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 for Performing and/or Presenting 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

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 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:

• Spring 2022: Applications available online for the 2023 Conference.
  • Click through to complete an application and follow the guidelines as stated.
• TBA : Applications prepared for review and reviewed by a review team per category.
• TBA: 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 – TBA: 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.

CONFERENCE REGISTRATION:

Question: When do I register for conference badges?

Answer: 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.

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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, 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 members, 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, with the exception of the Scholarship Concert, which requires a separate registration and purchase.

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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 in order 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 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).

Question: If accepted, does JEN provide meals or housing?

Answer: JEN provides a complimentary registration badge to all clinicians and/or performers, including the supporting members of an ensemble or workshop panel if identified within this application. 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 Tab below 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 Lou.Fischer@wordpress-573658-1853764.cloudwaysapps.com

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

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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’x8′ Poster Board mount and pins necessary for presenting your poster session.

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

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

• LCD Projector with HDMI cable & Screen
  • You must bring your own computer & any required adapter specific to your computer to connect to the HDMI cable.
• PA System with ample microphones as indicated on your Application Form and appropriate to the particular room you have been assigned.
  • PA systems can accommodate a 1/4 or XLR cable in the event you bring your own microphone.
  • Bring your own 1/8″ audio cable to connect the audio output from your computer to the JEN provided interface box to connect to the sound board. We do not recognize the use of an iPhone or iPad for this purpose. If using this type of equipment, you must bring the special apple cable to get signal out from your device to the interface box/sound board.
• 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:

• 1 Digital 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. Stages receive priority distribution of this type of gear.)

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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

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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:

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.

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. 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.

Click to view and download: Conference JEN CD Sales Agreement

HOUSING:

Question: Where do I find housing information online?

Answer: The Housing Passkey link will open online soon.

PARKING:

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

Answer: (Information available at a later date.)

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GROUND TRANSPORTATION:

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

Answer:  (Information available at a later date.)

If you are a Large Group (more than 10+ 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.

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: (Information available at a later date.)

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

Answer: (Information available at a later date.)

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.