Page 41 - AYO Governance Manual Draft

 Designate backstage rooms to male/female changing and allocate individual dressing
rooms to MD, Soloist and Concertmaster

 Staging: the more you prepare the less time is wasted at a venue before a rehearsal or
concert
o Prepare a stage plan identifying where everything on stage will be placed. Do a second
plan to illustrate how things change for something like a concerto. Use a key to the plan.
o Tally the number of chairs, stands (if provided by venue), risers.

 Lighting: technicians need to know what is required
o Full stage flood lights (maximum), no spotlight, appropriate colour for backdrop
o House lights: dim just before Concertmaster entry, and off just before MD entry,
up at end of last work in each half of the concert. Cue for Concertmaster to tune
in the second half is when the house lights dim after interval. Off gain just
before MD re-enters.
 Front of House: some venues provide staff/ushers, some places require you to provide
staff and a fire warden.
o If the orchestra is managing FOH then you will need to arrange for a float and
eftpos machine (Treasurer gets this from Smartpay) for the ticketing and
merchandise desks
 Piano: needs to be hired separately - tuning costs extra.
 Functions: can hire a room to host a function with local supporters and sponsors. Best to
invite MD and a few senior players, a few outgoing personalities, a few principal players
featured in the concert and any players with connections to the region. Never outnumber
the locals.
o Catering - local or in house, or provided by locals (ideally)
o Music- get a string quartet (or similar) to play background Speeches –
MD/Concertmaster /someone else to thank locals
 Ask how the venue can help with marketing - they often have a database and have deals with
local newspapers and flyer distributors
o Also ask if there is a local festival or brochure that we could be included in
 Venues will have ticketing contractors - no choice but to agree. Make sure booking fees
are in addition to the ticket prices; not inclusive.
 Security. Ask about the policy, any staff and what our responsibilities are. Will players'
belongings be secure during the concert?
 Recording. Can we organise for a recording of the performance?
 Parking and access. For the bus, truck and audience members. Will someone be there to unlock the
venue at the start of rehearsal? Is there a loading bay? Can the truck be parked close to the
performance venue?

Marketing
Posters & Flyers
Design
Sometimes there are players who have a flair and the software to design posters. The current Manager
has been the design guru since 2017. Feel free to make use of any other contacts you can get hold
of.

Ideally get the designs for each of the year’s concert series agreed at the beginning of the year so that you have
artwork to display with online concert listings. Concert details may be added later, but agree the general design
early.

Don't get design input from too many people as there will be too many different opinions; collaborate
with the MD and perhaps one or two others to create the general concept, then communicate this to
the designer. Send the draft the designer returns to you to those you discussed it with initially, but
don't drag the process out with many alterations. Do not underestimate how long this process will
take.