APPENDIX I

SUGGESTED DUTIES FOR INDIVIDUALS AND COMMITTEES

GENERAL CHAIRMAN

• assign all committees
  
• ensure that each committee is functioning as it should
  
• chair all general meetings
  

• act as a "contact person" for the Sing
  
• receive material from other committees which must be sent to participating choruses
  
• keep choruses well informed of plans and developments
  
  • maps
    
  • program
    
  • accommodation availability and rates
    
  • tourists attractions
    
  • schedule
    
  • invitations
    
  • surveys
    
    • date to be returned
      
    • chorus director's name
      
    • accompanist's name
      
    • solo selection requests with alternate suggestion
      
    • conductor's choices for massed numbers
      
    • approximate number of members attending
      
    • approximate number of wives or guests
      
    • number of concert and afterglow tickets required
      
  • prepare written reports for the AMCA annual Fall Meetings (see Appendix)
    

• ensure grand piano is in position and has been tuned
  
• line up choruses
  
• line up directors and accomp anists
  
• ensure P.A. system is in place
  
• allow for solo microphones
  
• ensure availability of risers, conductor's stand,podium, music stand, AMCA banner, flags, microphones, lectern for M.C., lights (stage, spot, house, for lectern and music stand), monitor speakers so singers can hear piano
  

• prepare ads for newspapers, T.V., and radio
  
• prepare posters for display in churches, schools, etc.
  
• solicit ads for inclusion in concert program
  
• investigate local arts councils for any grant monies which may be available
  
  Note by Editor: Consider publicizing all aspects of the Big Sing on the AMCA web site at http://amcachorus.net . You might also consider providing the option of responding to information requests by email as well as regular mail.
  

• have concert and afterglow tickets printed and distributed
  
• have concert tickets placed at local outlets and at the box office
  
• keep a record of ticket distribution
  
• have members turn in receipts of sales weekly in order to tell how sales are progressing
  
• give afterglow tickets to the Afterglow Committee to sell at the rehearsal and at the door
  
• turn in a final accounting to the Budget and Finance Committee
  

• find hall or rooms large to hold expected numbers
  
• decide on seating arrangements
  
• arrange for food and method of serving
  
• arrange for M.C.
  
• make schedule of performers or sing- a- long
  
• arrange for sale of beverages (no host chorus member should sell tickets)
  
• collect tickets at end of food line
  
• provide good microphone for M.C. and for use of solo choruses
  
• decide on time limit for solo choruses
  
• provide risers
  
• performances should start as soon as everyone arrives
  
• light fare may be appropriate considering it is after 10 p.m.
  

• decide on order of program eg. massed numbers and solo numbers
  
• decide on M.C.
  
• arrange for design and printing of program booklet
  
• obtain advertisements from Advertising Committee
  
• obtain brief resume and picture of each chorus
  
• obtain brief resume of M.C.
  
• decide on "deadline date" for advertising
  
• obtain "deadline date" from printer
  

• provide a host or hostess for each visiting chorus
  
  • hosting begins with arrival in town and ends with departure
    
  • these hosts/hostesses should be easily identifiable eg.. wear a special hat with chorus's name
    
• provide wives and/or guests with a schedule of any special reception or program arranged for them
  
• provide a welcome kit (could contain info on local tourist attractions, pens, pencils, pins, discount coupons, etc.)
  
• provide bar tickets for sale for the afterglow
  
• provide name tags for the rehearsal
  
• provide for a sign- in sheet if you think this info could be of use
  

• contact hotels, motels in the host city and attempt to get a room rate commitment and an availability commitment
  
• lists of the above should be provided not less than two (2) years prior to the Sing
  
• sufficient numbers of rooms should be listed to accommodate all of those planning to attend
  
• hotel and motel information and monitoring is an ongoing process up to the time of the Big Sing. Reservation availability should be a part of progress reports
  
• the host chorus is not responsible for making reservations. This must be done by each attending chorus
  
• the host chorus should, however, make reservations for the AMCA President or his designate, and party
  
• a list of dining facilities should also be provided
  
• a map showing the location of hotels, motels, restaurants, etc. should be provided
  
• hotels, etc. need to understand that this is not the Baseball World Series or the Olympics. Their guests will not be the world's wealthiest people. This often determines the hotels' room deposit policy
  

• make sure that sufficient time is allowed for choruses to get from one point to another, eg.. from rehearsal to eating places and back for the concert
  
• check facilities and buildings for handicapped access for singers and audience
  
• ensure the availability of a first aid staff f,Dr all major events or large gatherings during the weekend
  
• provide and staff a registration/information booth near or in the lobby of the headquarters hotel
  
• work with the stage manager to provide guides who will lead choruses to the proper place at the proper time during the rehearsal and the concert
  
• arrange for parking areas for automobiles and buses and provide maps of same
  
• arrange for chorus dressing rooms and rehearsal rooms and provide this information to the host/hostess of each chorus
  

• plan activities that could include
  
• shopping centre trips
  
• cultural events
  
• bowling
  
• local tours
  
• workshop on Ladies Auxiliary fund raising ideas
  
• local spa
  
• local entertainment (theatre, movies, etc.)
  
• luncheon
  
• tea and fashion show
  
• activities which capture the unique culture of the host community
  

• members of this committee should include the host chorus music committee which usually includes the director
  
• choose the mass chorus numbers
  
• ensure that there is a good balance and variety of types of music
  
• send a list of the massed numbers to each participating chorus with a form asking each attending director to choose the massed numbers (s)he would like to direct (lst, 2nd, 3rd choices)
  
• directors of the massed numbers are to be notified in writing, as to which numbers they will be directing, within thirty days of the numbers being chosen
  
• solicit bids and assign concert solo numbers based on a date received basis
  
• confirmation of solo selections will be made in writing no later than the fall AMCA meeting six months prior to the Big Sing
  
• solicit bids and assign afterglow numbers based on a date received basis
  
• "O Canada", "The Star Spangled Banner", and "Salutation" are to be the first three selections of the concert.
  
• any special requests pertaining to sound, staging, lighting, props, etc. should be included in the bids for solo or afterglow numbers
  
• solo numbers must not exceed four (4) minutes in length
  
• directors are not to make major modifications to the selections they are directing. Minor modifications must be made in writing to each participating chorus by Jan. 1 of the year of the Big Sing
  
• directors and accompanists of massed chorus selections should be in place, ready to direct upon completion of the M.C.'s introduction in order to avoid unnecessary delays
  
• ideal concert length is no more than two (2) hours, including intermission
  

• this committee should consist of the chairmen of the other committees
  
• accumulate costs estimates from each committee and prepare a general budget
  
• keep track of all expenditures and receipts
  
• prepare a final financial statement
  

• provide sufficient numbers of rooms at Big Sing hotel/motel headquarters to accommodate workshops of 20 to 60 participants each, depending on the topics offered
  
• host chorus should should attempt to get complimentary workshop rooms at the headquarters hotels. Get written confirmation of room location, the time of use and what will be provided
  
• chairs should be provided for all participants
  
• coordinate special equipment such as overhead projectors, slide projectors, screens, tape players, etc. as requested by the workshop leader
  
• if a guest director is used s(he) could be asked to offer a workshop
  
• topics could be, but are not limited to:

  newsletters fund raising membership drives ticket- marketing sight reading enunciation diction breathing posture tour planning

  vowel sounds humming technique maintaining pitch stage presence vocal production attacks and releases voice projection choreography memorization techniques

• the purpose of the recital is to give each chorus the opportunity to perform for their peer choruses and have the opportunity for professional adjudication. All chorus should be expected to attend and should be encouraged to perform
  
• provide seating for all choruses and spouses/guests
  
• provide risers and solo microphones
  
• provide for two or more adjudicators
  
• provide the following for each adjudicators:

  table and chair
  lighting (desk lamp) for writing
  electrical power for tape recorders and/or video recorder

• contact adjudicators in advance for any special needs that may not be listed above
  
• solicit solo numbers in advance so that you can print programs
  
• provide an assembly area for choruses to line up prior to their recital
  
• total time for each chorus should not exceed 10 minutes, including entrance and exit
  
• use an M.C. to announce movement of choruses from the audience to the assembly area
  
• M.C. can introduce chorus during the chorus' walk- on
  

• to be planned and chaired by the director of the host chorus
  
• typically at the Saturday brunch
  
• recital results should be shared with directors on an individual basis
  
• accompanist should be invited to attend