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Region 26 Convention April 27 - 30, 2017 Bulletin #1
Transcript of region26.caregion26.ca/system/files/attachments/1451/2017Bulletin1... · Web viewbeautiful shoes,...
Region 26 ConventionApril 27 - 30, 2017
Bulletin #1
Contents
Message from the Chairperson of the Regional Convention 3 Convention Steering Committee 2017 4
General Information 5Proposed Schedule of Events 6Forms and Deadlines 8Choruses and Quartets! Are You Coming? 10All Events Tickets and Chorus/Quartet Audio-Visual Fee 11Accommodation 13Individual Events Tickets 14Program Advertising 14Medal Sponsorship 15International Division Order of Songs and Final pose 16Open Division Cue Sheets 16Chorus and Quartet Registration, Briefing and Walkthrough 17Technical Notes of Interest 18Photography 18Volunteer Orientation 18Convention Boutique 191st Nite 19Family Chorus 19Frenzy Celebration 19Parade of Champions 20Saturday Rehearsal Space 20Notes from International Regarding Competition 2017 20Travelling Trophies 21What’s Coming in Bulletin #2 21Chorus Convention Captain Checklist 22
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Message from the Chair of the Regional Convention (CRC)
Greetings, my Canadian Maple Leaf singing sisters!
On behalf of the 2017 Steering Committee, it is my pleasure to invite you all to One Voice, the 2017 Region 26 Regional Convention and Competition, in Surrey, British Columbia, April 27-30, 2017. This year’s Regional Convention will include familiar spaces and events, as well as some new twists!
Like an old pair of comfortable and beautiful shoes, we’ll once again be performing at the Chandos Pattison Auditorium. Our mutual familiarity helps to make the competition experience just that little bit smoother. The Vancouver Guildford Sheraton Hotel is once again preparing to welcome us all, and we’ll have buses operating between the hotel and the theatre on Friday and Saturday. We have set up e-transfer again this year as an option for payments to the Region, and we will once again accept Visa, Mastercard and American Express for ticket purchases at the theatre doors. All competition recordings (audio and video) will be available to download as e-files, so that you can copy them as needed for your own use. Did you know that you can sponsor medals or awards? See the sponsorship section for details.
Thursday will see us opening the convention with 1st Nite – a social gathering where we recognize our regional and chorus leaders including those receiving Spirit of 26 Awards. Friday morning kicks off with the briefing and registration for quartets and choruses at the theatre; and team leaders, directors and quartets will make up the mic-testing chorus. Make sure you’re prepared with the appropriate forms, which are available on the Region26.ca members-only website. Next is a celebration of our new International Champions, Frenzy, followed by the education class, and the quartet competition. Saturday will include the chorus
competition and we’ll finish off in style at the Afterglow party. We will also have a family chorus, which we haven’t done in Surrey for a while – more details are coming, but be sure to bring it up when you gather with family over the holiday season! See the schedule of events for times and locations of all these events.
New this year:
We will be trying a format used in many regions where instead of a show of champions, we’ll follow the chorus contest results announcements with a Parade of Champions. Top-placing choruses and quartets will each perform a song for us. Not only will this be exciting to watch and participate in, it will give us more time to enjoy each other’s company and sing together at the Afterglow!
Can’t make it to contest this year because you actually broke a leg? We’re going to have a Webcast! That way everyone in the region will have the opportunity to enjoy and learn from our competitors.
The Spring of 2017 is positively bursting with possibility!
This Bulletin contains extensive detailed information, so be sure to read through carefully. The first deadline is Dec. 12, for the “Are You Coming” form #1.
You’ll find more details about some of the events - and possibly some new surprises – in Bulletin #2. It will be available on the Region26.ca members-only website the week of March 6, after the draw for order of appearance.
I look forward to seeing you all in April!
Lori HoltorfCRC (Chair of the Regional Convention)
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Convention Steering Committee 2017
POSITION MEMBER E-MAIL PHONEChair of Regional Convention (CRC)
Lori HoltorfLions Gate
[email protected] (C) 778-918-9440(H) 604-553-3140
Competition Coordinator (CC)
Yvonne “Y” MeyerWestcoast Harmony
[email protected] (C) 250-803-1755
Official Panel Liaison (OPL) Mary WulfhorstPeace Arch
[email protected] (H) 604-532-6602
Secretary & Bulletins Sue WaznyPeace Arch
[email protected] (O) 604-656-2131
Finance Pat HarperPeace Arch
[email protected] (H) 778-593-6169(C) 604-802-1124
Hotels & Afterglow Judy McAlpineLions Gate
[email protected] (H) 604-795-6333(F) 604-795-2435
Program Yvonne “Y” Meyer see above
Public Relations TBD
Registration Erin BellWestcoast Harmony
[email protected] (H) 604-850-8613(O) 604-864-6543(C) 604-309-3821
Risers & Shells Sharlene KowkPeace Arch
[email protected] (C) 778-868-1853
Awards & Photography Fern DunlopPeace Arch
[email protected] (H) 604-538-8127
Webcast Coordinator TBDSingle Tickets Carol Argue
Westcoast [email protected] (H) 604-540-7624
(C) 604-329-7624Theatre Glenda Bisig
Lions [email protected] (C)604-996-0474
(H)604-888-2978Transportation Julia O’Dwyer
Lions [email protected] (H) 6047343655
(C) 604-808-9067
RMT Events CoordinatorCathy [email protected] (H,W,C): 403-273-8447
RMT Education CoordinatorLisa [email protected](H) 780-449-3154
RMT Finance CoordinatorSusan [email protected](H) 604-937-3360(W) 604-395-4164
RMT Team CoordinatorVicky [email protected](C) 780-271-6241(H) 780-752-8937
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General Information
Convention Dates April 27 to 30, 2017
Convention Hotel
Please book room through the Steering Committee.
Sheraton Vancouver Guildford Hotel15269 104th Avenue , Surrey BC V3R 1N5604-582-9288
Competition Sessions Chandos Pattison Auditorium10238 168th Street, Surrey BC
Wheelchair Accessibility The convention hotel and the Chandos Pattison Auditorium are wheelchair accessible.
Social Gathering and 1st Nite Thursday, April 27, 2017, 6:00 – 9:00 p.m.Sheraton Vancouver Guildford Hotel Ballroom
Frenzy Celebration Friday, April 28, 2017, 12:30 – 1:15 p.m.TBD
Education Class Friday, April 28, 2017 2:00 – 3:00 p.m.Location: Sheraton Vancouver Guildford Hotel Ballroom
Family Chorus Rehearsals: after 1st Nite and Friday afternoonPerformance – Saturday, April 29 at the end of the chorus competition.
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Proposed Schedule of Events(Subject to Change)
DATE EVENT LOCATION TIME
Thursday
April 27, 2017
Theatre Prep and Setup Chandos Pattison Auditorium 1:00 p.m. – 5:00 p.m.
Boutique, Mail Boxes, Wall of Fame and Registration
Sheraton Vancouver Guildford 3:00 p.m. – 7:00 p.m.
9:00 p.m. – 10:00 p.m.
1st Nite Doors Open/Meet and Greet
Sheraton Vancouver Guildford Hotel Ballroom
6:00 p.m.
1st Nite Sheraton Vancouver Guildford Hotel Ballroom
7:00 – 9:00 p.m.
Family Chorus rehearsal Sheraton Vancouver Guildford Hotel Ballroom
9:00 p.m. – 10:00 p.m.
Friday
April 28, 2017
Theatre Prep and Setup Chandos Pattison Auditorium 8:00 a.m. – 9:00 a.m.
Official Theatre Inspection and Quartet Mic Testing
Chandos Pattison Auditorium 9:00 a.m.
Quartet and Chorus Registration
Chandos Pattison Auditorium Lobby
9:15 a.m. – 9:45 a.m.
Chorus Mic Testing Chandos Pattison Auditorium 9:45 – 10:00 a.m.
Quartet and Chorus Briefing and Walkthrough
Chandos Pattison Auditorium 10:00 a.m. - 11:30 a.m.
Boutique, Mail Boxes, Wall of Fame and Registration
Sheraton Vancouver Guildford Hotel Ballroom
9:00 a.m. – 4 p.m.
Volunteer Orientation Chandos Pattison Auditorium 11:00 a.m.
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Frenzy Celebration TBD 12:15 – 12:45 p.m.
Education Class Sheraton Vancouver Guildford Hotel Ballroom
2:00 – 3:00 p.m.
Family Chorus Rehearsal Sheraton Vancouver Guildford Hotel Ballroom
3:00 p.m. – 4:00 p.m.
Quartet Competition Chandos Pattison Auditorium 5:00 p.m.
Saturday
April 29, 2017
Chorus Rehearsals Sheraton Vancouver Guildford Hotel Ballroom
8:00 a.m. – 1:00 p.m.
Boutique, Mail Boxes, Wall of Fame and Registration
Sheraton Vancouver Guildford Hotel Ballroom
9:00 a.m. – 10:00 a.m.
Chorus Competition Doors Open
Chandos Pattison Auditorium 10:00 a.m.
Chorus Competition Chandos Pattison Auditorium 11:00 a.m.
Parade of Champions (POC) Chandos Pattison Auditorium Following Competition Results
Afterglow Sheraton Vancouver Guildford Hotel Ballroom
Until 1:30 a.m.
Sunday
April 30, 2017
Boutique, Mail Boxes, and Registration
Sheraton Vancouver Guildford Hotel Ballroom
9:00 a.m. – 10:00 a.m.
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Forms and Deadlines
How to Fill Out Forms
All forms are fillable forms in Microsoft Word. TL's and convention captains will download the Bulletin and Forms from the "2017 Region 26 Convention" file on the Members Only site at www.region26.ca. You will need to login using your Login Name and password. Contact Yvonne Meyer if you have difficulty: [email protected] .
Download and save the form to your computer. Complete your information right on the form. Save (as) the completed form and rename the file with your chorus or quartet NAME added (i.e., Form#1AreYouComingChorus.doc to Form#1AreYouComingChorus-White Sails.doc).
Identify on the form whether payment will be cheque or E-transfer.
Send the document as an email attachment to the Region 26 Chairperson identified on the form. Forms that include a payment must also be copied to Pat Harper at [email protected] .
Payment may be done by: Cheque through snail mail to Pat Harper Finance Chair, made out to “Region #26 Sweet Adelines International” or “Region 26 SAI”
OR E-transfer using the Recipient email [email protected] The password will be emailed to the convention captain listed on Form #1.
On the memo line of the cheque or in the comment section of the E-transfer please include your chorus or quartet name and the Form Number(s) i.e. Magic City Chorus Form 2
International DeadlinesIf you plan to compete in any Division (International, Evaluation Only, or Open), you must send entry forms and registration fees to International by the following dates:
Quartet Entry $100.00 USD February 27, 2017Chorus Entry $150.00 USD February 28, 2017
The Competition Packet email from International will be sent on January 1, 2017. There will be two riser configurations, and the drawing for Chorus regional competition will be as
follows: Large risers, (Evaluation Only, then International Division), Small risers (Evaluation Only, then International Division), Open Division - note that Open Division competitors will compete on the Small Risers only
The International Draw for Order of Appearance (Quartets and Choruses) will occur March 6, 2017. The Final Order of Appearance will be made by International on March 6, 2017.
The Competition Handbook can be found at http://www.sweetadelineintl.org/ImgUL/files/CompetitionHandbook.pdf
Competitors must advise International in writing if they find it necessary to withdraw from competition.
Regional Assessment:8
Please remember that Regional member assessments must be paid by March 31, 2017.
Deadlines the Convention Steering Committee will strive to meet:● Hotel assignments – room and function space by March 1, 2017● Bulletin 2 online the week ending March 11, 2017
Several forms will be sent to you from International Headquarters (IHQ) and they are also listed below.
Number and Name of Form DeadlineForm #1/1A: Chorus/Quartet, Are You Coming? December 12, 2016Form #2/2A: Chorus/Quartet All Events Ticket Order and A/V Fee February 17, 2017
Form #3: All Events Name List February 17, 2017Form #4: Chorus Rooming List February 17, 2017
IHQ Quartet/Chorus Entry Fee deadline February 27/28, 2017
IHQ Final Order of Appearance March 6, 2017Form #5: Individual Ticket Orders (for tickets to be mailed) March 31, 2017Form #6: Program Advertising (optional) March 15, 2017Form #7: Medal Sponsor (optional) March 15, 2017Form #8/8A: Chorus/Quartet Order of Songs and Chorus Final Pose March 31, 2017
IHQ Form – Open Division Quartet/Chorus Cue Sheet (preliminary) March 31, 2017
Form #9: SOCAN Forms March 31, 2017Regional deadline for Member Assessments March 31, 2017Form #12/12A: Chorus/Quartet Briefing: International Division April 28, 2017
Form #13/13A: Chorus/Quartet Briefing: Open Division April 28, 2017IHQ Form – Open Division Quartet/Chorus Cue Sheets (final) April 28, 2017
IHQ Form – List of Competing Members April 28, 2017Form #14/14A: Chorus/Quartet Photo Order March 31, 2017Return of travelling trophies April 28, 2017Completion of evaluation forms Online after contest
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Form #1: Choruses and Quartets! Are You Coming?
Form #1: Chorus - Are You Coming?Form #1A: Quartet - Are You Coming?
1. Forms #1 and #1A are not your official Sweet Adelines International Competition Registration forms, but they are crucial for the Convention Steering Committee in planning the upcoming Region #26 Convention and Competition. Your official Registration forms will be in the email from International sent January 13, 2017.
2. Deadline for Form #1: Chorus - Are You Coming? and #1A Quartet - Are You Coming? is December 12, 2016. Complete and return as an email attachment to the Chair of the Regional Convention Lori Holtorf [email protected]
3. Ensure that all possible competing quartets are directed to Form #1A: Quartet - Are You Coming? and are aware of the deadline of December 12, 2016.
4. Form #1 and #1A asks you to provide a little bit of information regarding mobility requirements that you are aware of at this time. Indicate on the forms whether any member will be using a wheelchair or scooter in the traffic pattern and if they require a wheelchair rental for the weekend or just for the traffic pattern.
5. It would help the Steering Committee greatly to know which Division you plan to enter:o International Division: Competing for placement and medals with two (2) competition songs.
This is the only division that allows competitors to qualify for competing in international competitions.
o Evaluation Only: Competitors perform two (2) competition songs, not for placement. (Evaluation only performs before International Division competitors.)
o Open Division: Competing for evaluation (level score awarded) with a performance package that consists of one (1) competition song, emcee work and at least one (1) non-competition song. Performance is limited to 10 minutes. Quartets and choruses performing in the Open Division are not eligible for International awards (medals) but are eligible to win the Audience Choice Award.
o Evaluation by Video o Open Division by Video
If you are unsure or need more information, please contact Yvonne Meyer, Competition Coordinator, for clarification [email protected]
6. Realizing that it might be difficult to answer the question at this point, please let us know on Form #1 whether you know if you want to be scheduled for a 30 minute rehearsal Saturday morning.
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Forms #2 & 3: All Events Ticket Order And Chorus/Quartet Audio Visual Fee
Form #2: Chorus All Events Ticket Order and A/V FeeForm #2A: Quartet All Events Ticket Order and A/V Fee
Form #3: All Events Name List
Convention Registration
Ordered before Feb. 17, 2017
Ordered after Feb. 17, 2017
Members $80.00 $90.00Youth Members 12 - 25Youth Members under12
$40.00Free
$45.00Free
Non-Members $95.00 $95.00Convention Assistants $40.00 $40.00Youth Convention Assistants
$20.00 $20.00
ALL EVENTS TICKETS 1. All competing members of choruses and quartets must purchase an All Events Ticket– not individual
tickets. Members working as Convention Assistants pay a reduced rate unless they are competing in a quartet or chorus. If a Convention Assistant is competing in either the quartet or chorus contest, they must purchase a full-priced All Event Ticket.
2. Choruses complete:Form #2 All Events Ticket (AET) Order Form and Audio Visual (A/V) Fee; and Form #3: All Events Name List
3. Quartets complete:Form #2A All Events Ticket (AET) Order Form and Audio Visual (A/V) Fee.
4. Email completed Forms as an attachment regardless of payment method to the Registration Committee Chair Erin Bell [email protected] and to Pat Harper [email protected]. The E-Transfer Recipient is [email protected].
5. All Events and Individual Events ticket sales and pick up will be located at the convention Registration desk at the Sheraton Vancouver Guildford Hotel - Barnston Room.
6. Registrations are transferable but non-refundable.
7. Members and non-members may purchase All Events tickets at the convention registration desk.
8. Visa, MasterCard and AMEX will be accepted at the registration desk at the Sheraton Vancouver Guildford Hotel and in the lobby of Chandos Pattison Auditorium.
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9. Your convention name badge is your admission and must be worn to 1st Nite, Quartet Competition, Education Class, Chorus Competition and Afterglow.
REGIONAL CHORUS/QUARTET AUDIO VISUAL FEE 1. Attention competing choruses and quartets (ALL DIVISIONS): The Audio Visual Fee must be
paid by all competitors – Quartets and Choruses in the International Division, Open Division, Evaluation Only and Video Divisions.
2. The fee is mandatory but is refundable if your chorus or quartet withdraws from the competition.
3. Regions are required to make digital recordings of all contestants competing in the regional quartet and chorus competitions. Every chorus and quartet is required to pay a mandatory fee of $50 and this fee is included on the All Events Order Form. Every chorus and quartet will have access to an electronic file of their performance, which may be copied as many times as you wish.
4. DVDs will not be available for purchase.
FORM #3 ALL EVENTS NAME LIST 1. Form #3 All Event Name List is an Excel document. 2. Ensure accuracy in registrant’s name as this is the name placed on the Name Badge. 3. Use the drop down menu to select the type of ticket and the cost column will fill in automatically.4. Email completed form as an attachment to Erin Bell [email protected]
PAYMENT 1. Early Bird payment must be received by February 17, 2017. 2. NEW Payment may be made by cheque or by E-transfer. You will identify your method of
payment on the form.3. If you are mailing Early Bird All Events less than a week before the early bird deadline of February
17, 2017 please mail your cheque by Xpresspost or pay through E-transfer.4. Make your cheque payable to Region 26 Sweet Adelines International or Region 26 SAI.5. Email completed forms as attachments to Erin Bell [email protected] with a copy to Pat
Harper [email protected] regardless of method of payment.6. On the memo line of the cheque and in the comment section of the E-transfer include chorus name
and Form #s. i.e. Form 2 Magic City Chorus If paying by cheque please send to Pat Harper (address on form).
7. If paying by E-Transfer send to Recipient [email protected]. Password will be emailed to the convention captain listed on Form #1.
AccommodationForm #4: Chorus Rooming List
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The deadline for Form#4: Chorus Rooming List is February 17, 2017. All hotel room accommodation will be coordinated and arranged by Region 26 Convention Steering Committee member Judy McAlpine at [email protected] or 604-795-6333 (H).
For function space for private rehearsal rooms, contact Judy McAlpine.
All meal arrangements must be made in writing by April 7, 2017, directly with Renee Kehayas at the Sheraton Vancouver Guildford Hotel [email protected]
After March 1, 2017, any changes to your hotel requests will be handled directly by the hotel. If you must make changes, please contact Yaroslav Shapko by EMAIL ONLY: [email protected]
The Chorus Rooming List Form #4 is an Excel document. There is a column for Special Requests so add your requests when completing the form. Having this information available to the hotel prior to your arrival will assist everyone. Requests could be made such as “no feathers”, “cot required”, “accessible room”, etc.
A credit card number is required for each room booked. Please indicate the name of the cardholder and the expiry date. Other credit cards can be added to the room’s account on check-in.
Hotel:Sheraton Vancouver Guildford Hotel15269 104th Avenue, Surrey BC V3R1N5604-582-9288Rates:King or 2 Queens $125 per nightMountain View Room $145 per nightDeluxe Corner Room $145 per nightClub Floor Room $165 (Single/Double) $185 (Triple) $205 (Quad)Club Floor Mountain View Room $185 (Single/Double) $205 (Triple) $225 (Quad)Suite $285 (Single/Double) $305 (Triple) $325 (Quad)
All rooms are non-smoking. Connecting rooms on request. Please indicate on rooming list if connecting rooms are needed for a competing quartet.
● Check in: 3 p.m. Check out: noon ● All rooms have alarm clocks, coffee/tea
makers, hairdryers, voice mail, ironing boards and other amenities.
● Small number of fridges available on a first-come basis, at $10 per stay).
● Swimming pool, fitness centre● Complimentary internet● Parking $9.00 vehicle per day● Restaurant and lounge● Across the street from Guildford Town Centre
Shopping Centre
Form #5: Individual Tickets Orders
1. Individual tickets ordered before March 31, 2017, will be mailed to the person named on the order form.
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2. Tickets pre-ordered and purchased after March 31, 2017, will be available for pick-up at the convention registration area in the Sheraton Vancouver Guildford Hotel Ballroom unless requested to be available at the Will Call table in the Chandos Pattison Auditorium lobby.
3. Tickets will be available for sale during the convention weekend at the convention registration area in the Sheraton Vancouver Guildford Hotel and the in the Chandos Pattison Auditorium lobby.
4. The Chandos Pattison Auditorium lobby will be open one hour prior to events. 5. All Individual Event tickets are transferable, but they are non-refundable. It
is your responsibility to dispose of extra tickets.6. Email form as an attachment to Carol Argue [email protected] and to Pat Harper
[email protected]. Send cheques to Pat Harper (address on form) or E-transfer to [email protected].
Individual Event Price1st Nite $10Quartet Competition $25Chorus Competition $25Afterglow $15Each event for Youth: 6 to 25 years $15
Form #6: Program Advertising(optional)
Is your chorus interested in advertising in the Competition Program? Please complete Form #6. The deadline for advertising is March 15, 2017.
¼ page: $50½ page: $90Full page: $125Full page, colour, front or back inside cover: $250 (or $125 for ½ page)
Complete Form #6 and email the form as an attachment to Yvonne Meyer [email protected] and to Pat Harper [email protected]. Send cheques to Pat Harper (address on form) or E-transfer to [email protected].
For further information, contact Yvonne Meyer at [email protected].
Form #7: Medal Sponsorship(optional)
If you are interested in becoming a sponsor of the medals to be presented to our winners, please complete Form #7. As a medal sponsor your name will be advertised in the program and you will be invited to present your medals at the presentation ceremonies. On Form #7 please check off the awards you, your quartet or your chorus are interested in sponsoring and the names of the presenters.
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We are thankful for the ongoing sponsors of awards as indicated below. These sponsorships are included in the Region 26 Standing Rules. If you wish to become an ongoing sponsor please contact the RMT.
Award SponsorAA Chorus – 1st Place Prairie GoldA Chorus – 1st Place Chinook Winds Show ChorusMost Improved Chorus Westcoast HarmonyChorus Audience Choice Desert SoundsNovice Director Sandy MarronQuartet – 1st Place Lynn TattonQuartet Audience Choice A Touch of GoldMost Improved Quartetat Parade of Champions (POC)
Brava!
Novice Quartet (POC) Lions GateMarcia Pinvidic Expression (POC) Marcia PinvidicSpirit of 26 Award (1st Nite) January Jazz
Please email the completed Form #7 to Fern Dunlop [email protected] and to Pat Harper [email protected] by March 15, 2017. Send cheques to Pat Harper (address on form) or E-transfer to [email protected].
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Form #8: International Division Order of Songs and Final Pose
Form #8 Chorus - Order of Songs and Final PoseForm #8A Quartet - Order of Songs
Form #8 and #8A are used by choruses and quartets competing in the International Division. These forms are used to cue the next competitor who will follow your performance and give the judges a list of the songs to be performed. If you are singing a medley all songs in the medley must be listed. You must identify each song as a ballad or an uptune. This is for the International Division only.
Open Division Cue Sheets
IHQ will provide these to Choruses and Quartets in the Open Division.
Contestants in the Open Division are required to complete the Chorus Open Division Cue Sheet or the Quartet Open Division Cue Sheet. The Open Division Cue Sheets are sent to you from Sweet Adelines International Headquarters (IHQ) approximately one month prior to contest. These forms MUST be completed and used. No other form will be accepted.
These forms must include all planned activity on stage after completion of the entrance and following the official introduction. You must identify if your package starts or ends with the spoken word. You must include the order of songs, identified as ballad or uptune and indicate which song is the contest song selection. You will identify your final pose.
Please return these forms to the Competition Coordinator Yvonne Meyer [email protected] by March 31, 2017 or as soon as possible upon receipt and completion of the forms.
Please provide 2 copies of an updated Cue Sheet (as provided by IHQ) to the Competition Coordinator at the Briefing April 28, 2017. The CC will provide your form to the judges.
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Forms # 12 & 13: Chorus and Quartet Registration, Briefing and Walkthrough
Form #12: International Division Chorus Briefing Form # 12A: International Division Quartet Briefing
Form #13: Open Division Chorus Briefing Form # 13A: Open Division Quartet Briefing
1. The Briefing for the 2017 Competition will be held at the Chandos Pattison Auditorium on Friday, April 28. Registration is between 9:15 a.m. and 9:45 a.m. in the Chandos Pattison Auditorium Lobby
2. All chorus and quartet representatives must report to the Competition Coordinator Yvonne Meyer or her designate, deliver their documents, and sign in.
3. REQUIRED FORMS The applicable Form #12 (Chorus International Division); or #13 (Chorus Open Division); or #12A (Quartet International Division); or #13A (Quartet Open Division) MUST be completed and provided at the registration/briefing. These forms are necessary for all competitors.
4. IN ADDITION Chorus and quartet contestants in the Open Division must ALSO hand in two (2) completed copies of the updated Cue Sheets sent to them from IHQ. These forms are necessary for all Open Division competitors and must be completed.
5. IN ADDITION each International and Open Division chorus competitor must provide two (2) copies of the “List of Competing Members” form signed by the Director(s) and President which includes the alphabetical list of members’ names and Sweet Adeline I.D. numbers including a signature of each performer and director(s). (This form is in the International Headquarter’s (IHQ’s) mail sent to each chorus in January 2017.)
6. The quartet for the Quartet Mic testing will be selected by the RMT. 7. At approximately 9:45 a.m. the mic testing for the chorus will begin. The Mic testing chorus will be
selected by the RMT.8. The briefing and walkthrough will occur following the chorus mic testing at around 10 a.m.9. If there are mobility needs of members for the walkthrough and traffic pattern please ensure this
information is shared with the CRC, Lori Holtorf at [email protected]. The briefing will be held in the theatre.
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Technical Notes of Interest
Entrances and Exits Quartets will enter backstage at stage left area from the green room. They will enter stage left and
exit stage right and will sing in front of a pipe and drape. Choruses will enter from stage left and exit stage right. There will be a draw curtain for the chorus contest.
Riser ConfigurationsThere will be two riser configurations for contest sessions. The large riser configuration will be 9 six-foot risers with an inverted middle. The small riser configuration will consist of 6 six-foot risers (no inverted middle riser). For further clarification, please contact Yvonne Meyer
Riser Chairs & PropsRiser chairs and props can be stored immediately prior to the chorus contest in the storage room between the green room and stage left. After competing, choruses may leave them in the storage room between stage right and the green room (on the way to the exit to the Theatre) and must be removed immediately after the Parade of Champions. Storage space for any props or other equipment can be pre-arranged with Competition Coordinator Yvonne Meyer [email protected]
Bulletin #2 will provide you with the Traffic Pattern for choruses and quartets.
Photography
The photography information will be available in Bulletin #2. Quartet photos will be taken as part of the traffic pattern at the theatre.
Chorus photos will be taken on stage following your performance.
Volunteer Orientation
Thank you to our Convention Assistant Chorus - 2016 Champion Chorus Lions Gate Chorus. Volunteer orientation will be held on Friday, April 28 at 11:00 a.m. at the Chandos Pattison Auditorium . All volunteers are to assist choruses and quartets in a way that respects their needs for focus. i.e. Regional rehearsals and warm up time monitor - to stay outside the room until the announcement of the time call.
Convention Boutique
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The Convention Boutique will be located at the Sheraton Vancouver Guildford Hotel in the Barnston Room. The Registration, Regional mail boxes and Wall of Fame will also be located in or adjacent to this room.
Regional Boutique Protocol from the Regional Standing RulesSales ItemsSpace shall be provided for sales by:
i. The Region – Sale of regional items will be a project of the RMT.ii. Choruses – All choruses that will be competing internationally, including Harmony Classic Division A and AA contest and wild card competitors.iii. Quartets – All quartets that are eligible to compete at the next International Competition.iv. Other Members/Groups – Any other groups as requested or approved by the RMT.
1st Nite
1st Nite will be held on Thursday evening, April 27, in the Ballroom of the Sheraton Vancouver Guildford Hotel. Meet and Greet at 6:00 p.m. Program starts at 7:00 p.m.
Spirit of 26 Awards will be presented to all Chapter winners.
Don’t miss this evening of friendship and song as we begin a weekend of competition, camaraderie and the pursuit of excellence in Canadian Maple Leaf Region 26!
Family Chorus
There will be a Family Chorus in 2017! This is your opportunity to sing with your female relatives – members and non-members welcome. Bring your mom, grandma, daughter, niece, wife, aunt, granddaughter, cousin, sister or other relatives to sing on stage. Family Chorus rehearsals will occur on Thursday night after 1st Nite and again on Friday afternoon. Stay tuned for more details!
Frenzy Celebration
Join your Region 26 sisters to celebrate our 2017 International Champion Quartet, Frenzy! This will take the place of the Mass Sing this year. More details to come in Bulletin #2.
Parade of Champions
This year we will hold a Parade of Champions immediately after the Chorus Contest results announcements, as is done in many other regions. The details are still being worked out, but the
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top-placing quartets and choruses will each be invited to sing one song. We will have more details for you in Bulletin #2.
Saturday Rehearsal Space
The Region provides rehearsal space for competing choruses on Saturday morning. There will be no risers in the hotel rehearsal spaces.
The schedule for the regional rehearsals is dependent on the number of choruses wanting to use the space and time. Realizing that it might be difficult to answer the question at this point, please let us know on Form #1 whether you know if you want to be scheduled for a 30 minute rehearsal Saturday morning.
Notes from International Regarding Competition 2017
1. Staging and lighting are uniform for all contestants. No penalty is attached to the use of props or visual devices in any regional or international contest sessions. The degree to which such use enhances or detracts from the performance is reflected in the showmanship score.
2. All props and visual devices must enter and leave the performance venue with the chorus or quartet.
3. Storage space for any props or equipment, other than riser chairs or medically necessary items, is not provided at the contest venue. Props or visual devices requiring excessive set up time are subject to delay of contest penalties.
4. All contestants are required to leave the stage in the condition they found it. Anything discarded or dropped must be removed and exit the stage with the contestant. In all sessions, penalty for violation is 25 points
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Travelling Trophies
Winners of the 2016 awards who have any travelling trophies are reminded to bring them or send them to Convention so that they can be passed on to this year’s winners. 2016 travelling awards are as follows:
Champion Chorus Lions Gate ChorusChampion Director Plaque Sandy Marron (Lions Gate Chorus)First Place Small Chorus – Division A White SailsFirst Place Midsize Chorus – Division AA
Rhythm of the Rockies
Most Improved Chorus Magic CityQuartet Champion No StringsAudience Choice – Quartet Harmony CatsAudience Choice – Chorus Battleford BlendsMost Improved Quartet YayNovice Quartet VOXNovice Arranger n/aNovice Director n/aMarcia Pinvidic Expression Lions Gate Chorus
Please email Awards Coordinator Fern Dunlop [email protected] to confirm that you will be bringing the awards to the competition. All travelling awards should be brought to the Chandos Pattison Auditorium Friday morning during the chorus/quartet walkthrough. Please provide a protective wrapping for the travelling award.
What’s Coming in Bulletin #2
Bulletin #2 will be posted in March 2017 after the final Draw for Order of Appearance and the schedules have been completed.
Watch for the following information in Bulletin #2:
● Judging panel● Quartet and chorus traffic pattern● Details regarding the Education Class● Saturday morning rehearsal schedule● Details about the Frenzy Celebration
● Details about the Parade of Champions● Details about the Family Chorus● Afterglow● Airport shuttling information● Photo Order form and tip sheet
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Convention Captain Checklist
Pre-Convention
Appoint Sub-committees
1. Registration2. Accommodation3. Individual Events Tickets Order4. Transportation5. RAH! RAH!6. Special Functions7. Information8. Other Items (specify)Schedule Committee MeetingDateTimePlace
● Retain copies of relevant forms from the competition webpage for all appropriate chorus members, for example, director, president/team leader, convention sub-committee members, etc.
● Ensure that the quartets in your chorus receive all relevant bulletin information.
1. Registration● Fill out Form #2: Chorus All Events Order and Audio Visual Fee and Form #3: All
Events Name List, due February 17, 2017, to take advantage of early bird pricing. Collect fees if applicable, and submit.
● Early bird pricing ends February 17, 2017.● Final deadline for receipt of mail registrations with payment is March 31, 2017.● To register additional people before or after the early bird deadline, send additional Form
#2: Convention All Events Order and Form #3: All Events Name List. ● Members and non-members may purchase All Events tickets at the convention registration
desk in the Sheraton Vancouver Guildford Hotel.
2. Accommodation● Complete Form #4: Chorus Rooming List and submit by February 17, 2017.● Designate housing contact to coordinate with the Hotel Coordinator.
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● Reserve special function room(s) as required. Confirm function space.● After March 1, 2017, any changes to your hotel requests will be handled directly with the
hotel. If you must make changes, please contact Yaroslav Shapko by EMAIL ONLY [email protected]
● Arrange room payment system and inform all members.
3. Individual Events Tickets Order● Complete Form #5: Individual Ticket Orders. Order must be received by March 31,
2017, to receive tickets by mail. All remaining Individual Events tickets can be picked up at the convention registration desk or at the door.
● Visa, MasterCard and AMEX will be accepted at the registration desks at the Sheraton Vancouver Guildford Hotel and Chandos Pattison Auditorium.
4. Transportation● Arrange reservations (may have to be done in advance).● Confirm reservations. Double-check all.● Arrange payment for transportation.● Inform all members of transportation details.
5. RAH! RAH!● Schedule RAH! RAH! and camaraderie sessions.● Promote togetherness and unity.● Promote positive chorus attitude.● Promote solid quartet support.● Fun Stuff!
6. Special Functions● Chorus function space should be arranged through Hotel Chair, Judy McAlpine,
[email protected] and breakfast or dinner arrangements through the hotel. ● All meal requirements must be made in writing by April 7, 2017, directly with Renee
Kehayas [email protected]
7. Information● Prepare packing list, including all costume parts, accessories, makeup and personal items.● Prepare member “personal itinerary” schedules.● Prepare information on how to handle competition weekend.● Review Judging Category Description Booklet with members (may be done by director or
music staff).● Prepare and distribute information booklet.
8. Other Items● Chorus photos will be taken onstage following chorus performances.
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● Quartet photos will be taken during the traffic pattern.● Arrange for congratulatory cards for participants and winners.● Print out copies of all forms to take with you for reference. ● Confirm that everyone who must submit forms knows the deadlines and that the forms are
submitted well in advance. A checklist is provided for you.● Ensure that the team leader and directors attend the walkthrough and bring copies of
required forms in duplicate. These forms are sent to choruses from IHQ in January. ● Bring row bags to competition. They will not be provided by the Region.
At Convention● Hotel: Report in with Hotel Coordinator, ● Director’s briefing: director and president/team leader● Competing quartets: Provide assistance and chorus support, etc.● After chorus contest, there will be a recognition ceremony involving the president/team
leader, director and communications coordinator.
Post-Convention● Duplicate score sheets and distribute to all members.● Encourage members to complete online Evaluation form.● Arrange for chorus access to digital audiovisual files. ● Arrange director and chorus discussion/evaluation of performance.● Schedule post-convention wind-up meeting of committee.● Prepare written report for file with suggestions for next year’s Convention Captain, with
copies to president/team leader and director.
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2016 ChecklistNumber and Name of Form Deadline Assigned Done
Form #1: Are You Coming? Dec. 12, 2016
Form #2: All Events Ticket Order & A/V Fee Feb. 17, 2017
Form #3: Chorus All Events Name List Feb. 17, 2017
Form #4: Chorus Rooming List Feb. 17, 2017
IHQ Entry Fee deadline Feb.27, 2017
IHQ Final Order of Appearance Mar. 6, 2017
Form #5: Individual Ticket Orders (to be mailed) Mar. 31, 2017
Form #6: Program Advertising (optional) Mar. 15, 2017
Form #7: Medal Sponsor (optional) Mar. 15, 2017
Form #8: Order of Songs and Final Pose Mar. 31, 2017
IHQ Form – Open Division Cue Sheet (preliminary)
Mar. 31, 2017
Regional deadline for regional dues Mar. 31, 2017
Form #12: Briefing: Int. Division X 2 Apr. 28, 2017
Form #13: Briefing: Open Division X 2 Apr. 28, 2017
IHQ Form –Open Div. Cue Sheets (final) X 2 Apr. 28, 2017
IHQ Form – Chorus List of Competing Members X 2
Apr. 28, 2017
Travelling trophy return Apr. 28, 2017
Form #14/14A Chorus/Quartet Photo order Mar. 31, 2017
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