Page 30 - AYO Governance Manual Draft

Recordings
Photos and recordings (audio or visual) may occasionally be made at rehearsals and/or concerts.
Membership of AYO implies consent is given by players to be included in such recordings, and these may be
used on our website or for promotional purposes, with the proviso that consent will be sought from
particular players should there be any photos of individuals or small groups that we would like to use for
promotional purposes. All such recordings and photos are the property of AYO.

Players should discuss with the Manager any special circumstances requiring consideration with regard to
this policy.

Recruitment
Ensure that there are ongoing recruitment drives through the year. Flyers can be handed out at:
 NZ Secondary School Chamber Music Competition
 KBB Festival
 APO education concerts
 University open day (NlCAI orientation)
Flyers can also be sent out to schools and a notice included on music.net and Facebook.
Create an annual recruitment video and upload it to YouTube.

Auditions
An audition coordinator will be appointed by the Executive Committee (usually the Manager) and will:
 Liaise with the MD, tutors and existing Section Leaders to organise orchestral excerpts. It is
recommended that an excerpt be chosen from the current year, one from the next year's repertoire
and a maximum of 1 other standard excerpt. Excerpts should be scanned and sent to musicians via
email. There should not be any copyright issues, as it is for educational purposes.
 Book audition dates. Auditions are usually held on the first/second weekend in December, although
‘earlybird’ auditions are sometimes offered near the end of the final programme of the year.
Auditions should be scheduled to avoid conflicts with examinations, but just before or after recitals at
the University of Auckland School of Music can be ideal for the musicians.
 Advertise auditions:
o Within the current AYO community
o Online - our website, Facebook, music.net
o At school music departments, teachers, APO musicians and education department
 Confirm an audition panel for the duration of the audition period. The MD should attend as
many auditions as possible & should determine other panel members. Conflicts of interest
must be avoided.
 Advise existing players of audition dates and the link to audition registration form/excerpts
(part of the registration process includes payment of the Players’ Sub prior to audition).
 Notify those registered to audition of their scheduled audition time, having had regard to:
o Keeping instruments of the same family together string/ww/brass/perc
o Keeping the same panelist for each instrument
o Breaks for audition panel
o Keeping the process limited to a maximum of 3 consecutive days
o Allocating 8·10 minutes for each audition

Suggested email wording for this is:

Please find attached a spreadsheet containing your audition time for the [year] AYO season.

Audition requirements:
 orchestral excerpts (see the link)
 piece of own choice (or part thereof), 3-5 minutes maximum