April 10 - 28, 2007
Overview of the organization of the Festival.
For the benefit of those who have not previously been involved with the Festival this is a fairly basic breakdown of how things operate.
Category: This is the music discipline being adjudicated, for example, Junior Piano, Bands, Recorder etc. Some categories, such as Junior Piano, are large and continue for a week or more. Other categories, such as Harp may occupy only one morning, or morning and afternoon.
Class: This is a subdivision of the category e.g. P001 Junior Piano Baroque, eight years and under. Depending on the number of entries a class may consist of only one competitor, or up to 14. Where there are more than 14 entries in a class it will be subdivided into subsections (P001a, P001b) which run as separate classes at different times.
Session: This is a morning, afternoon or evening of competition. There may be one, two or several classes in a session. The sessions usually start at 9a.m., 1.30p.m. and 7p.m. The sessions are scheduled to end in three hours or less, but because of the fact that adjudicators may take more or less time than scheduled, the differing times of classes and unpredictable withdrawals, the closing time of a session can vary. An adjudicator is scheduled to work no more than five session in two days, so in each category there is a free morning or evening every second day.
Venue: Most sessions take place in church halls. At some venues a custodian is available to open and close the building. At others we have a key, and need someone to open up thirty minutes before the start of the session and close at the end.
Adjudicator's secretary: At each session there is a secretary who sits with the adjudicator to assist him or her in the work. A coordinator of secretaries is responsible for ensuring the scheduling and training of secretaries. In most cases there is a coordinating secretary for each category. She will work many of the sessions herself, and make sure an alternate is available if she is not. A schedule of secretaries, with their phone numbers is available at each venue, together with the number of the coordinator in case there are any problems.
Category box: A file box is prepared in advance for each category. As well as the schedule it contains all the files, music and supplies necessary for all the sessions of the category, and a list of contacts to call in case of problems. The box will be brought to the venue at the beginning of the first session and picked up at the end of the last session. In most cases the box is left at the adjudication table throughout the week. In the few cases where it has to stay on site over a weekend it may be necessary to arrange for it to be put away during church services, until Monday morning. There are several contact numbers if supplies are needed during the week.
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Criteria for House Manager
The Festival has increased so much over the last few years that it is essential that we have in place a system which reduces the load which any one person carries. There is a large group of dedicated volunteers who are willing to give time during the three weeks of the Festival, but it becomes difficult to recruit people if the time commitment is too great. Certain key people are available for "trouble shooting" throughout the Festival, but it has become obvious that we need a house manager (HM) at each site during every session.
The aim is to have one or a group of people who will take responsibility for one venue for a certain period of time. Because of the nature of the program there are some venues which are operating for a few days only, and others where a full two weeks is required to cover the program. At some venues (St. Timothy's and Pleasant Park) it is necessary to have someone to open and close the venue at the beginning and end of each session. At other venues a custodian locks and unlocks at the beginning and end of each session.
Duties of house manager: We would like one (or two working together) to take responsibility for one venue for one week (or more or less, depending on category).
As soon as the program schedule is complete, the coordinating house manager will obtain a copy of the schedule for which he/she is responsible, for example Junior vocal music at St. Timothy's. He/she should find out if the house manager is to be responsible for a key to the venue. In this case it is necessary to make sure that the key is passed on to any incoming house manager. With this in mind, he/she will schedule a house manager for each session. Ideally, particularly where opening and closing are involved, the house manager should be asked to commit for a whole day of two or three sessions. By arrangement with the ticket selling coordinator he/she will find out if it is necessary to schedule an additional person to sell tickets, although in many cases it is possible for one person to be responsible for opening and closing, and selling tickets.
We would ask the coordinating house manager to be at the venue on the first morning for which he/she is responsible to make sure that everything is in place for the week. He/she should arrive at least half an hour before the start of the session e.g for a morning session starting at 9a.m. it would mean arriving by 8.30a.m. If the house manager has the key he/she will open up, and if not make sure it has been opened by the custodian of the venue.
Although it is not essential that the house manager remains for the entire session, we would encourage this, as it is useful to have someone on site to deal with any problems that arise. With the exception of the large group categories (choirs, etc) and where the key is not a problem it is possible that the house manager could also act as ticket seller, or vice versa. This could vary from site to site, and can be worked out with the volunteers involved.
Guidelines for House Manager:
Note: In some venues, the following may be completely necessary while in other venues, the duties become selective; it depends on the presence of a supervisor or caretaker
1. - Set up the venue on afternoon or eve of first session (piano, adjudicator/secretary table and chairs, ticket seller table, signs, etc) - contact the office (priority)(manager or secretary) or a supervisor. Make contact at least one day in advance of setting-up procedure
2. - Determine from Gary Morton: 799-3087(cell) or 226-7575 (office), or from the “site” office about parking availability and where and cost (if any) and parking procedures and any restrictions - you will be asked frequently about parking in the immediate area.
3. - Arrive 45 minutes before the scheduled event time, unlock doors of “site” check with site office or caretaker on site or Gary Morton; 799-3087(cell), 226-7572 (office)
4. - Turn on all appropriate lights - determine location of light service panels on set-up day - make sure there is a light on the piano and how to turn it on (if not on site, contact Joan Darnley ( 829-0525) - make sure there is a light on adjudicator and secretary table (this should be a low-power lamp, say 25 watt bulb)
5. - Ensure heating systems are adjusted as appropriate - we do not have authority to play with such systems, so consult the caretaker if there are problems or suggestions
6. - Open windows as required
7 - Find a warm-up room and find the washrooms - check with the site office
8. - Ensure appropriate furniture is still in place for each session (tables, chairs, music stands)
9. - Ensure pianos are in proper place for each session as required - confirm with adjudicator as to location desirable- perhaps put a small piece of tape on the floor so that position of piano is constant - ensure at end of evening session that lids over piano strings and over keyboard are closed
10. - Ensure that water and clean glasses are on adjudicator/secretary table - if we supply water, clean up after every session. Check with Gary for supply - it is suggested that bottles of water might be sold at each venue at Fee $1.00/bottle
11. - Ensure that there is an appropriate supply of Festival programs (generally come with ticket seller supplies) and secretary supplies (certificates, seals, etc) at each venue. Check with Gary or Joan Darnley or Peggy Brough
12. - Ensure access to venues for piano tuning - obtain schedule from Gary Morton
13. - Ensure that the venues are attended or locked at all times - have keys if no caretaker on site
14. - Collect and remit only to Jackie Albert, or Steve Williamson, cash receipts for the day for the venue - process may vary from site to site - if Jackie Albert or Steve Williamson are not available, the House Manager should take the receipts home or make alternate arrangements - House Manager should call Festival Office (226-7572) if other arrangements are made
15. - Ensure that appropriate trophies are in place at start of each session where they are to be awarded - trophy to be presented is listed in the program - check for your sessions that trophies will be on site _ hour prior to required time.
Reference - Bruce Wanamaker, 521-1838
16. - Return venue to normal condition (tables, chairs, returned to normal location) after the last session on Friday or Saturday and set up again on Sunday evening for Monday morning sessions, if such there be
17. - House Manager should be aware of arrangements to remove piano from the site
18. - Be available on site or via pager or telephone to trouble shoot if required
19. - If a Chairperson is a newcomer to the job, he/she should become familiar with what is expected before coming to the site - perhaps the House Manager might talk with the newcomer or the newcomer might attend an earlier event at the Festival
20. - House Manager should be aware of names and telephone numbers of Chairperson, Ticket seller and Doorperson.
21. - It is suggested that the Festival Co-ordinator for each Kiwanis Club or the House Managers might be responsible for advising Chairpersons, Ticket Sellers and Door keepers from their Club of their responsibilities at the Festival so that everyone is prepared in advance
22. - The House Manager or the Festival Co-ordinator for each Club might develop a list of volunteers who have worked at the Festival to be passed to the venue of the Highlights Concert (Centrepointe Theatre), and a copy to the Festival Secretary.
23. - The House Manager or the Festival Co-ordinator for each Club should record the hours devoted to the Festival by each volunteer for the benefit of your own Club and credits thereto - give list to Club Secretary.
Gary Morton - 799-3087 (car); Festival office: 226-7572
Contacts:
Managing Director: Gary Morton Cell - 799-3087, Office 226-7572, Home 824-5099
President: Jim Brough Cell 799-1411, Pager 566-1726
Office Administrator: Jackie Albert 226-7572 (office)
Music Chairman: Joan Darnley Home 829-0525
Music Committee Vice Chairman
Coordinator of secretaries: Nita Smith
Coordinator of ticket sellers
Festival Chair - Kit Dinning 728-6483
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Ticket seller (or host): At each session at each venue someone is needed to sell tickets and programs, to greet and direct people where necessary and to make sure that no-one enters or leaves the hall during a performance or adjudication. We have a large band of ticket sellers, but most work only a few sessions, so coordination is complicated. Ideally we aim for a similar system to the secretaries scheduling, where a coordinator will take responsibility for ensuring that a ticket seller arrives for every session of a category. There will be a box of ticket seller's supplies including worksheets to record takings. This can remain at the desk throughout the Festival, but it will be necessary for someone (the house manager) to bring a float of change half an hour before the session starts. At the end of the session the house manager will take the float (ready to pass on for the next session) and the money taken at the end of the session. The ticket seller is responsible for recording the money taken and sealing it in the envelope. Our office administrator will collect and bank the money each day, by arrangement.
Guidelines for Ticket Seller:
1. - Keep a list of all sessions at which you agreed to sell tickets
2. - House Manager or Chairman will meet you at the site - table should be set up and ready
3. - Obtain the ticket seller’s box from the House Mgr. or Chairperson. The box contains strip tickets (2 colours are needed at each session), season and Friend’s passes and other necessary information. Check the float, and record on the daily work sheet the numbers of the last tickets of the strips you will be using. Count the programs and season passes.
4. - Start selling tickets only when you are ready to do so.
5. - The prices of admission, programs, passes will be in the ticket box, along with a list of contact numbers in case of problems - the House Mgr.should be the first point of contact.
If someone purchases a Friend’s Pass, please ensure that they complete the form which should be kept in the box for office record.
6. - Each session, (morning, afternoon, evening) requires a ticket, i.e. morning ticket does not get you in for a second session!
7. - A Friend’s Pass or Season Pass does not include a free copy of the program !
8. - Receive contestant’s notice of performance - take to secretary or give to Chairperson to pass to secretary
9. - When the last class of the session is in process, calculate the number of tickets and programs sold by deducting the number left from the starting number, count the money, deduct the float, and record everything on the worksheet.
10. - Put the worksheet and the money taken during the session in the envelope provided, writing the date, session time (morning, afternoon, evening), venue and the amount enclosed. The House Mgr. or alternate will arrange to pick up the box, float and session envelope from you, so that it will be available for the next session. The amount taken in should be entered on the list of ticket sellers under lid of the box and initialed by the House Mgr.
11. - If you need any supplies, programs, tickets, passes, envelopes, etc. contact House Mgr.
12. - If for any reason, you are unable to come for a session, please call the co-ordinating ticket seller for that venue, the House Mgr., or, if all else fails, the Festival Office at 226-7572 and leave a message.
13. - In some sessions you may be asked to hand out quick study music. The rules for collecting this music are set out in the program for the session and have to be adhered to strictly. If the program states that the music can be picked up at 1:30 PM this means that it must not be given out before that time. The music for these classes has the name of each competitor written on it. Any music not collected can be left on the ticket seller table so that it can be picked up later if the competitor so wishes.
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Chairperson: Historically, there was a chairman for each session to introduce the adjudicator, marshal the participants and call them up to perform. However in many cases adjudicators prefer a less formal set up and do the marshalling themselves, with the help of their secretary. The large group categories (e.g. bands, choirs) are a special case. Here a chairman is essential, as is a group of volunteers to marshal. A house manager taking responsibility for a category should enquire as to the number of people needed.
Guidelines for Chairperson:
Please find attached information about the adjudicator and the program for your time period
Special Note #1: do not let the adjudicator get ahead of the start times set out in program!
Special Note #2: in some instances, a chairman may not be required at every session - the secretary will advise - sometimes the secretary wants to do the announcing
Special Note #3: if you have not chaired a session before, it may be adviseable for you to attend an earlier session to learn the job
1. - Arrive at venue at least 30 minutes before session is scheduled to begin
- meet the secretary and find out if there are any changes to the program
- meet the adjudicator - ask if introduction you have outlined is adequate, too long, too short
- ask if he/she wants the contestants to stay at the front after they perform or to come to front after all contestants have performed
- start the session, if you can, about 5 minutes before scheduled time - you may need that time and gives a better impression.
2. - Welcome and announcements
- introduce yourself - do not forget the Kiwanis Club you represent
- introduce Secretary, Ticket seller, Door person
- advise about any parking restrictions - church lot or street
- advise no coming or going through doors when performance in progress
- advise no photographs or sound or video recordings that might harm the concentration of the contestants while performing - may be taken after session if time permits.
- all pagers and cell phones have been turned off, NOW, please.
3. - It is recommended that the performers be advised that they should be available for their turn as set out in the program - come backstage one performance before your performance so that participant and accompanist are “at ready” - you may request that each performer introduce the accompanist and the music to be presented.
4. - introduce the adjudicator
5. - ask the adjudicator to let you know when he/she is ready for next performer - work out some system between yourselves.
6. Announce the competition in this session? - type of competition, instrument, voice, solo, group, age group, show musical, junior, senior, etc.
7. - announce the trophy to be presented if there is one
8. - make announcements regarding the program, withdrawals, change of position, etc
9. - as you have determined from the adjudicator, advise performers when they should come to the front of the hall for adjudicator’s comments
10. - ascertain that the adjudicator is ready to adjudicate.
10. - introduce each performer(s), name(s), where from
11. - while the adjudicator is preparing comments, you might take an approximate count of the number of attendees present in the hall for each session - you may be asked for that information
12. - while the adjudicator is preparing his/her remarks, remind the audience of the Highlights Concert, featuring the best performances, to be held at Centrepointe Theatre on May 18, 7:30 PM. Last year’s concert was wonderful!. Call the Theater box office for tickets
[Vocal-Junior] [Vocal-Senior/Open] [Vocal-Musical Theatre] [Vocal-Pop]
[Composition/Carillon/Arrangement] [Organ] [Choral]
[Piano-Junior/Intermediate] [Piano-Senior/Open] [Piano-Misc]
[Strings-Violin/Suzuki/Viola] [Strings-Cello/Bass/Concerto or Sonata]
[Wind Instruments] [Brass Instruments] [Recorders]
[Chamber Music] [Ensembles] [Percussion] [Harp] [Bands] [Speech Arts]
[Festival Rules]
[General Info] [Programme] [Syllabus]
Last update January 21, 2007
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