- Initial set-up of the Secretary's desk and storage area for medals & ribbons.
- Set-up of the Secretary's desk and storage area for subsequent shifts.
- Announcements to the audience and participants.
- Seating the participants in order of performance and delivering their music to the adjudicator.
- Assisting the Adjudicator (certificates, medals and ribbons).
- Closing and dismissing the class.
Refer to the Registrar's Procedure for the full list of venue supplies. Ensure that you bring a watch or other timepiece with you to the venue for recording the class start and end times.
The Secretary is provided with the following:
- A Name tag sticker (from the Registrar).
- A box of supplies containing: participant ribbons, medals (first, second and third place).
- A zippered case (may be transported inside the box with the medals) containing the Secretary's copy of the Festival Programme, a completed Sample Certificate, Festival Rules, Secretary's Procedure, Quick Study/Sight Reading Instructions, Festival Copyright Policy, blank certificates for First, Second and Third Place, pens, pencils, pencil sharpener, eraser, markers and a timer.
- Bottles of water and snacks for the volunteers and adjudicator.
Before the start of the Festival, you will be sent, via email, a Volunteer Schedule, Contact List and Venue Information Sheet for your venue. These documents will also be included in the office-in-a-box, but some of the information may be required before the box is delivered to the venue. The Volunteer Schedule will tell you who your Registrar is and who the designated back-up volunteer is for your shift. It will also show that same information for the other shifts for that venue. The Venue Information Sheet will include information regarding access to the venue (what door to use, where to find a key (Registrar's responsibility), who to contact at the church in case of issues) and also instructions for the Registrar on securing the cash box during breaks and between shifts.
If at any time you find that you cannot complete your duties, please contact the Festival Coordinator, the Volunteer Coordinator and the designated back-up volunteer to determine a plan of action. Do not leave the venue without speaking with at least one of these people. If you are at the venue when your issue arises and the Registrar is present, please inform them as soon as possible (please try to not interrupt performances to do so).
If the Registrar does not show up within 10 minutes of their scheduled start time, inform the Festival Coordinator and the Volunteer Coordinator. If your Volunteer Schedule and Contact List indicates a back-up volunteer, you may also contact them.
NOTE: If you are approached by anyone with any issues/problems during your shift, record the details of the issue, who was involved, contact information (if applicable), and date/time on the pad of paper provided in the Secretary’s case. Do not try to resolve issues unless they are small ones and you feel comfortable handling it. Refer the people to the programme, rules or to the Festival Coordinator Dawna McDade at 905-320-6906 (cell) or email@example.com
NO ONE is to approach the adjudicator or question the adjudication results. The adjudicator’s decision is final! It is your responsibility to intercept anyone who tries to speak to the adjudicator. Ask them what their concern is and decide whether to contact the Registrar or Festival Coordinator or just document the issue details.
THANK YOU FOR VOLUNTEERING!
The personal information collected from volunteers will only be used for the purposes of the Rotary Burlington Music Festival, and will not be used or disclosed for purposes other than those for which it is collected without consent of the individual to whom the information relates or as required by law.
- SET-UP – FIRST DAY/SHIFT AT VENUE:
- On the first day at the venue, the supplies will be delivered by the Festival Coordinator or their designate. The Registrar will unpack all supplies and verify that all required supplies are present by checking against the Festival Supplies Checklist.
- The Registrar will deliver the box of medals and Secretary's supplies to the Secretary's desk inside the sanctuary, along with a few bottles of water and some snacks.
- Remove all items from the zippered case and place on the Secretary's desk in a logical arrangement for ease of use. Ensure that there is a copy of the Festival Programme marked “Secretary's copy” on the front cover. Ensure that the adjudicator has brought their own copy of the programme, given to them during their pre-Festival briefing with the Festival Coordinator. If missing, obtain another from the Registrar for them.
- Introduce yourself to the adjudicator and ensure that you can pronounce their name correctly, as you will be introducing them to each class. Review how they would like to handle the participants by answering the following questions: Will the adjudicator call each participant to perform or do they want to signal you to do so? Will the adjudicator present the participation ribbons and medals to the participants or do they want you to hand them out? Will the adjudicator return the participants' music to them or do they want you to do so at the end of the class?
- Determine the minimum number of First, Second and Third Place certificates required for the shift by reviewing the number of classes and number of participants in each class for that shift. For instance, if there are 10 classes for the shift, there will be 10 First Place winners (unless one or more classes are non-competitive, in which case there will be fewer). If all of those competitive classes have at least two (2) participants, there will be at least 10 Second Place winners. If all of those competitive classes have at least three (3) participants, there will be at least 10 Third Place winners. Ask the adjudicator to sign the minimum number of certificates for each rating, plus two or three extra in case of printing errors or ties.
- Complete a Name Tag sticker (provided by the Registrar) and place it on your clothing in an appropriate place.
- Place sufficient medals and participant ribbons for the shift on a pew beside you in a manner in which they can be easily retrieved.
- Make sure you have a watch or other timepiece so that you can record the actual start and end time of each class.
- SET-UP – SUBSEQUENT SHIFTS/DAYS:
- Check to see if any additional supplies are required; if so, contact the Registrar and together decide who will contact the Festival Coordinator. There may be extra supplies in the Registrar's area.
- Set up the Secretary's desk and nearby areas as per the First Day procedures steps 1-2, 1-3, 1-4, 1-5, 1-6, 1-7 and 1-8 above, using the same Secretary's copy of the Festival Programme. If the Secretary's copy is missing, obtain another from the Registrar. Ensure the adjudicator has their copy or obtain a replacement for them from the Registrar.
- ANNOUNCEMENTS TO THE PARTICIPANTS AND AUDIENCE:
- Once all participants for a class have arrived, the Registrar will give you the class folder containing the Class Sheet(s) and Adjudicator Sheets. Note any changes and inform the adjudicator of those changes. These may include: spelling of the participant's name, music selection, no-shows, photocopied music. In the case of photocopied music, discreetly remind the adjudicator and the participant that they are not eligible for medals or other awards as they will receive no mark, but they may perform and be adjudicated. Ensure the Adjudication Sheets are in order by performance and give them to the adjudicator in the folder with the Class Sheet(s).
- As people arrive, ensure that they are not sitting too close to the adjudicator or to the Secretary's desk, as we don't want anyone looking over your shoulders. If possible, ask the audience to sit in the rows behind the adjudicator. Accompanists may sit almost anywhere, but usually want to sit close to the piano/stage.
- At the scheduled start time for the class, go to the front of the room with the folder containing the Class Sheet and the Adudication Sheets to make an announcement to the audience and participants. Do NOT start a class early without (a) ensuring that all expected participants have arrived, (b) agreement from the adjudicator and (c) asking the audience and participants if anyone has any objection to starting early (make them aware that all participants are present).
- The announcement should welcome everyone to the Rotary Burlington Music Festival. State the name of the class (ensuring that the participants are in the right place) and briefly introduce the adjudicator. Advise the audience/participants that, if they'd like to know more about the adjudicator, they can read all Adjudicator biographies in the Festival Programme, which can be purchased at the Registrar's desk for only $10. Remind the audience to silence all cell phones, pagers, beeping watches, etc. so as to not interrupt any of the performances. Flash photography is not permitted for the same reason. Keep in mind (without announcing to the audience) that, although we discourage any kind of recordings of the performances, it is difficult for you to police this policy. Recordings are discouraged to (a) protect the privacy of non-family members who may be unwillingly/unwittingly captured in the recording/photo and (b) minimize distractions to the performers (they should be performing for the whole audience, not just a camera. UNDER NO CIRCUMSTANCES IS ANYONE TO RECORD THE ADJUDICATOR'S VERBAL ADJUDICATION COMMENTS. If you deem it necessary, make an announcement to this effect just before the adjudicator begins to speak.
- If any participant asks, inform them that practicing on the festival piano is not permitted and that there are no warm-up areas.
- Mention the Festival Feedback form, available at the Registrar's desk and encourage the attendees to complete one and hand it to the Registrar before leaving.
- ORGANIZE THE PARTICIPANTS AND THEIR MUSIC:
- You may seat the participants in order by performance as they enter the sanctuary (if you have the Class Sheet(s) already), or wait until after all of the announcements are made.
- Call each participant to the front, seating the first participant in order of performance as per the Class Sheet closest to the adjudicator in the front pew on the left-hand side of the room as seen when facing the front and the rest in order of performance as per the Class Sheet next to the previous participant.
- Ask the participants to open their music books to their chosen music. Beginning with the last participant, collect their music books in the open position, each one on top of the last, so that you can deliver them to the adjudicator in order of performance. If it is a Concert class (more than one selection) and the music for their selections is in the same book, ensure that the pages are marked for easy access by the adjudicator.
- If it is a timed class, ensure that the adjudicator has a timer. Before the performances begin, remind the adjudicator and the participants that overtime performances on competitive timed classes receive adjudication only, no mark and are therefore not eligible for medals or other awards for that class. If it is a non-competitive timed class, remind the adjudicator to stop the performance if it runs overtime.
- Note the special instruction sheet for Quick Study and Sight Reading classes. At the conclusion of these classes, be sure to collect all copies of the music and place them aside for shredding.
- When the adjudicator indicates they are ready, call the first participant and record that time in your copy of the Festival Programme as the start time of the class on the Class Sheet. Note that the adjudicator may choose to call the performers themselves.
- COMPLETE THE CERTIFICATES AND PREPARE THE MEDALS & RIBBONS:
- After the conclusion of the final performance for the class, the adjudicator will require a few minutes to complete their adjudication notes. Once completed, they will hand you the Class Sheet which will show the placement of the participants and (in most cases) their marks. Sometimes there may be more than one Second Place or Third Place award, but there should only be one First Place.
- While the adjudicator delivers their verbal adjudication to the performers, prepare the signed certificates for First, Second and Third Place (as required) per the marks and placement indicated by the adjudicator on the Class Sheet. Use neat, legible printing and be sure to spell the participants' names correctly as these are keepsakes. Refer to the sample certificate for format.
- Gather the medals for First, Second and Third Place as per the Class Sheet. Medals are for solos, duets, trios and quartets only – each soloist or member of a duet, trio or quartet receives a medal. Groups larger than four (4) receive one medal for the group as a whole and each member of that group receives a participant ribbon.
- Gather the appropriate number of participant ribbons. Non-medal winners each receive a participant ribbon. Non-competitive class participants receive participant ribbons only (no medals given).
- As per the discussion with the adjudicator, give them the medals, ribbons and completed certificates for distribution, or they will signal you to do so.
- CLOSE AND DISMISS THE CLASS:
- At the end of the class, hand the music back to the participants if the adjudicator has not already done so. If it is a Quick Study or Sight Reading class, collect all copies of the music from the participants.
- Thank the audience and participants, begin applause and dismiss the class, opening the door(s) to the sanctuary if you are close enough to do so.
- Record the class end time (the time you dismissed the class) on the Class Sheet and place it in the folder for that class. Place aside until you have time to return the folder to the Registrar (may be at the end of the shift).
- Check the time and start the process again for the next class.
- As soon as it is convenient or at the end of the shift, return all Class Sheet folders to the Registrar's office-in-a-box in the slot for that day. Organize the Secretary's desk and supplies neatly for the next shift.
- At the end of the classes for that venue, pack up all remaining medals and ribbons in the box in which they arrived. Pack the other Secretary's supplies in the zippered case. Either the Festival Coordinator or their designate will come to collect all of the supplies.
THANK YOU FOR BEING A VOLUNTEER AT THE ROTARY BURLINGTON MUSIC FESTIVAL!
The Festival would not be possible without the support of our volunteers.
Please direct any questions about this procedure to the Volunteer Coordinator via email at firstname.lastname@example.org