Guidelines for Program Chairs

FALL RECITAL – GUIDELINES FOR CHAIR

September:
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:
⦁ 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)
⦁ 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. It is useful to include a column with student ages too.
⦁ Programs should be about 45- 50 minutes each. Plan on a 20 minute break in between programs.
⦁ Make sure that the teacher has submitted the correct application fee.
⦁ Shuffle application forms 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 student’s performance time.
⦁ Type the programs and create the cover page. One printed program for each. The number of printed programs should be based on the number of participant – 3 x the number of participants should be enough.
⦁ 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
⦁ Participation certificates, ribbons, flowers or any other means of recognition for participation within your budget can be presented.
⦁ If necessary, make signs to direct the audience to the recital hall.
⦁ Prepare a short a welcome to the audience, to introduce yourself and to tell them a bit about the program
⦁ 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.

The Day of the Recital:

  • Prepare the front rows for student performers; sticky notes with numbers 1 through 20 (depending on the number of performers). Students are seated in the front rows according to their performance number. 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
    • 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 flower and certificate and remain for photo opportunity.

After the Fall 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
⦁ Copy the Board on the Financial Summary.
⦁ Send a list of participants to the Achievement Awards Recital Chair

 

SPRING FESTIVAL – GUIDELINES FOR CHAIR

April:

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:
⦁ 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)
⦁ 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. It is useful to include a column with student ages too.
⦁ Programs should be about 45- 50 minutes each. Plan on a 20 minute break in between programs.
⦁ Make sure that the teacher has submitted the correct application fee.
⦁ Shuffle application forms 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 student’s performance time.
⦁ Type the programs and create the cover page.
⦁ 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
⦁ Participation certificates, ribbons, flowers or any other means of recognition for participation within your budget can be presented.
⦁ If necessary, make signs to direct the audience to the recital hall.
⦁ Prepare a short a welcome to the audience, to introduce yourself and to tell them a bit about the program
⦁ 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.

At the Recital:

  • Prepare the front rows for student performers; sticky notes with numbers 1 through 20 (depending on the number of performers). Students are seated in the front rows according to their performance number. 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
    • 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 ribbon or certificate and remain for a photo opportunity.

After the Spring 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 Board on the Financial Summary.
⦁ Send a list of participants to the Achievement Awards Recital Chair

 

WINTERFEST – GUIDELINES FOR CHAIR

 

September:
After consultation between chair and assistant chairs, contact and secure either two or three judges depending on the budget constraints ($350 each for a full day usually). Provide judges with details about the time, date and venue. To be confirmed and updated about two weeks before the event.

November:

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.

November – after all the applications have been 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)
⦁ Make a list of each teacher and her/his students and start placing the students into programs. Start with the special requests. 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. Plan on a 20 minute break between recitals.
⦁ Make sure that the teacher has submitted the correct application fee.
⦁ Shuffle individual application forms 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 student’s performance time.
⦁ Contact judges to confirm the length of the recital day, the venue, their arrival time, parking arrangements
⦁ 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), 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
⦁ If necessary, make signs to direct the audience to the recital hall.
⦁ Write a few words to use as an introduction and explanation of the Winterfest program and an introduction of the judges
⦁ Request a check for each judge from Treasurer
⦁ Order food for delivery for judges, chair and co-chair
⦁ Prepare a folder for each judge containing:
1. Competition guidelines and age categories
2. The program without student names
3. A comment sheet with student number and repertoire at the top
4. A judging sheet for deliberations and personal comments
5. Include a personal thank you note with their check
⦁ Reconfirm arrangements with judges
⦁ Make final 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!

At the Recital:

  • Prepare the front rows for student performers; sticky notes with numbers 1 through 20 (depending on the number of performers). Students are seated in the front rows according to their performance number. 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 the judges
    • 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

After the Winterfest:
⦁ Notify the winners and Honorable mention recipients. Decide on a time and place for trophy pick-up.
⦁ Send the list to Website coordinator for publication
⦁ Do a Financial Summary and send this, together with the teachers’ checks, to the Treasurer.
⦁ Copy the Board on the Financial Summary.
⦁ Send an alphabetical list of participants to the president
⦁ Order the number of trophies and nameplates needed for delivery. Work within your budget constraints to decide on trophy size and design.
⦁ Order the nameplates for all Winners and Honorable Mention recipients
⦁ Prepare the trophies with the nameplates for distribution at an agreed upon time or place.

 

SONATA/SONATINA COMPETITION – GUIDELINES FOR CHAIR

September/October:

After consultation between chair and assistant chairs, contact and secure either two or three judges depending on the budget constraints ($350 each for a full day usually). Provide judges with details about the time, date and venue. To be confirmed and updated about two weeks before the event.

December:

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 have been 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)
⦁ Make a list of each teacher and her/his students and start placing the students into programs. Start with the special requests. 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. Plan on a 20 minute break between recitals.
⦁ Make sure that the teacher has submitted the correct application fee.
⦁ Shuffle the application forms 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 student’s performance time.
⦁ Contact judges to confirm the length of the recital day, the venue, their arrival time, parking arrangements
⦁ 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), 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
⦁ If necessary, make signs to direct the audience to the recital hall.
⦁ Write a few words to use as an introduction and explanation of the Sonata Sonatina program and an introduction of the judges
⦁ Request a check for each judge from Treasurer
⦁ Order food for delivery for judges, chair and co-chair
⦁ Prepare a folder for each judge containing:
1. Competition guidelines and age categories
2. The program without student names
3. A comment sheet with student number and repertoire at the top
4. A judging sheet for deliberations and personal comments
5. Include a personal thank you note with their check
⦁ Reconfirm arrangements with judges
⦁ Make final 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!

The Day of the Competition:

  • Prepare the front rows for student performers; sticky notes with numbers 1 through 20 (depending on the number of performers). Students are seated in the front rows according to their performance number. 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 the judges
    • 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

After the competition:

Notify the winners and Honorable mention recipients. Decide on a time and place for trophy pick-up.
⦁ Send the list to Website coordinator for publication
⦁ Do a Financial Summary and send this, together with the teachers’ checks, to the Treasurer.
⦁ Copy the Board on the Financial Summary.
⦁ Send an alphabetical list of participants to the president
⦁ Order the number of trophies and nameplates needed for delivery. Work within your budget constraints to decide on trophy size and design.
⦁ Order the nameplates for all Winners and Honorable Mention recipients
⦁ Prepare the trophies with the nameplates for distribution at an agreed upon time or place.

 

 

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:

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:
⦁ 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). Verify that each student qualifies for the program based on previous event participation, Check the validity of the various musical periods covered, and make sure that the teacher has submitted the correct application fee.

⦁ 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
⦁ 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.
⦁ 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!

At the Recital:

  • Prepare the front rows for student performers; sticky notes with numbers 1 through 20 (depending on the number of performers). Students are seated in the front rows according to their performance number. Have a helper teacher take care of seating the students as they arrive.
  • Set the trophies up on a table in the front for each program in the order of performances.
  • The announcer should be able to project their voice and be comfortable in front of an audience.
  • At each program –
    • welcome the audience
    • explain the Achievement Awards Recital 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 trophy and remain for a photo opportunity.

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.