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Attendance secretary

Chris Smirthwaite

Information   Previous concerts and events   Member List     Rehearsals     Additional recordings    Safeguarding Policy

CHOIR ROLES
2024/25

JOB TITLE

NAME

JOB DESCRIPTION

MENTOR

Chair person

Ruth Atkinson

  • Oversight and ultimate responsibility for the running of the choir, its ethos and continuing health

  • Spokesperson

  • Enable efficient management of choir

  • Liaise with MD

  • Chair committee meetings

  • Liaise with choir and external agencies, foster good relationships with such.

Past Chairs

Vice Chair Committee

TBC

  • Support Chair in sharing out jobs to be done

Chair & Committee

Secretary

Rose Lemin

  • Maintain minutes and choir records 

  • Receive and deal with correspondence

  • Have contact details on the website

  • Facilitate the work of the committee

  • Arrange committee agendas in consultation with the Chair

  • Circulate minutes and agendas to committee members

  • Organise venues for committee and planning meetings

  • Write letters as requested by the committee

  • Keep petty cash and p/c accounts

  • Arrange the AGM

  • Ensure Child Protection Policy is up to date and on website

  • Check email consent with members

Chair & Committee

Treasurer

Elizabeth Nodder

  • Oversight and management of the choir's finances 

  • Maintain accounts

  • Produce examined balance sheet at AGM

  • Provide financial information to the committee

  • Advise the committee and MD of spending plans

  • Prepare the annual budget to facilitate MD and committee with forward planning. 

  • Make annual return to Charity Commission

  • Make annual return to Making Music

  • Collect choir subscriptions

  • Submit Gift Aid claims

Gifts

Ann Fenwick, Lesley Foster

  • Check who will need gifts presented at end of concerts, purchase inexpensive suitable gifts (flowers/wine), wrap as necessary and arrange presentation

Committee

Front of House 

Chris and Sara Woolf,

with liaison provided by Nicky Walker

  • Ensure the Front of House crew know dates and times of concerts; ticket and programme prices; reserved seating arrangements. 

  • Liaison between the crew and the choir as necessary

Committee

Concert rehearsal refreshments

Sue Hearn, Lesley Foster, Aurea Wilks

  • Organise a refreshment break during the first rehearsal of each term

  • On concert day rehearsals, ensure the choir have suitable locations and facilities to take their breaks; that may include organising an urn for cups of tea etc. or booking meals at a pub

  • Ensure refreshments for MD, visiting soloists and accompanists on concert days

Chair

Guest performers' host

Bryony Dorrington

  • Check who the guests are, arrange changing rooms, refreshments, possible overnight accommodation as required

Chair

Bar interval drinks

Bryony Dorrington

  • Coordinate with others to apply for licence and arrange interval drinks

Chair

Stage managers & lighting

Chris Smirthwaite

  • Oversight of practical arrangements for each concert 

  • Practical arrangements for hired instruments, instrumentalists and singers

  • Plan and direct team to erect staging

  • Health and Safety

Committee

Car parking & signage at

St Germans

Nicky Walker

  • Check parking facilities at venue, inform choir and guests of facilities, erect signage as necessary, dismantle after event, ensure safe use of parking at all times.

Chair

Staging Crew

Chris Smirthwaite

Paul Mileham

John Featherstone

Ross McConnell

Tim Briggs

Phillip Carew

​

  • Collection from storage, erecting staging, putting out seating etc. before event. Clearing away after event, returning staging to storage

Website

Manager: Cas Walker-Smirthwaite

Textual content updates and campaigns:  Peter Matthews

  • Maintain website and update it whenever necessary 

  • Manage system and programming for online ticket sales

  • Maintain choir list online

  • Collect copy by requesting information, photos and articles from other choir members for website. Pro-actively ensure website is as useful as possible to choir members and audience.

Committee

Patrons' Secretary

Nicky Walker

  • Encouraging patronage and liaising between choir and patrons 

  • Send information re concerts and events

  • Ticket-booking

  • Reserved seating

  • Liaison with programme editor

  • Organisation of occasional patrons' events

Publicity Manager

Gill Carey

  • Oversight of all matters which publicise the choir

  • Manage on-line ticketing

  • Run the choir Facebook page

  • Arrange delivery of 6 tickets to foodbank local to each concert

Reviews 

Anne Fenwick

  • Find a reviewer for each concert

  • Liaise with reviewer and welcome to concert

  • Send review to website management

  • Facilitate publishing of good reviews

Banners

Chris Smirthwaite

  • Store and maintain current banners and permanent concert signs.

Concert diary and programme

Tessa Lewis

  • Research and write the information for the concerts

Choir ticket sales

Corrine Collinson

  • Sell tickets to choir members, as advised by online service manager and before rehearsals 

  • Keep a record of how many tickets are sold to each member

Ticket liaison with other sales outlets

Ruth Atkinson

  • Liaise with TiC and other outlets, ensure they have sufficient tickets, update sales information with online systems, collect unsold tickets and monies

Programme proof reading

Vacancy

Programme advertising

Sue Hearn

  • Seek advertising for programmes from various commercial ventures. 

  • Arrange pricing and liaise with programme editors to include advertising as sold. 

  • Send copies of programmes to advertisers. Foster existing sponsorships and seek new opportunities for sponsorship.

Attendance secretary

Chris Smirthwaite

  • Keep record of weekly attendances and let MD know of choir apologies received online.

  • Liaise with Chair and MD if more than 3 rehearsals missed without prior agreement.

Rehearsal venue booking

Elizabeth Nodder

Fundraising

Ruth Atkinson

Section leaders

Corinne Collinson, Soprano

Bella Tyson, Alto

Jane West, Tenor

Chris Smirthwaite, Bass

  • Welcome and mentor new members, systems of the choir (apologies, dress, folders etc.)                                        

  • Pass emails and messages to non-emailing members of this section. Keep webmaster informed of changes to membership and contact details.

Safeguarding

Peter Matthews

Elizabeth Nodder

  • Review policy annually in consultation with Chair and Committee. Respond promptly and pro-actively to any concerns expressed by minors in the choir.

Chair and Committee

Scholarships

Peter Matthews

  • Oversight and management of ECBC's scholarship scheme 

  • Raise sponsorship

  • Publicise the scheme to potential scholars

  • Arrange auditions and interviews

  • Arrange presentations

  • Liaise with publicity and programme editor 

Committee

Librarians

Aurea Wilks

Ruth Atkinson

  • Liaise with MD and concert manager for programme plans 

  • Arrange for hire or purchase of music

  • Keep records of the loan and return of scores

  • Return hired music 

Folders for music

Angela Flynn

Unlocking and locking church hall for rehearsals

Chris Smirthwaite

  • Unlocking and locking up of the Church of Our Lady and St Neot for rehearsals and other events, checking all lighting turned off and kitchen locked

Singing Day organiser

Gill Carey

  • Arrange Singing Day

Transport for MD

Mim Brigham

  • Organise someone to take Simon and his dog Timmy back to the railway station after rehearsals, and making sure he can travel to and from rehearsals

Sponsorship

Nicky Walker

  • Foster existing sponsorships and seek new opportunities for sponsorship 

Photography and sound recordings

Peter Matthews

  • Photograph concerts and events when possible.  Make occasional sound recordings.  Arrange for publication of the media on this website. 

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