Page 43 - AYO Governance Manual Draft

Soloist Competition
Review how the competition went last year, adjust rules if required
Seek sponsorship for prizes, set date, book venue, compile panel and book accompanist
Prepare and publish online application forms – promote to players
Prepare run sheet for the weekend – plan catering, piano tuning, flowers/setup etc.
Schedule rehearsals with Official Accompanist (usually Rosie Barnes – have had Sarah Watkins
too) for the day before the competition
Prepare jury requirements – writing space, pens, marking guides, paper, water/glasses

Tours
 Decide the length of the tour: weekend / extended weekend.
 Always avoid public holidays - the accommodation is harder to find and more expensive and it is
impossible to secure a decent audience.
 Scope potential locations
o Phone or email venues/contacts/local groups/teachers to see whether an AYO
concert would be popular
o Include some of our well established concert destinations if possible: Warkworth,
Whangarei, Whitianga, Katikati
 Prepare a draft itinerary
o Aim for regularity - make the departure/rehearsal/concert times at each
destination the same if possible
o Figure out the time it takes to drive from one destination to the next -google maps -
add another 15-20% to the time for stops, traffic and for slower coach travel time
o Allow 10 minutes down time before anything happens upon arrival: eg. arrive 1pm, set
up 1.10pm, rehearsal 1.30pm. Allow 75 minutes minimum for meal times.
o It is better to travel to the next destination after a concert rather travelling in the
morning/before a concert.
o Coach drivers cannot be on call for more than 12 hours in a day.
 Prepare a tour budget well in advance.
o Apply for funding from local charitable trusts or Creative NZ for concert tours
o Funding can cover transport, venue hire and advertising.
 Tour uniform should be all black with black AYO ties for males unless you are performing in a
main centre (Wellington, Christchurch, Dunedin). Always remind players of the Behaviour
Protocol. Review it after each tour to see what can be improved.

Tour Concert Venues
Research events that have taken place in the tour destinations already to get a feel for
local facilities. Look for Town Halls, War Memorial Halls and other Theatres. School halls may
be the only feasible option.
A venue with capacity for 400 is ideal for small towns, up to 800 for large towns and cities.

Tour Transport
Cargo – Percussion and Equipment
 For a small-scale concert you may be able to get away with hiring a cargo van or a large
furniture trailer for percussion gear and bulky instruments – need someone with a tow bar and
powerful car.
 However normally you will need to book a 2-tonne truck with tail lift. This will handle 4
timpani, bass drum, 2 or more double basses, tubular bells and celeste etc. A 2 ·tonne can
be driven on a normal driver's licence (check required minimum age of driver for rental
company and their insurer – usually driver must be 20+ with full licence).
 Double basses can be tied down on top of timpani. Make sure timpani are loaded first.
 You must use tie downs. You need to learn how to use these – watch a brief YouTube video to
easily find out how they work. Make sure they are folded up tidily after use to extend their life.
 If a truck with a tail lift is not available, be sure to take a padlock to secure gear in the truck
overnight.
 Truck driver should have a passenger/partner accompany them for company and safety.