Achievement Awards Guidelines

ACHIEVEMENT AWARDS RECITAL – GUIDELINES FOR CHAIR

Throughout the year:
Collect the names of participants in our various branch recitals/competitions – preferably in alphabetical order to simplify the process of checking participation – as listed by teachers on their AA Recital application forms. Ask the various chairs to send you their list of participants.
Be sure a recital venue has been secured and is paid for in advance.

May:
Make contact with the college or school representative (where the recital will be held) to be sure it is booked. Be sure to obtain early morning contact numbers in case nobody is around to open the facilities.

After all the applications are received:
⦁ Make a list of all participants. (A spreadsheet is useful. Using two columns – one for the first name and one for the last name, it is easy to alphabetize the list)
⦁ Order trophies and name plates.
⦁ Check with Scholarship Committee if you need to have a plaque done for a Scholarship recipient….if so, place the order for plaque to be done and sent to you. You may also need to request to have a check processed (by our Treasurer) for an Awards Presentation….the board will inform you.
⦁ Check with CM Chair to see if there are Senior Medallion recipients that need to be presented with their medallions. Request the medallions be sent to you for presentation at the recital.
⦁ Make a list of each teacher and her/his students and start placing the students into programs…..do the special requests first. A spreadsheet again, is most useful. Include the performance time of each student on the spreadsheet so that you can total the performance time as well as the number of participants for each program.
⦁ Programs should be about 45- 50 minutes each
⦁ Compare your list of participants in the various Branch programs, with what is stated on the application forms. Check the validity of the various musical periods covered, and make sure that the teacher has submitted the correct application fee.
⦁ Shuffle application to achieve the best program order – mainly from young to older and/or from easy to advanced. But try to start the program with a fairly secure beginner and end the program with a fairly virtuosic piece.
⦁ Notify each teacher of their students’ performance time.
⦁ Type the programs and the cover page. The cover page will be repeated for each program and the individual programs (Program 1,2,3 etc), are inserted on the inside.
⦁ Programs can be printed on a home printer over several days or through a professional printer. Fold the programs and box them according to programs 1,2,3 etc
⦁ Organize the name plates according to the order of each program. Then attach the name plates to the trophies in this order and place the trophies in boxes accordingly, so that they can be removed at the recital hall and placed in order on a table in front for easy presentation at each performance. This trophy processing takes about three hours to do….so do not underestimate this particular job L Try to watch a movie at the same time to relieve the boredom…. Hint: it is much easier and less cumbersome to organize name plates than to shuffle trophies around.
⦁ If necessary, make signs to direct the audience to the recital hall.
⦁ Write a few words to use as an introduction and explanation at each program, of what the AA Recital is all about.
⦁ Write out a few words to be able to recognize all the CM Honors Students (ask them to stand) at each and every recital…explain the requirements and achievements of Honor Students. Also recognize the CM Senior Medallion recipients. Explain the requirements. This can be done by another willing teacher if preferred.
⦁ Write a short speech to recognize the Scholarship Awards students and present them with their awards at a program that suits them and their teachers…..check with the teacher. This presentation can be done by the President if preferred….or one of the Scholarship Awards committee.
⦁ Order food for delivery for judges, chair and co-chair
⦁ Make one more last contact to be sure the hall will be open and ready in the morning.
⦁ Be sure to have to helping hands to get you started in setting up!

After the AA Recital:
⦁ A Financial Summary has to be completed within two weeks of the event. Submit the summary together with the teachers’ checks, to the Treasurer. Chairs are encouraged to secure a $200 surplus

SUGGESTIONS:
This job can be split between three people to make it easier to handle.

⦁ One person to plan, type and print the program, do the signs and do the financial report and run the program on the recital day (The Chair)
⦁ One person to handle all the trophies and plaques and name plate orders and organizing.
⦁ One person to do the presentations and introductions at each program.