Page 38 - AYO Governance Manual Draft

REHEARSALS & CONCERTS

Dates Schedule for the Year

Focus on a 2-year plan: work on the year ahead in detail and the following year in principle.
 Planning for international tours must begin 2 years in advance.
 Collect university and school academic dates
 List each Wednesday from late February to late October.
o identify university, school and public holidays
o identify university and school exam periods
o mark in any major events – KBB, NYO, APO Big Play In. Uni Graduation
o mark in APO and NZSO concerts
 Decide how to fit 3 or 4 programmes into the year
o Rehearsals through term/semester and exam periods
o Rehearsal clusters, camps, tours in holidays or early to mid-term/semester
o Auckland concerts in the first week/weekend of term/semester or
o the first or last weekend of holidays
o Avoid concerts on public holidays or long weekends
 Design schedule. Fill in each programme with 4·6 Wednesday rehearsals
 + 1 rehearsal cluster + 1tour + Auckland concert
o Decide when sectionals should take place
o Clusters = successive days of rehearsal - 7-10pm each night is ok, make sure 3-Spm
sectionals only occur in holiday periods
 Discuss with Artistic Sub-Committee what the musical goals are for the next 2 years:
repertoire, tours, collaborations, concert themes
 Find instrumentation for each work
 Allocate works to programmes
 Submit programme draft to MD for editing
 repare budget for each programme
 Check availability and pencil in bookings for concert venues
 Call a Planning Sub-Committee Meeting - seek general agreement for programme
design, repertoire, budgets in detail for next year and in principle for following year
 Present agreed plan to Executive Committee for approval
 Confirm venues, pencil in cargo and personnel transport, find accommodation, begin
promotion strategy, apply for funding

Rehearsal Planning
 Liaise with MD as he drafts a rehearsal schedule for the programme.
 Consult PRs and adjust as required. Constantly update and review all dates and bookings.
 Liaise with soloists – obtain signed agreements, bio and photo pre-series, arrange complimentary
concert tickets for family. Post-concert, send copy of recording and photos as available, and general
follow-up.

Orientation

Prepare for the orientation meeting for each programme.
 A player list must be finalised before orientation. Rostering in the winds and brass
should be completed. All rehearsal orders should be published.

 Notify the librarian that music needs to be distributed on this day.

 Arrange for a musicologist speaker (ideally a lecturer or student from the University
School of Music) to speak about each of the works on the programme. A gift should be
given to them in lieu of payment (ticket to concert and chocolate/wine/flowers).