Page 40 - AYO Governance Manual Draft

Gifts
At the end of each concert series we present flowers to the soloist(s) and we also give a
bottle of wine to the recording engineer who volunteers his time and skills. The budget
for these is approximately $50-$60 each. These are purchased/brought to the Town Hall on
the day of the concert by a member of the EC.

The flowers should be presented to the soloist by a member of the orchestra (either someone
who wasn't playing in the preceding piece or someone from the back desk of the first violins)
at the end of their piece.

Scholarships
At the last concert each year there may be a number of scholarships awarded to players
and these should be presented at the beginning of the second half (after any speeches).
Recipients of these scholarships will be decided by the EC (without PRs in attendance).
 The Chip and Muriel Stevens Award - $1,500
 The Howard Wyatt Memorial Scholarship from the Lodge of the Liberal Arts - $3,000. The
committee invites applications from the players for this scholarship 2 months before the
concert.

Recordings
Contact Franco Viganoni (franco@viganoni.co.nz). Franco arrives (with wife Rosy) approx. 2
hours before the concert to set up in the central aisle (near the front of the stalls) and record.
Alex contacts Franco the following week to arrange receiving a CD of the recording, which
usually involves Alex, Julia and Helen visiting Franco’s home at Orewa to listen to the recording
on his hifi system followed by a yum cha lunch in Orewa – Alex and Helen split the bill
personally, with Franco and Rosy being guests).

Music Return
Music must be collected from each player after the final concert in the series and returned
to the Librarian. Music folders must also be collected from players who are not playing the
next programme and at the end of the year.

VIP list
VIP invitations are emailed out about 3 weeks before the concert. VIPs include Golden
Supporters, Special Supporters, funding bodies supporting the programme, all AYO volunteers
(Patron, President, VP, EC Committee members, librarians etc), sectional tutors, conductors of
other orchestras, APO personnel and anyone else who has been especially helpful.

Concerts - Other Venues

Concert venues can be a wide range of buildings - community or war memorial halls, school halls, local
churches, arts or events centres. Evaluate the options in the area and then approach your chosen
venue directly to ask about booking. There are a lot of things to consider when making a booking,
below is a list of questions to ask when discussing the booking with the venue.

 Always get a quote for the full cost: hire, staff, electricity, gas, ticketing commission, marketing,
technicians.
 Prepare a 'run sheet' that specifies when you need
o access to the theatre
o Starts and finishes of: rehearsals, first half, interval, second half.
o Also include:
o 10 and 5 minute stage calls for beginning and interval
o entry/exits of Concertmaster and MD
o movement of piano on and off stage (if piano concerto)
o lighting changes