Page 45 - AYO Governance Manual Draft

on the street. If necessary, ask whether you can put larger instruments into on-site storage.
 Request a room breakdown from each hostel and organise rooming lists before you
go. Either allocate people to rooms, get people to fill out lists, or allocate and allow
people to swap. Try to keep a male/female and U18/18+ divide.
 Give smaller rooms to the longest-serving and older players. Make sure you notify
when you will be checking in and whether you need a late checkout.
 Some hostels serve dinner for groups at a discounted rate. Ask about this and put together a
list of people so that they can cater. An accurate arrival time is crucial here.
 If they don't cater and you're arriving around dinner time in a small town it would be a
good idea to contact a local restaurant/take-out/cafe to say we will be arriving and ask
them to stay open late/open especially.
Tour Concert Advertising

 Venues, local newspaper, local radio, music societies/groups, schools, local
bands/orchestras /choirs, cafes, hairdressers, music supply shops, retirement
homes/villages, information centres, other shops.
 If you are organising well enough in advance, get included in a festival.
 Offer free tickets to local M P/Mayor /local celebrities
 If possible, have someone visit each destination and display posters down the main streets.
 We use the full name Auckland Youth Symphony Orchestra when on tour - this makes sure that
potential audience-goers know that we are a full sized symphony orchestra, not just a youth
ensemble/chamber orchestra.
 In the past we have used Trigger Marketing and Phantom Billstickers to assist with promotion
outside of Auckland – but they have not been noticeably successful. A well-timed newspaper
advertisement, internet listings, informing local community groups, poster distribution and word
of mouth are better.

International tours need at least 18 months lead up time. Every stage of the tour must be
meticulously planned. Security groups are essential. Collect tour levies/disseminate information
and discuss changes to the itinerary. Accurate budgeting is critical. The levies must cover
everything from oversize bass cases to bus driver accommodation and contingency funds (eg for the
replacement of broken harp strings).

Tutors

 Tutors should be booked at the beginning of the year for all scheduled sectionals. lf there are
changes to the schedule, tutors need to be advised or the change or booked at least 3 weeks
In advance.
 The APO offers heavily-subsidised tutoring from APO players for up to 60 hours per year under the
APOPS scheme. We also arrange other tutors who are not current members of the APO.
 Current independent tutors are listed in the Contacts Appendix C.
 Ask the MD which tutors arc preferred for what sectionals - whether APO/independent. Book
independent tutors.
 Independent tutors are usually paid $140.00 per sectional. Ask them to invoice this amount to
the orchestra and send to the Treasurer.
 Arrange a meeting with or send an email containing dates, times and venues to the APO education
department to book as many APO players as is necessary,
 Be able to specify exactly what tutors are requested for when. If the APO is working on the
same day as an AYO sectional, consider making it a tutti rehearsal or arrange other tutors.
 It is better to have the same tutor throughout a programme rather than confusing the
situation. The N ZSO offers free tutoring for youth orchestras when they are in town. This is a
great opportunity, however, consideration must be given to consistent tutor advice.
 Scores need to be provided to each tutor before the sectional and collected afterwards. Ask
the MD to prepare the scores and write down anything specific that the MD wants the tutors
to work on.