O.C Meeting 19th March 2011


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O.C Meeting 19th March 2011

  1. 1. SAM TET SYMPHONY ORCHEStRA<br /><ul><li>Managing a Concert
  2. 2. 2011 Planning</li></ul>O.C. Meeting 19th March 2011<br />
  3. 3. AGENDA<br />Overview:<br /><ul><li>Main Objectives
  4. 4. Practice Schedules and Rehearsal Dates
  5. 5. Concert Program Schedule
  6. 6. Concert Uniform </li></ul>Concert O.C.:<br />Graphics<br /><ul><li>Arrangement of Info in Booklet
  7. 7. Invitation List
  8. 8. Newsletter</li></ul>Backdrop<br /><ul><li>Projector Imaging Sample
  9. 9. Lighting Management in Backdrop</li></ul>Stage Management<br /><ul><li>Audience Seating Plan
  10. 10. Entering and Exiting of Orchestra on Stage
  11. 11. Interior and Exterior Hall Management
  12. 12. Lighting and Audio Management
  13. 13. Photography Documentation</li></ul>Plans and Projects in 2011:<br /><ul><li>2011 Schedule
  14. 14. Events in 2011</li></ul>Conclusions<br />Usher Management<br /><ul><li>Categories of Ushering Work
  15. 15. Meeting with Voluntary Societies</li></ul>Marketing<br /><ul><li>Posters Distribution
  16. 16. Promoting through other Schools
  17. 17. Advertising on Newspaper
  18. 18. Exclusive STSO group on Facebook
  19. 19. Fundraising Target from Sponsorship and Donation</li></ul>Ticketing <br /><ul><li>Master List
  20. 20. Target for Ticket Selling Schedule
  21. 21. Ticket Reservation</li></ul>O.C. Meeting 19th March 2011<br />
  22. 22. overview<br />O.C. Meeting 19th March 2011<br />
  23. 23. MAIN OBJECTIVES<br />What is our ambition in this concert? <br /><ul><li>Lets say we move to 10 years from now, 2020.
  24. 24. The tenth anniversary of our concert.</li></ul>A standard size symphony orchestra is <br />Modern Orchestra<br />Strings: <br />16 violin I, 14 violin II, 12 violas, 10 cellos, 8 double basses, harp<br />Woodwinds:<br />Piccolo, 2 flutes, 2 oboes, English horn, 2 clarinets, bass clarinet, 2 bassoons, contrabassoon<br />Brass:<br />4 horns in F, 3 trumpets, 3 trombones, euphonium, tuba<br />Percussion:<br />Timpani, snare drum, tenor drum, bass drum, cymbals, glockenspiel, etc.<br />O.C. Meeting 19th March 2011<br />
  25. 25. Our Concert Scope<br />Why do we need to discuss this?<br />Because we are not doing this concert aimlessly. <br />What are we trying to achieve this year?<br />Increase music interest and skills<br />Strengthen bond between members<br />To become well known to the community <br />To raise funds<br />How do we deal with the money collected?<br /><ul><li>Buy woodwind and brass instruments right after the concert
  26. 26. Obtain loan from instructor if necessary</li></ul>Why?<br /><ul><li>Basically we don’t have any more choice of music for strings next year.
  27. 27. We need to start on woodwinds and brass to achieve the vision mentioned earlier</li></ul>We don’t have any seniors and we only have 1 instructor. How? <br /><ul><li>Convert seniors (form 3 and form 4) to woodwinds and brass
  28. 28. Easier to cope with and able to learn faster
  29. 29. Practice starts right after the string competition
  30. 30. Target: Full symphony orchestra performance on End of Year Concert (EYC)</li></ul>O.C. Meeting 19th March 2011<br />
  31. 31. Practice schedules<br />New Ideas on Practice Management (Applicable to Monday)<br />Orchestra divided into 3 groups (full orchestra)<br /><ul><li>1st violin
  32. 32. 2nd violin
  33. 33. Viola, cello and bass</li></ul>Each group arrange before and after the practice<br /><ul><li>Once every 3 weeks.
  34. 34. Arrange tables, chairs to the side.
  35. 35. Clean the classrooms.
  36. 36. Arrange orchestra seating. (Form 2 and above are compulsory to attend concert and further events<discussion>)
  37. 37. Must be done before 8.30am. (No exact time on how early you need to arrive, just get the job done before 8.30)</li></ul>How about others?<br /><ul><li>Arrive, get your instruments and stands from the room
  38. 38. All players must be ready and on the seat before 8.30am (including tuning)
  39. 39. Practice starts right on 8.30am</li></ul>Why?<br /><ul><li>Every member has the responsibility to arrange the practice venue
  40. 40. No more latecomers and lazy fellows who leave early
  41. 41. Learn more about your own section members
  42. 42. Easy to mark attendance</li></ul>Note: Room masters are required to come at before 8.00am every practice. <br />Aiya, our members won’t come so early to do these things and will leave early lar. The principal do all lar. =<br />Its principal’s responsibility and authorization to lead on his own section. Teamwork is important.<br />If the practice couldn’t start on 8.30am, it’s the principal’s fault for failing his task.<br />O.C. Meeting 19th March 2011<br />
  43. 43. Summary of Practice Schedule<br />Note: <br /><ul><li>Form 1 and newcomers are required to arrange their own class every week.
  44. 44. Must be done before 8.30am.
  45. 45. Seniors who are assigned to teach form 1 will be from 8.30am – 12.00pm.
  46. 46. Beginners are expected to join form 2 players (group B) by Mid-Year Camp.
  47. 47. 8.30am – 10.15am : Practice on easy orchestra piece (beginners only)
  48. 48. 10.30am – 12.00pm: Join with form 2 (afternoon session orchestra)</li></ul>Note: Will start on 2nd April if everyone agrees. <br />Need to plan for schedules and inform on 26th March.<br />O.C. Meeting 19th March 2011<br />
  49. 49. Form 1 teachers<br />
  50. 50. Rehearsal dates<br />Pre-rehearsal (entering and exiting of stage, get familiar with hall)<br /><ul><li>8.30am till 12.00pm in hall, get permission
  51. 51. 9th April (rentasdesa, get permission for concert players only, form 1 not included), 16th April (MUET)
  52. 52. 26th March (PIBG meeting) inform members
  53. 53. 2nd April is STCO concert
  54. 54. Assigned seniors to form 1 are required to stay with them till 12.00pm, get info from others regarding stage.</li></ul>Do you want to extend practice time on Saturday for pre-rehearsal? <br />(2nd April, 9th April and 16th April)<br /><ul><li>8.30am until 5.00pm
  55. 55. 12.30pm until 1.00pm: Recess</li></ul>Why?<br /><ul><li>Hall is our main weakness
  56. 56. We haven’t practice entering and exiting on stage before</li></ul>Note: Pre-rehearsal is not something to mess about, time is precious and we want to squeeze out every bit we can.<br />
  57. 57. Full Rehearsal (full uniform, projector imaging, LED lighting and complete microphone setup) <cost money><br /><ul><li>19th April (public holiday, keputeraan sultan)
  58. 58. 8.30am until 5.00pm
  59. 59. 12.30pm until 1.00pm: Recess
  60. 60. Will try to get Top Vision, because public holiday</li></ul>Why?<br /><ul><li>Everyone can attend, more time to rehearse
  61. 61. Under Mr Lim supervision
  62. 62. To test for microphone setup position and effect in hall
  63. 63. Able to make changes before concert
  64. 64. Check uniform of our members (some fellows will wear oversized shirt and jeans)</li></ul>Note: If Top Vision could not make it on 19th April, 21st April (Thursday) will be the day. <br />2.00pm -6.00pm : Full rehearsal (get permission)<br />Rehearsal (Without Microphone setup, will try to get lighting and projector imaging)<br /><ul><li>22nd April (Good Friday) : 8.30am – 5.00pm
  65. 65. 29th April (Friday) : 2.00pm – 7.00pm (you can extend if you want)
  66. 66. 30th April (Concert Day) : 8.00am – 4.00pm (go home and change, get ready) <discuss>
  67. 67. Concert : 6.00pm – 11.00pm (get ready, cool yourself)</li></li></ul><li>Concert program schedule<br />Group D<br />Opening theme (Pending)<br />Zooster’s Breakout<br />Group A<br />I Will Follow Him<br />Violas Front And Centre<br />You Raise Me Up<br />Moon River<br />Group B<br />Somewhere In My Memory<br />Love Potion No.9<br />ObladiOblada<br />Rainbow Connection<br />Interval (discuss)<br />Group C (tell me which one is cancelled)<br />Humouresque<br />Divertimento In D Major – Presto (3rd Movement)<br />Canon In D<br />Air On G String<br />Castle In The Sky<br />Viva La Vida<br />Lady Gaga Medley<br />Group D<br />Selections From Pocahontas<br />Music From The Pirates Of The Caribbean – closing theme<br />Encore (Pending)<br />
  68. 68. <ul><li>Need more details regarding time distribution of each piece
  69. 69. Need more ideas on how to present the music. Presenting one by one is dull. <discuss></li></ul>How is the MC?<br /><ul><li>A pair of boy and a girl MC will be good for the opening ceremony, interval and closing (English and Chinese)
  70. 70. Conductors please ready your presentation for each piece
  71. 71. Start testing on pre-rehearsals onwards (please inform mc verbally)</li></li></ul><li>Concert uniform<br /><ul><li>White long sleeve shirt
  72. 72. Black trousers
  73. 73. Black leather shoes </li></ul>Any other cloth you want to wear? Tie?<br /> Note: <br />Rehearsal for full uniform will be on 19th April<br />
  74. 74. Concert O.CGraphics<br />Arrangement of Info in Booklet (horizontal or vertical) <discuss><br />Cover (Include sponsors logo, facebook, twitter, etc)<br />Organizing Committee List<br />Intro about our orchestra (history, objective, need more high quality photos of orchestra, capture it on 26th)<br />Intro about Mr Lim<br />Player List (full orchestra only)<br />Concert Schedule (brief pieces info (conductor, arranger, performed by which group) and interval)<br />Thorough explanation and info of each piece (composer, arranger, history, pace of music)<br />Donor list and sponsors<br />Back page: advertisement slot<br />Need ideas from MPO booklet<br />
  75. 75. Invited Guests List (discuss)<br />Principal, Mr. Lee<br />Deputy principal, Mr. Pong<br />Senior assistant, MrKoit<br />Senior assistant, MrKok<br />Miss Wong<br />Teacher advisors?<br />MrPhang<br />Mr Wong Chin Choy<br />MrLoh (if can)<br />Father Michael Cheah (If can)<br />Newspaper Press (star, sinchew, etc.)<br />Free Tickets <br />Donors<br />Sponsors<br /><ul><li>Invitation card for the guests in the list (nice looking card, a letter and a VIP ticket)
  76. 76. Prepare newsletter for the list above including guests, donors and sponsors after the concert (a report on how success we are, an invitation to the annual dinner)</li></li></ul><li>Backdrop<br />Projector Imaging Sample<br />
  77. 77. Wunsiedel, Germany<br />Pre-1700<br />Baroque Music<br />
  78. 78. Johann Pachelbel<br />
  79. 79. Canon in D<br />
  80. 80. Germany<br />1720s<br />Baroque Music<br />
  81. 81. Johann Sebastian Bach<br />
  82. 82. Air on the G String<br />
  83. 83. Lighting management<br />Strength of Lights<br /><ul><li>Dim (D)
  84. 84. Moderate (M)
  85. 85. Strong (S)</li></ul>Before Concert Begins (Arrival of Audience, <br />orchestra seating are ready)<br /><ul><li>(M) lights on the stage.
  86. 86. Hall lights are on.</li></ul>Opening Ceremony (8.05pm – 8.20pm)<br /><ul><li>Hall lights are off.
  87. 87. (S) on stage.
  88. 88. Light tracker (not sure the real name) on MCs when </li></ul>introducing guests up to the stage.<br /><ul><li>Light tracker on guests when cutting ribbon, gong, </li></ul>and giving of souvenir.<br />Beginning of Concert (8.20pm)<br /><ul><li>(D) on stage after the opening ceremony is completed
  89. 89. Projector imaging started on screen
  90. 90. MC speech and welcome the orchestra
  91. 91. (S) on stage once the MC welcome and the players coming out from stage
  92. 92. Light tracker on conductor who come out from the side when the players are seated </li></ul>During the Concert (After the conductor comes out)<br /><ul><li>(D)on stage after conductor finish his speech
  93. 93. Projector imaging for the opening theme starts
  94. 94. (S) on stage after the screen is completed and the music starts
  95. 95. (D) on stage when the music is completed.
  96. 96. The steps are the same for others.</li></ul>Interval<br /><ul><li>(M) on stage after the music is completed
  97. 97. Hall lights are on
  98. 98. MC announce interval
  99. 99. Hall lights are off after interval
  100. 100. (S) on stage when the MC introduce the orchestra
  101. 101. (D) on stage when players are seated
  102. 102. Projector imaging starts
  103. 103. (S) on stage after projector imaging is completed</li></ul>End of Concert <br /><ul><li>Remain (S) on stage after the encore is completed
  104. 104. Hall lights are on
  105. 105. MC speech/conductor speech
  106. 106. (M) on stage when speech is completed
  107. 107. Enquiry on Top Vision (Date, next week)</li></li></ul><li>Stage management<br />Audience Seating Plan<br /><ul><li>1000 seats
  108. 108. 3 columns, 10:20:10
  109. 109. 25 rows </li></ul>VIP seats : 5 rows x 40 = 200<br />Normal : 10 rows x 40 = 400<br />Student : 10 rows x 40 = 400<br />Cushion chairs for VIP?<br />Colour of chairs for <br />Normal: Yellow<br />Student: Blue <br />Colour for stage chairs?<br />
  110. 110. Entering and Exiting on Stage<br /><ul><li>Only chairs, stands, scores, double basses, piano and percussion are on stage</li></ul>Podium for drum set?<br />
  111. 111. Interior and exterior hall management<br />Interior<br /><ul><li>Decorations in hall (red curtain below the stage, plants)<discuss>
  112. 112. PA and Lighting positions in hall</li></ul>Exterior<br /><ul><li>Decorations in hallway before entering hall <discuss>
  113. 113. Signs for toilet for male and female</li></ul>Outside Hall Services<br /><ul><li>Giving out booklet and selling tickets
  114. 114. Food and beverages?</li></li></ul><li>Photography documentation<br />What is it for?<br /><ul><li>To have a complete record of every event
  115. 115. As an extra info about our orchestra
  116. 116. Used in AGM </li></ul>Who is going to be in charge?<br /><ul><li>He has rights to move around to take photos even when a practice is running
  117. 117. Have a complete organized file of photos in every event
  118. 118. He has to be able to cope up with the orchestra during rehearsals, concerts and other functions</li></li></ul><li>Usher management<br />Voluntary Societies<br /><ul><li>Prefects
  119. 119. Scout (is it necessary)
  120. 120. Kadet
  121. 121. Others ?</li></li></ul><li>Prefects<br /><ul><li>Welcoming VIPs and audience
  122. 122. In-charge of in-hall (arrange seats and ushering)
  123. 123. Out-hall service (distribute booklet, selling food and beverages, patrol)
  124. 124. Arrange everything back in order after concert ends</li></ul>Scouts<br /><ul><li>Hall decoration (we can do ourselves or ask KelabSeni) <discuss>
  125. 125. Arrange everything back in order after concert ends</li></ul>Cadet<br /><ul><li>Keeping traffic in school compound, road and car park in good order
  126. 126. Patrol in car park area and outside school compound
  127. 127. Arrange everything back in order after concert ends</li></ul>Ways to Thank the Volunteers<br /><ul><li>Money
  128. 128. Invite them to our Annual Dinner for free</li></li></ul><li>
  129. 129.
  130. 130.
  131. 131. Meeting with Voluntary Societies<br /><ul><li>Send letter with complete written work instead (1st week of April)
  132. 132. Ask for their reply on number of volunteers and suggestions
  133. 133. Conduct one final meeting to have confirmation from them and check for any problems on (2nd week of April)
  134. 134. Remind them on a few days before the concert</li></li></ul><li>marketing<br />Posters Distribution<br /><ul><li>80 posters
  135. 135. 60 for classes, 10 for centres, 5 for concert use, 5 for reserve</li></ul>Promoting through other Schools<br /><ul><li>Ask the school admin to promote to their students
  136. 136. Offer admin 2 VIP tickets
  137. 137. Collect fees and pass tickets after 3 days or less</li></li></ul><li>Advertising on Newspaper<br /><ul><li>Price
  138. 138. Content</li></ul>Example:<br />走入贝多芬的演奏厅,放下心中沉重的包裹,让全身的毛孔尽情地浸泡在动人心弦的音乐中,陶醉其中,何不快活?如此的享受不需千金万两,何不赶快购票?古人云:千金只求心头好!更何况是物超所值之物?仅需RM15 ,RM25 便可有非一般的享受,可是人的欲望又何仅如此?还是RM50的嘉宾卷更为合适?赶快行动吧!<br />高山流水,绕梁之音哪里寻?无须踏破铁鞋,便能享受大自然的旋律,陶醉其中。想一闻三德交响乐团的动听演奏,何不亲身目睹他们的风采?事不宜迟,赶快行动吧!!<br />
  139. 139. Exclusive STSO Group For Members Only<br /><ul><li>To let members know whats going on
  140. 140. To inform members more easily
  141. 141. Strengthen relationship between members
  142. 142. To understand how members are thinking
  143. 143. To know what problems are facing by the members</li></ul>Internet Facebook<br /><ul><li>Make the last push in the internet
  144. 144. Spam event link and like our official page
  145. 145. Use the poster as your profile picture
  146. 146. For committees, learn how to deal with people who ask questions in fb</li></li></ul><li>Fundraising target from sponsorship and donation<br />Minimum Target from Sponsors: RM 20k<br />Target from Donors: ?<br /><ul><li>Left 1 week ++ to find sponsors and donors.
  147. 147. Have to submit booklet info to be printed out.</li></ul>Solutions?<br />Work now?<br />Potential sponsor list? Potential donors?<br />Why we doing this hard?<br /><ul><li>The more money we can raise from this concert, the more instruments we can buy to prepare for next year’s concert.
  148. 148. To raise the spirit of members</li></li></ul><li>Ticketing<br />Master List <br /><ul><li>To record all members who have taken the tickets (includes everyone, tickets that are not given out are kept by teacher advisors until it is needed)
  149. 149. To collect the exact amount of money based on how many tickets taken</li></ul>Target for Ticket Selling Schedule<br /><ul><li>Must sell all and will be collected on 2nd of April <discuss>
  150. 150. Start selling hard the tickets now. Inform all members
  151. 151. Target by mid of April: 80-100% sold out</li></ul>Ticket Reservation and Seats for Invited Guests<br /><ul><li>Update it on Facebook page once you received reservation call
  152. 152. Use either way to pass tickets: 1)Ask him to come to school to pay and get tickets
  153. 153. 2)Pay by banking in and get tickets on the concert day</li></li></ul><li>Financial management<br /><ul><li>All cost regarding concert must be submitted to teacher advisors with receipts
  154. 154. Please update it in our facebook page to let others know whats going on
  155. 155. Please save cost and get the best quality</li></ul>Estimated profit in concert: RM 25k above<br />
  156. 156. Planning in 2011<br /><ul><li>Co-curriculum Day- Mid-Year Camp- National Secondary School String Ensemble Competition 2011- Election- Annual Dinner (AGM)
  157. 157. Launching New Policy- Sports Day- End of Year Concert</li></li></ul><li>conclusions<br />1. New practice schedule and rehearsal dates announced<br /><ul><li>Concert program schedule
  158. 158. Concert Uniform</li></ul>2. Info in booklet (submit by 4th week of March)<br /><ul><li>Invited guests list
  159. 159. Newsletter</li></ul>3. Backdrop (who in charge)<br /><ul><li>Lighting management in backdrop</li></ul>4. Audience seating plan<br /><ul><li>Entering and exiting on stage
  160. 160. Interior and Exterior Hall Management
  161. 161. Photography Documentation 5. Usher Management- Categories of Ushering Work- Meeting with Voluntary Societies6. Marketing- Posters Distribution - Promoting through other School- Advertising on Newspaper- Exclusive STSO group for members on Facebook- Fundraising Target from Sponsorship and Donation7. Ticketing- Master List- Target for Ticket Selling Schedule- Ticket Reservation8. Plans and Projects in 2011</li></ul>NOTE: NEXT MEETING ON 26th MARCH 2011. (NEXT WEEK)<br />