Email sent to all
volunteers:
You have all
received this email because you are on my list of volunteers for the
Winter Concert...If you do NOT want to be on the list, please let me know
and I will take you off...
I am the
coordinator for the Winter Concert. Anyone who knows a BETTER way to do
what I am trying to do, please speak up. You won't hurt my feelings...
The concert is
Tuesday, November 26 at 7:30 PM and tickets are three dollars.
Here are the places I think I need help....
Publicity
1)
Press Release in the Greenbriar & Centerview local papers and
Chantilly Times. Several weeks before concert. (DONE by Jean Jackson)
2)
Flier for local schools and
groceries – (see sample) NEED:
1 or 2 people to distribute to the feeder elementary schools and
middle schools this week. Distribution to include:
Rocky Run Middle School / Franklin Middle
School
Oak Hill Elementary / Navy Elementary / Poplar Tree Elementary / Lees
Corner Elementary
Greenbriar East Elementary / Greenbriar West Elementary / Brookfield
Elementary
Giant at Greenbriar / Giant at Franklin Farm / Shoppers at Sully / Safeway
by Fair Oaks Mall
Giant at Fox Mill
3)
Web page – Contact the webmaster
and ask her to place the concert on upcoming events, with notes to parents
about getting tickets.
4)
Contact Gary Gunnerson to see if
we can send an email to all band parents to remind them of the concert.
Tickets
1)
Order tickets from Judy Warren at
the school (703-222-8100) She will deliver them to Mr. Taylor’s mailbox in
the main office. Advanced tickets are a different color than sale at the
door. We ordered 200 advanced and 400 regular. All tickets were $3.00.
2)
Pre-sale ticket flier for band
parents to buy tickets ahead of time. Should do two weeks in advance. (See
sample) It should include that they can enclose tag day tickets OR checks
to pay for tickets.
3)
NEED:
Someone to Xerox 300 of these fliers and put them in the band room
for band directors to hand out.
4)
NEED:
Someone to go to the "brown box" every day (or every other) to fill the
ticket orders. Filled ticket
orders should be returned to Mr. Taylor’s desk the next morning with the
student’s name and which band on the envelope. A record of all
advanced-sale tickets should be kept on a spreadsheet until the concert is
over.
5)
NEED:
Two to three people to sell tickets at the door the night of the
concert. Ticket sellers should arrive just before the band students are to
be dropped off. Most parents stay and want to get their tickets. Doors
will not open until about 20 minutes before the concert. It is probably
best to make a sign to post on the door to announce that.
6)
Tag day ticket holders
from the community should leave their requests with coordinator or the
person who is filling ticket orders. The tickets will be put in an
envelope with their name and number of tickets – available for pick-up the
night of the concert.
Program
- Program template is on winter concert
floppy (2002 done by Steve Smith)
1)
Basic Concerts - All of the
programs from last year have been saved on a floppy. The directors will
need to provide the program editor with a complete list of students,
broken down by ensemble and instrumentation. Each of these lists needs to
be in either alphabetical order or chair (seating) order - director's
preference. Once composed, the program must go to the directors for final
approval. This should be done no less than 72 hours before the program
must be printed.
2)
Program notes for
the musical selections can be obtained from several sources, the most
convenient being the score notes, which the directors can provide. Someone
with even a very limited background in music can research their own on the
web, using www.jwpepper.com, or going to the various publishers' and
composers' web sites.
3)
When the program draft is done, send to coordinator and Mr. Taylor
for final proofreading.
4)
NEED:
1 person to
copy, collate, and fold the program.
If we do this at the High School, it is free. Can be done during the day
and I have hear that we can get in on evening hours if we need to. If you
volunteer, let me know whether you are "day or evening". Print 500 copies.
Took about one hour (Betty Loukas)
5)
Ushers to pass out the
programs at the door and to remain near the door during to concert to make
sure no one comes and goes during a number. The Tri-M (Music Honor
Society) will provider ushers. 2002 contact is Leyla Olson -
plolson1@earthlink.net
50/50 Raffle
- Nancy
Lepore is in charge of this part! Thanks Nancy.
Stage -
Co-coordinator Nicole Chisea
1)
Someone to pin down Keith & Alan
on the layout for each performing group.
2)
NEED:
5-6 volunteers to
help Nicole DURING the show.