video1.0<iframe src="https://www.loom.com/embed/673e7a843ac946a4b724f8683447b500" frameborder="0" width="1920" height="1440" webkitallowfullscreen mozallowfullscreen allowfullscreen></iframe>14401920Loomhttps://www.loom.com14401920https://cdn.loom.com/sessions/thumbnails/673e7a843ac946a4b724f8683447b500-9c4a82e182fab28f.gif3564.99The meeting reviewed practical logistics for spring training and summer tour including recording availability, where to find detailed materials, communication channels (Slack and email), schedules, mail procedures, and required forms and payments. Health, safety, and medical processes were explained alongside medication and prescription handling; arrival dates, free days, and performance-day procedures were covered. Fundraising, merchandise, volunteer opportunities, media/photo access, contact methods, and answers to parent questions (arrivals, prescriptions, banquet, jackets, bus boxes) were provided with links and follow-up contacts. ### Meeting recording and materials availability 1:27 - Meeting is being recorded automatically via Loom; recording and deck will be posted to the Parent Facebook page and bluecoats.com/parents. - Deck and recording from February meeting are available online for parents who missed prior session. - Organizers will post links and email resources in the next day or two. ### Organization overview and leadership 3:09 - Bluecoats Inc. is a 501(c)(3) nonprofit with a ~32-person board; Scott Swaldo is board chair and Mike Scott is CEO. - Genevieve Geisler serves as CFO/COO and co-director of the Drum Corps with Mike Scott. - Leadership and staff roles (brand manager Liz Clayton, business manager Sean Logan, program operations Cody Schuster, program admin/production coordinator Courtney) were identified and website staff page (bluecoats.com/staff) provided for more details. ### Primary communication channels 4:25 - Slack is the primary communication tool during spring training and summer for schedules, rehearsals, meals, and music. - Staff and contractors are contactable via first initial + last name @bluecoats.com email format; phone and emergency numbers will be shared in the deck. - Parents encouraged to type questions in chat or use raised-hand; non-urgent questions will be handled mostly at end or via email. ### Rehearsal schedules and free days 5:18 - Sample rehearsal schedules and the full-season schedule are available at bluecoats.com and were reviewed previously in February. - Typical pattern: one full free day per week (commonly Monday) during spring training and tour, with flexibility for holidays or show/travel needs. - Daily schedules can change; organizers hold a daily meeting to adjust and publish the updated day-by-day schedule at bluecoats.com/today. ### Safety, health, and medical staffing 6:05 - Health and wellness team led by Dr. Tessier (team physician) and Kylie Robbins (head athletic trainer); typically two to three ATs on site and sometimes a DPT. - Spring training includes health and wellness interns (master's level) assisting the trainers. - Licensed therapists Gary and Melody Lee lead mental health team; performers can interact via Slack/email and set appointments as needed. ### Mail, packages, and urgent deliveries 7:10 - Parents may send mail/packages to performers through June 24 using the provided university address; deck and parent page will include the exact address. - University mail can take several days; deliveries on holidays/weekends are delayed—urgent items (prescriptions/perishables) should be coordinated with staff before sending. - Alumni will publish a mail stop list for post-June 24 deliveries; organizers will share those sites and guidance over the summer. ### Administrative checklist, forms, and fees 8:40 - Performers have been reminded about required administrative items via email, Slack, and at April camp; most have completed items. - Financial deadlines: fifth program fee installment due April 30; final installment due on arrival at spring training or by May 31; California flight fee already due. - Required compliance: sideline learning/DCI trainings, background check for 18+ performers, sports physical and sickle cell form uploaded to Rank One were due and must be verified. ### Member supplies, jackets, and adopt‑a‑member program 9:57 - Member jackets are optional but popular; ordering deadline referenced (around May 8) and jackets available via the Performer Supply link. - Varsity/Stanbury sponsorship provides one free shirt and shorts or tank and shorts per performer to reduce required purchases. - Adopt‑A‑Member is optional, opt-in deadline June 1, pairs performers with alumni for mentorship and small gifts; under-18s require parental signature for opt-in. ### Spring training arrivals and on-site logistics 12:22 - Arrival timeline: battery and front ensemble arrive May 15 (rehearsal May 16); additional arrivals May 18 (student leadership, tubas, international students); official move-in 'Moving in Blue day' May 19; first full rehearsal May 20. - Parents may attend rehearsals at spring training and on tour but must refrain from video/audio recording; schedule available one day at a time on bluecoats.com/today. - Local shopping options near Mount Union (Walgreens, Walmart, big-box stores) and ability to mail items to performers were explained. ### Bluecoats summer music series and innovations show 14:30 - Blueway Summer Arts Camp (June 24–27) for high-school students includes leadership and instrument/guard focus and a performance with Bluecoats at opening night. - Opening Night Community Celebration on June 27 features Ohio drum corps and affiliated ensembles; opening night broadcast via FloMarching and tickets available at bluecoats.com/openingnight or DCI ticketing. - Innovations/primary show on August 3 at University of Akron (Infosysion Stadium) with 13 corps; tickets on sale via DCI ticketing and premium seating/lounge options available, hotel block details provided for championships. ### Tour schedule, tickets, and recommendations 17:01 - Full tour schedule available at bluecoats.com/events with links to DCI or venue ticket vendors; many tour event tickets are on sale now. - Organizers recommend purchasing tickets early for major events (championships, major regionals) because incentives/block sales were discontinued and seats fill quickly. - Championship hotel block at JW Marriott/SpringHill Suites in Indianapolis; banquet held at JW Marriott with recommended booking by July 2 for block rates. ### Fundraising, monthly giving, and merchandise 20:14 - Summer Music Series program (printed program) offers performer shoutouts; deadline for shoutouts May 10 and corporate sponsorship opportunities available via mscott@bluecoats.com. - Fundraisers: Moving in Blue campaign aims to raise $20,000 to offset fuel costs (launching May 19 social content); Feed Blue allows meal sponsorships by date and level with social shoutouts (bluecoats.com/give/sleepblue). - Monthly giving group 'The Shield' offers benefits starting at $10/month and discounts at Bluecoats Marketplace; marketplace (bluecoats.com/shop) is a key fundraiser with new show-themed merchandise launching opening night. ### Volunteering, production help, and media/photo access 25:48 - Volunteer needs: many slots already filled; ongoing need for food service help at spring training (especially early and late weeks) and limited touring volunteer bunks; sign up via volunteer@bluecoats.com. - Costume sewing/production help may be needed at spring training pending Stanbury delivery dates; contact volunteer@bluecoats.com for specifics. - Media: professional photographer and videographer accompany tour; photos and selected content posted to bluecoats.smugmug.com (not to parent Facebook); parents may save images by tap-and-hold rather than screenshot; content posting can take days due to editing and travel Wi‑Fi. ### Contact methods and emergency procedures 29:20 - General inquiries: corps@bluecoats.com; specific staff contacts available on website and in the deck. - Tour emergency hotline cycles through leadership (including Genevieve, Mike Scott, Cody) for true emergencies and is available 24/7 for urgent family contact needs. - Genevieve provided personal Bluecoats work email and cell phone for direct contact as needed; staff request parents avoid Facebook/Messenger for professional or medical inquiries. ### Parent q&a highlights and operational clarifications 32:14 - Post-finals logistics: performers provided dorm housing Saturday night after finals; buses transport performers to banquet Sunday and to airport for flights after 5:00 PM; parents can take performers directly instead. - Car storage/pickup: some performers leave cars at earlier tour locations (e.g., Canton) but retrieving cars near Indianapolis may require coordination due to distance. - Medication and prescriptions: trainers (Kylie Robbins) verify physicals and sickle cell forms in their platform; for monthly prescriptions or refills organizers can accept package drops at Mount Union by June 24 or arrange pickup during tour with prior coordination; under‑18 medical communications require performer or parental involvement per policy. - Performance-day family interactions: there is limited informal interaction time after shows while loading equipment and eating, but no substantial free time; parents visiting on free days must meet performers at public drop-off sites rather than housing. - Equipment: performers should not bring personal color guard equipment or instruments unless specifically checked out by Bluecoats; most equipment provided. - Bus box recommendation: organizers suggest students purchase bus boxes in California after arrival to avoid transporting large boxes before equipment trucks arrive.