Page 44 - AYO Governance Manual Draft

How to book
 Ring/email Metropolitan Rentals (Dominion Rd) where we have an account to book in AYO’s name.
They may require a Purchase Order number, which you can obtain from the AYO Treasurer. From
2020 Metropolitan Rentals gives AYO 10% discount on the hire and mileage rates (no discount on
insurance or fuel). We used to use USave on The Strand, Parnell, but Metropolitan have more
suitable trucks and are closer to where the percussion needs to be picked up from.
 Get the driver details put onto their system - will make pickup much faster (they store driver's
license number, address, cellphone number etc). Always take insurance.

o Ideally refuel the truck before returning (ask petrol station for a GST receipt and
claim back from Treasurer). However after all the effort required by the truck
driver, it is ok to return the truck empty and AYO will be charged directly for the
fuel (albeit at a higher price).

Pack in/out
You must arrange access to the school hall for pack in/out for tours. You will have a group of 3
or 4 loyal colleagues who always help load and unload the cargo and set up the stage.
 Try to train up more people to help.
 It is better to have the percussionists setting up the instruments rather than unloading
them - more time efficient.
Nominate one player to be in charge of stage management – to locate and direct the placement
of chairs and risers. Ensure centred, space for MD walk on, enough space for soloist, space
for larger instruments, good lines of sight, balanced from audience perspective. Ensure
nothing on stage floor when concert begins.

People -` Transport & Security Groups

 The largest coach we can hire in NZ is typically a 56-seater. It is very expensive to hire
coaches, but they are the best way for the orchestra to travel.
 If you need more seats, it may be better to hire a minivan in addition to a coach. They
come in different sizes: 8/12/15 seats and can be driven on a normal driver's licence. Ask
for mature volunteers to drive the minibus.
 Remember that 3 people can fit in a truck if one is hired for cargo. If you are towing a
trailer, more people can fit in the car. Some people may choose to drive themselves and
passengers.
 You must print off an itinerary and a roll to give to the person in charge on the coach and
the drivers of the minivan and truck
 Security Groups. Allocate each player into a security group consisting of 4-6 players.
Appoint one of each group as a SG leader.
 Instead of reading out a full roll call multiple times each day, SG leaders will confirm whether
or not all of their group is present. SG leaders can help with administrative tasks.
 SG leaders can be responsible for finding missing players if they are from their group.

Tour Accommodation
 Try to find somewhere that can accommodate the whole orchestra. Find separate
accommodation for the conductor and soloist. Ideally accommodation from which you can walk
to the venue. Use google maps: go to a town and search accommodation
 Orchestra: youth hostel/backpackers $30/night. Try to negotiate a special deal -· usually very
happy to get a request for 5O+ people.
 MD/soloist: motel - under $130/night. Breakfast should be included.
 Players pay for their own accommodation on arrival but it is more efficient if AYO pays for
everyone directly before the tour – but levies must be received from players at least a week
before the tour. This is a useful way to flush out those who haven’t yet advised that they
can’t come on tour for some reason!
 Orchestra pays for MD/soloist accommodation, meals and refreshments.
 Find out whether bedding and towels are provided / how much it costs to hire. Find out
whether parking is available for the car/trailer, truck or minivan. Security is an issue if parked