Page 39 - AYO Governance Manual Draft

Rehearsal Venue
AYO must rehearse in a central location: a venue within the circle of CBD- Ponsonby-Western Springs-
Epsom-Remuera-Parnell-CBD. AYO has been rehearses at Kohia Terrace School, Epsom, since 2016.

The ideal rehearsal venue has:
o a large space for a tutti rehearsal - where the orchestra plays with at least 10 metres
of empty space behind the conductor
o separate rooms for sectionals, practice and meetings

o at least 70 armless chairs
o a piano in good condition
o good lighting, heating and air conditioning
o secure storage, good parking and kitchenette facilities

 The cost of each rehearsal hire should be no more than $200.
 Schedules should be developed with the availability of rehearsal venues in mind.
 Maintain up-to-date contact details for people in charge of bookings and security.
 Ensure access times are notified to the school for truck to pack in/out for tours.
 Rehearsal venue should be open at least 20mins prior to start of rehearsal. Classrooms to
be opened only if pre-booked for sectional rehearsals.
 Classrooms must be left as found (helpful to take a photo before anything is moved)
 Road cases and instruments must be stored neatly at the conclusion of the rehearsal.
 Manager or delegated person to be responsible for the venue while we are there.

Music Hire and Distribution

AYO has its own librarians – Ali Dunlop and Louise Roe. Make sure that the librarians are consulted to get
the music hire rates for budgets. The librarians should be given several months’ warning before a
programme begins to allow them sufficient time to ensure music is sourced, hired, received, photocopied
(as required) and catalogued before it is distributed.

Music is distributed to players before the first rehearsal – usually the music folders are left in the St Peters’
Music Suite for players to pick up. Music folders must be retrieved from players who leave part-way
through the year. All other folders are to be returned by players after the final Town Hall concert each
year.

Concerts - Auckland Town Hall Concert
Book the Town Hall
The entire schedule for each year revolves around Town Hall availability; dates should be requested
1-2 years in advance and confirmed by September each year for the following year, to enable the
planning of other concerts and the drafting of the overall rehearsal/concert schedule. To assist with
grant applications, obtain a written quote for the Town Hall hire, subject to finalisation once detailed
programme requirements are known.

Submit Stage Plan and Agree Contract
o Complete the booking requirements re truck parking, timing, staging, chairs, stands,
lighting, sound (e.g. pre-concert voice over or microphones for speeches) and piano (if any).
o Specify the height of the sound baffles/lighting rig above the Auckland Town Hall stage
o Also specify whether curtains should be open or closed for the concert. lf there is an
afternoon rehearsal/performance, ensure the curtains are closed on the 3 windows closest
to the stage that open onto Aotea Square, to prevent the violins playing with sun strike.