Chorus Roles

Various roles exist within the organisation, from singing members to company directors; they're set out below.

Structure

Here's the formal structure of our organisation:

Role overview

Role
(link to details)
DeputyRequired at committee meetings?
Singern/a -
Company directorChair (of committee meetings) -
Musical DirectorDeputy MD
Chair of Singers AssociationCompany Director (chairing)
Membership (representation)
MembershipLibrarian
Chair (representation)
SecretaryPublicity
TreasurerWardrobe
GigsLogistics
PublicitySecretary
Deputy MDMD -
Performance directorMD -
LibrarianMembership -
CopyrightFinance Assistant -
Section leadertwo per voice part -
LogisticsGigs -
Individual event coordinatorGigs -
SocialWelfare -
Rehearsal refreshmentsAd hoc -
WelfareSocial -
RegisterTraining -
TrainingRegister -
WardrobeTreasurer -

Role Details

Chair of Singers Association

  • Chair committee and singers' meetings
  • Represent the singing members at meetings and contests
  • :?: Make a report at the Annual Singers Meeting
  • Be the first suggestion for a Bristol A Cappella Friends trustee

Company director

  • Make annual returns to Companies House and HMRC
  • Ensure appropriate insurance is in-place
  • Oversee the work of the committee
  • Take care of copyright clearance for new songs
  • Receive copyright agreements from new members and set up their web site account

Deputy MD

  • Be prepared to deputise for the MD at any event
  • Arrange for someone to take musical notes from each rehearsal and add them to a weekly email
  • Supervise any personal vocal improvement programmes

Gigs

  • Act as a contact point for external bookings
  • Develop leads for gigs that would further the aims of the chorus and any subgroups
  • Find a coordinator to take over the organisation for each individual event booked
  • Keep an overview of the progress of each gig's planning
    • This might be at Operations subcommittee meetings, or via informal conversations with individual event coordinators and Logistics.
  • Chair any Operations subcommittee meetings

Individual event coordinator

  • Make sure that the gig checklist is followed if their event is a gig
  • Make sure that contest entries are correctly registered
  • Work with Logistics, Publicity, etc. to make their event happen

Librarian

  • Arrange for the printing of new and replacement sheet music
  • Keep the music library organised and inventoried
  • Make sure there are complete sets of music available for visitors

Logistics

  • Arrange any transport and accommodation needed by the chorus
  • Take care of registrations or tickets needed by the chorus
  • Help an individual event coordinator:
    • Arrange for external musical services like coaching or retreats
    • Prepare a detailed schedule of who needs to be where and when for events
    • Make sure risers and keys, etc., for event venues will be handled by someone

Membership

  • Maintain a list of singing members and their details
  • Ensure that the Data Protection Act is followed for singers' information
  • Record when people have passed voice checks
  • Ensure a register is taken at all chorus (non-social) events
    • This might involve negotiation with the Section Leaders or nominating people who will do this in each section, at Membership's discretion.
  • Respond to membership enquiries

Musical director

  • Rehearse new and current repertoire to a high standard for gigs and contests
  • Direct the chorus for gigs and contests
  • Oversee voice checks for prospective singers to check satisfactory progress or skill
  • Choose appropriate new music that will further the aims of the chorus
  • Make a report at the Annual Singers Meeting
  • Lead music planning for one year and longer terms
  • Oversee production of teach tracks
  • Supervise the production of a performance plan for each song
  • Select section leaders and performance director
  • Chair the Music Team

Performance Leader

  • Create a performance plan for each song in collaboration with the MD
  • Develop singers' performance
  • Teach singers any movement from performance plans

Publicity

  • Create events and stories on social media
  • Design (or arrange to have designed) chorus publicity for gigs, recruitment, etc.
  • Reach out to external media organisations (such as newspapers, radio) to promote the chorus and its events
  • Chair any Communications subcommittee meetings

Rehearsal refreshments

  • Provide squash (blackcurrant and orange), tea and coffee (caffeinated and decaffeinated), and biscuits for members to use at rehearsals
  • Present receipts for the refreshments to the Treasurer to be reimbursed

Register

  • Update the attendance spreadsheet for each rehearsal and gig to record who was present, gave apologies or was absent without notice

Secretary

  • Write minutes of committee and singers' meetings
  • Prepare weekly notices to be emailed to singers

Section leader

  • Check with the other voice part SL that at least one of you will be at each rehearsal (or deputise someone)
  • Know and teach the notes for each song
  • Know what sound the chorus is working towards and help to train singers in achieving it
  • By rota (1 upper, 1 lower) take non-voice-checked singers to work on the voice check song
  • Check expected attendance from your section for chorus events and update the event web page
  • Make sure voice checks happen by the required time and inform Membership
  • Carry out voice checks where possible and sign off
  • Meet with other SLs at least once per month for rehearsal and discussion

Singer

  • Come to or send apologies regular rehearsals
  • Arrive promptly for chorus events
  • Learn notes at home so that rehearsals can focus on musicality and the joy of singing
  • Follow the riser etiquette
  • Bring sheet music, a pencil and water bottle to rehearsals

Social

  • Organise at least one large group social each quarter
  • Encourage members to come to the pub after rehearsal
  • Act as a secondary contact for welfare issues

Training

  • Record in the training spreadsheet who has started and completed training levels
  • Manage a stock of training materials (to be kept in the rehearsal venue cupboard)

Treasurer

  • Keep the company accounts up-to-date
  • Prepare annual statements
  • Make a report at the Annual Singers Meeting
  • Settle bills
  • Pay in money received
  • Pay reasonable expenses on production of receipts

Wardrobe

  • Maintain a list of singers' measurements, in accordance with the Data Protection Act
  • Keep an inventory of chorus-owned wardrobe and its location
  • Order new items of wardrobe
  • Chair wardrobe subcommittee meetings

Welfare

  • Ensure that our safeguarding policy is followed at all times
  • Act as the primary contact for welfare issues
  • Stay in occasional contact with members who are absent for extended periods through ill health
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