Baroque Festival Guidelines
BAROQUE FESTIVAL – GUIDELINES FOR CHAIR
Verify that the venue is booked and that our MTAC Certificate of Liability is on file with them. Be sure to obtain early morning contact numbers in case nobody is around to open the facilities.
After all the applications are received:
- Review the program budget. Work within the budget constraints at all times. Chairs are encouraged to secure a $200 surplus.
- Collate all the information from the application forms in one combined spreadsheet to start developing the programs.
- Start with the teachers’ special requests. Try to distribute each teacher’s students among neighboring programs. Avoid scheduling a large number of students from the same teacher in one program – preferably a maximum of 5 students.
- Programs should be about 45- 50 minutes each. Pay attention to the performance times listed for each student. Allow for transition time between student performances. Plan on a 15 to 20 minute break between recitals. Allow a 45 minute of set-up time before the start of the first program. It serves as a safety period in case of a delay in opening of venue and allows time to label the seats.
- Divide the morning into programs and shuffle the performers to achieve the best program order – mainly from young to older and/or from easy to advanced. Difficulty of repertoire overrides the age but exceptions may be valid. Try to start the program with a fairly secure beginner and end the program with a fairly virtuosic piece.
- Make sure that teachers have submitted the correct application fees. Fees have to be paid before students perform.
- Notify teachers of their students performance time at least 7 days before the event, but preferably sooner. Include a link for a map, details about the venue and parking.
- Type the programs and the cover page. The cover page could be repeated for each program and the individual programs (Program 1,2,3 etc), inserted on the inside. This is more cost effective than printing all the program pages in one booklet. A simple one page program is also acceptable for each scheduled program.
- Programs are usually printed one week in advance. Prepare the programs and box them according to programs 1,2,3 etc. Print approximately 2 – 3 times the number of participants per program.
- New since COVID: Programs should be forwarded electronically to each teacher for distribution to the participant families to allow them to print the programs themselves. This is a safer, more hygienic practice and is cost effective.
- Make signs to direct the audience to the recital hall if necessary.
- Participation certificates or other means of recognition for participation within the program budget, can be presented.
- Prepare a short welcome for the audience, introduce yourself and tell them a bit about the program (see more below).
- Make one more last contact to be sure the hall will be open and ready in the morning.
- Be sure to have enough helping hands to get you started in the morning.
The Day of the Recital:
- Prepare the front rows for student performers; stickers (easily removable type) with performance numbers and student names. Students are seated in the front rows according to their performance number. Seat the students to allow for supervision of the younger, and sometimes restless, little students if possible. Have a helper teacher take care of seating the students as they arrive.
- The announcer should be able to project their voice and be comfortable in front of an audience.
- At each program –
- welcome the audience
- introduce yourself and any co-chairs
- say a few words to explain the program
- ask the audience to turn of all electronic devices
- mention no videos or photos of unrelated students and no flash photography
- no exit or entry during a performance
- recognize participating teachers – ask them to stand
- At the end of each program, ask students to come up to receive their certificate and remain standing for a photo opportunity.
After the Baroque Festival:
⦁ 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 $200 surplus
⦁ Copy the President on the Financial Summary.
⦁ Within one week, send a list of participants to the President and the Achievement Awards Recital Chair. Please indicate any registered students who were not able to participate.
|BACH AND BAROQUE FESTIVAL – combined budget|
|Number of Participants:||11+13=24||no program||18||34||108|
|Bach Festival:||$ 400.00||$ 385||$ 500||$ 700||$ 630||$ 1,205||$ 1,080|
|Baroque Festival:||$ 250.00||$ 190||$ 700|
|Total Income:||$ 650.00||$ 885||$ 1,200||$ 700||$ 630||$ 1,205||$ 1,080|
|Hall rental||$ 100.00||$ 400||$ 300||$ 200||$ 200|
|Office Expenses (printing)||$ 40.00||$ 50||$ 25||$ 102|
|Judges||$ 600.00||$ 600||$ 600||$ 600||$ 600||$ 600||$ 525|
|Tropgies/Ribbons||$ 75.00||$ 100||$ 72||$ 106||$ 97|
|SCJBF Participation Fee||$ 75.00||$ –||$ 60.00||$ 60||$ 60||$ 75||$ 60|
|Total Expenses:||$ 890.00||$ 600||$ 1,150||$ 60.00||$ 960||$ 697||$ 1,083||$ 882|
|Profit/Loss:||$ (240.00)||$ 285||$ 50||$ (60.00)||$ (260)||$ (67)||$ 122||$ 198|