrator stating the reason. This letter must be submitted no more than 7 calendar days from the original show date. The unit director must also send e-mail to the MEPA president prior at least one hour prior to the start of the show. If the unit is not in compliance with either of these two rules, they will be charged the penalty for not performing at a scheduled show plus lose their surety bond.

17.5- If MEPA personnel cancel a show, the unit will be given credit for attending.

17.6- If a unit would like to enter another show as a result of the original show being cancelled, they must notify the MEPA scheduler or President within 48 hours of the cancelled show.

17.7- If a unit adds a show due to the cancellation of another show, they will perform first in their class. If more than one unit in the same class adds the same show, they will be placed at the begining of their class but in the order they would have performed in the cancelled show.

17.8- Any unit performing during the weekend following a show that was cancelled due to inclement weather, they should expect schedule changes. These changes will take place no later than Tuesday before the weekend.

Color Guard Seeding Procedures

****Seeding will only affect those color guard classes with 8 or more units.****

At the July 2009 board meeting, the MEPA Executive Board has adopted a seeding process more like WGI’s. To determine the performance order for MEPA Championships, we will use your most recent score from a MEPA event. To this score, MEPA will add 2pts a week for January and February and 1 pt a week for March. Units must compete in a minimum of three shows or a zero will be included in the calculation.

Once scores are adjusted, there will be a draw in groups of 4. Were there to be an identical adjusted score, the units would be listed alphabetically. Here is an example to show how the system works.

The scores listed in black are the last score the unit received from a MEPA event.

Unit A MEPA Score from March 6/7 71.2

Add 1 (week of 3/8) +1 (week of 3/15) +1 (week of 3/22)

= Adjusted Score 74.2

Unit B MEPA Score from February 13/14 70.4

Add 2 (week of 2/15) + 2 (week of 2/22) + 1 (week of 3/1) + 1 (week of 3/8) +1 (week of 3/15) +1 (week of 3/22) = Adjusted Score 78.4

Unit C MEPA Score from March 13/14 64.5

Add 1+1 = Adjusted Score 66.5

Unit D MEPA Score from March 21/22 75.9

Add 1 = Adjusted Score 76.9

Unit E MEPA Score from March 13/14 77.7

Add 1+1 = Adjusted Score 79.7

Unit F MEPA Score from March 21/22 81.4

Add 1 = Adjusted Score 82.4

Unit G MEPA Score from March 6/7 73.5

Add 1+1+1 = Adjusted Score 76.5

Unit H MEPA Score from February 6/7 66.4

Add 2+2+2+1+1+1+1

= Adjusted Score 76.4

Rankings

Unit F 81.4

Unit E 79.7

Unit B 78.4

Unit D 76.9

Unit G 76.5

Unit H 76.4

Unit A 74.2

Unit C 66.5

The first 4 units (in red) would have a random draw and perform in the last 4 slots and the 4 units in blue would have a random draw and perform in the first slots during their class.

We hope by adopting WGI’s process, we are making it a more even playing field.

***If the class has 7 or fewer performing units, there will be a random draw for performance order.